Purchasing South Dakota Board of Regents Human Resources/Finance Information Systems Version Number 14.3 Updated 1/26/2015 Page 1
Table of Contents Welcome 3 Overview 3 Intended Audience 3 Documentation and Disclaimer 3 Lesson 1: Accessing the Application 4 Accessing SDezBuy through the SNAP Portal 4 Lesson 2: Searching and Shopping Techniques 5 Lesson 3: Assign Cart Functionality 6 Assigning a Cart to an Assignee/Completer 6 Assigning a Cart to an Assignee of a Different Department 10 Adding Attachments to Carts 12 Viewing My Drafts Assigned to Others 14 Viewing Recently Completed Orders Less than 90 Days 15 Viewing All Your Orders 17 Correcting a Returned Cart 18 Lesson 4: Assignee/Completer Steps 19 Lesson 5: Returning a Cart to the Shopper (Assigner) 22 Lesson 6: Reassigning and Unassigning Carts 25 Lesson 7: History of the Requisition and PO 28 Lesson 8: Assigning a Substitute Assignee (for Assign Cart) 30 Page Page 2
Welcome Overview The purpose of this handbook is to provide detailed information about the Assign Cart process in SDezBuy. This handbook will provide step-by-step instructions for managing those purchasing related functions in the two systems. Intended Audience This manual will be used by those persons set up as Assign Cart users within SDezBuy and have also been set up in the Banner Finance application. Some users with the Requestor role are considered Assign Cart Users who perform the described operations. Documentation and Disclaimer Done Page 3
Lesson 1: Accessing the Application Purchasing Accessing SDezBuy through the SNAP Portal Faculty or staff at USD will need to request access to SDezBuy and Banner. Once you have been informed that your setup in SDezBuy and Banner is completed, you will be provided a User ID and Password. These are needed to log into these applications. 1. Log into SNAP. 2. Click on the Finance tab. 3. Click on the Purchasing Tools (SDezBuy) link. This will take you to the SDezBuy login screen. 4. Once the SDezBuy window opens, enter your User Name and Password in the associated fields. 5. Then click on the LOGIN button. Page 4
Lesson 2: Searching and Shopping Techniques Purchasing SDezBuy provides several methods to find the appropriate items for requisitioning. In the screenshot below, a few of these methods are shown. Depending on the information known about the required product or service, one or more of the following shopping methods can be used to search for the product or service: Simple Search also known as Shop-At-the-Top a search similar to a Google search, where a word, phrase or keywords are entered into a single textbox for searching. Advanced Search product description, product category, supplier name, manufacturer name, catalog number, manufacturer s number and other key product descriptors can be used to find the required product or service. Shop by Hosted Catalogs An organization can highlight, or showcase suppliers that are either frequently used, recommended, or offer a good discount. Punchout Catalog Shopping search an external supplier s website, to find the required products for purchasing. Items are returned to the SDezBuy shopping cart for processing. Quick Order if the exact catalog number is entered (supplier of manufacturer), Quick Order automatically adds the item to the cart without requiring the user to add the item manually. Non-catalog Item Allows users to order items not available via hosted or punch-out suppliers. Product Categories- Browse: Categories link, sub-categories and drilling down to find the product. Supplier Search- Browse: Suppliers link. Lists suppliers, supplier type and supplier preference. (Refer to the Shopping Handbook for detailed instructions on the search functionality in SDezBuy.) Page 5
Lesson 3: Assign Cart Functionality Purchasing Assign Cart Functionality The Assign Cart feature of SDezBuy allows users with the Assign Cart permission (the assigner) to create draft carts and assign them to another user (the assignee) to be completed and submitted to the appropriate assignee/completer for the order. Once the cart is assigned to an assignee/completer, the assignee/completer owns the cart and can change it or submit it as if they had created it themselves. For example, some campuses within SDBOR may want certain users to be able to shop the catalogs and assign the cart to another user who is trained in the use of the Banner financial application. In this way, not all users will need to be knowledgeable about Banner. The end-user first creates the draft cart by accessing a hosted or punchout catalog or by using the noncatalog item feature in SDezBuy. Once the item(s) have been added to the cart, the shopper/assigner assigns the cart to the assignee or proceeds to checkout to attach files and add notes. Many of the fields