SAP Sourcing/ Exostar - How To

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SAP Sourcing/ Exostar - How To

How to create an Exostar user in eSourcing

Sebastian Roesch

• Version 1.4 for internal and external use


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Create and approve new Exostar user

Complete registration

Request eSourcing access

Supplier Exostar Administrator creates user profile, makes subscription payment and approves access to RR eTools.

Perform first time login, set new password, set security questions and download FIS Certification

Submit access request form to RR buyer

Table of Content

Supplier Exostar Administrator

Supplier - New User

Supplier - New User

*Supplier Admin - This role is the administrator on supplier site for Exostar. This role might be split into ORG Admin and Bundle Admin. In case of such a split the steps „Create new user (ORG Admin) and „Approve new user“ (Bundle Admin) is split between these two roles.

Approve eSourcing access

Approve access request form and forward to RR Supplier Administrator

Rolls-Royce Buyer


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Table of Content


Supplier - New User

Supplier - New User



Rolls-Royce Buyer


4 Create New User • Go to the Exostar log-in site: Exostar Login (Click Here)

3. Click “Administration“ Tab

4. Click “Add New User”

2. Click “Login“

1. Enter your “userID“ and “password“

https://portal.exostar.com/idprov/pages/home/dashboard.faces




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1. Fill in User Information

2. Select “User” as role. The org admin can assign appropriate role from drop down list. The role of a new admin can also be created. It is recommended that there should be at least 2 admins

3. Tick all the check box available

4. Proceed to next step

Create New User • Enter contact details of the new user

• In addition to the system- generated password, a new password

needs to be created and provided to the buyer


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Click “Submit ” to proceed

Create New User • Review and submit information of new user


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New user has been created successfully

An automatically generated e-mail will be sent to the user to perform the First Time Login. In addition to this please let the user know what one-time password you defined.

New Exostar UserID created

Create New User

-


8 Approve New User

3. The Request ID will be displayed in the first column. Click on the Request ID link to continue..

1. After logging-in, click “Registration Request”

2. Click “Authorize Application“

• The Org Admin/ Bundle eTools Admin needs to approve the new

user to allow access to Rolls-Royce e-Tools


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4. Click “Next“

2. Select “Access Applilcation“

3. Select “Approve“

Approve New User

1. Select “Rolls-Royce GSP“

• In the next screen, enter the following required information in the

“FIS Certificate Information” section


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• If a subscription has not been purchased for the new user, complete the steps

on the next slides

Approve Exostar User

• If a subscription for the new user already exists and has been paid

for, the following request status will be displayed:


11 Purchase Subscription for New User

• To allow the new user to access Rolls-Royce eTools, payment for a

one year subscription has to be made in Exostar’s Web Store

Click link to proceed to Exostar‘s Web Store



1. Select Exostar ID/Organisation

1. Enter the number of subscriptions you would like to purchase

3. Click on “Add to Cart”

• In order to buy a new subscription a fee of USD 100 has to be paid.

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1. Review items in the shopping cart

2. Click “Proceed to Checkout”

• Review and checkout items in the shopping cart

• Select a payment method. If payment with credit card was selected

as payment method, enter credit card details in the relevant fields

3. Select a payment method. Payment can be made with credit card or by invoice

4. Click “Continue” to proceed


14 Purchase Subscription for New User • Review and submit the order

1. Tick the check box “I have read and acknowledged the Disclaimer prior to purchase”

2. Click “Submit Order”


15 Shipping Address and Payment Method

A long list of addresses will appear. Scroll down and enter the shipping

address.

1. Click “This address is also my billing address”. Ensure all fields with an asterisk (*) are not empty

2. Click “Use This Address” 3. Select a payment method. Payment can be made with credit card or by invoice

4. Click “Continue” to proceed


16 Review Order Information

If payment with credit card was selected as payment method, enter credit

card details in the relevant fields

1. Click “I have read and acknowledged the Disclaimer prior to purchase”

2. Click “Submit Order”



• If the transaction was successful, the screen below will appear. At the same

time, an email with the invoice attached will be sent to your email address.

• If payment by invoice was selected, the license is renewed/ activated as soon

as payment is received by Exostar.

• If payment by credit card was selected, the license is immediately activated


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Table of Content


Supplier - New User

Supplier - New User



Rolls-Royce Buyer


19 First Time Login • In the automatically generated email sent to the new user, click on the

link to activate the new account and to perform first time login

Click on the link to perform first time login. Two Passwords are required: • One-time Password from Bundle

Administrator • System Generated Password

provided

The user ID and the system-generated password provided will be required for the next step


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1. Enter user ID (available in automatically generated email)

4. Click “Continue“

First Time Login

2. Enter the one time password which has been provided by the Org Admin

3. Enter the system-generated password (available in automatically generated email)


21 First Time Login

1. Enter and re-enter a new password, according to the instructions

3. Set up the security questions and answers for your account. They will be used should it become necessary to reset your password

2. Click Submit

4. Click Submit


22 Download FIS Certificate (1/4)

• Once the Org Admin/ Bundle e-Tool Admin has approved user to

access Rolls-Royce eTools (Group Application), the user will receive

an automatically generated e-mail

• The user will be notified to download FIS new certification. A

“Passcode” required for the download is also provided in the email

The passcode in the email will be needed to download the FIS Certification.

