Srm Goods Conf

SupplierRelationshipSupplierRelationshippp ppp pManagementManagement

GoodsConfirmationsGoodsConfirmationsMM_SRM_CON_300MM_SRM_CON_300

DefinitionofSRMDefinitionofSRM

l l h ( )SupplierRelationshipManagement(SRM)isanSAPproductthatfacilitatespublicprocurementviaawebbasedplatform.

Enables end users to procure goods and services via a Shopping CartEnablesenduserstoprocuregoodsandservicesviaa ShoppingCart environment.

GeneratessavingsfortheUniversitythroughuseofelectronicl dcatalogsandcontracts.

SRMSRM ConfirmationsConfirmations MM_SRM_CON_300MM_SRM_CON_300 22

ImplementationPlanningImplementationPlanning

SRMImplementationSchedule

Phase1Phase1 Campusp

PilotGroupsOnlineTraining August2011

PilotGroupsGoLive September1,2011

Campus Online Training September 2011CampusOnlineTraining September2011

CampusGoLive October1,2011

P G Li O l b ill b il bl f lk i i i d iPostGoLiveOpenlabswillbeavailableforwalkintrainingandassistance.

Phase2Phase2 Healthcare

Summer2012


RoleTerminologyRoleTerminology

CurrentCurrent SSAPAPTermTermNewSRMNewSRMTermTerm

SAPRoleSAPRole SRMRoleSRMRole

Requisition ShoppingCart Requisitioner Shopper

Approve/Release Approve Approver Approver

Receiving Confirming Receiver Confirmer


RoleCombinationsRoleCombinations

SRMRoleCombinationsSRMRoleCombinations

Shopper Approver

Shopper Confirmer

Approver Confirmer

ForsecurityreasonswithMaterialsManagementaccess,ForsecurityreasonswithMaterialsManagementaccess,apersoncanonlyhave2ofthe3rolesavailable.apersoncanonlyhave2ofthe3rolesavailable.


SRMNewTerminologySRMNewTerminology

TermTerm DefinitionDefinition

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

Personalized ObjectWorkList,a.k.a. dashboard ,servesastheShoppershomeorstartingpoint,containsqueries,documenthistory,etc.

b d lAttributes Enduserspersonalsettings

CatalogAlso knownaspunchouts,catalogsarelocatedonexternalsupplierswebsites

Contracts Preloadedcontracteditemsavailable totheShopperinSRM

ShoppingCartInsteadofaRequisition, thetoolutilizedbyShopperstopurchase goods and/or servicespurchasegoodsand/orservices

Workflow Processbywhichdocumentsroute toInboxeswithinSRM


CurrentSAPPurchasingProcessCurrentSAPPurchasingProcess

QuoteQuote RequisitionRequisition ApprovalApprovalPurchasePurchaseOrderOrder

ProcessingProcessing

GoodsGoodsReceiptReceipt

InvoiceInvoicePostingPosting

Departmentsusuallyinitiateprocesswithvendorquoteandrequisitionentry.RequisitionarrivesatPurchasingafterapproval.Purchasingprocessespurchaseorderbasedonestablishedpoliciesandprocedures.

GoodsReceiptsandInvoicePostingscompletethe3waymatch.


NewSRMPurchasingProcess(Catalogs/Contracts)NewSRMPurchasingProcess(Catalogs/Contracts)

CreateCreateShoppingShopping

CartCartApprovalApproval

PurchasePurchaseOrderAutoOrderAutosendstosendstoSupplierSupplier

GoodsGoodsConfirmationConfirmation

InvoiceInvoicePostingPosting

CatalogsandcontractsarecreatedandmaintainedbyPurchasing,thuscreatingtheShoppingCartexperiencefortheenduser.

If a needed good or service is not available from a catalog or contract the ShopperIfaneededgoodorserviceisnotavailablefromacatalogorcontract,theShoppermayobtainaquoteandenterafreetextShoppingCart.

