Purchasing South Dakota Board of Regents Human Resources/Finance Information Systems HP Inc. Punchout Training Guide Version Number: 18.3 Date: 12/07/2018 Page 1
Table of Contents Purchasing Page Table of Contents 2 Introduction 3 Overview 3 Intended Audience 3 Documentation and Disclaimer 3 General Information 4 Contract 4 Shipping Costs 4 Delivery 4 Adding Non-Catalog Items to a Punchout Order 4 Smartfind Not Included with this Punchout 4 Changes to a Punchout Cart 4 External Notes & Attachments 4 Order Distribution 4 Order Confirmation and Shipping Confirmations 4 Duplicate Order Prevention 4 Timeout 4 Instructions 5 Getting to Know the Home Screen 5 Navigation 6 Standard Configurations 6 Browse Categories 9 Search Field 12 Creating Favorites 17 Quick Buy Field 19 Quote Feature (Coming in 2019) 23 Punchout Issues 23 Non-Catalog Orders 23 HP Inc. Promotions 23 How to Get Support 24 Requesting Quotes through Email 24 Page 2
Introduction Purchasing Overview The purpose of this manual is to discuss the general use of the HP Inc. punchout catalog to be used when ordering Hewlett Packard Desktop Computers, Laptops, Printers and Accessories. This document will provide an overview of the various functions of the catalog so that all end-users will have success in submitting an order using the punchout. Intended Audience This manual will be used by users of the SDezBuy application that SHOP to place orders electronically. Documentation and Disclaimer None Page 3
General Information Purchasing Contract - The HP Inc. punchout catalog in SDezBuy is based on NASPO agreement number WNWNC-115-16876, 16744. The pricing will always be current since the punchout catalog is managed by HP Inc. Shipping Costs - Shipping costs are built-in to the pricing within the catalog. Users should not add non-catalog shipping lines to the PR. Delivery It is good to plan-ahead for a computer system and to expect arrival of standard systems to be 3-4 weeks and custom-built systems 6-8 weeks. At times, the manufacturing and distribution centers outside the U.S. take a holiday for a couple weeks in February, which delays delivery. Adding Non-Catalog Items to a Punchout Order - Non-Catalog items are not to be added to a punchout order after the cart is returned to SDezBuy. Smartfind is NOT included with this Punchout - This means that items will not be found during a keyword search from the Shop-at-the-Top. Users must click on the HP punchout button and either search for the product, use the drill-down by category method or select from the Standard Configurations, some of which are campus specific and some are State Specials. Changes to a Punchout Cart - Users can make changes once the shopping cart is returned to the SDezBuy application. The standard process is to click on the MODIFY ITEMS link in the shopping cart. External Notes & Attachments - External notes are accepted and sent to the vendor. Attachments are not accepted or sent to the supplier. Order Distribution All orders through the punchout are sent to the vendor using email addresses to our HP Inc. account representatives. Order Confirmation and Shipping Confirmations - These will be emailed to the email address listed in the Ship To section of the PO. Duplicate Order Prevention - If the same PO number is duplicated for same customer, it will flag in their system so the order stops for review to determine if needed. Timeout - Inactive punchout sessions will expire or timeout after 8-hours of inactivity. The carts will be saved and accessible, as will user favorites lists and order history, so the user will not have to start over. Page 4
Instructions Purchasing The HP Inc. punchout catalog is located on the Home/Shop page in SDezBuy Audio Video, Computer Equipment, Supplies & Software showcase. Click on the HP button to access the HP Inc. punchout. Getting to Know the Home Screen Home button Search Field Quote Feature Customer Service Shopping Cart icon Browse Categories Standard Configurations Quick Buy Field Page 5
Navigation Click on the HP.com Business to Business home link to return to the Home screen. Click on the Shopping Cart icon to go to your shopping cart from anywhere within the punchout. at any time while in the punchout in the left column of the Home screen Standard Configurations SDBOR campus IT directors have worked with the HP account manager to develop customized packages for Desktop and Laptop/Notebook systems that meet the needs of the growing demands of higher education workstations. These items may include additional memory, higher speed processors and hard drives, additional USB ports, etc. Because of this, many users will gravitate toward the Standard Configurations section on the Home page of the HP punchout. Exercise using Standard Configurations 1. Click on the in front of the Specials or Monitor for your campus or the state specials in the Standard configurations section of the punchout home page to expand the section for your options. Page 6
2. Click on the item that you would like to view from amongst the options presented. 3. The item and its options will appear. Click in the checkbox beside items to unselect if from your original configuration. Note: You can click on the underlined item description to open an Overview and Specifications about the item. Page 7
4. Click on the Click on the Add to Cart button to add the items to your shopping cart. 5. Click on the Add to Requisition button to move the cart from the punchout to SDezBuy. Page 8
