User Guide Transition Guide for: New Shopping Cart New Requisition New Purchase Order November 2006 Email: ebuy@psu.edu Web: http://ebuy.psu.edu The Pennsylvania State University
- 2 - Table of Contents A. Shopping Cart 1. Old Shopping Cart (Figure 1.1) Page 3 2. New Shopping Cart (Figure 1.2) Page 4 B. Review Cart 1. Old Review Cart (Figure 2.1) Page 5 2. New Review Cart (Figure 2.2) Page 6 C. Ship To Editing 1. Old Ship To edit screen for All Products (Figure 3.1) Page 7 2. New Ship To edit screen for All Products (Figure 3.2) Page 8 3. Old Ship To edit screen for Line Editing (Figure 3.3) Page 9 4. New Ship To edit screen for Line Editing (Figure 3.4) Page 10 D. Account Codes Editing 1. Old Codes edit screen for All Products (Figure 4.1) Page 11 2. New Accounting Codes (only) edit screen for All Products (Figure 4.2) Page 12 3. New Accounting Codes (only) edit screen for Line Editing (Figure 4.5) Page 13 4. New Object Code (only) edit screen for All Products (Figure 4.3) Page 14 5. Old Codes edit screen for Line Editing (Figure 4.4) Page 14 6. New Object Codes (only) edit screen for Line Editing (Figure 4.6) Page 16 E. New Features and Updated Buttons 1. New Move & Add options on Review Cart screen (Figure 5.1) Page 17 2. Save Updates button now called Edit Cart Page 17 3. Bold Red Line replaced with Requisition Summary (Figure 5.2) Page 17 4. New Hide and Show screen changes (Figure 5.3) Page 18 5. Line vs. Header Changes (TIP) Page 18 6. Access to Penn State s complete list of Building Locations Page 19 7. Old vs. New Summary Requisition Format (Figure 5.5 and 5.6) Page 20 8. New Features (Figure 5.7) Page 21 9. New Purchase Order Status screen (Figure 5.8) Page 21
- 3 - Old Shopping Cart Legend: Blue=Same or Similar, Red=Button Change or Location Change (Figure 1.1) 1-user profile, 2-logout, 3-cart summary, 4-quick search, 5-home, 6-my favorites, 7-product search, 8-carts, 9-history, 10-user profile, 11-active cart, 12-draft cart, 13-my favorites, 14-my requisitions, 15-create cart, 16-add products, 17-save updates, 18-review cart, 19-requisition approvals, 20-submit order, 21-ordered for, 22-internal info, 23-supplier info, 24-help, 25-shopping cart name, 26-action drop box, 27-go button, 28-product name/description, 29-supplier, 30-catalog no., 31-unit price, 32-qty/uom, 33-extended price, 34-select check box, 35- punchout supplier icon, 36-save updates
- 4 - New Shopping Cart Legend: Blue=Same or Similar, Red=Button, Location, or Function Change, Green=New Feature (Figure 1.2) 1-user profile, 2-logout, 3-cart summary, 4-quick search, 5-home, 6-my favorites, 7-product search, 8-carts, 9-history, 10-user profile, 11-active cart, 12-draft cart, 13-my favorites, 14-my requisitions, 15-create cart, 16-add products, 17-edit cart (previously called save updates), 18-review cart, 19-requisition approvals, 20-submit order, 21-ordered for, 22-internal note, 23-supplier note, 24-help, 25-shopping cart name, 26-action drop box, 27-go button, 28-product description, 29-supplier, 30-catalog no., 31-unit price, 32-qty/uom, 33-extended price, 34-select check box, 35-punchout supplier icon, 36-save updates, +1-New Feature (Click here to see how many Purchase Orders will be issued.), +2-New Feature (Missing information (yellow error message) displays in Shopping Cart), +3-New Feature (Punchout Edit and Inspect if available from Punchout Supplier)
- 5 - Old (Figure 2.1) 1-yellow error message, 2- Edit Header button (returns to Edit Cart tab to allow changes to Ordered For, Cart Description, Internal Note/Attachment and Supplier Note), 3- Ship To edit button for all products, 4- Ship To edit for single line, 5- Codes edit button for all products, 6- Codes edit button for single line, 7-The area between these two arrows is commonly referred to as the Cart Header
New - 6 - (Figure 2.2) 1-yellow error message, 2.1-General information edit button* (Opens pop-up window to allow editing Cart Description and Ordered for), 2.2- edit button* for Internal Notes and Attachments, 2.3-edit button* for External Notes, 3-Shipping edit button* for all products, 4-Shipping View/edit by line item link* for single line, 5.1-Accounting Codes edit button* for all products, 5.2-Object Code edit button* for all products, 6.1-Accounting Codes View/edit by line item link * for single line, 6.2-Object Code View/edit by line item link * for single line, 7-The area between these two arrows is commonly referred to as the Cart Header * All edit buttons open a pop-up window over top of a faded Review Cart screen instead of navigating away from the Review Cart screen.
- 7 - Old edit screen for All Products (also called a Ship To Edit at the Header Level) (Figure 3.1) 1-Drop Box displays Shipping Addresses contained in user s profile.
