SAP Shopping Cart for Custodians

BUSINESS & PRODUCTIVITY TECHNOLOGY & INFORMATION SYSTEMS SERVICES DIVISION USER SUPPORT SERVICES: EMPLOYEE BUSINESS TRAINING SAP Shopping Cart for Custodians Revised: October 2010

TABLE OF CONTENTS OVERVIEW... 3 SECURITY AND ACCEPTABLE USE POLICY... 3 Help & Support... 3 NAVIGATION... 4 CCSD PORTAL... 4 INTERNET EXPLORER... 4 Pop-Up Blocker Settings... 4 LOGGING ON TO THE CCSD PORTAL... 5 Enlarge Browser Window... 5 NAVIGATING IN THE PORTAL... 6 SHOPPING CART... 7 PURCHASE ORDERS... 7 CCSD CATALOG CUSTODIAL SERVICES... 8 How to Shop... 8 BASIC SEARCH... 9 Wildcards... 10 Change Rows... 10 Change Pages... 10 SORTING... 11 Catalog Detail Information... 11 ADD ITEMS TO SHOPPING CART... 12 ITEMS IN SHOPPING CART... 14 Quantity... 14 Actions... 15 Details... 15 ADDITIONAL SPECIFICATIONS... 15 Name Of Shopping Cart... 15 Notes for Approval... 16 Approval Preview... 16 SUBMITTING AN ORDER... 17 Order... 18 Hold... 18 Refresh... 18 Check... 18 VIEWING SHOPPING CARTS... 19 CHECK STATUS SEARCH... 19 CHANGE SHOPPING CARTS... 20 SHOPPING CART INBOX... 22 ACCEPT CHANGES (REJECTED SHOPPING CARTS)... 22 For training information, please contact the Employee Business Training Department at 799-2840. Mission Statement: It is the mission of Technology and Information Systems Services to provide technology-related leadership and support to enhance the District s ability to meet its goals.

OVERVIEW SAP (Systems, Applications, and Products in data processing) is the business systems software used by the Clark County School District. The SAP software is arranged in many different sections (called modules) which cover different business areas. SECURITY AND ACCEPTABLE USE POLICY CCSD employees are required to abide by the Acceptable Use Policy as stated in the Employees Right to Know publication. It states in part: Computer passwords should not be shared with anyone nor should you allow someone else to use your computer when logged on under your own personal password Each employee will attend training specific to the modules that will be used. Once trained, users will be assigned a security role and given access to their particular part of the system by the Security team. Help & Support Support is provided by calling the Help Desk at 799-3300, option 1 or 0099-3300 (WAN). Additional support can be found at http://erp.ccsd.net Revised 10/8/2010 3

NAVIGATION CCSD PORTAL For ease of use, schools and administrative departments access the SAP software via the Internet through a customized web interface known as the CCSD Portal. INTERNET EXPLORER The CCSD Portal has been successfully tested using the district standard Internet Explorer browser and desktop display properties. It is recommended that users utilize this browser for portal access and if you experience any issues with your viewing capabilities, please contact the Help Desk. To access the CCSD Portal, your computer should be equipped with Internet Explorer 6.0 or 7.0. NOTE: It is important to remember that the Internet browser has nothing to do with the CCSD Portal. At no time should the toolbars or tools from the Internet browser be used in conjunction with the CCSD Portal. Pop-Up Blocker Settings 1. Launch Internet Explorer and click Tools from the menu bar. 2. Click Internet Options from the drop down. 3. Choose the Privacy tab. 4. Click Settings. 5. Enter *.ccsd.net in the Address of website to allow field. 6. Click Add to display the address in the Allowed sites field. 7. Click Close. 8. Click OK. Revised 10/8/2010 4

LOGGING ON TO THE CCSD PORTAL The portal is CCSD s gateway to the SAP system which runs within a web browser. Its purpose is to bring information from multiple areas into a central location. To access the CCSD Portal: 1. Launch Internet Explorer. 1. Enter the following URL in the address field of the webpage: http://erp.ccsd.net/ 2. Press e. 3. Click the SAP Portal Login link. 4. Enter your User ID and Password. 5. Click Log on. NOTE: Use of Internet Explorer add-ins, such as the Google and Yahoo toolbar must have pop-up blocker settings disabled before accessing the portal. Enlarge Browser Window The browser window can be enlarged to allow more workspace. Use the _ or View > Full Screen to toggle back and forth between full screen and original appearance. Revised 10/8/2010 5

