Shopper Personal Settings MM SRM SPS 200 · SRM ‐‐Shopper Personal Settings ‐‐MM_SRM_SPS_200 19 Personal Settings ––Designate Designate Substitute Shoppers Substitute

S li R l ti hiS li R l ti hiSupplier Relationship Supplier Relationship ManagementManagementManagementManagement

Shopper Personal SettingsShopper Personal SettingsMM_SRM_SPS_200MM_SRM_SPS_200

Definition of SRMDefinition of SRM

l l h ( )Supplier Relationship Management (SRM) is an SAP product that facilitates public procurement via a web‐based platform.

•Enables end users to procure goods and services via a “Shopping Cart”Enables end users to procure goods and services via a Shopping Cart environment.

•Generates savings for the University through use of electronicl dcatalogs and contracts.

SRM SRM ‐‐ Shopper Personal Settings Shopper Personal Settings ‐‐MM_SRM_SPS_200MM_SRM_SPS_200 22

Implementation PlanningImplementation Planning

SRM Implementation Schedule

Phase 1 Phase 1 – Campusp

Pilot Groups Online Training – August 2011

Pilot Groups Go‐Live – September 1, 2011

Campus Online Training – September 2011Campus Online Training – September 2011

Campus Go‐Live – October 1, 2011

P G Li O l b ill b il bl f lk i i i d iPost Go‐Live Open labs will be available for walk‐in training and assistance.

Phase 2 Phase 2 – Healthcare

Summer 2012


Role TerminologyRole Terminology

CurrentCurrent SSAP AP TermTermNew SRM New SRM TermTerm

SAP RoleSAP Role SRM RoleSRM Role

Requisition Shopping Cart Requisitioner Shopper

Approve/Release Approve Approver Approver

Receiving Confirming Receiver Confirmer


Role CombinationsRole Combinations

SRM Role CombinationsSRM Role Combinations

Shopper – Approver

Shopper – Confirmer

Approver – Confirmer

For security reasons with Materials Management access,For security reasons with Materials Management access,a person can only have 2 of the 3 roles available. a person can only have 2 of the 3 roles available.


SRM New TerminologySRM New Terminology

TermTerm DefinitionDefinition

Personalized Object Work List, a.k.a. “dashboard”, serves asPOWL

Personalized Object Work List, a.k.a. dashboard , serves as the Shopper’s home or starting point, contains queries, document history, etc.

b d ’ lAttributes End‐user’s personal settings

CatalogAlso known as “punchouts”, catalogs are located on external suppliers’ websites

Contracts Pre‐loaded contracted items available to the Shopper in SRM

Shopping CartInstead of a Requisition, the tool utilized by Shoppers to purchase goods and/or servicespurchase goods and/or services

Workflow Process by which documents route to Inboxes within SRM


Current SAP Purchasing ProcessCurrent SAP Purchasing Process

Quote RequisitionRequisition ApprovalPurchase Order

Processing

Goods Receipt

Invoice Posting

•Departments usually initiate process with vendor quote and requisition entry.

•Requisition arrives at Purchasing after approval.•Purchasing processes purchase order based on established policies and procedures.•Goods Receipts and Invoice Postings complete the 3‐way match.


New SRM Purchasing Process New SRM Purchasing Process –– Catalogs/ContractsCatalogs/Contracts

Create Create Shopping Shopping CartCart

Approval

Purchase Order Auto‐sends to Supplier

Goods Confirmation

Invoice Posting

Supplier

•Catalogs and contracts are created and maintained by Purchasing, thus creating the Shopping Cart experience for the end user.

•If a needed good or service is not available from a catalog or contract, the Shopper may obtain a quote and enter a “free text” Shopping Cart.

•Encumbrance occurs when Shopping Cart is approved.


Log On Log On –– myUK Portal & Shopper Tab myUK Portal & Shopper Tab Launch Pad icons are not used with SRM rolesLaunch Pad icons are not used with SRM rolesLaunch Pad icons are not used with SRM rolesLaunch Pad icons are not used with SRM roles

2. Navigate to the Shopper Tab

Launch Pad icons are not used with SRM roles. Launch Pad icons are not used with SRM roles.