on the requisition will populate from the profile of the end-user. Assigning a Cart to an Assignee/Completer SDBOR uses the assign cart function to allow shopper/assigners to submit orders to requestor/assignees for review, completion, and validation. For example, the original shopper may select the items, but the cart assignee is needed to enter the appropriate accounting codes. In this exercise, we will look at the first step in the assign cart process where the shopper adds items to his shopping cart, fill out details about the order such as accounting codes and shipping addresses, then assigns the cart to an assignee. From there, three things can happen: The shopper can withdraw his/her order, which will allow the shopper to either hold the cart or reassign it to a new assignee. For more information, refer the last step of the exercise below. The requestor can return the cart to the shopper with comments on why they returned the cart. The user will then take the following steps to assign the cart to an Assignee. 1. Click in the blank field in the Shop-at-the-top section and enter the words neutral cleaner 2. Click on the Go button or hit the enter key on the keyboard. The system searches for all items in the catalogs that match the words, neutral cleaner. 3. Enter the quantity in the quantity field of the neutral cleaner that meets your needs. 4. Click on Add to Cart. 5. Click in the blank field again and this time enter floor finish. 6. Click on the Go button. The system searches for all items in the hosted catalogs that match the words, floor finish. Note: you cannot combine items from two different suppliers in the same cart. If your search yielded a different supplier and you added it to the cart the error, Requisition can only contain one supplier. Remove or Move the items to another draft cart, will appear. 7. Enter the quantity in the quantity field of the neutral cleaner that meets your needs. Page 6
8. Click on Add to Cart. 9. Click on the Cart Preview in the banner in the upper right corner of the screen. The cart line item contents are revealed. You can also go to Shop > My Carts and Orders > Open My Active Shopping Cart to view the active cart. 10. Click on the View My Cart Button. 11. Change the cart name by clicking at the end of the current name and backspacing and typing a new descriptive name such as 2013-10-18 Custodial closet, 1st Fl. 12. Click on the Update button to save changes to the cart name. 13. Change the quantity by clicking in the quantity field, backspacing and typing the new quantity. Then click on the Update button. 14. To remove an item from the cart, click on the Remove button and then click on the Update button. Make sure you click on the Update button to save any changes made to the cart. 15. Click on the product description to open a window with more detailed information including a long description about the product. This may help you confirm that this is the product you want to order. 16. Click on the Close button in the upper right corner to close the window and return to the cart. 17. Click on Continue Shopping to return to the Homepage. If you search for an item and it is determined that it is not available through the hosted catalog, but you want to purchase it from this supplier, you can click on the Add Non-Catalog Item button and enter the supplier, product description, etc. for the item and add it to the cart you are working on. Page 7
18. Click on Assign Cart button to open the Assign Cart window where you will select the Assignee (the person who will complete the cart). 19. Your preferred cart assignee is shown next to Assign Cart to: If you wish to change the assignee, you may click on Select from profile values. This will provide a list of other assignees within your department who can complete the cart if your preferred assignee is not available. 20. Select another assignee from the drop-down list. 21. The user may enter a note for the assignee that will be included in an email notification to the assignee. Page 8
22. Click on the Assign button. 23. The assignment is complete and the end-user is provided with a confirmation page. The requisition number in the summary can be searched using the History tab if follow-up is needed. Page 9
