SRM_SHO_302 SRM Punch-out Catalogs

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SRM_SHO_302 ‐ LSO V1 1

SRM Punch‐out CatalogsSRM_SHO_302

SRM Punch‐out Catalogs

What Are “Punch‐Out Catalogs”“Punch‐out” catalogs are customized shopping environments on contract suppliers’ websites and accessed via myUK. They usually relate to the University’s highest volume suppliers and contain available items along with customized University pricing. Punch‐out environments are virtual in nature and use checkout cart systems similar to common internet shopping websites.

Some punch‐out sites have advanced features including customized quoting, support documents, order status checks, etc.

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What Are the Advantages of Punch‐Out Catalogs?Punch‐out shopping correlates with paperless processes including electronic ordering and invoicing. The University achieves efficiency and savings with the use of punch‐out catalogs over manual processes. It reduces the need for procurement card transactions for high‐volume suppliers and related paper records.

The use of punch‐out catalogs also provides “spend visibility”. All line item data is maintained within SAP and available for internal reporting. Quality reporting information allows departments to better analyze and manage their procurement and Purchasing to better negotiate with suppliers.

The University will continue to add punch‐out catalogs from contract suppliers to SRM as opportunities permit.


Training Requirements for SRM Departmental Roles

Role Training Requirements

Shopper Shoppers are required to take and pass four course modules in successive order via myUK Training:

SRM_SHO_301 SRM Shoppers IntroductionSRM_SHO_302 SRM Punch‐out Catalogs (This course)SRM_SHO_303 SRM Free Text CartsSRM_SHO_304 SRM Supplementary Information

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 .


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Create Punch‐out Catalog

Shopping Cart

Punch‐out catalogs are used for the University’s highest volume suppliers and are located on their websites. Pricing is pre‐negotiated by Purchasing.

SRM automatically processes and transmits purchase orders to the supplier for punch‐out catalog orders.


Begin Shopping Cart from POWL

1. Start from the Shopper tab

2. Select Shopping Cart from Site

Navigation to display the POWL

3. Click Create Shopping Cart


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Default Settings: Set Values

4. Click Set Values within Default Settings

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Two default values – Account Assignment and Delivery Address – can be set at the beginning of the ordering process. This will copy the data to all line items as they are placed

into the Shopping Cart, thus bypassing tedious line item entries later.


Complete Delivery Address (Required)

5. Select the Delivery Address /

Performance Location tab

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6. Complete contact person, floor, room, etc.

Delivery information flows in from Personal Settings and reflects your building addressonly. The Shopper must add the Contact Person, Floor, and Room Number, etc. This must

be completed for each cart and will populate to all line items placed in the cart.

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Important: Be sure to enter the delivery information at the header level. Bypassing entry of the contact person, floor, and room number within Set Values will require the

information to be entered for each line item in the bottom Details section.


Complete Delivery Address (Required)

Set Account Assignment (Optional)

7. Click Account Assignment

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Set Account Assignment (Optional)

8. Default Account Assignment Category is Cost Center. You can also select WBS Element from

the dropdown if needed.

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9. Enter the Cost Center or WBS Element number as

applicable

Enter Cost Center or WBS Element information if the entire order will be charged to the same cost object structure. Alternatively, if you need to charge various line items

to different cost objects, this can be entered as indicated on Slide 23.

TIP: WBS Elements relate to grants.


Finish Header Values

10. Click OK to finish Set Values

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No entries are required on other tabs within Default Settings.


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Punch‐out Catalog Order – Create

11. Click Add Item menu and select catalog choice.

Shopper will transfer from SRM to supplier’s website.

Punch‐out catalog items are ordered through the Add Item dropdown button. As new catalogs are added to the system, they will appear in the Add Item menu.


Arrive at Punch‐out Landing Page

Product Search menu


The visuals and structure of punch‐out catalogs vary among suppliers, but operate similarly. Shoppers initially arrive at a landing page and use product search features to

locate needed items.

Additional features vary across catalogs, including message boards, Shopping Lists, order status, etc.

Note: Shopper can exit punch‐out catalog without

ordering at any time.

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Search Items from Punch‐out Catalog

12. The Shopper can select items through a

Search feature…

…or manually enter product numbers if they

are known.


Search Items from Punch‐out Catalog

Alternatively, the Shopper can browse and locate

items through a Category structure.


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Add Items from Punch‐out Catalog

13. As items are located, enter the quantity needed

and click Add to Cart.


Checkout from Punch‐out Catalog

From your punch‐out cart, you can update quantities, delete items, or

potentially move items to “Shopping Lists” for future

purchase.

14. When punch‐out Shopping is complete,

check Checkout.


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Punch‐out Items Return to SRM Shopping Cart

Selected items from punch‐out site transfer to the SRM Shopping Cart


Note: All product info transfers to SRM Shopping Cart

including description, quantity, price, UOM, and supplier

name.