2. Navigate to the Shopper Tab

Launch Pad icons are not used with SRM roles. Launch Pad icons are not used with SRM roles.

1 Login to myUK Portal1 Login to myUK Portal1. Login to myUK Portal1. Login to myUK Portal

The Portal screen view is determined by the end user’s assigned rolesThe Portal screen view is determined by the end user’s assigned rolesThe Portal screen view is determined by the end user’s assigned rolesThe Portal screen view is determined by the end user’s assigned roles


Personal Settings OverviewPersonal Settings Overview

Personal SettingsPersonal Settings relate to the user’s personal data and are established at Site Navigation.

•Default information populates into this area based on data from Human Resources org structure.

•Personal Settings must be confirmed and set‐up for all roles during the first visit to SRM to ensure successful execution of tasks.


Personal SettingsPersonal Settings

Site NavigationSite NavigationSite NavigationSite Navigation

1. Select Shopper tab1. Select Shopper tab

2. Click Settings 2. Click Settings


Personal Settings Personal Settings –– Personal Data Personal Data 4. If changes need to be 4. If changes need to be . c a ges eed to bemade to your Personal Data, click Edit and update information

3. Review Personal Data on both the Position tab and User Account tab

. c a ges eed to bemade to your Personal Data, click Edit and update information

3. Review Personal Data on both the Position tab and User Account tabUser Account tab

Form of Address is required

User Account tabForm of Address

is required

5. Click Save5. Click Save


Personal Settings Personal Settings –– AttributesAttributes

AttributesAttributes are default settings which populate into every Shopping Cart to facilitate a more efficient shopping experience.

The following attributes can be set as defaults:•Account Assignment Category•Cost Center•WBS Element•Delivery Address

Not setting attributes will require manual entry of components for every Shopping Cart.


Attribute Attribute –– Account AssignmentAccount AssignmentAccount Assignment Attribute dictates which type of accountAccount Assignment Attribute dictates which type of accountAccount Assignment Attribute dictates which type of accountAccount Assignment Attribute dictates which type of accountAccount Assignment Attribute dictates which type of account Account Assignment Attribute dictates which type of account

assignment will default into each Shopping Cart. assignment will default into each Shopping Cart.

1 Select Edit

Account Assignment Attribute dictates which type of account Account Assignment Attribute dictates which type of account assignment will default into each Shopping Cart. assignment will default into each Shopping Cart.

1 Select Edit1. Select Edit1. Select Edit

2. Select Account Assignment Category as the Attribute type2. Select Account Assignment Category as the Attribute type


Attribute Attribute –– Account AssignmentAccount Assignment

hi k i l f l i h “ ” f i d f l ihi k i l f l i h “ ” f i d f l iThis task is only for selecting the “type” of account assignment to default into This task is only for selecting the “type” of account assignment to default into each Shopping Cart. The actual cost center or WBS numbers are entered on each Shopping Cart. The actual cost center or WBS numbers are entered on

the following screens.the following screens.

3. Click Standard radio button, to activate default Account Assignment Category typeg g y yp


Attribute Attribute –– Cost CenterCost Center

4. Select Cost Center from the drop down menu to assign a default Cost Center number4. Select Cost Center from the drop down

menu to assign a default Cost Center numbergg

5. Select Logical System (only one choice is available)

5. Select Logical System (only one choice is available)

6. Enter the Cost Center #6. Enter the Cost Center #

If Cost Center is unknown, click Possible Entries icon

t h

If Cost Center is unknown, click Possible Entries icon

t hto searchto search


Attribute Attribute –– Delivery AddressDelivery Address

1. Select Delivery Address drop down menu1. Select Delivery Address drop down menu

2 Verify correct Delivery Address2 Verify correct Delivery Address2. Verify correct Delivery Address 2. Verify correct Delivery Address

3. Click the Standard radio button to activate default Delivery Address

3. Click the Standard radio button to activate default Delivery Address


Attribute Attribute –– Alternative Delivery AddressAlternative Delivery AddressWhile it is possible to add multiple alternative delivery addresses,While it is possible to add multiple alternative delivery addresses,While it is possible to add multiple alternative delivery addresses,While it is possible to add multiple alternative delivery addresses,

1. Click Add Line to add

While it is possible to add multiple alternative delivery addresses, While it is possible to add multiple alternative delivery addresses, only one default may be selected at a given time.only one default may be selected at a given time.