Assigning a Cart to an Assignee of a Different Department Assigners who assign a cart to an Assignee who is of a different department than themselves have a slightly different process than usual Assigners. When the Assignee is of a different department and has a department approver, in order to get the requisition to route to that department approver, either the Assigner has to Proceed to Checkout and select the department OR the Assignee will have to change the department from the Assigner s department to their own after receiving an assigned cart. The following are the steps that the Assigner would take which includes doing the steps to change the department before assigning to the Assignee. 1. Shop for items using one of the shopping methods (Punchout Catalog, Hosted Catalog or Non- Catalog Item and add the item(s) to the cart as in steps 1-16 above. 2. Click on the Proceed to Checkout button to open the Draft Requisition window where you will select the Assignee (the person who will complete the cart). 3. Click on the General tab in the Progress Bar at the top of the screen under the navigation menu. This action opens the General section of the requisition for editing. Page 10
4. Click on the edit button in the General Section. 5. Click on Select a different user to the right of Prepared for. 6. Perform a User Search and Select the user from the search results. 7. Click on the Save button in the General section. 8. Click on the Assign Cart button to open the Assign Cart window where you will select the Assignee (the person who will complete the cart). 9. Your preferred cart assignee is shown in the window. If you wish to change the assignee, you may click on Select from profile values drop-down list. 10. Select another assignee from the drop-down list. 11. Enter a note in the Note To Assignee: field if necessary. 12. Click on the Assign button. 13. The assignment is complete and the end-user is provided with a confirmation page. The requisition number in the summary can be searched using the History tab if follow-up is needed. Page 11
Adding Attachments to Carts Assigners can attach documents to a cart prior to assigning the cart to the assignee. Quotes, Specifications, Sole Source Form, etc. are examples of some documents that pertain to the cart that the Assigner must attach to the cart prior to assigning the cart to the Assignee. Generally, these would be orders that are originated by the Assigner using the Non-Catalog Item link on the Homepage. The user would like to order several hardware items from a supplier. 1. Click on the non-catalog item link on the Home/shop screen. 2. Begin to type the supplier name in the Enter Supplier field of the Non-Catalog Item window. A dropdown list of suppliers that match the entry will appear. 3. Click on the entry that matches the vendor for the order. The supplier fulfillment address will autopopulate from the database. 4. Type the product description for the first item. Enter catalog number, quantity, price estimate, packaging and unit of measure. 5. Click on the Product Details link below the Product Description field. This will make available the Add Internal Attachments button as well as the Manufacturer Name and Manufacturer Part No fields. 6. Click on the Add Internal Attachments button. Page 12
7. Click on the Select files button in the Attachment popup window. Locate the files you wish to attach and click the Open button. Continue to click on Select Files until you have located and opened all the files you wish to attach. Override the file names by typing over them in the text box. 8. Click on the Done button when all files or Links have been added. A Remove button will appear, in case you wish to remove the attachment or link. 9. Click on Save and Close, Save and Add Another or Close. View of the Non-Catalog Item popup window with the attachments 10. Click on the Cart Preview button in the banner. 11. Click on View My Cart. 12. Click on Assign Cart at the top of the screen after attaching your last document. 13. Enter any necessary notes in the Note to Assignee field of the Assign Cart window. 14. Click on the Assign button. 15. The cart is assigned a Requisition number and has been directed to your cart assignee. Page 13
Viewing My Drafts Assigned to Others 1. Click on the Shop menu in the Main Menu on the left of the Homepage. 2. Click on My Carts and Orders in the column on the left. 3. Click on the View Draft Shopping Carts option from the column on the right. 4. The My Drafts Assigned to Others folder allows the user (assigner) to view assigned carts and unassign them to perhaps reassign them to another Assignee or correct something. In this example, the cart 14-03-10 Janitors closet Slagle 2nd floor was assigned to Valerie Hower on 3/10/2014. 5. Click on the View Cart icon to view Supplier/Line Item Details for more detail on the specific cart. 6. Click on the Print or Close button. If you clicked on the Print button, click on Print once again to print the document to your selected printer. You can also click on the Adobe PDF printer icon and save the document as a.pdf file and save it in a folder for future reference. If you clicked on the Close button, the window will close. The Department Approver (if applicable) will receive an email notice after the Assignee has submitted the requisition. Once the department approver has approved the requisition, it will be processed by the buyer. This is called workflow when it routes through the process to various approvers. Page 14