Browse Categories The Browse Categories option is used to search using a broad category like Printers and drilling-down to sub-categories until you have reached the exact item to purchase. Exercise using Browse Categories 1. Click on one of the categories in the column of categories on the right of the home page. For our example, we will select Printers and Multifunction. Page 9
2. Click on an option from the sub-category list of Printers and Multifunction. Notice the prices on the right at lists as From USD $109.00 (Preferred price). This is to give you an idea of the starting price within that sub-category. 3. Click on an option from the sub-category list of Color Laser Printers. 4. Click on an option from the list of Office Color Laser Printers. For our example, we would like to try one in the lowest price noted. Page 10
5. Click on the Add to Cart button for the option that meets your needs. Amongst printers in this series, options are: duplexing network printer (dn), network printer (n) and duplex, extra tray and networking printer (x). It is often best to check with your IT department in regard to the options that they recommend. 6. Click on the Add to Requisition button to route this order to SDezBuy. Page 11
Search Field The Search field is used for keyword searches. It can be used when you know the type of product or when you have a specific model number of an item. A type of product can be monitor, printer, notebook, etc. and would result in broad search that would return many results. A specific model number example is E243i and would result in returning only that item in the results. Exercise using Search Field by Type of Product 1. Enter a keyword in the Search field. 2. Hit enter on your keyboard or click on the double-arrow button to trigger the search for your entry. Product search results will appear. 3. Click on the product description for more information about that product. 4. Scroll down. Use the Back and Next buttons to go back and forth one page at a time. Use the go to page and ok button to advance to the exact page number. 5. Click in the checkbox to the right of the item to select that item for purchase. 6. Click on the Add Selected Items to Cart button. The Shopping cart will open. Page 12
7. On the Shopping cart page, you can change the defaulted quantity of 1 to another quantity. If you change the quantity, click on Update Prices button to get the new total amount. 8. Click on the Options & Accessories link to view them for this selected product. In this example, additional warranty options are available. Note: Depending on your campus IT, you may have to purchase additional extended warranties for HP products. 9. Click in the checkbox for your selection then click on the Add Supplies, Accessories & Services Only to the Cart button. If you choose not to purchase any of these options, then click on the Cancel and return button. 10. If you have selected the Add Supplies, Accessories.button, your items have been added to your shopping cart and the total of your order will reflect the additions. 11. Click on the Add to Requisition button to send the cart to SDezBuy. Page 13
12. This will return your shopping cart to SDezBuy. Proceed with processing your cart and requisition. If changes need to be made to the items or quantity, click on the MODIFY ITEMS link to go back into the punchout shopping cart to make any changes. Page 14
Exercise using Search Field using a Specific Part Number 1. Click in the Search field and enter your known part number, then hit enter on your keyboard. For this example we will use M452dn which is a duplexing network printer. 2. Click in the Select checkbox to select the item and click on the Add Selected Items to Cart button. Click on the underlined product description for more information which may include a photo of the item. 3. From the Shopping Cart, click on the Options & Accessories to view these and select from various options. For our example, we need the service plan. Page 15
4. Click in the checkbox for the HP 3 year Next Business Day Exchange Color LaserJet M452 Service option. Then, click on the Add Supplies, Accessories & Services Only to Cart button. 5. Click on the Add to Requisition button in your Shopping cart to route the order to SDezBuy. Page 16
Creating Favorites The purpose of creating a favorite within a shopping cart is to be able to forego the shopping experience and go right to adding an item to a new shopping cart when needing the same item(s) at a later date. Exercise Creating a Favorite For our exercise, we will create a favorite of the shopping cart which includes the M452dn printer, feeder tray and the service. 1. Shop using one of the above methods for the M452dn printer and add it to your shopping cart along with the options of the feeder tray and the 3 year exchange service. You will then have a shopping cart that looks like this. 2. Click on the Create Favorite button rather than the Add to Requisition button. Page 17
3. Click in the Favorite name*: field and give your favorite a name; something that will be easy to remember like: M452 Printer, Tray, Service. 4. Enter a Favorite description in that field. 5. Click on the Save Favorite button at the bottom of the Create Favorite page. 6. This new Favorite has been saved to your Favorites. Viewing a list of Favorites 1. A link to >>My favorites now appears under Standard configurations. Click on the link. 2. Click in the Select checkbox for the intended favorite and then click on Add Selected Items to Cart. Page 18
