eshop Approver Manual

Transcription

1 eshop Approver Manual

2 Table of Contents eshop Overview... 1 What is eshop?... 1 eshop Definitions... 1 eshop Roles... 2 The eshop Procure to Pay Process... 3 eshop Suppliers... 3 Getting Started in eshop... 4 Accessing eshop... 4 eshop site Navigation... 7 Setting up Your eshop Profile... 9 Changing Your Personal Settings... 9 Setting your Preferences Viewing / Approving a Requisition Requisition Approver s via Approving a Requisition via eshop Returning a Requisition via eshop Rejecting a Requisition Line via eshop Rejecting a Requisition via eshop Assigning a Substitute Approver Viewing Requisitions you have Approved Sending a Comment about a Requisition Page ii

3 eshop Overview What is eshop? Nebraska eshop is the University of Nebraska's one-stop shopping eprocurement system. With the use of eshop, the University will better utilize existing relationships with suppliers, increase the ability to gather reporting data on what is bought from whom, and streamline the entire procure-to-settlement process. Nebraska eshop will provide many benefits to the University. It will allow us to: Negotiate better discounts with suppliers based on improved purchasing data and will make the purchasing and payment process more efficient. Make the purchase process much easier for users by providing them with an easy-to-use onestop shop for making most of their purchases. Increase budgetary control since approvals on purchases will now be determined by funding source. eshop Definitions Here some terms you will see in eshop and their definitions: Shopping Cart or Cart A virtual shopping cart which holds various items you have selected for purchase. Carts are capable of holding items from multiple suppliers. A Cart becomes a Requisition after it is submitted to workflow. Requisition - A request to order, also known as Purchase Requisitions (PRs) in eshop. Requisitions will become a Purchase Order(s) after they have gone through the entire approval process. Purchase Order When a requisition is submitted to a supplier it is a purchase order. This is a finalized requisition. If a Requisition contained lines to multiple suppliers, a separate Purchase Order will be created for each supplier. Enabled Suppliers - Enabled Suppliers are listed on the home/shop page of eshop. The University has developed contracted relationships with these vendors for special University pricing for their items and also allows us to integrate our systems closely together. Hosted Catalog Hosted catalogs are created by each supplier that is hosted in eshop. Hosted catalogs will be updated periodically based on the contract with the supplier. Punch-out Catalog A supplier website in which a user actually leaves eshop to shop on the supplier/s site. Each punch-out site will have a different layout and will function differently. After shopping in the supplier s punch-out site, the user s cart will then be returned to eshop to finalize the transaction. Internal Catalog - Catalogs for suppliers located within the University. Non-catalog form Items not available through hosted catalogs or punch-out catalogs can be ordered using the non-catalog form. Goods Receipt - A goods receipt is a document that is created to acknowledge receipt of goods or services and is also used as an indication that the invoice is "okay to pay". UNMC users will never create a goods receipt - it will always be done by UNMC Central Receiving. Page 1

4 eshop Roles Shopper An employee that has been given permission in eshop to shop but is not required to complete funding or shipping information and cannot submit a cart for approval. Once a shopper has created a shopping cart, he or she will assign it to a Requestor for review and completion. A shopper is able to create a shopping cart in eshop. For a Shopper, entering a cost object (cost center or WBS element), G/L account and shipping address is OPTIONAL. A Shopper must assign their shopping cart to a Requestor. If the Shopper is also part of the Approver Pool, they will not be able to approve that shopping cart. Requestor An employee that has been given permission in eshop to shop and submit shopping carts (their own or others) for approval. In addition they can complete a cart for a shopper by adding shipping and/or funding information and submit it for approval. For a Requestor, entering a cost object (cost center or WBS element), G/L account and shipping address is REQUIRED. The Requestor can submit a shopping cart for approval. If the Requestor is also part of the Approver Pool, they will not be able to approve that shopping cart. Approver An employee that has been given permission in eshop to review and process order requests. By default, Approvers will also have the Requestor role, but they will not be able to approve a cart that they acted on as a Requestor. A pool of approvers (1-5 people) are assigned to a cost object (cost center or WBS element) by position number. All qualified Approvers receive the Approval notification, but only one needs to complete the approval process for the order to proceed. Approvers cannot approve a shopping cart that they acted on as a Shopper or Requestor. If the Shopper or Requestor is also part of the Approval Pool, they will not be able to approve that shopping cart. Approvers cannot edit a shopping cart, but can approve it or reject or return part or all of the shopping cart to the cart owner. Approvers can be associated with one or more cost objects (cost center or WBS element). Approvals on shopping carts with split funding (more than one cost object) require an approver for each cost object to authorize the purchase before it moves further in the workflow process. Page 2