Viewing Recently Completed Orders Less than 90 Days Once the cart has been completed and the PR becomes a PO, it can be located by using the Shop menu or the Orders & Documents menu. The Shop menu option allows the user to view orders processed within the last 90 days. The Orders & Documents menu can be used for all orders, requisitions or purchase orders. View My Orders (Last 90 Days) 1. Click on the Shop menu icon in SDezBuy. 2. Click on My Carts and Orders option in the left column of the slide-out menu. 3. Click on View My Orders (Last 90 Days). 3. Click on the Requisition number of the requisition list provided to view order detail. 4. Scroll down to the Supplier / Line Item Details section of the requisition to view the PO number. The PO number is a link to the Purchase Order that was distributed to the vendor. 5. Click on the PO number to open up the internal document. Page 15
6. Click on the drop-down next to Available Actions and select Print Fax Version and Go to view, print or send via email, the actual Purchase Order that the vendor had received. This is the print fax version of the PO that was sent to the supplier. Page 16
Viewing All Your Orders All your documents you have processed in SDezBuy can be located via a Document Search. The results can be sorted and filtered to narrow down the search results. 1. Click on the Orders & Documents menu in the Main Menu. 2. Click on Search Documents 3. Click on the my requisitions or my purchase orders link on the Document Search screen to view the last 90 days of orders. To view all your Requisitions or all your Purchase Orders, select Requisitions or Purchase Orders from the drop-dow list. 4. Enter other parameters for your search in the fields below there, such as a date range. 5. You will view a list of all requisitions you have processed in SDezBuy including those completed, in process, rejected, or withdrawn. Click on the requisition number to view the requisition. Use the filters on the left to narrow your search results. 6. Click on the Requisition number (if your search was by requisition). 7. Scroll down to the Supplier / Line Item Details section of the requisition to view the PO number. The PO number is a link to the Purchase Order that was distributed to the vendor. Page 17
8. Click on the PO number to open up the internal PO document. 9. Scroll up to the top of the screen and click on the drop-down next to Available Actions and select Print Fax Version and Go to view, print or send via email, the actual Purchase Order that the vendor had received. PO s are also accessed in like manner from the Document Search tab. Correcting a Returned Cart 1. The user will click on the Click here to view Cart link in the email notice, login to SDezBuy and go to the Carts/draft carts tab. The My Drafts folder will indicate which requisition/cart has been returned with this symbol. 2. Click on the Shopping Cart Name to go to the cart and make the appropriate updates. 3. Click on the Assign Cart button and enter an appropriate note to the Assignee. 4. Click on the Assign button. Page 18
Lesson 4: Assignee/Completer Steps Purchasing Assignee/Completer Steps The Assignee will receive an email notification which will look like this. It will have a link to the cart that has been assigned to him/her and may have the note from the Assigner (end-user). 1. Click on the link to take you to the log on screen for SDezBuy. (note this screenshot is from TEST) 2. Enter your User Name and Password and then click on Go. This will take you directly to the Drafts Assigned To Me screen. 3. Click on the Shopping Cart Name. In this example the shopping cart name is 2014-03-10 Janitors closet Slagle 2nd floor. This will open the cart for viewing. 7. If you wish to proceed with completing the remaining items on the cart/requisition, click on the Proceed to Check button. If you need to Assign the cart to the next Assignee, then click on the Assign Cart button. Page 19
8. Complete the Shipping, Delivery Options, Accounting and Commodity Codes, any Internal Notes and Attachments and make sure all required fields have been entered. 9. Click on Submit to Banner. Method 2 for accessing assigned carts The Assignee can also access the carts which have been assigned from their Shop Menu. 1. Click on the link to take you to the log on screen for SDezBuy. 2. Enter your User Name and Password and then click on Go. 3. Click on the Shop icon in the Main menu. 4. Click on My Carts and Orders in the left column. 5. Click on View Draft Shopping Carts. This will reveal the Drafts Assigned to Me window. 4. Click on the Shopping Cart Name. In this example the shopping cart name is 2014-03-10 Janitors closet Slagle 2nd floor. This will open the cart for viewing. 10. If you wish to proceed with completing the remaining items on the cart/requisition, click on the Proceed to Check button. If you need to Assign the cart to the next Assignee, then click on the Assign Cart button. 11. Complete the Shipping, Delivery Options, Accounting and Commodity Codes, any Internal Notes and Attachments and make sure all required fields have been entered. 12. Click on Submit to Banner. Page 20
