Using the Dell (Enhanced) e-Catalog Within SRM

IntroductionThese reference materials show specifically how to use the Delle-catalog to purchase computers and related items within the Supplier Relationship Management (SRM) system.

Departmental staff placing orders must first hold the SRM Shopper role and have the related tab within myUK. If needed, additional information is available on the Purchasing website at: http://www.uky.edu/Purchasing/SRM.htm

• How-To Guide for Establishing Roles, including information on booking and taking the online curriculum to receive the Shopper tab in myUK.

• Full SRM Shopper Training Guides

This Quick Reference Guide assumes the Shopper has already set their Personal Settings, including default delivery building. If assistance is needed with Personal Settings or other features beyond what is reflected here, you may find the larger Shopper training documents useful.

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Who Uses the Dell e-CatalogThe Dell e-catalog is used solely with the Supplier Relationship Management (SRM) system. Currently, all areas of campus use SRM as their procurement system with the exception of Hospital areas. Departments within these areas will continue to use the e-Buy site for Dell purchases.

All other areas of campus should utilize the e-catalog through SRM for purchases of Dell products regardless of order amount. This includes items previously purchased through the e-Buy site utilizing procurement card.

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Dell Lease PurchasesSome departments choose to purchase Dell computers through a lease program rather than direct purchase. Dell lease purchases are not executed within the Dell SRM e-catalog process.

•Shoppers will enter a Free Text Shopping Cart in SRM for Purchasing to manually process a purchase order for leasing to Dell.

•Create the cart as a one line reverse format and use 128613 as the vendor # on the Source of Supply tab.

•Ensure all Dell quotes pertaining to the Lease Purchase are attached in the Notes and Attachments tab in the cart.

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Overview – e-Catalog OrderThe Dell e-catalog offers the following options for ordering:

1. Standard e-Catalog Orders: Shoppers can select items from Standard Configurations, Desktops & Workstations, Laptops, Servers, Networking, etc. Once items are selected, the Shopper can move forward with the purchase or save the order as an online E-quote for later retrieval and purchase.

2. Custom Sales Quotes: Are used for special projects or orders of larger volume. Usually Custom Sales Quotes are utilized by centralized IT sectors of the University rather than individual departments.

Begin Shopping Cart from POWL

2. Select Shopping Cart from Site

Navigation to display the POWL

3. Click Create Shopping Cart

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1. Start from the Shopper tab within

myUK

Default Settings: Set Values

4. Click Set Values within Default Settings

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Two default values – Account Assignment and Delivery Address – are 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.

Set Account Assignment (Optional)

5. Click Account Assignment

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Set Account Assignment (Optional)

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

the dropdown if needed.

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7. 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 later within the Line Item Details.

TIP: WBS Elements relate to grants.

Complete Delivery Address (Required) 8. Select the

Delivery Address / Performance Location tab

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

Delivery information flows in from Personal Settings and reflects your building address only. 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 Set Values. 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)

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Setting an Alternate Delivery BuildingAt the Shopper’s choosing, you can enter an alternate building for delivery on a cart-by-cart

basis. After selecting the new building by building number, complete the section with contact person’s name and room and floor numbers.

If desired, click the possible entries icon and select

alternate building by speed sort number. Remember to add in the contact person, floor, and

room number.

Important: Remember to select replacement delivery addresses through the menu search based on building code.

Do not freehand building information other than C/O, floor, and room.

Finish Header Values

10. Click OK to finish Set Values

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Dell e-Catalog Order – Create

11. Click Add Item menu and select Dell Catalog.

Shopper will transfer from SRM to Dell e-catalog.

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Arrive at Dell Landing Page

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12. Upon arrival at landing page, click Shop to

navigate products menu.

While on the e-catalog, click the Dell logo at any time to navigate

back to the landing page.

13. From the Shop menu, select desired category for

needed item(s).

Options for Standard Configurations

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University standard configurations are available, or Shopper may customize other products to meet their needs.

Options for Standard Configurations

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14a. If standard configuration is needed, select items. Shopper

can customize system(s) further or add directly to cart.

Options for Standard Configurations

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14c. Price will update to reflect additional options chosen. When finished selecting options, click

Add to Cart.

14b. If customizing standard configuration(s), scroll through and choose additional options.

Note: Only click the Add to Cart button

once

15a. For products beyond Standard Configurations,

select items needed through the Shop products menu.

Options for Other Products

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15b. As you located needed items, click Select to see

more details.

If needed, use the refine search tool on the left to limit results

Options for Other Products

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Click Add to Cart if you want to purchase the basic model

15c. You can configure item(s) further, adding options as

needed.

Options for Other Products

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15d. When complete, click Add

to Cart

Options for Other Products

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If customizing, review and select desired options. The price to the

right will update as you select options. A notification will appear if

you select options that are incompatible with each other.

Note: Only click the Add to Cart button

once

Cart will reflect items. Shopper may update quantities, or remove

items. Estimated shipping date also appears.

16. To purchase items, click Create Order

Requisition.

Options for Other Products

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You also may choose to Save as eQuote for later

purchase

17. Select shipping type desired. Expedited

shipping is available for additional charge.

18. Set Trade Compliance indicator.

Click Continue.

Complete Order and Checkout

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19. Review final cart details 20. Click Submit Order Requisition to

complete checkout

Complete Order and Checkout

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E-Catalog Items Return to SRM Shopping Cart

Selected items from e-catalog transfer to the

SRM Shopping Cart

All product info transfers to SRM Shopping Cart including description, quantity, price, UOM, and supplier name.