Quick Buy Field The Quick Buy field is used when you have the HP Inc. product number or have created a Favorite before using the Quick Buy field. Also, several of the step in the above exercises are omitted with the Quick Buy method. For our example, we will use the printer product number in the previous exercise. The HP Inc. product number for the model M452dn is CF389A#BGJ. Below is a screen print from the previous exercise. Exercise using Quick Buy with Product Number 1. Click in the Quick Buy field and enter CF389A#BGJ. It is important that you enter it exactly as above. 2. Change the quantity and click on the Update Prices button or click on the Options & Accessories link in the Shopping cart. Did you notice that you did not have click on an Add to Cart button with the Quick Buy. For our example, we would like to view the Options & Accessories. 3. Click in the checkbox to add the tray and service, if needed or recommended by your IT department. 4. Click on the Add Supplies, Accessories & Services Only to Cart button. Page 19
5. The Shopping cart now includes the original item plus any options selected. Click on the Add to Requisition button to route the Shopping cart to SDezBuy. Exercise using Quick Buy and Favorites Using Quick Buy and Favorites will save much time because it eliminates the need to shop for the item and if you have searched for options and accessories when you created the favorite, it will be very easy to add a favorite to your cart and add to requisition. 1. Click in the Quick Buy field. 2. Enter a known Favorite name and hit enter on your keyboard. This would be the name that was used when creating the favorite. Page 20
3. The Shopping cart automatically populates with every item that was part of the Favorite that was previously created. It is possible to edit to add additional quantities or to delete lines from the Favorite. 4. Click on Add to Requisition to route the shopping cart to SDezBuy. Page 21
Quote Feature (Coming in 2019) Exercise using Quote Feature Punchout Issues If you detect that something is not working in the punchout as it should, based on what you have read in this guide, please contact your local campus purchasing office. Non-Catalog Orders If you have a quote from HP and it states "Configurable" at the top of the price quote, then you would NOT use the punchout. This is a custom-built order and will require you to enter this using the Non- Catalog Item form. Enter each line that has a dollar amount associated with it (for the items you would like to purchase) and then make sure that you enter the quote number and the contract number in the Quote/Contract # field, which is a required field. The supplier will proceed to fulfill the order based on these lines and what was on the quote. If you don't see the word "Configurable" on the quote, it should be in the punchout. Please do not mix punchout with non-catalog items within one single cart unless you are ok with getting two PO's for that requisition. HP Inc. Promotions From time-to-time Hewlett-Packard has promotions on printers, scanners, monitors, etc. Currently, the promotional price is not available in the HP punchout catalog, although we are working toward that. Users will use the non-catalog item method to order these items at the promo price. Also, please attach a quote from Riverside Technologies Inc. (RTI) for all items not found in the punchout catalog. RTI is the reseller of choice for all HP products for SDBOR as determined by each campus IT department - with the exception of Servers. Page 22
How to Get Support The customer support number is listed at the top of all screens within the punchout. Contact customer support for order status, order changes, cancellations, returns and problems. Another way to get support is to contact Riverside Technologies, our reseller or choice for all things HP. 1. Click on the Suppliers option in the fly-out menus on the left of the SDezBuy Home/Shop page. 2. Click on Manage Supplier > Search for a Supplier. 3. Type HP Inc. in the Search field. Click on the Go button. 4. Click on HP Inc in the search results. It will be the one that shows the punchout symbol. Page 23
5. Supplier 360 will appear with a list of contact in the Internal Notes section of the suppler record in SDezBuy. 6. Call or email either the HP Inside Account Manager or the reseller. Requesting Quotes or Support through Email 1. Request Quotes or help by using the following email address: MThompson@1RTI.com. Maureen Thompson is our contact with Riverside Technologies and can provide you with a quote. Page 24
Retrieving Quotes Once your quote has been uploaded to the punchout catalog, it is time to retrieve it and place it in your shopping cart. 1. Click on Quotes in the column on the left. 2. Click on >> All Quotes in the center of the page. Page 25
3. Review the quotes in the list on the All Quotes page and click on the hyperlink to access your quote. 4. Review the product description and pricing on the quote for the product you were requesting. If everything is ok, click on the Add to Requisition button at the bottom of the page. Page 26
5. This will bring the quoted item(s) in to SDezBuy as a cart. Proceed to update your cart and Proceed to Checkout. Page 27