Method 3 for accessing assigned carts 1. After logging in to SDezBuy, click on the Action Items option in the banner at the top-right. 2. Click on Carts Assigned To Me in the list of Action Items. The Drafts Assigned To Me folder will appear. 3. Click on the Shopping Cart Name. In this example the shopping cart name is 2014-03-10 Janitors closet Slagle 2nd floor. This will open the cart for viewing. 4. If you wish to proceed with completing the remaining items on the cart/requisition, click on the Proceed to Check button. If you need to Assign the cart to the next Assignee, then click on the Assign Cart button. 5. Complete the Shipping, Delivery Options, Accounting and Commodity Codes, any Internal Notes and Attachments and make sure all required fields have been entered. 6. Click on Submit to Banner. Page 21
Lesson 5: Returning a Cart to the Assigner Purchasing This feature allows cart assignees to return the cart to the shopper (assigner) instead of having the shopper withdraw the cart. A return link will be present on the assigned cart next to the cart name that will allow the Assignee to return it. This is beneficial for assignees in the event they get a cart assigned to them by mistake or they simply want to send the cart back to the shopper for them to make changes. 1. Click on the link in the assigned cart email received to take you to the log on screen for SDezBuy. 2. Enter your User Name and Password and then click on the Go button. 3. Go to your Drafts Assigned To Me screen using one of the three aforementioned methods. 4. Click on the Shopping Cart Name (ex. 2014-03-10 rranderson 01). 5. Click on the Return Cart button. A dialog box open allowing the Assignee to enter a reason for the return. 6. Enter the note to the original user (assigner). This note can be anything, but generally will include a reason for the return and what action the user should take upon receipt of the returned cart. 7. Click on the Return button below the note. Page 22
8. The user (Assigner) will receive a Your cart has been returned email notification, if the user has the email preference Cart/PR rejected/returned turned on. 9. The user will click on the link Click here to view Cart in the email notice, login to SDezBuy and go to the Notifications tab in the banner. 10. Click on the A Requisition You Submitted Has Been Returned link. 11. The My Drafts folder will indicate which requisition/cart has been returned with this symbol. 12. Click on the Shopping Cart Name to go to the cart to make the appropriate updates. The other option available is the Delete button, if you wish to delete this cart and begin a new cart. 13. In this scenario, the user has updated the Cart Name, the Order From address and the quantity for the line. Page 23
14. Click on the Assign Cart button to assign the cart to your designated Assignee. Purchasing Page 24
Lesson 6: Reassigning or Unassigning Carts Purchasing Searching for Organization Assigned Carts, Reassigning or Unassigning Carts Assignees have the ability to search or browse all assigned carts within their department, and either reassign them to another user or unassign them and send them back to the original requestor. This allows assignees to move carts that have been assigned to a user who may be unable to process them. When a cart is assigned to an assignee, or requester, the cart must be submitted in order for processing to begin. If a requester is on vacation or leave, he/she can assign a substitute assignee to assist with the cart submission. The substitute is able to review the cart assigned to the original assignee. When a cart is reassigned to a substitute assignee, the original shopper will be notified via email. 1. Click on the Shop menu in the Main Menu. 2. Click on the Admin link in the left column. 