EncumbranceoccurswhenShoppingCartisapproved.


GoodsConfirmationOverviewGoodsConfirmationOverview

SimilartothecurrentSAPReceivingprocess,aGoodsConfirmationmustbecompletedinSRMaftergoodsorservicesarephysicallydelivered.

h f h h l fTheGoodsConfirmationshowsphysicalreceiptofproductsorservicesinsatisfactoryconditionandreleasestheinvoicepayment.

If a Goods Confirmation is not completed payment will not release to theIfaGoodsConfirmationisnotcompleted,paymentwillnotreleasetothevendor.

Goods Confirmations should be completed as soon as possible after physicalGoodsConfirmationsshouldbecompletedassoonaspossibleafterphysicalreceipthastakenplace.DepartmentsshouldnotwaitforaninvoicepostingtooccurbeforecreatingtheirGoodsConfirmation.


TransitionfromSAPtoSRMTransitionfromSAPtoSRM

GoodsConfirmerswillbegincreatingreceiptsaftertheirrespectiveGoLivedateforitemsorderedviaSRMShoppingCarts.

PersonswithGoodsReceivingrolesinSAPwillcontinuetocreateGoodsReceiptsfor45XXXXXXXXpurchaseordersestablishedinSAPpriortoSRMGoLive.

1010

PersonalSettingsOverviewPersonalSettingsOverview

PersonalSettingsPersonalSettings relatetotheuserspersonaldataandareestablishedatSiteNavigation.

DefaultinformationpopulatesintothisareabasedondatafromHumanResourcesorgstructure.

PersonalSettingsmust beconfirmedandsetupforallrolesduringthefirstvisittoSRMtoensuresuccessfulexecutionoftasks.

1111SRMSRM ConfirmationsConfirmations MM_SRM_CON_300MM_SRM_CON_300

LogOnLogOnmymyUKPortal&ConfirmationsTabUKPortal&ConfirmationsTabLaunch 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.NavigatetotheConfirmationsTab

LaunchPadiconsarenotusedwithSRMroles.LaunchPadiconsarenotusedwithSRMroles.

2.NavigatetotheConfirmationsTab

LaunchPadiconsarenotusedwithSRMroles.LaunchPadiconsarenotusedwithSRMroles.

1 Login tomyUK Portal1 Login tomyUK Portal1.LogintomyUK Portal1.LogintomyUK Portal

ThePortalscreenviewisdeterminedbytheendusersassignedroles.ThePortalscreenviewisdeterminedbytheendusersassignedroles.ThePortalscreenviewisdeterminedbytheendusersassignedroles.ThePortalscreenviewisdeterminedbytheendusersassignedroles.


POWLandSiteNavigationPOWLandSiteNavigation

SiteNavigationSiteNavigation

POWLPOWL

GoodsConfirmershavePersonalizedObjectWorkLists(POWL),a.k.a.dashboardswhichcontainactivequeries,QuickCriteriaMaintenance(fordocumentsearches)anddocumentoverview.AllusershaveaNavigationPanewhichcontainsthe


Inbox,settings,andcreatedocumentslinks.

PersonalSettingsPersonalSettings

2 Click Settings

1.SelectConfirmationstab

2.ClickSettings


PersonalSettingsPersonalSettings PersonalDataPersonalData

4.IfchangesneedtobemadetoyourPersonalData,clickEditandupdateinformation

FormofAddressisrequired

3.ReviewPersonalDataonboththePositiontabandUserAccounttab

5.ClickSave


BeginGoodsConfirmationBeginGoodsConfirmation IdentifyPONumberIdentifyPONumberThe Purchase Order Number must be known to create a Goods ConfirmationThe Purchase Order Number must be known to create a Goods ConfirmationThePurchaseOrderNumbermustbeknowntocreateaGoodsConfirmation.ThePurchaseOrderNumbermustbeknowntocreateaGoodsConfirmation.