NAVIGATING IN THE PORTAL After logging into SAP, the portal home page displays. Your name appears in the upper left corner of the screen in the Welcome header. Also located in the Welcome header are hyperlinks for Help and Log Off. These links appear in the upper right of the screen. Help will take you to the SAP Online Library and Glossary. Note that this is not specific to CCSD terminology. Log Off will initiate a message asking if the user wants to exit the CCSD Portal. This is the proper way of logging off of the CCSD Portal. IMPORTANT: DO NOT log off by using the close icon (red X) located in the top right corner of the browser window. Always use the Log Off link at the top of the portal screen. Throughout the CCSD portal, a back button may be displayed just below the Welcome header. This button should be avoided because of the possibility of losing existing information that could be stored in a shopping cart, budget, etc. Revised 10/8/2010 6

SHOPPING CART The shopping cart is used to purchase items or services utilizing CCSD funds. Shopping is completed using the individual catalogs or by choosing Describe Requirement if the item is not located in any of the provided catalogs. In the shopping cart, you are able to search for items that you wish to purchase from different categories, with different cost assignments and produce multiple purchase orders on the same shopping cart. A workflow is started once the shopping cart is ordered. Through this process, the shopping cart is routed to the appropriate approvers where the items will either be approved or rejected. You can check the status of the order at any time. Information provided includes: where the shopping cart is routed, who approved or rejected the shopping cart, a purchase order number for tracking in the budget, etc. If rejected, the requester may copy the rejected shopping cart into a new shopping cart and change the information required by the approver (such as quantity or item) and resubmit. NOTE: There is a $10 minimum when purchasing items through the shopping cart. Orders of less than $10 will not be processed. Ordering of district forms is the exception. Some users will have access to additional catalogs based on their assigned role. These include Maintenance, Transportation, and Food Service. However, no matter which catalog a user can view and use on a daily basis, the process of shopping is the same in every catalog with the exception of the Textbook Catalog. PURCHASE ORDERS Purchase Orders (POs) are automatically created for items that have passed through all of the approval levels. Some POs are processed differently by the Purchasing & Warehousing Department. Many POs will go through the system immediately and the items will be delivered right away. Other POs have to be checked by the appropriate buyer or financial approver. Revised 10/8/2010 7

CCSD CATALOG CUSTODIAL SERVICES The CCSD Catalog Custodial Services contains many items for purchase to assist custodial workers with their duties. All employees have the opportunity to browse the online catalog located at http://erp.ccsd.net/ in the Purchasing and Warehousing Announcements area. How to Shop After logging into the system, navigate to the shopping area using the following steps: 1. Select the Work tab. 2. Select the Shop tab. 3. Select Shopping Cart (Requisition). 4. Choose the CCSD Catalog Custodial Services. Revised 10/8/2010 8

Inner scroll bar for catalog area Outer scroll bar for shopping cart window The SRM-MDM Product Catalog displays. Use the outer scroll bar to view the entire shopping cart window. Use the inner scrollbar in the catalog area to view catalog contents. You can choose to search for items using the Keyword field, or choose an Advanced Search field such as Supplier Name or Supplier Part Number to search for items. Once a group of items is found, you can shop or compare to find the item to add to the shopping cart. BASIC SEARCH It will be necessary to search for items in a catalog to be able to locate and purchase them. When conducting a search, the entry placed in the Keyword will look in all of the fields for an item. You can search by the description of an item type (stapler, cleaner, etc.), manufacturer part number, or supplier part number. Input a description for the search in the Keyword field and click Search. The Products section populates with possible matches. When conducting a new search you must click the Reset Search button. Revised 10/8/2010 9

Wildcards A wildcard may be used to find an additional item if a search does not initially return enough items. It may also be used if you are unsure of the spelling of an item. The wildcard in SAP is the asterisk (*). For example, if the user is searching for a dispenser and does not know if the keyword for the search is dispenser or dispense or dispensor, a wildcard can be used. Type in Search Section disp* b*ll CCF* Result display, disposable, dispenser, dispensing, etc. bell, ball, bull, bill, etc. Pulls up all CCF documents Change Rows By default the system automatically shows ten (10) products (items) per page. It may be necessary to change the number of products viewed to be able to do such things as comparing items. The number of items per page can be changed by selecting the dropdown arrow next to the Number Of Items Per Page and choosing a different quantity. Change Pages Searches may result in multiple pages of items. Change the page being viewed by either clicking the Next Page icon, Previous Page icon, or typing the page number. Revised 10/8/2010 10

