eshop Shopper Manual

Transcription

1 eshop Shopper Manual

2 Table of Contents... Error! Bookmark not defined. eshop Overview... 1 What is eshop?... 1 eshop Definitions... 1 eshop Roles... 2 The eshop Procure to Pay Process... Error! Bookmark not defined. eshop Suppliers... 3 Getting Started in eshop... 4 Accessing eshop... 4 eshop site Navigation... 7 Setting up your eshop Profile... 8 Changing Your Personal Settings... 8 Setting your Preferences Setting Your Unloading Point Setting Your Ship-to and Bill-to Addresses Setting Cost Object Favorites and Defaults Adding User Defined Field Entries Setting a Default Requestor Searching in eshop Searching Hosted Catalogs Shopping in eshop Creating a Shopping Cart Adding Items to your Cart from a Hosted Catalog Comparing Items from Hosted Catalogs Adding Items to your Cart from a Punch-out Supplier Adding a Non-catalog Item to your Cart Removing Items from a Cart Copying/Moving Items into a New Cart Acting on a Returned Cart Assigning a Cart to a Requestor Assigning a Cart Reporting in eshop Using Document Search Using Advanced Search Options Saving Searches Exporting Searches Viewing the Status of an Order in eshop Viewing Orders by Cost Object Filtering Search Results 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-touse one-stop 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. Page 1

4 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. 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). Page 2

5 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. 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 web-based 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 Page 3

6 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. 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. Page 5

8 5. Click the eshop tab. Page 6

9 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. 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, noncatalog 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 Setting up your eshop Profile It is suggested that you take a few minutes to make a few changes to your default profile settings to streamline the process for you when creating and submitting carts and requisitions. The parts of your Profile that can be customized include: Unloading Point Ship-to Address Bill-to Address Default Requestor (Shoppers only) Cost Objects and GL Accounts (optional) Receipt Preferences (optional) Personal Settings (optional) User Defined field (optional) Changing Your Personal Settings The Personal Settings within your Profile allow you to change the font size and background color of eshop. Page 8

11 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. 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. Page 10

13 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. Setting Your Unloading Point The Unloading Point is the campus building and room number where the order should be delivered. You are able to add multiple Unloading Points to your Profile that will be available for you to choose from at the time of order creation. You can also specify one to be used as a default, which can be changed if necessary. Procedure This tutorial will show the process for adding Unloading Points to your Profile and designating one as a default. Page 12

15 1. Click the profile link. Page 13

16 2. Click the Purchasing tab. 3. Click the Header (ext.) link. 4. Click the Edit button. 5. Click the Create New Value button. 6. The Unloading Point is a free-form text field that should contain the specific delivery address for the order. 7. Enter the desired information into the Value field. Enter "327 E NH". 8. To make this the default Unloading Point for all orders, click the Default option. 9. Click the Save button. 10. Repeat the process if you will be creating orders to be sent to multiple Unloading Points. 11. Once you're done adding Unloading Points to your Profile, click the Close button. 12. The Unloading Point that you designated as the default is shown. 13. You have completed the procedure for adding Unloading Points to your Profile and designating one as your default. End of Procedure. Setting Your Ship-to and Bill-to Addresses The Ship To address is a required field on every order and is the address that the supplier will send the order to. If your campus has a central receiving point, then you should choose that as your Ship To address and then use the Unloading Point to designate where your campus should deliver the item. If your campus has multiple zip codes, enter the zip code in the Nickname field to find it. You can add multiple Ship To addresses to your Profile and designate one as the default that will be used at the time of order entry. The Bill To address is also a required field. Each campus has one Bill To address, so you should choose that address as your default on your Profile. Procedure This tutorial will show the process for adding a Ship To and Bill To Address to your Profile. Page 14

17 1. Click the profile link. Page 15

18 2. Click the Purchasing tab. 3. Click the Addresses tab. 4. Click the Select Addresses for Profile button. 5. Enter the desired information into the NIckname / Address Text field. Enter "english". 6. Click the Search button. 7. Click the UNO - ENGLISH DEPT option. 8. The Attn: field should contain the specific name of the person receiving the items. It defaults to your name, but can be changed if necessary. It can also be changed at time of order entry. 9. Enter the desired information into the Attn: field. Enter "John Smith". 10. Click the Save button. 11. Click the Bill To tab. 12. Click the Select Addresses for Profile button. 13. Click the Select Address Template list. 14. Click the UNO Accounting Services list item. 15. Click the Save button. 16. Click the home/shop link. 17. You have completed the process for adding a Ship To and Bill To address to your Profile. End of Procedure. Setting Cost Object Favorites and Defaults If there are cost objects (G/L Accounts, Cost Centers and/or WBS Elements) that you will commonly be using in your eshop orders, it is recommended that you set those as "favorites" in eshop to avoid having to search for them every time, similar to a "hit list" in SAP. The values Page 16