Click on the link in the email to download the FIS new certification


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1. After logging in to Exostar, click “Pending Download“

Download FIS Certificate (2/4)

2. Copy and paste the Passcode number from the email

3. Click Submit


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2. The status of the certification installation will be displayed

1. Click “Yes” to proceed



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2. The status of FIS will become “Active”. The validity date will also be displayed

1. Click “Home” Tab

3. The status for RR GSP is displayed as pending for approval



26 RR Global Supplier Portal Approved

• Once the SP Admin has approved user access to Rolls-Royce eTools,

an automatically generated email will be sent to notify the user that

approval has been granted

3. The RR GSP status will now become “Active” (Green Tick is displayed). The user can now access GSP by clicking “Open Application”

1. New user receives an auto generated e-mail notification. The user is informed that access to Rolls-Royce GSP Portal has been approved

2. Log in to Exostar and click on “Home” tab


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Table of Content


Supplier - New User

Supplier - New User



Rolls-Royce Buyer


28 Open Access Request Form

• Navigate to the Global Supplier Portal and login. (see login

guide)

Open Access Request Form in MS Excel

https://suppliers.rolls-royce.com/GSPWeb/appmanager/gsp/guest

https://suppliers.rolls-royce.com/GSPWeb/ShowProperty?nodePath=/BEA Repository/Global Supplier Portal/Section DocLink Lists/Supplier training/eSourcing guidance/Column 1/Section 1/Documents/How to Login to SAP Sourcing//file

https://suppliers.rolls-royce.com/GSPWeb/ShowProperty?nodePath=/BEA Repository/Global Supplier Portal/Section DocLink Lists/Supplier training/eSourcing guidance/Column 1/Section 1/Documents/How to Login to SAP Sourcing//file


29 Fill out Access Request Form

1. Fill out the form

2. Find additional information in the comments.

3. Click submit

4. E-mail is sent automatically to the Rolls-Royce buyer you entered

In case the Excel macro does

not work, please send the

request form as e-mail

attachment to the Rolls-Royce

buyer.


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Table of Content


Supplier - New User

Supplier - New User



Rolls-Royce Buyer


31 Approve Access Request Form

1. Open access request form

2. Check the details.


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• A standard email notification will be sent by the PBST team once

the user has been loaded in SAP Sourcing

• The user can now log in to SAP Sourcing via Global Supplier Portal

Open SAP Sourcing

1. Click on “Open Application”

2. Sign in to SAP Sourcing or SAP Sourcing USEC by clicking the link under “eSourcing” (left column) in the Global Supplier Portal

https://suppliers.rolls-royce.com/GSPWeb/ShowProperty?nodePath=/BEA Repository/Global Supplier Portal/Section DocLink Lists/Supplier training/eSourcing guidance/Column 1/Section 2/Documents/How to create SAP Sourcing user - Supplier side//file

https://suppliers.rolls-royce.com/GSPWeb/ShowProperty?nodePath=/BEA Repository/Global Supplier Portal/Section DocLink Lists/Supplier training/eSourcing guidance/Column 1/Section 2/Documents/How to create SAP Sourcing user - Supplier side//file


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Please find Exostar/ GSP/ SAP Sourcing guidance documents here. (Supplier

Documents Supplier Training eSourcing guidance)

Please contact the Exostar support http://www.myexostar.com/Online-Support/

in the following cases:

- Exostar login issues

- Exostar registration issues

- FIS certificate issues

- Link to SAP Sourcing missing (Exostar to resolve certificate issues)

Please contact the Rolls-Royce support RR helpdesk (Supplier Documents

Help) in the following cases:

- SAP Sourcing issues

- SAP Sourcing login issues

Support

https://suppliers.rolls-royce.com/GSPWeb/appmanager/gsp/guest?_nfpb=true&_windowLabel=supplierdocuments_2&supplierdocuments_2_actionOverride=/com/rollsroyce/gsp/portlets/supplierdocuments/showPageContent&supplierdocuments_2subPageURLPath=eSourcing+guidance&supplierdocuments_2pageURLPath=Supplier+training&supplierdocuments_2bgflag=1

http://www.myexostar.com/Online-Support/





https://suppliers.rolls-royce.com/GSPWeb/appmanager/gsp/guest?_nfpb=true&_windowLabel=supplierdocuments_2&supplierdocuments_2_actionOverride=/com/rollsroyce/gsp/portlets/supplierdocuments/showPageContent&supplierdocuments_2pageURLPath=Help&supplierdocuments_2bgflag=1


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Date Version Modified By Amendments Made

06/05/2016 1.0 Foo Wei Chen Initial Creation

07/01/2017 1.1 Sebastian Roesch Review and updates

07/01/2017 1.2 Foo Wei Chen Sebastian and Jason’s suggestion. Roles within MAG slide added/

replaced Role as slide guide. Includes small changes from

Sebastian

03/07/2017 1.3. Sebastian Roesch Upload version for GSP

17 Nov 2017 1.4 Sebastian Roesch New process via GSP

Version Control