5 The eshop Procure to Pay Process eshop Suppliers eshop will contain different types of suppliers which determine how their products appear in eshop and how we interact with them. The list below is still being finalized and will continue to grow and change as we continue to build relationships with our suppliers. Hosted Catalog Suppliers - A hosted catalog is an electronic form of the supplier's printed catalog that is loaded into the eshop system. Items in hosted catalogs can be easily searched for and/or compared and can also be added to Favorites lists. Punch-out Catalog Suppliers - Punch-out catalogs are integrated external links to a supplier's webbased catalog. You will be able to click a link to the supplier's site to search and select products from their web catalog and then return the items to eshop's shopping cart. Level 2 Punch-out suppliers have the capability to display results from their catalog that match a search in eshop. However, you must access the supplier's punch-out site to view pricing and to add the item to your shopping cart. You can identify these results by the "Order from Supplier" link where a price would normally be. Internal Catalog Suppliers - Internal catalogs contain items from University warehouses that are able to be added to a shopping cart. Page 3

6 Getting Started in eshop Accessing eshop eshop can only be accessed from within Firefly. You will not be required to enter another ID and password once you are inside of Firefly to launch eshop. Once you have been granted access to eshop and completed the necessary training, you will see an eshop tab added in Firefly. Procedure This tutorial will demonstrate the procedure for launching eshop. 1. Access the Firefly SAP Portal at Page 4

7 2. Enter your TrueYou ID (NUID or Net ID for UNMC) into the User ID: field. Enter " ". 3. Enter your TrueYou password into the Password: field. Enter "password". 4. Click the LOGIN button. 5. Click the eshop tab. Page 5

8 6. Click the Go button. 7. eshop will open in a new window outside of Firefly. If you wish, you can close Firefly without interrupting your eshop session. 8. End of Procedure. Page 6

9 eshop site Navigation 1. eshop Logo While working in eshop, you can click on the eshop logo and return to the Home page at any time. 2. User Information/Profile link Your name displays at the top along with links to your user profile and a link to logout of eshop when you re finished. The profile area is where you can edit your profile settings such as notifications and set default cost objects, address information and assignees. 3. Screen Title As you navigate to different pages in eshop, the title of the current screen will be displayed. 4. Navigation Tabs The tabs that you have access to will change according to the permissions you have within eshop. Home/Shop Use the Home/Shop tab for performing searches and accessing punchout suppliers and eshop forms. Clicking this tab from any page within eshop will return you to the home page where you can view your action items. Favorites Use the Favorites tab to create and review your Personal and Shared favorite folders and items. Forms Use the Forms tab to access eshop forms to order business cards, non-catalog items, or other items. Carts Use the Carts tab to view, modify or delete current shopping carts, to create new carts, and/or prepare carts for processing. Approvals Use the Approvals tab to display Requisitions and/or purchase orders that are awaiting approval. Page 7

10 Document Search Use the Document Search tab to view your requisitions and purchase orders and to also view other documents such as goods receipts and invoices. The Document Search tab is where most of the reporting can be done. 5. Navigation sub-tabs Under the top-level Navigation tabs are sub-tabs which contains additional processes or choices. These tabs are displayed depending on your permissions within eshop. 6. Links You can use these links on the home/shop page to go directly to Items that might need your attention. 7. Cart Summary The last cart that you access is displayed at the top of the page. The cart name, the number of items in the cart and the total amount of the cart is displayed. Click this shortcut to go directly to that cart. 8. Quick Search You can use the quick search to perform a variety of searches from anywhere within eshop. 9. More >> Navigation Menu Depending on the number of tabs that you have access to, you can use the More >> menu to access the tabs that don t display by default. 10. Online Help You can access help for the page that you re on by clicking on the question mark on that page. 11. Shop-at-the-Top You can use this area to search for items by category, keyword and additional advance options. 12. Go to: - This area contains links to quickly access specific areas within eshop from the home page. 13. Showcased Suppliers, Showcased Services and Punch-out Use this area to access catalogs to add items to your shopping cart Page 8

