Purchasing - sdbor.edu · – Valid options for the product are presented such as upholstery, back and casters for seating; laminate finish and cabinet height for storage, etc. Select

Purchasing Steelcase Punchout Training Guide

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Steelcase Punchout Training Guide Version Number: 1.0 Date: 4/27/2010

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South Dakota Board of Regents

Human Resources/Finance Information Systems


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Table of Contents

Page Introduction 3 Overview 3 Intended Audience 3 Documentation and Disclaimer 3 Instructions 4 Introduction 4 Selecting Your Campus 4 Shopping Techniques 5 Search 8 Retrieving Quotes 11 Cancel a Quote 16 Can’t find your quote?

17 Search Instructions 17 Viewing Quotes for Others 17 Combining Quote and Punchout Items in the Same Cart 17 Combining Punchout and Non-Punchout Items in the Same Cart 17 Editing the Punchout Contents Once in SDezBuy 17 Change Orders 17 Notes to Supplier 18 Shipping 18 Installing Quotes and Scheduling the Delivery 18 Duplicate Order Prevention 18 Timeout 18


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Introduction Overview

The purpose of this manual is to discuss the general use of the Steelcase punchout catalog and the ability of converting a quote to an order in the punchout catalog. This document will provide step-by-step procedures for various functions including converting a quote to an order so that all end-users will have success in submitting an order using the punchout.

Intended Audience

This manual will be used by super-users and Requestors in the SDezBuy application.

Documentation and Disclaimer None


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Instructions

Introduction Welcome to the Steelcase punchout online catalog. The state of South Dakota has awarded a contract to Steelcase for furniture. Items listed in the catalog are shown at state contract pricing. To begin shopping , you must first select your campus from the dropdown list. This will trigger the correct reseller for your campus.

Selecting Your Campus 1. Click on the dropdown arrow to the right of the Select Campus Location field.

2. Select your campus from the dropdown list. If you would like to set up your campus as the default, click in the checkbox. You will not be required to select a campus upon your next punchout session.

3. Click on the radio button GO SHOPPING.


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Shopping Techniques Your online catalog is found on the SHOP tab/screen and contains products and services selected specifically for SDBOR. 1. Locate Products – To select a product from the center screen, click on that item. One or two product pages

may need to be presented to help you find the specific product you need.

2. Select Options – Valid options for the product are presented such as upholstery, back and casters for seating; laminate finish and cabinet height for storage, etc. Select options by clicking radio button(s) working from the top of the page to the bottom. When an option is selected, the valid option combinations are presented below. Drop ship is standard for SDBOR.


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3. Preview – once you have selected your options, you can view an image and the final price of your fully specified (completed) item by clicking on the Preview button. The Preview tab/screen has several options at the bottom.

a. Options - Clicking on this button will return you to the Options tab/screen where you may change your selections.

b. Product Specs – Provides more detailed information regarding the product.

4. Select Quantity and Add to Cart – The quantity box defaults to a quantity of 1. a. Click the box, backspace and change the quantity, if ordering more than 1. b. Click on the radio button to ADD TO CART or just click on the words ADD TO CART. A confirmation

message briefly appears. In addition, the cart summary in the upper left portion of the screen indicates the Items and Subtotal.


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5. To shop for more items, click on the SHOP tab at the top of the screen and then select a category in the left column or click on a product in the center of the screen.

6. Click on ALL to view subcategories in the catalog.


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Search Users who have a general, rather that specific, idea of what they need may find that the item(s) using the Search feature of the Steelcase punchout. 1. Click on the SEARCH tab at the top of the screen. 2. Click on Click to view instructions… on the Search screen to learn the step-by-step procedure for using this

functionality,

3. Follow the instructions. In this example, the search will attempt to find an Easel in the Accessories category. It will search all manufacturer codes within the catalog.


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4. Search results are displayed with the ability to enter Quantity and ADD TO CART. If you add items to the existing cart, the cart summary will update the Quantity of items and the Subtotal amount.

a. Click on New Search at the bottom of the screen, if the items displayed do not meet your needs. 5. Click on Go to Cart at the top of the screen to review the total cart contents.


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6. The Shopping Cart screen provides a summary of the items that you added to the cart and current cart subtotal. You have several options from this screen:

a. Delete Item – removes the item from the shopping cart. b. Edit item – takes you back to the Options screen to make changes. c. Update Cart – if you make any changes to the cart, click on this button to complete the change and

update the cart summary. Note: you will not be able to edit quantities once the Submit Cart button is selected and the cart is populated in the SDezBuy application.

d. Clear Cart – removes all items from the shopping cart. e. Return to Shopping – takes you back to the SHOP screen. f. Submit Cart - populates the shopping cart in SDezBuy.

7. Click on Submit Cart. 8. The cart will appear in SDezBuy allowing the user to enter additional requisition information. Note that

although the Add Non-Catalog Item button is available and non-catalog items can be added to the cart/requisition, ultimately non-catalog items and punchout items will process into separate purchase orders.


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Retrieving Quotes When the details of your quote have been finalized between you and your reseller, you must first contact your reseller and let them know that you accept their final quote and they will then upload it to the Steelcase punchout in SDezBuy. The quote is then retrievable through the Steelcase punchout. 1. Click on the Retrieve Quotes

link. The system retrieves quotes published to your email address in the last 60 days. Quotes that have been previously acted upon by you will not display unless your supplier has republished them. Fields that are editable are shown.