SORTING When a search produces a large number of items, it may be necessary to sort those items alphabetically or numerically. A sorting symbol appears on any column that may be sorted. To sort a column, click once on the icon, i.e. Type, Short Description, etc. This symbol will change if sorted A Z or 0 infinity. The symbol will reverse when sorted in the opposite direction. Catalog Detail Information After locating an item, you have options for viewing more details. Click the Description hyperlink to view this information. You may choose to view by Item View and/or Detail. Supplier Part Number Supplier Name Manufacturer Part Number Item View Area Short Description Price Picture Revised 10/8/2010 11

Long Description Order UOM (unit of measure) Product Group Manufacturer Name Details Delivery Time in Days Contract ID Contract Line Item Number Price Information To return to the previous screen, select Back to Search. ADD ITEMS TO SHOPPING CART You may select many items at the same time or change the quantities of items required before adding them to your shopping cart. 1. Select the line(s) by clicking in the box on the left of the item. 2. Change the Quantity if desired. 3. Click Add to Cart. Revised 10/8/2010 12

The item(s) selected will be added to the shopping cart. Continue using the Search feature to add additional items to the shopping cart. 4. Choose Cart Preview to view the items in your cart. 5. Change quantities or delete items, if necessary. 6. Click Transfer Item(s) to begin the checkout process. A separate window opens showing the catalog area and the items in the shopping cart. You can continue to shop from the catalog following the steps already outlined. When navigating between windows in the shopping cart area, a warning message may repeatedly appear. Click OK to proceed to the next screen. IMPORTANT: You must transfer items to the Items In Shopping Cart area at least every 15 minutes to avoid timing out and losing your selections. Once items are in this area, click the Refresh button to avoid timing out. Revised 10/8/2010 13

ITEMS IN SHOPPING CART After all items are added to the shopping cart, review them for accuracy and completeness. Use the scroll bar to the right of the screen to view, change or delete items within the Items in Shopping Cart section. NOTE: The Required On field should not be changed. If item delivery must be delayed, the shopping cart should be placed on hold. Quantity The quantity defaults to one (1) but can be changed as needed. The system will display the Order Unit (each, pack, dozen, etc.) used for ordering that item. To change the Quantity, use the following procedure: 1. Change the desired quantity. 2. Click Refresh. Revised 10/8/2010 14

Actions You can perform certain actions after adding items to a shopping cart. Action Icon Detail in Catalog Detail Copy Delete an item Description Detailed information about the specific item in question such as Supplier, Part Number, etc. Displays default information on the item. (See Basic Data section of this manual) Copy items that exist in the shopping cart. Used most often during a free text order. Deletes an item in the shopping cart. Items can only be deleted before the shopping cart is approved by first level approver. Details Default information is listed for each purchased item. Some of this information can be viewed and/or changed if necessary. This information is accessed using the Details icon. There are six different aspects of the detail that the user will be able to view. These are: View only Ship-To Address/Performance Location Sources of Supply/Service Agents Availability View and change Basic Data Cost Assignment Documents and Attachments In most situations, this information will not need to be changed. It is very important for the users to do their shopping with the approved custodial vendors so that the charges may go to the appropriate cost centers. ADDITIONAL SPECIFICATIONS Name Of Shopping Cart The name given to the shopping cart should be unique by identifying the items that were ordered and who the items were ordered for. A name is already defaulted in the system but can be changed as long as the shopping cart has not yet been approved. Revised 10/8/2010 15

NOTE: The name of the shopping cart may appear on the packing slip; therefore, you should include as much information about the shopping cart as possible. Locations may wish to come up with their own naming conventions to assist the site approver(s) in knowing more about where/who the shopping carts belong to. Examples of possible naming conventions are listed below: Chuck, custodial supplies, 5/10/10, 215 215, Chuck, Summer School, 5/10/10 Special shopping carts, such as those utilizing grants, may have required naming conventions. Please check with the appropriate department for specific information. 1. In the shopping cart section, scroll down to the Additional Specifications section. 2. Type in the new name for the shopping cart (40 character limit). Notes for Approval This area allows the user to send a message to the approver along with the shopping cart. This may be used to explain why the items are being purchased, which department head approved the items, etc. Use the following steps to add notes to the next level of approval: 1. Scroll down to the Additional Specifications section. 2. Click in the Notes for Approval field and type the message. 3. Click the Refresh button to save the note to the shopping cart. Approval Preview The approval preview allows you to view the approval workflow of the shopping cart, indicating to whom the shopping cart will be forwarded. To review the approver(s) assigned to the shopping cart before the shopping cart is submitted, click Approval Preview in the Additional Specifications Section. Revised 10/8/2010 16