11 Setting up Your eshop Profile Changing Your Personal Settings The Personal Settings within your Profile allow you to change the font size and background color of eshop. Procedure This tutorial will demonstrate the process for changing your theme and font size in eshop. 1. Click the profile link. Page 9

12 2. Click the Personal Settings link. 3. Click the Color Theme list. 4. Click the Grey and Red list item. 5. Click the Font Size list. 6. Click the Medium list item. 7. Click the Save button. 8. To return to the home page, click the home/shop link. 9. You have completed the procedure for changing your theme and font size in eshop. End of Procedure. Page 10

13 Setting your Preferences Since most of the communications that are generated from eshop are done via , it is recommended that you review your default setting and adjust them accordingly. Obviously, the more notifications you have enabled the more you will receive, so keep that in mind. Procedure This tutorial will demonstrate the process for reviewing and/or changing your receipt preferences. 1. Click the profile link. Page 11

14 2. Click the Preferences tab. 3. The s that you are currently set to receive are indicated by a green check in the Value column. A red X means that you are not set to receive that notification. 4. If you would like to change the current value, click the checkbox in the Override Role column for that entry. 5. Check or uncheck the box in the Value column to indicate whether or not you want to receive that notification. 6. Click the Save button. 7. To return to the eshop home page, click the home/shop link. 8. You have completed the process for reviewing and/or changing your default receipt options. End of Procedure. Page 12

15 Viewing / Approving a Requisition The Approver(s) assigned to approve a Requisition are based on the cost objects(s) assigned to the Requisition. A cost object can have between 1-5 approvers assigned to it, so when a Requisition is submitted, all approvers assigned to the cost object(s) in the Requisition will be notified and can take action on the Requisition. Note: Since it is very important to receive items in a timely manner to help with research and teaching, it is very important for Approvers to view and process the orders that are assigned to them as soon as they can since the order will be held up until it undergoes funding approval. In eshop, the Requisition is originally stored in a shared folder organized by Cost Center. In order to return or reject part of the Requisition, or if you need to do additional research before acting on the Requisition, you should choose to Assign it to Yourself, which will put it in your My PR Approvals folder. If an Approver has assigned the Requisition to themself and another Approver clicks on the Take button in their , they will not be able to take action on that Requisition. If a Requisition is split between multiple cost objects, all approvers for those cost objects will be notified and at least one Approver for each cost object needs to take action before it will proceed. If you are an Approver for multiple cost objects assigned to a Requisition, you will be asked when you perform an action on the first cost object if you want that action to apply to all cost objects for which you are assigned. As an Approver, you have several options available when viewing a Requisition. Some options are available via and some are only available via eshop. Approval Options Approve - sends order on for further processing. If no other approvals are necessary, the Purchase Order(s) will be sent to the suppliers. Reject - cancels orders and no edits will be allowed. If a change needs to be made, you should choose to Return the Requisition instead. If you choose this option, you will be required to enter a comment about why you are rejecting the Requisition. Return to Requisitioner - sends cart back to owner for editing. If you choose this option, you will be required to enter a comment about why you are returning the Requisition. Assign to myself - removes cart from Shared folder and places it into your personal "My PR Approvals" folder. You should choose this option if you wish to return or reject part of the cart, or if you need to do further research before approving it. Approval via Takes same action on all items in cart, so you can Approve, Reject or Return entire Requisition Approval via eshop Takes action on all or part of the items in the cart, so you can Reject or Return part of a Requisition. In order to perform any of these actions, you will need to first Assign it to yourself. Page 13

16 Requisition Approver s via When approving a Requisition via , you have 4 options: Approve Assign to myself Reject Return to Requisitioner If you choose the option to Reject or Return to Requisitioner, you will be required to enter Comments about why you are rejecting or returning the Requisition. Procedure This tutorial will show the process for approving an eshop requisition via When an eshop requisition has been submitted for approval, you will receive an in your inbox. 2. Open the to view the requisition. Page 14

17 3. Scroll through the requisition to view the items and other information 4. Once you have finished reviewing the Requisition, click the Take button. 5. You have four options available. 6. The Approve option will Approve the Requisition. 7. The Assign to myself option will assign the Requisition to you and take it out of the shared folder. You should choose this option if you need to review the Requisition in more detail or need to perform an action not available via The Reject option will completely cancel the Requisition. If you just need something changed, then you should choose the option of Returning the Requisition rather than cancelling it. 9. The Return to Requisitioner option will return the Requisition to the Requestor and allow changes to be made to it. 10. Use the Comment field to enter a reason for Rejecting the Requisition or returning it to the Requestor. 11. After reviewing this Requisition, I am satisfied with it, so I'm going to choose to Approve this Requisition. Page 15