1.ClickRefresh

IfthePO#isunknown,clickCreateDocuments Confirmation

2.SearchforthedesiredPurchaseOrderinthePOWLarea.Then,highlightthelineitem and click Create Confirmation with Reference to begin the confirming process


itemandclickCreateConfirmationwithReferencetobegintheconfirmingprocess.

ConfirmationProcessConfirmationProcess SearchforPONumberSearchforPONumber

1.TosearchforaspecificPurchaseOrdernumberinputsearchcriteriainformation

2.ClickSearchtodisplayresults


ConfirmationProcessConfirmationProcess SearchforPONumberSearchforPONumber

4 Click Start4.ClickStart

3.HighlightthePO#fromthesearchresultslistedbelow


ConfirmationProcessConfirmationProcess CreateConfirmationCreateConfirmationWhetheraccessingthepurchaseordernumberviasearchordirectlythroughg p y gthePOWL,theConfirmationscreenwillappearshowingalllineitemsandquantitiesonthePO.Ifpartialconfirmationshavebeenpreviouslyposted,

SRMwillreflectonlyremainingitemsandquantities.

Componenttabscontaindetailedinformationifneededforreview

Confirmationnameandpackingslipnumbercanberecordedifdesired

GoodsConfirmationlineitempullsrelevantdatafromthepurchaseordersuchasdescription,outstandingquantity,unitofmeasure,price,etc.


ConfirmationProcessConfirmationProcess

SRMassignsGoodsConfirmationnumber

1.Toconfirm,enterquantityreceivedoneachlineitem

2 When finished click Confirm to finish the transaction2.Whenfinished,clickConfirmtofinishthetransaction

TIP:ForPOswithmultiplelines,clickCopyAllOutstandingQuantitiesbuttontoautomaticallyconfirmentirequantities.

Ifapartialquantityisreceived,enteronlythatquantityintheConfirmQuantitycolumn(i.e.,partialreceipt).AdditionalGoodsConfirmationsshouldbecreatedwhen more items arrive Future Goods Confirmations will automatically populate


whenmoreitemsarrive.FutureGoodsConfirmationswillautomaticallypopulatewithremaininglineitemsandquantitiesfromthepurchaseorder.

DeliveryCompleteIndicatorDeliveryCompleteIndicator

TIP:IfconfirmingforlessthanfullPOamount,butfinaldelivery,checkLastDeliverybox.Thiswillreleaseanyy, y yremainingencumbranceandclosethepurchaseorder.

SRMSRM August2011August2011 2121

ReturntoPOWLReturntoPOWL

ll fNote:FromPOWL,allconfirmationscanbedisplayedviatheConfirmationQuery


CancelingaGoodsConfirmationCancelingaGoodsConfirmationOccasionally a Goods Confirmation may need to be canceled Reasons forOccasionallyaGoodsConfirmationmayneedtobecanceled.Reasonsfor

cancelingaGoodsConfirmationincludeitscreationbeinginerrororreconciliationofaccountingdiscrepancies.

1.TobeginclickConfirmationswithinNavigationPane

2.ClicktoseelistingofConfirmationscreatedbyyou

3.ClickRefreshforlatestdocumentlisting


CancelingaGoodsConfirmationCancelingaGoodsConfirmation

4.HighlightGoodsConfirmationnumbertobecanceledg g

5.ClickDelete/Cancel

6.Confirmyestoproceed


CancelingaGoodsConfirmationCancelingaGoodsConfirmation

8.ClickConfirmtocancel

7. Select the line item to be canceled. Note: The Goods Cancellation is7.Selectthelineitemtobecanceled.Youmayselectsingleormultipleline

itemsforcancellation.

Note:TheGoodsCancellationisassignedauniquenumber.

