Reference Guide - Raising an order from Hubwoo in Purchasing Self-Service (PSS)

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1 Reference Guide - Raising an order from Hubwoo in Purchasing Self-Service (PSS) This guide is intended for users who wish to raise orders from externally hosted Hubwoo catalogues. mysap can be accessed via the link on Infonet UK portal. At the top of the screen click on Purchasing Self-Service. From the menu on the left hand side click Go Shopping, then Shop. The Shop in 3 Steps window is displayed. Note: You must ensure that your defaults, i.e. delivery address details and cost assignment are complete before continuing with this guide Once the default settings have been set you are ready to order goods from a catalogue. The options available are: Old Purchase Orders and templates: Display shopping carts you have previously created Internal Goods/Services: DODS users only Hubwoo: Externally hosted catalogue - 1 -

2 Click on Hubwoo to start searching for your items. The screen below is shown once you have accessed the Hubwoo catalogue. The Quick Search facility allows you to type in the item to be searched. In this example we will search for pencils. Once you have typed the name of the item click the return key on your keyboard. Individual catalogues can be opened and searched using the Suppliers tab. This screen below shows the results of the search for Pencils. Clicking the selection criteria will restrict the results, selection can be made by supplier or product manufacturer

3 To select these items, type in the quantity and select the add to cart icon next to the item. The item is added to the cart and can be removed by selecting the remove from cart icon. To view what you have added to your cart, click Shopping Cart X Items at the top of the screen

4 If you wish to continue shopping, click on the button to return to the catalogue. The quantities can still be changed or deleted at this stage. Once you are happy with the shopping cart click on. This step transfers the shopping cart from the externally based Hubwoo catalogue into mysap. When you have transferred your shopping cart into mysap, the following screen will appear. If you have not entered your Cost Center or WBS number at the Default Setting stage, at the start of the process, you will receive a prompt. Click on the icon shown under Actions to view your first line item This screen will display a summary of the first line of your order, including the supplier, which is automatically populated at the catalogue stage. If you want to add an internal note, attach a document or deliver your goods to an alternative address, you can complete this by opening up the fields shown below. Please note that you must do this for each line item. If you pull your scroll bar up to the top of the screen, you can continue with the next line item

5 Once you have populated your order, click on the below. button, as shown in the screen shot Useful Tip: Do not use the back button at this stage, you will lose your shopping cart Once the shopping cart has been transferred, you can rename the shopping cart. The name should indicate the content/s of the cart. Naming of your cart is for your reference only. Notes for Approval should contain information to help the manager approve the shopping cart. To see the approval workflow, click on Approval Preview. This will display the approving Manager. Once all the information has been updated click on. The items have now been sent for approval

6 The button will put the shopping cart on hold. This is essential if you get interrupted during this process. When a shopping cart is on hold, it will store under the Order Status within the Detailed Navigation menu. Once ordered, the cart status can be obtained by clicking on the hand menu, as shown above. option on the left - 6 -

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