SRM Supplementary Information SRM_SHO_303 SRM Supplementary Information

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  • SRM Supplementary Information SRM_SHO_303 SRM Supplementary Information
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  • Supplementary Information This module includes learning material for a number of additional features and supplementary information which apply to all types of carts and SRM Shopping in general. Examples of supplementary information include: Editing Carts How to Use Quick Criteria Maintenance within POWL Using Tabs Instead of Windows Working with Reverse Carts Performing Split Account Assignment Adding Notes and Attachments Approvers Related Documents Tab Determine Cart Status After Ordering Determine Purchasing Buyer for a Shopping Cart Troubleshoot Process Problems Troubleshoot Browser Requirements How to Use the Inbox Handling Rejected Carts Substitute Shoppers Attributes SRM Supplementary Information 2
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  • Training Requirements for SRM Departmental RolesTraining Requirements for SRM Departmental Roles RoleTraining Requirements ShopperShoppers are required to take and pass four course modules in successive order via myUK Training: SRM_SHO_300 SRM Shoppers Introduction SRM_SHO_301 SRM Punch-out Catalogs SRM_SHO_302 SRM Free Text Carts SRM_SHO_303 SRM Supplementary Information (This course) Approver Approvers are required to take and pass the MM_APP_300 Combined Approvers course via myUK Training. Goods Confirmer Goods Confirmers are required to take and pass the SRM_CON_300 SRM Goods Confirmations course via myUK Training. SRM Shoppers Introduction 3
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  • Edit Shopping Cart Overview Shopping Carts can be edited up to the point of approval. Shopping Carts cannot be edited after they are approved. Shopping Carts can be edited by the original Shopper or an Approver. The POWL facilitates editing of a Shopping Cart. Shoppers or Approvers can change, add, or delete line items; change cost assignment information; add attachments, etc. Contact Purchasing if you are uncertain as to how changes may affect the Shopping Cart or its correlated purchase order. SRM Supplementary Information 4
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  • Begin Shopping Cart Edit 1. Select the Shopping Carts (All) query from the POWL Click the Shopping Cart to be edited SRM Supplementary Information 5 2. Click Refresh to see an updated view of your Shopping Carts and their status.
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  • Begin Shopping Cart Edit 3b. If you receive a Show my Tasks prompt, click the button. 3a. If you receive an Edit button, click to begin immediate editing of the cart. SRM Supplementary Information Depending on Workflow status of the Shopping Cart, you may be able to immediately edit the cart or you may receive a Show My Tasks prompt. Select Revise Shopping Cart, and click Process Now. 6
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  • Edit Shopping Cart 4. Make changes as needed SRM Supplementary Information Most components of a Shopping Cart can be edited. This includes notes, quantity changes, addition or deletion of items, descriptions, etc. 7
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  • Edit Shopping Cart 5. Make other changes as needed to specific sections SRM Supplementary Information Shopper can also change items in bottom Details section if needed, including Account Assignment information, Notes, Delivery Address, and Source of Supply. 8
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  • Complete Shopping Cart Edit and Re-Order 6. Click Check for errors 7. Click Order to complete SRM Supplementary Information Edited cart re-orders successfully 9
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  • Quick Criteria Maintenance within POWL Quick Criteria Maintenance houses documents you create. When opened it displays additional criteria allowing the Shopper to perform customized document searches. It can be hidden when not in use. Highlight the query you would like to search for documents. Shopping Carts (All) is the query most commonly used. After the query loads, click to open Show Quick Criteria Maintenance. SRM Supplementary Information 10
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  • POWL Quick Criteria Maintenance SRM Supplementary Information Check Including Completed Shopping Carts to return an entire listing of all carts you have created. Not checking this selection will return only your carts that are in process. Only check Team Carts if you serve in a substitute relationship with other Shopper(s). Click Apply after entering search criteria Shopper can enter one or more criteria to search for specific document(s) 11
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  • Quick Criteria Maintenance Search Examples Search Example 1 Enter specific cart by number and click Apply. Shopping Cart displays in lower section. Click into number to display contents. SRM Supplementary Information 12