The information will list as shown: IMPORTANT: DO NOT use the Add Reviewer or Add Approver buttons. SUBMITTING AN ORDER Once shopping is complete, the shopping cart must be submitted for approval to begin the workflow process. However, if the shopping cart is incomplete, you may place it on hold and submit it at a later time. The user may also wish to check the shopping cart to verify there are no errors against the budget. The four options an end user has for a shopping cart are located at the bottom of the screen. Revised 10/8/2010 17

Order The Order button is used when the shopping cart is complete and ready to be submitted for approval. In most cases, the site administrator is the next level of approval. If the site administrator that is responsible for approvals creates the shopping cart, the next level of approval is himself/herself. When the Order button is clicked, the shopping cart is automatically checked against the Cost Center Group to see if the funds are sufficient to complete the order. Hold The Hold button is used when the shopping cart is incomplete or needs to be saved and returned to at a later time. It can be used to hold a shopping cart until a budget appropriation occurs or perhaps to wait until the site is ready for delivery. However, it is important to remember that prices may change. Once the shopping cart is held, you must go back into the shopping cart (see Check Status) and when complete, click Order. IMPORTANT: Hold is an extremely important action. If you leave the screen or are inadvertently timed out of the system, the shopping cart will not be saved if the Hold button is not clicked! Refresh The Refresh button is used if any change is made in the shopping cart such as quantity, cost assignment, etc. Check The Check button will check the current shopping cart against the Cost Center Group to see if that Cost Center Group has enough funds to complete the order. This button is not necessary if you simply wishes to submit the order since an automatic check against the Cost Center Group budget occurs when the Order button is clicked. Revised 10/8/2010 18

VIEWING SHOPPING CARTS You can view shopping carts in their entirety to find needed information. You are now able to find tracking information such as: Status Purchase Order Number Who still has the item in their inbox Vendor information Shopping Cart Number Who the approver is Cost Assignment Buyer information Having the ability to find this information empowers you to know more about your shopping carts. In addition to being able to view shopping carts, this is also the area where you would go to find held shopping carts. Once the held shopping cart is found, it can be deleted, changed and/or updated to reflect any new items or information. Any submitted shopping cart can be changed as long as it has not been approved. CHECK STATUS SEARCH In Check Status, you are only able to view shopping carts which you have created. For example, if an office specialist created a shopping cart, the school office manager would not be able to find that order in the check status option. The shopping carts for the last seven (7) days will display if the shopping cart has not been completed. If the shopping cart needed is not in the list, use the following search methods. 1. Select Check Status from the Shop tab. 2. Click the Extended Search hyperlink. 3. Change fields as necessary. 4. Click the Including Completed Shopping Carts checkbox. 5. Click Start. Revised 10/8/2010 19

Use the expand icon to reveal the items in the shopping cart once it has been located. Use the Action icons to view information for each item. Each item has separate detailed information. Click the Details button (magnifying glass) for the separate items to view/change the information for that item. CHANGE SHOPPING CARTS Held shopping carts and shopping carts Awaiting Approval can be changed/updated to reflect new information before being submitted for approval. To change an existing shopping cart (not yet approved): 1. Find the cart using the Check Status function. 2. Select the Details icon (magnifying glass) for the entire shopping cart (not for an individual item). Revised 10/8/2010 20

The shopping cart displays. 3. Scroll down if necessary to the Additional Specifications section of the shopping cart. 4. Click Change to modify the shopping cart. 5. Change any item or add items to the shopping cart by selecting the appropriate catalog. 6. Click Refresh after any change to the shopping cart. 7. Save the shopping cart using one of the following steps: a. Select Order or Hold for Held shopping carts. b. Select Save for submitted shopping carts. Revised 10/8/2010 21

SHOPPING CART INBOX The Shopping Cart Inbox (Inbox) is utilized by shoppers to receive messages or action requests regarding previously submitted shopping carts. Access the Inbox by following this menu path: Work > Shop > Shopping Cart Inbox. A list of returned shopping carts is displayed in the description window. The message includes the shopping cart name and the message: were rejected. Please check. The window also displays the received on date and the action options. ACCEPT CHANGES (REJECTED SHOPPING CARTS) When a shopping cart has been ordered, it will show in the Shop Cart column of the Budget Inquiry Report and remains there after it has been rejected. The rejected order is returned to the originator (the shopper), via the Inbox. The shopper must then display the rejected order and accept the changes to complete the rejected order process. The Inbox allows you to display a rejected shopping cart by clicking the Details icon or selecting the Description name hyperlink. This action option will display the contents of the shopping cart by line item. Viewing the details of a rejected shopping cart will allow you to note the shopping cart number for ease in creating a new shopping cart with the desired items. To complete the Accept Changes process, scroll to the lower portion of the screen to access the Additional Specifications section and click the Accept Changes button. Revised 10/8/2010 22