- 8 - New edit screen for All Products (also called a Ship To Edit at the Header Level) (Figure 3.2) To edit a shipping address and apply that address to all of the products in the shopping cart, click the edit button in the upper right corner of the Shipping section (See 3 on Figure 2.2,). 1- Drop Box displays Shipping Addresses contained in the User Profile area, 2- Allows user to search a listing of all Penn State Addresses without having to make adjustments to the user s profile.
- 9 - Old edit screen for Line Editing (Figure 3.3) 1- Drop Box displays Shipping Addresses contained in user s profile, 2-Shipping Address is applied to Selected products.
- 10 - New edit screen for Line Editing (Figure 3.4) A line item edit can be initiated from the Summary Tab (See Figure 2.2) or from the Shipping Tab (See Figure 3.4). From the Summary Tab, click the View/edit by line item 1- View/Edit by line item displays an edit button at each line. Selecting the edit button will open a pop up window and give the user the option of adding a shipping address stored in the User Profile or will allow the user to select from All Penn State Addresses without having to make adjustments to the User Profile. After saving the shipping address, the user will be given the option to save that same address to any other line item.
- 11 - Old edit screen for All Products (also called an Account Code edit at the Header Level) (Figure 4.1) 1-account information is displayed in columns (constantly need to scroll to the right), 2-adding a new column for splitting accounts, 3-drop box for types of splits (you need to know which types of splits work with either the Header edit or the Line edit), 4-drop box for shop with accounts, 5-edit box for cost center (drop box option would display if user has stored values in profile), 6-drop box for free space1 values stored in user profile (edit box displays to the right), 7-drop box for free space 2 values stored in profile (edit box displays to the right), 8-drop box for object code values stored in user profile (edit box displays to the right), 9-save button, 10-remove split button
- 12 - New edit screen for All Products (This edit does not include Object Code) (also called an Account Code edit at the Header Level) (Figure 4.2) 1-Account strings are displayed horizontally across the screen (eliminating the need to constantly scroll to the right), 2- link adds an additional edit line, 3- split type drop box (displays two split types available for editing accounting codes for all products), 4- link displays the user s Shop With accounts, 5-Cost Center edit box, 6-Dept Free Space1 edit box, 7-Dept Free Space2 edit box, (8-no object codes in this edit screen), 9- accounting codes edits, 10- split (see Figure 4.3 for object code)
- 13 - New edit screen for a Line Editing (Figure 4.5) The ability to edit a single product line can be accomplished by clicking the (See 6.1 on Figure 2.2) link under the Summary Tab or by selecting the Accounting Codes Tab and then click the edit button 1 on the desired product line (the same pop up screen described in Figure 4.2 displays with most of the same edit options. Since this is a product line edit, the split type drop box now displays four split types
- 14 - New edit screen for All Products (also called an Object Code edit at the Header Level) (This edit does not include Account Code, Cost Center, Free Space1, or Free Space2) (Figure 4.3) 1- Object Code edit box (automatically displays default value from User Profile), 2- displays a drop box containing all of the stored values in your User Profile, 3- displays a drop box containing a complete list of all Penn State Object Code values, 4- button applies all changes to all products in Shopping Cart
- 15 - Old edit screen for a Line Editing (Figure 4.4) 1-Selecting the button at the line level on the Review Cart screen opens the account codes edit screen and automatically places a green check in the select check box next to the chosen product.
- 16 - New edit screen for Line Editing (Figure 4.6)
- 17 - The ability to edit a single product line can be accomplished by clicking the (See 6.2 on Figure 2.2) link under the Summary Tab or by selecting the Object Code Tab and then click the edit button 1 on the desired product line (the same pop up screen described in Figure 4.3 displays with the same edit options. 1. From the New you have the ability to move or add items to other carts. See the drop down box titled, For selected line items (See Figure 5.1 for an illustration) (Figure 5.1) 2. The Old button now displays as an button. 3. Bold Red line to is replaced by a menu which displays as a requisition summary (See Figure 5.2 for an illustration). In review cart, go to accounting codes to edit budget information for individual lines or header level. (Figure 5.2)
- 18-4. In the New, you can 1-hide or show header information; 2-hide or show line details; 3-hide or show value descriptions (4-Object Code value description) (See Figure 5.3 for illustration). (Figure 5.3) 5. Changes made to an individual line item can no longer be updated at the header level. You must go back into the individual line item to make the change. When the single product line is changed back to match the header information, the Accounting Codes (same as header) designation returns. Now, edits made at the Header level WILL apply.
- 19-6. Click on 1- Shipping tab and 2- edit box to find, 3- search and add a new address This feature allows you to pull up a Penn State address that you are able to edit. You can also pull the address into your cart as well as add it to your profile if you desire (See Figure 5.4 for an illustration).
- 20-7. The New Summary Requisition page displays your Purchase Orders in a different (more organized) format. When reviewing a requisition after it has been submitted; the ebuy Purchase Order number is no longer referenced on each individual line item. Once the purchase order is approved, the purchase order number will be displayed in the PO number box on the right across from the vendor name. (Figures 5.5 and 5.6 show the Old vs. New Summary Requisition format) Old Summary Requisition format: New Summary Requisition format: (Figure 5.5) (Figure 5.6)
- 21-8. See New Features added to the submitted-requisition screen. You can find them under the heading 1- What would you like to do now? (See Figure 5.7) 9. The Purchase Order Status gives you a better viewing capability of the order (See Figure 5.8 for illustration). (Figure 5.7) (Figure 5.8)