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  • Quick Criteria Maintenance Search Examples TIP: If a query returns erroneous results, open Quick Criteria Maintenance and confirm whether invalid criteria may be entered. Search Example 2 Enter status of Awaiting Approval and click Apply. Only Shopping Cart(s) awaiting approval will display in lower section. SRM Supplementary Information 13
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  • Using Tabs Instead of Open Windows From your Internet Options, select Tabs SRM tasks open in new browser windows by default. If desired you can configure your browser to instead open new tabs within a single browser window. Check boxes as indicated and click OK Note: Graphics shown are from IE 10 Your browser menu may offer different options. SRM Supplementary Information 14
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  • Working with Reverse Shopping Carts Some types of Free Text orders perform better in reverse format. Reverse orders are entered as one line item with a lump sum dollar amount for the entire order, regardless whether the quote has multiple lines. Reverse format is usually used for complex orders such as furniture, printing, etc. It may also be used for orders that span a length of time and require monthly payments, e.g., Personal Service Contracts or equipment rental. Reverse Shopping Carts are entered as one line for the entire order. Enter the total dollar amount in the quantity column, LOT as the unit of measure, and 1.00 in the Price box. SRM Supplementary Information 15
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  • 16 Examples of Orders Using Reverse Format Larger complex orders with multiple lines of components or extended descriptions Personal Service or other lump sum contracts that may be partially confirmed over a period of time Employee reimbursements completed in lump sum amounts Contact the responsible buyer in Purchasing if you are unsure whether a specific Shopping Cart you plan to enter may work best in a reverse format. SRM Supplementary Information
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  • Obtaining Copy of Shopping Cart Highlight cart and click Print Preview If needed for records or auditing, a.pdf copy of the Shopping Cart can be obtained via the Print Preview button within the POWL. SRM Supplementary Information Save or print.pdf copy as desired (document includes cost assignment info). 17
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  • Split Account Assignment 1. From the Account Assignment tab, select whether the split will be by percentage or quantity. Account Assignment for any line item can be distributed across multiple Cost Centers and/or WBS Elements. The cost can be split by percentage or quantity. This can be done at the header level or customized for each line item. SRM Supplementary Information 18
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  • Split Account Assignment 2. Click the Add Line button once for each split cost assignment planned SRM Supplementary Information 19
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  • Split Account Assignment 5. Enter the cost object and GL numbers as applicable 3. Enter the percentage or quantity to be assigned to each cost object SRM Supplementary Information 4. Select the Account Assignment Categories for each 20
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  • Naming Convention for Attachments When creating attachments, refrain from inserting special characters, such as @, #, $, *, \, , +, etc. into the filename. Filenames should also not include spaces between words nor underscores. Files should be named with a purely alphanumeric format. Examples of suitable filenames: Medtechquote1001.pdf Furniturelayout.doc Examples of unsuitable filenames: API Printing Quote.pdf (filename includes spaces) Fisher+incubator $1000.doc (filename includes special characters) Only the following file formats are acceptable as Shopping Cart attachments: PDF, XLS, XLSX, DOC, DOCX, TXT, TIF, BMP, GIF, HTML SRM Supplementary Information 21
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  • Approvers and Approval Status Information reflects full history including Approver(s) and dates/times of approval(s) After a Shopping Cart is created and refreshed, Approver information can be viewed on the Approval Process Overview tab in the bottom Details section.. Note: If cart has not been approved, the tab will reflect the Approvers mailboxes in which it resides. SRM Supplementary Information 22
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  • Related Documents Tabs 23 Related Documents tab shows other documents that are part of the purchase transaction, some with drill-down functionality (PO, Goods Confirmation, etc.). Select Related Documents tab in bottom Details section. Depending on screen resolution, you may need to click the Navigation Menu icon to see all selections. Shows related documents including PO number. Clicking into the PO number will display the purchase order. SRM Supplementary Information
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  • Determine Shopping Cart Status via POWL The status of each Shopping Cart can be found in the POWL (remember to click Refresh for latest