9.ClickClosetocompletecancellation


CreateReturnDeliveryCreateReturnDelivery

ll d d b d h d l d fOccasionallygoodsmayneedtobereturnedtothevendor.AReturnDeliveryisusedforphysicalreturnofgoods(e.g.,incorrectordamageditems)fromtheUniversitytothevendor.

1.BeginfromtheConfirmationswithinNavigationPane

2.ClicktoseelistingofConfirmationscreatedbyyou

3.ClickRefreshforlatestdocumentlisting



4.HighlightConfirmationnumbertobereturned

5.ClickReturnDelivery



7. A Return Delivery reason must be indicated.7.AReturnDeliveryreasonmustbeindicated.ClickItemtabtoindicatethereason.

6 Highlight line item to be returned6.HighlightlineitemtobereturnedandenterReturnQuantity



10.ClickConfirmReturntofinish

9.SelectReasonandclickSave

8.FromtheNotesSectionselect


ReasonforReturnDelivery

InboxDetailsInboxDetailsSRM Inbo is sed for comm nication regarding each sers doc mentsSRM Inbo is sed for comm nication regarding each sers doc mentsSRMInboxisusedforcommunicationregardingeachusersdocuments.SRMInboxisusedforcommunicationregardingeachusersdocuments.

1.ClickInbox

2 View document messages which may include rejections edits etc of documents2.Viewdocumentmessageswhichmayincluderejections,edits,etc.ofdocuments


InboxInbox FilterSettingsFilterSettings

LinkshowsorhidesFiltersasdesired

1.SelectoneormorecriteriatolocateaspecificShoppingCart

IfyoucannotfindaspecificShoppingCart,clickApplytoconductsearch.


ClosingOpenWindowClosingOpenWindowUsers should always click the Close button to exit an open windowUsers should always click the Close button to exit an open windowUsersshouldalwaysclicktheClosebuttontoexitanopenwindow.UsersshouldalwaysclicktheClosebuttontoexitanopenwindow.

Do not clickDo not click X to exit an

AlwaysclickCloseAlwaysclickClosebuttontoexitanopenwindow

DonotclickDonotclickXtoexitanopenwindow


FixQueryLockFixQueryLockWarning:Warning: If a window is closed using the X in the upper right hand cornerIf a window is closed using the X in the upper right hand corner

Youmayreceivethismessageinyour

Warning:Warning: Ifawindowisclosedusingthe X intheupperrighthandcornerIfawindowisclosedusingthe X intheupperrighthandcornerofthescreen,itispossibletobecomelockedoutofthesystem.ofthescreen,itispossibletobecomelockedoutofthesystem.

POWLiflockedoutofthesystem

2 Click any Active Query of your choice2.ClickanyActiveQueryofyourchoicefromthePOWLtocontinueworking

1.ScrolltobottomofscreenandclickFixQueryLock


LoggingOffLoggingOff

ClickLogOfftoendmyUKsession

IMPORTANTIMPORTANT: Donotclick theredred XXintheupperrighthandcornerofyourscreentoexit.

If you do, you will lose all your workIf you do, you will lose all your work.Ifyoudo,youwillloseallyourworkIfyoudo,youwillloseallyourwork.ClickLogOfflinkinstead.


TipsandTricksTipsandTricks

f fIfyouhaveboththeShopperandGoodsConfirmationroles,thereisaspecialbuttononyourShopperPOWLwhichwillallowcreationofGoodsConfirmationswithoneclick.


SRMHelpWebSitesSRMHelpWebSites

myHelpmyHelp MM&PurchasingHelpwebsiteMM&PurchasingHelpwebsite:http://myHelp.uky.edu/rwd/HTML/MM.html

Contains Quick Reference Cards (QRCs), updated and printableContainsQuickReferenceCards(QRCs),updatedandprintablecoursemanuals,ReferenceManual,etc.

IRISIRIS MM b iMM b i h // k d /IRIS/MM IRISIRISMMwebsiteMMwebsite:http://www.uky.edu/IRIS/MM