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Complete Header and Item Overview21. 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.

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22. Click Details to open bottom

section.

E-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.

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E-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 Set Values at the header level, you can

bypass this section.

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

24. Enter the cost center or WBS element

number

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E-Catalog Order – GL Account25. 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.

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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.

E-Catalog Order – Line Item Notes26. 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 standard e-catalog orders. Thus, quote attachments here are not

applicable.

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E-Catalog Order – Line Item Delivery Address

Provided you entered the Delivery Address information earlier within the

Set Values section, nothing needs entered here.

Remember: If you set the Delivery Address information earlier within Set

Values, 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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E-Catalog Shopping Cart – Check & Order

28. Click Order to finish

27. 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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E-Catalog Shopping Cart – Complete Order

29. Click Close button to close window

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What Happens Next?•Orders < $5000 do not require approval. SRM automatically transmits a purchase order once a cart is created and ordered.

•Orders > $5000 move to Approver’s workflow. Upon approval, the purchase order is generated and transmitted to Dell.

•The Shopper receives email confirmation from Dell upon receipt of purchase order.

•Goods Confirmations are required for all Dell e-catalog orders.

•Dell generates an electronic invoice and submits to Accounts Payable for payment. The Shopper receives an email message confirming when the invoice posts.

Creating and Receiving E-quotes

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1. Once you have placed items into your Shopping Cart within the e-catalog,

click Save as E-quote

After a Dell cart has been created within the e-catalog, the Shopper may opt to save as an E-quote to be purchased at a later date or by a different Shopper.

Remember: Don’t click Create Order Requisition if you are opting to save as E-

quote only.

Generate E-quote

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2. Complete e-quote basic info

3. Click Continue

Complete Contact Information for E-quote

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4. Complete contact information 5. Click Save

eQuote

Complete Contact Information for E-quote

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6. Shopper receives confirmation screen with

eQuote information…

Complete Contact Information for E-quote

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…along with email confirmation.

7. Click Quotes from the landing page

Shopper may access the E-quote at a later date to move forward with the purchase. After creating an SRM Shopping Cart and selecting Dell Catalog from the Add Item menu, the

Shopper will arrive at the Dell landing page.

Retrieve E-quote To Place Order

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8. Enter the eQuote number

9. Click Find Quote

Retrieve E-quote

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10. Click Create Order Requisition

Retrieve E-quote

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eQuote items display for review

11. Review final contents of eQuote

12. Click Create Order Requisition

Finalize Retrieved E-quote and Create Order

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Remember to set/edit shipping and trade

compliance as needed

Items from the saved E-quote return to the SRM Shopping Cart. Complete remaining entries as needed (Account Assignment, Notes, etc.), Check, and Order.

Retrieved e-Quote Items Return to SRM Shopping Cart

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Creating Custom Sales Quote Orders

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Custom Sales QuoteCustom Sales Quote is a feature that allows an SRM Shopper to retrieve a “Customized Sales-Generated Quote” and process it through the SRM Shopping Cart.

Custom Sales Quote can be utilized for the following:

• One-off orders direct from the Dell sales team• Special projects not published in catalog

Custom Sales Quote is usually used by central IT sectors for highly customized systems or purchases of larger volumes.

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Custom Sales Quote - First StepCustom Sales Quote starts with a request from the Dell sales representative. Email Michelle Thomas at: Michelle_M_Thomas@Dell.com to begin the process. Once completed the sales representative will forward the quote to the department via email and will load the quote onto the Dell e-catalog.

Note: Please advise the sales representative at the quote stage if you require shipping options other than standard delivery.

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Place Order for Custom Sales Quote from e-CatalogCreate an SRM Shopping Cart as normal. Select the Dell Catalog from the Add item Menu to

arrive at the Dell e-catalog.

1. From the Dell e-catalog landing page,

click Quotes link.

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Locate Custom Sales Quote in e-Catalog

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2. Enter the Custom Sales Quote number and the

Customer Number from the sale representative

3. Click Find Quote

Create Custom Sales Quote Order Requisition

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Custom Sales Quote items display for review

4. Click Create Order Requisition

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Final Review and Checkout – Custom Sales Quote

5. Review final contents of Custom Sales Quote

6. Click Create Order Requisition

Remember to set/edit shipping and trade

compliance as needed

Items from the Custom Sales Quote return to the SRM Shopping Cart. Complete remaining entries as needed (Account Assignment, Notes, etc.), Check, and Order.

Complete Custom Sales Quote Within SRM

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Purchase Customized Software via e-CatalogCustomized software quotes are handled in the same manner as Custom Sales Quotes to Order. Email Gina Skonieczny at: Gina_Skonieczny@Dell.com to begin the software quote process.

Once completed the sales representative will forward the attachment to the department via email. Once the purchase decision has been finalized, the department must request the sales representative to load the software quote onto the e-catalog for ordering.

Shopper should process the order within the e-catalog environment and can locate the software quote within the site by the same process as a Custom Sales Order quote.

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TIPS• At their choosing, campus-based Dell Buyers and Dell Shoppers can still

create quotes on the e-Buy Premier site. The actual purchase must be conducted within the SRM Shopping Cart system. E-quotes created through the e-Buy portal will automatically be loaded onto the Dell e-catalog for ordering.

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SRM Help Web Sites• SRM Resource Page on Purchasing web site:

http://www.uky.edu/Purchasing/srm.htm

• SRM Assistance Email: SRMHelp@uky.edu

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