18 12. Click the Approve option. 13. Click the Submit button. Page 16

19 14. Click the OK button. 15. You will receive a notification that the requisition has been approved. 16. You have completed the process for reviewing the actions available when reviewing an approval via . End of Procedure. Approving a Requisition via eshop You can also choose to approve Requisitions via eshop, which gives you more information and more options than doing it via . Procedure This tutorial shows the process for approving a requisition via eshop. 1. After accessing eshop, you can see your approvals in the Items section under Approvals. Page 17

20 2. Click the Requisitions link. 3. The Approvals tab will open. There are two views to choose from. The Folders view groups the Requisitions. 4. The My PR Approvals section shows Requisitions that you have assigned to yourself. The other folders contained shared Requisitions that have not yet been assigned. 5. The List view shows all of the Requisitions without being grouped into folders. 6. The Assigned Approver column shows who has been assigned to each, if anyone. 7. The Sort by: drop-down box contains multiple sort options that you can use to easier process the requisitions. 8. Start by assigning the Requistion to yourself so that nobody else is processing it at the same time you are. 9. Click the Expand arrow beside the folder you wish to expand. 10. Click the Assign button. 11. The Requisition has now been moved into your My PR Approvals folder. 12. Click the expand My PR Approvals button. 13. Click the Approve button. Page 18

21 14. You have completed the process for approving a Requisition via eshop. End of Procedure. Returning a Requisition via eshop If a change needs to be made to a Requisition it is a good idea to choose the Return to Requisitioner option to allow it to be changed rather than rejecting it, which will completely cancel the order and make the user start over. You must first assign the Requisition to yourself to perform this action. Once the Requestor has made the requested change and resubmitted the Requisition, it will go back into the shared folder for all Approvers to view. Since it will be designated as a "Resubmitted Requisition", if another Approver is acting upon it, they should first view the Comments to see what change was requested, and then validate that the change has been made. Procedure This tutorial will show the process for returning a Requisition to the Requestor for changes. 1. You should begin by assigning the Requisition to yourself to avoid multiple people acting on the same Requisition. Page 19

22 2. Click the Assign link. 3. Click the expand My PR Approvals button. 4. The Requisition now will show in your My PR Approvals folder since you have assigned it to yourself. Page 20

23 5. Click the Requisition number link to open the Requisition. 6. Click the Available s: list. Page 21

24 7. Click the Return to Requisitioner list item. 8. Click the Go button. 9. You need to enter a comment that will be sent to the Requestor telling them what they need to change. Page 22

25 10. Enter the desired information into the Reason for return field. Enter "Please use the GL Account for Office Supplies.". 11. Click the Return to Requisitioner button. 12. The Status of the Requisition now shows as Rejected. Page 23

26 13. Click the Return to Approvals link. 14. You have completed the process for returning a requisition via eshop. End of Procedure. Rejecting a Requisition Line via eshop If one line on a Requisition should not go forward on a order, you can choose to reject that one line, which will cancel that one line and allow the rest of the order to go forward. To perform this action, you first need to assign the Requisition to yourself. Procedure This tutorial will show the procedure for rejecting one line from a requisition via eshop. 1. Begin by navigating to the requisition you are approving. 2. Click the approvals tab. 3. In order to reject one line of a cart, you must first assign the requisition to yourself. Page 24

27 4. Click the expand Cost Object: folder button. 5. Click the Assign button. Page 25

28 6. Click the Requisition No. link to open the requisition. 7. Scroll down to the line item you wish to reject. Page 26

29 8. Click the Select item option. 9. Click the For selected line items list. 10. Click the Reject Selected Items list item. 11. Click the Go button. 12. Enter the reason for rejecting the line into the Reject Line Reason field. Enter "We already have enough of these and don't need more.". 13. Click the Reject Line Item button. 14. The line you rejected is indicated by a red X beside the item name. The cart owner should also receive an stating that their requisition has had an item rejected. 15. You have completed the process for rejecting a line item from a requisition via eshop. End of Procedure. Rejecting a Requisition via eshop If you feel the entire order should be cancelled, you can choose to Reject the Requisition. To perform this action, you need to first assign the Requisition to yourself. Procedure This tutorial will show the process for rejecting a requisition in eshop. Page 27