1. Click Add Line to add

While it is possible to add multiple alternative delivery addresses, While it is possible to add multiple alternative delivery addresses, only one default may be selected at a given time.only one default may be selected at a given time.

alternative Delivery Address

2 Click Possible Search Entries

alternative Delivery Address

2 Click Possible Search Entries2. Click Possible Search Entries icon to search for address3. Locate and highlight desired

alternate Delivery Address.

2. Click Possible Search Entries icon to search for address3. Locate and highlight desired

alternate Delivery Address.

5. Click the Standard radio button to activate h l i d f l d li dd

5. Click the Standard radio button to activate h l i d f l d li ddthe alternative, default delivery address

4. Click OK

the alternative, default delivery address

4. Click OK


Attribute Attribute –– WBS ElementWBS Element

1. Select WBS Element

2 Select Logical System from the drop down list

1. Select WBS Element

2 Select Logical System from the drop down list2. Select Logical System from the drop down list (there is only one choice)

Note: If WBS Element is unknown, click Possible Search


3. Enter WBS Element #

2. Select Logical System from the drop down list (there is only one choice)


3. Enter WBS Element #

Entries icon to conduct searchEntries icon to conduct searchEntries icon to conduct search


Personal Settings Personal Settings –– Designate Substitute ShoppersDesignate Substitute Shoppers

Substitute Shoppers are persons allowed to set‐up, view and respond on behalf of a Shopper.

•Only Shoppers may designate, in their Personal Settings tab, their own Substitute Shoppers.

S b i Sh h h Sh l b f h•Substitute Shoppers must have the Shopper role before they can be designated.

•Unless a Substitute Shopper is designated no one will be able to•Unless a Substitute Shopper is designated, no one will be able to create or view the Shopper’s Shopping Cart.



1. Click User Account tab1. Click User Account tab

NoteNote: Verify you are in Edit mode to make changes

NoteNote: Verify you are in Edit mode to make changes

2. Select Add Line2. Select Add Line



3 S l t P ibl S h3 S l t P ibl S h3. Select Possible Search Entries icon

4. Enter the name of

3. Select Possible Search Entries icon

4. Enter the name of the desired Substitute

Shopperthe desired Substitute

Shopper

5. Select Start 5. Select Start SearchSearch

6. Highlight correct Substitute Shopper

7. Click OK

6. Highlight correct Substitute Shopper

7. Click OK



7. Enter date on which substitute role is to end or 12/31/9999 = indefinite

assignment

6. Enter date on which substitute role is to begin

7. Enter date on which substitute role is to end or 12/31/9999 = indefinite

assignment

6. Enter date on which substitute role is to begin

8. Click Save8. Click Save


Log OffLog Off

Click Log off to end myUK session

Click Log off to end myUK session

IMPORTANT:IMPORTANT: Do not click the redred “XX” in the upper right hand corner of your screen to exit, as you will lose all your work. Click “Log Off” link instead.

IMPORTANT:IMPORTANT: Do not click the redred “XX” in the upper right hand corner of your screen to exit, as you will lose all your work. Click “Log Off” link instead.y gy g


SRM Help Web SitesSRM Help Web Sites

•• myHelp myHelp –– MM & Purchasing Help web siteMM & Purchasing Help web site: http://myHelp.uky.edu/rwd/HTML/MM.html

– Contains Quick Reference Cards, updated and printable courseContains Quick Reference Cards, updated and printable course manuals, Reference Manual, etc.

IRISIRIS MM b iMM b i h // k d /IRIS/MM•• IRISIRIS‐‐MM web siteMM web site: http://www.uky.edu/IRIS/MM


Documents

Shopper Personal Settings MM SRM SPS 200 · SRM ‐‐Shopper Personal Settings ‐‐MM_SRM_SPS_200 19 Personal Settings ––Designate Designate Substitute Shoppers Substitute