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Complete Header and Item Overview

17. Click Details to open bottom section

15. Add Header Notes if desired (Optional). Approval Note is internal and does not print on purchase

order. Note to Supplier will print on purchase order.


16. Shopper can overwrite Delivery Date

if desired

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Punch‐out Catalog Order – Details SectionThe bottom section of the Shopping Cart is termed “Item Details”. It contains additional

information relating to the purchase such as Account Assignment, Notes and Attachments, etc. and is edited on a line item basis, i.e., each line item can be assigned

different notes, etc. if desired.


Punch‐out Catalog Order – Account AssignmentAccount Assignment entries can be formed at the line item level within the bottom

Item Details section.


Remember: If you already set the Account Assignment Information within Default

Values: Set Values at the header level, you can bypass this section.

18. Select the Account Assignment Category (either cost center or WBS element).

19. Enter the cost center or WBS element

number

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Punch‐out Catalog Order – GL Account

20. A suggested GL will populate automatically on many carts or can be entered/overwritten as needed. The

Shopper should check the GL to ensure it is correct based on the nature of the

particular purchase.

TIP: The General Ledger (GL) Account is an accounting

component that relates to the description of the goods or

services purchased.

If needed, you can click on the right side of the GL box to access a Possible Entries icon and search function.


Note: If ordering a single item that is over $5000, a capital equipment GL must be assigned to that line item. A capital GL is prefixed with 55XXXX and can be selected

from within the search function.

Punch‐out Catalog Order – Line Item Notes21. If desired, you can enter Notes and Attachments for individual line items. Internal Note does not print on the

purchase order. All other notes will print on the purchase order to supplier.


TIP: Quotes are not required for punch‐out orders. Thus, quote attachments here are not

applicable.

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Punch‐out Catalog Order – Line Item Delivery Address

Provided you entered the Delivery Address information within the Default Values: Set Values section at the header level, nothing

needs entered here.


Remember: If you already set the Delivery Address Information within Default Values: Set Values at the header level, you can bypass this section. If you omitted that step, the contact person, floor and room number will need

entered manually for each line.

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Punch‐out Catalog Shopping Cart – Check & Order

23. Click Order to finish

22. Click Check to confirm whether errors exist


Note: Only click the SAVE button if the order is to be placed on HOLD and finished later.

A Saved Shopping Cart resides in the Shopper’s POWL and does not move forward to the

Approver.

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Punch‐out Catalog Shopping Cart – Complete Order

24. Click Close button to close window


Punch‐out Catalog Shopping Cart‐Status from POWL

Click Refresh to see current Shopping

Cart Status

Shopping Carts are listed in the POWL and can be

accessed by clicking on the cart number.


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Special Notes on Punch‐out Catalog Shopping CartsSpecial features are added to SRM for punch‐out catalog orders:

•Orders totaling $5000 or less from punch‐out catalog suppliers do not require approval. SRM automatically transmits a purchase order once a cart is created and ordered.

•Goods Confirmations are required for all punch‐out catalog orders with the exception of office supplies purchases.

•Upon shipment and invoicing of goods, the Shopper and their employment supervisor will receive an email confirmation of the order.


Quick Reference Guides for Punch‐out Catalogs


Quick Reference Guides for all punch‐out catalogs are created and housed on the Purchasing website. Each guide shows customized step‐by‐step order details for each

punch‐out catalog.

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Completion of SRM Punch‐Out CatalogsThis completes module SRM_SHO_302 Punch‐Out Catalogs. After completing the Check for Understanding, you should book and complete the third module SRM_SHO_303 Free Text Carts.

Remember, all four modules must be completed and passed to receive the SRM Shopper role:

SRM_SHO_301 SRM Shoppers IntroductionSRM_SHO_302 SRM Punch‐out CatalogsSRM_SHO_303 SRM Free Text CartsSRM_SHO_304 SRM Supplementary Information


Printing Course Manual (Optional)

If desired, a printable (Adobe PDF) version of this course manual is available for your convenience.

To access and print the manual:

1. Click on the printer (the manual will open in a separate browser window)

2. Print the course manual

3. Close the separate browser window

4. Return to this course window

5. Click on the green Continue button below

To proceed without printing, click on the green Continue button below.


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Check for UnderstandingIn order to receive full credit for the SRM Shoppers course, you must now successfully complete the Check for Understanding – a quiz covering the main concepts presented in this course.


Course Completion – Last SlideTo complete this WBT, click on the yellow Log off button in the lower corner of this window.

Note: This window will close, and you should be returned to the main myUK Training page for this WBT. The main page will refresh (usually within 30 seconds, depending on network traffic), and you should receive a green, system message confirming your participation.

You may then safely navigate away from the main page.


Documents

SRM_SHO_302 SRM Punch-out Catalogs