3. Click on Manage Assigned Carts in the column on the right. The Assigned Carts Search displays. The carts can be viewed and Reassigned or Unassigned from this location. They can t be processed and submitted to Banner from here. 4. This screen allows you to locate one or more carts that were assigned based on either the assignee (requestor) or the submitter (original shopper/assigner). Enter your search criteria, then click the Search button. NOTE: If no options are selected, all assigned carts will be displayed. a. Choose Assignee or Submitter to determine what user to search by. Select Assignee if the person who normally processes the orders is unavailable/busy. Select Submitter to see the original shopper s list of carts that have been assigned. b. Optional: In the First Name field, enter the first name of the user being searched. You can enter partial names, as long as the start of the name is present. For example, you can enter David or Dav. c. Optional: In the Last Name field, enter the last name of the user being searched. You can enter partial names, as long as the start of the name is present. For example, you can enter Ro or Rose. d. Optional: Enter the full username for the SDezBuy user being searched. e. Optional: Enter the email address for the user being searched. Page 25
f. Optional: Select the Department where the user resides. By keeping all other criteria options blank and selecting a department, you can quickly see what orders are pending for a specific department. 5. Click Search when the search criteria are entered. The list of assigned carts matching the query displays at the bottom of the screen. 6. From there, you can... a. Click on the Shopping Cart Name for a quick view of the cart contents. b. Reassign a cart: Enable the Select checkbox(es) for the cart(s) to reassign to a different user. Select Reassign Selected Carts from the drop down box, then click Go. A pop-up window allows you to enter a reason for the reassignment. 7. Select an assignee from your profile values and enter the reason for the reassignment. 8. Click on the Assign button. Page 26
a. Unassign a cart: Enable the Select checkbox(es) for the cart(s) to assign BACK to the original shopper/assigner. From there, they can determine who they would like to assign the cart to. Select Unassign Selected Carts from the drop down box, then click Go. 9. The following message displays. Click on the Ok button to proceed with the option or click on Close to deselect the option. Page 27
Lesson 7: History of the Requisition and PO Purchasing If the Requisition number or Purchase Order number is not known, the Assignee can locate orders that they have submitted using Document Search and searching by Requisition or Purchase Order. 1. Click on the Orders & Documents menu in the Main Menu. 2. Click on Document Search in the column on the left. 3. Click on Search Documents in the column on the right. 4. Click on the advanced search link below the search box. 5. Select Requisitions from the Search drop-down list. 6. Click in the Prepared By field and begin to type your name. 7. Select your name from the pop-up window. 8. Use as many of the various search criteria as possible to restrict the returned results. For example, select a Date Range and other known information. 9. Click on the Go button. A list of requisitions that you have submitted to Banner is displayed. 10. Click on the Requisition number to view the requisition. If you have a long list, use the sort and filter options to narrow down your search results. Page 28
11. Scroll down to the Supplier/Line Item Details area to view the PO number. 12. Click on the PO number to go to the PO. 13. The Status tab will be visible where you can view the status of the PO. The status will contain a green check if the PO is completed. The Document Status section will have information on how (fax or email) and when (date and time) that the PO was distributed to the supplier. 14. Click on the History tab to get more information on the steps that the requisition took to become a PO that was sent to the supplier. Page 29
Lesson 8: Assigning a Substitute Assignee Purchasing When a cart is assigned to an assignee, or requester, the cart must be submitted in order for processing to begin. If a requester is planning on going on vacation or leave, he/she can assign a substitute assignee to assist with the cart submission. The substitute is able to review the cart assigned to the original assignee. When a cart is reassigned to a substitute assignee, the original shopper will be notified via email. This can be set up for a short period (a few hours) or a lengthy period (for example, extended leave). 1. Go to Shop > My Carts and Orders > View Draft Shopping Carts. The My Drafts Assigned to Others page displays. 2. Click the Assign Substitute link located above the My Drafts section of the screen. 3. From the User Search popup, enter the criteria to find the user that you would like to assign as the substitute requester. Once the user criteria are entered, click the Search button. 4. Select the appropriate user using the [select] link to the right of the user's name. 5. Click End Substitution button on the draft carts to remove the substitution setting. Page 30