30 1. You should begin by assigning the requisition to yourself to avoid multiple people working on the same requisition at the same time. 2. Click the expand Cost Object: button. 3. Click the Assign button. 4. The Requisition has been moved to your My PR Approvals folder. Page 28

31 5. Click the Requisition No. link. 6. Click the Available s: list. Page 29

32 7. Click the Reject Requisition list item. 8. Click the Go button. 9. You should enter a comment stating why you are rejecting the Requisition. 10. Enter the desired information into the PR Reject Reason field. Enter "Please order a different computer.". 11. Click the Reject Requisition button. 12. The Requisition status now shows as Rejected. 13. You have completed the process for rejecting a requisition via eshop. End of Procedure. Assigning a Substitute Approver If you are going to be gone for an extended period of time, you should assign a substitute to perform your approval duties to ensure that the process continues in a timely fashion. The person that you assign as a substitute should be someone that also has financial responsibility for the Cost Objects that you are approving. Procedure This tutorial will show the process for assigning a substitute approver. Page 30

33 1. Click the approvals tab. 2. Click the manage substitutions link. 3. You can choose to assign the same substitute for all of your approval folders, or choose individual folders to assign substitutes to. Page 31

34 4. To assign the same substitute for all folders, click the Assign Substitute to All Requisition Folders button. 5. Enter the desired information into the Last Name field. Enter "davids". Page 32

35 6. Click the Search button. 7. Click the [select] link. 8. If you have a large amount of folders, you may see this warning. Click the Continue button. 9. The person that you chose will have their name listed in the Substitute column. 10. To end the substitution for all folders, click the End Substitute for All Requisition Folders button. 11. You could also choose to assign individual folders to different people, if necessary. 12. Click the Assign button. Page 33

36 13. Enter the desired information into the Last Name field. Enter "davids". 14. Click the Search button. 15. Click the [select] link. 16. The person that you chose will have their name listed in the Substitute column. Page 34

37 17. To end substitution for an individual folder, click the Remove button. 18. You have completed the procedure for assigning a substitute approver. End of Procedure. Viewing Requisitions you have Approved You can use the Document Search tab in eshop to see the documents that you have acted on as an Approver. Options are available after generating the search to narrow the results. Procedure This tutorial will show the process for viewing the Requisitions you have acted on as an Approver. 1. Click the approvals tab. Page 35

38 2. Click the outbox tab. 3. By default, all of the items you approved in the last month will be displayed. 4. To change the date range or further narrow your results, you can use the filter area on the left side of the page. Page 36

39 5. Click the Date Range list. 6. Click the Yesterday list item. 7. Only the Requisitions you processed yesterday will be displayed. 8. You can also choose to display Requisitions that are in a certain status, such as Rejected or Returned. 9. Click the Returned To Requisitioner link. 10. To remove any filters that you've applied, click Click the [remove all] link. 11. Click the home/shop tab to return to the home page. 12. You have completed the process for viewing Requisitions that you have acted on as an Approver. End of Procedure. Page 37

40 Sending a Comment about a Requisition As an Approver, it is possible to add a Comment to a Requisition and then send that comment via to the Requisitioner or another person. This allows you to ask questions or gather more information, if necessary, before acting on a requisition. Those Comments are then saved as part of the Requisition for future reference. Procedure This tutorial will show the process for adding a comment to a requisition and then ing it to another person. 1. Begin by opening the Requisition. 2. Click the Requisitions link in the Items > Approvals section.. Page 38

41 3. Click the Requisition Number link. 4. Click the Comments tab. Page 39

42 5. Click the Add Comment button. 6. By default, you have the option of sending the comment to yourself or the Requestor. If you want to send it to someone else, click the add recipient... option. 7. Click the Prepared by option. 8. Enter the desired information into the Comment field. Enter "Please validate that this is the correct cost center to use for this order.". 9. Click the Add Comment button. 10. Your comment has been added to the Requisition and also sent to the designated recipients. 11. Click the home/shop tab to return to the home page. 12. You have completed the process for adding a comment to a Requisition and sending it to a recipient. End of Procedure. Page 40