2. Enter your quotation number in the Quote No.: field, if you know your quote number. 3. Select the radio button for "email address" (ensure that your correct email address is showing, retype it if

necessary). 4. To search all quotations for your campus, change or remove the email address or publish for entry. (Search by

first or last name.) 5. You may view the available quotations by a date range. 6. Select a dealer from the dealer dropdown list. This will open up a Select a Customer list. 7. Click on your customer name from the Select a Customer list or leave ** All ** showing. 8. Click on the Search button. A list of available quotations will appear.


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9. Click on your Quote Number (496, 507, 509 in example) to view the details of the quotation. If you don’t see

the quotation you are looking for, it may not be posted by the reseller. To check the system for one, make sure that your email address is in the Search By: field.

10. If you don’t wish to review the details of the quotation, click on Add to cart or Return to Supplier. a. Click on Add to cart – to add the contents of the quotation to the shopping cart. b. Click on Return to Supplier - the quotation will be returned to the supplier for further action. This

option also allows the user to add comments which may be useful to the supplier in making any requested changes to the quotation.


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11. There are a number of choices on the Quote Details screen. c. Click on Show Detailed Description to view more information about the product. Click on Hide

Detailed Description to return to previous screen. d. Click on Add to cart – to add the contents of the quotation to the shopping cart. e. Click on Return to Supplier - the quotation will be returned to the supplier for further action. This

option also allows the user to add comments which may be useful to the supplier in making any requested changes to the quotation.

f. Click on Close - will take you back to the previous screen. 12. Click on Add to cart, if the quotation is correct. A window pops up giving the user the opportunity to proceed

with the Add to cart or cancelling and returning to the Search Results page – this would be the Quotes Awaiting Approval screen.

13. Click on OK to proceed. Note that the contents of the quote will be added to the shopping cart (requisition).


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14. The Shopping Cart screen is populated from the quotation during your punchout session. This allows the user to review the cart contents prior to submitting the cart to the SDezBuy application. There are two options while in the Shopping Cart:

a. Return to Shopping – sends the user to the Shop screen. b. Submit Cart – populates the shopping cart in SDezBuy.

15. Click on Submit Cart in one of the two places on the Shopping Cart screen.

16. Enter the state contract number from the OPM website in the Quote/Contract number field.


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The state contract number is found on the Office Furniture area of the State Contracts website. A link to the state contract is found on the SNAP portal under the Finance tab in the My Tools area.

17. Go to the Review screen and complete the requisition as usual.


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Cancel a Quote 1. Search for and find your quotation. For this example quote 492 is used. 2. Click on Return to Supplier for a specific quote number while in the Quotes Awaiting Approval screen or within

the Quote Details screen. 3. Click on the Yes button to open a dialog box to add a comment.

4. Add a reason the quote is being cancelled in the comments field. 5. Click on the Return to supplier button at the bottom of the screen. Your supplier will receive your cancelled

quotation with your comments and the quote number will no longer appear on your Quotes Awaiting Approval screen or in search results.


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Can’t find your quote? 1. If the initial search does not return the desired quote you have three (3) options:

a. Enter the quote number in the search field titled Quote No. and click on the Search button. This will search for the quote number regardless of the published date.

b. If you don’t know the quote number, change the search Date Range to be longer than 60 days.

c. Your supplier may have more than one number in their business system that represents your company. When this is the case, you will see Select a Customer. To search all customer number/names, select the ** All ** option. This will broaden the search and increase your chances of locating the quote.

Search Instructions If you need assistance using the Quotes Awaiting Approval page, select Click to view instructions… at the top of the page under the Quotes Awaiting Approval header.

Viewing Quotes for Others Select individuals can be given access to view quotes published to other people. These individuals have the ability to change the search criteria and enter an email address or published for name other than their own. This capability is often given to an approver or buyer who has the authority to view and accept quotes published for others.

Combining Quote and Punchout items in the same cart When you mix catalog items and quotes the shopper must first approve and add the quote to the cart. Once you have done that the catalog item(s) can be added and all line items will be received by SDezBuy.

Combining Punchout and non-punchout items in the same cart When you mix catalog items with non-catalog items in one shopping cart, the items will be parsed on separate PO’s at the time of processing.

Editing the punchout contents once in SDezBuy After a cart has been submitted to SDezBuy, is not editable. The items should be reviewed and edited prior to submitting to SDezBuy. Steelcase does not allow changes or deletions. On large orders that are done on a quotation basis, the quote is finalized prior to the reseller posting to the punchout. Use the Return to Supplier button if certain items require changing or deleting.

Change Orders If someone has to make changes after an order has been submitted to the vendor, then they should contact the dealer directly to confirm those changes. If there are PO changes, the originating buyer should be contacted for processing a change order.


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Notes to Supplier Comments should not be used as a modification for items ordered or for pricing. External notes to the supplier are read at the header and line level. Notes should be kept to a minimum as this results in manual review & rework.

Shipping Drop ship is standard for SDBOR and is included in the price. Users should contact their dealer to make arrangements if expedited shipping is required. These fees special cases, shipping will be on the invoice.

Installation Quotes and Scheduling the Delivery Users should work with reseller if installation of the product(s) is needed. Quotes for the installation should be obtained and delivery expectations should be communicated with the reseller.

Duplicate Order Prevention When Steelcase receives a punchout order with the same PO number as a previously received punchout order, the new order will be flagged as potential duplicate and sent for manual review.

Timeout Please note that this punchout times out after 30 minutes of idle time. You will be able to access items that have been saved in your shopping cart even after a timeout.

Documents

Purchasing - sdbor.edu · – Valid options for the product are presented such as upholstery, back and casters for seating; laminate finish and cabinet height for storage, etc. Select