19 that you set as favorites will be available from a drop-down list for easy access, or you can always search for a cost object if it is not in your list of favorites. You can also set one of your favorites to be the default if you will be using it the majority of the time. Even though a default value will automatically appear in the field, you can always overwrite it. Note: If you are a Requestor and you receive a cart from a Shopper that has set some cost object defaults, the cart will contain their defaults and not yours, so you should always review those values and not assume that they are the default values that you have set. Procedure This tutorial will show the process for setting cost object favorites on your profile. 1. Click the profile link. Page 17

20 2. Click the Purchasing tab. 3. Click the Codes tab. 4. Click the Edit button next to Cost Object. 5. Click the Create New Value button. 6. Enter as much of the cost object as you know to reduce the search results. Enter the desired information into the Value field. Enter "3226". 7. Click the Search button. 8. Choose the Cost Objects from the search results to add to your favorites list. 9. Click the checkbox for the option. 10. Click the checkbox for the option. 11. Click the Add Values button. 12. After adding values to your list, you can choose to make one your default. You can always change it later if you want. Page 18

21 13. Click the link. 14. Click the checkbox for the Default option. 15. Click the Save button. 16. Click the Close button. 17. Do the same for GL Accounts. 18. Click the Edit button beside GL Account. 19. Click the Create New Value button. 20. Enter the desired information into the Value field. Enter "52". 21. Click the Search button. 22. Click the checkbox for the option. 23. Click the Add Values button. 24. Click the Close button. 25. Click the home/shop link. 26. You have completed the process for setting Cost Object Favorites and Defaults. End of Procedure. Adding User Defined Field Entries The User Defined field is an optional free-form field that can be used for tracking purposes. This field will carry over to SAP. Note: The User Defined field in eshop is only 10 characters even though it is 14 characters in SAP. Adding values to your profile will make them easily available to pull into documents when you are creating them. Page 19

22 Procedure This tutorial will show the process for entering User Defined field values to your profile to be easily available when creating Requisitions. 1. Click the profile link. Page 20

23 2. Click the Purchasing tab. 3. Click the Codes tab. 4. Click the Edit button. 5. Click the Create New Value button. 6. Enter the desired information into the Value field. Enter "12345ABCDE". 7. If you would like this to be the default value, check the Default box. 8. Click the Save button. 9. To add another value, click the Create New Value button. 10. Enter the desired information into the Value field. Enter "ABCDE12345". 11. Click the Save button. 12. Click the Close button. 13. You have completed the process for adding User Defined field values to your profile. End of Procedure. Page 21

24 Setting a Default Requestor As a Shopper, you are required to assign your cart to a Requestor before it is submitted for approval(s). Identifying a list of your requestors and/or setting a default Requestor on your Profile will save you the time of having to search for their name every time you need to assign a cart. You can still override that value at the time of assignment, if necessary. Procedure This tutorial will demonstrate the procedure for creating a list of favorite requestors and setting one as your default. 1. Click the profile link. Page 22

25 2. Click the Purchasing tab. 3. Click the Cart Assignees tab. 4. Click the Add Assignee... button. Page 23

26 5. Enter the desired information into the Last Name field. Enter "davids". 6. Click the Search button. 7. Click the [select] link to the right of the desired person. 8. If necessary, repeat the process to add more names to your list. Page 24

27 9. To designate one of the assignees as the default, click the Set as Preferred button. 10. To return to the eshop home page, click the home/shop link. 11. You have completed the process for creating a list of favorite assignees and setting one as a default. End of Procedure. Searching in eshop Searching within eshop will only return results from Hosted and Internal catalogs and Punchout suppliers that have Level 2 capability. Results from Level 2 punch-out suppliers will display without pricing information, which you can view after accessing the punch-out supplier s site. The search results are determined by the search criteria entered and categories being searched. The order of the items displayed is determined by Weighting, Preference by Category, and Preference by Supplier Class. There are numerous filters that allow you to narrow and resort your search results. There are various ways to search for products within eshop. Depending on the information known about the required product or service, one or more of the following methods can be used to search for the product or service: Page 25

28 Simple Search Search by catalog number and key product descriptor to find the required product or service. Advanced Search Options Search results may be filtered to a specific product commodity, part number (SKU), supplier name or manufacturer name to reduce the number of products found. Favorites Store frequently ordered and preferred items in an organized personal manner for fast retrieval and requisitioning. Note: You should only save items from Hosted catalogs as Favorites and not items from Punch-out catalogs. Browse by Suppliers Use search filters to find a specific supplier and order noncatalog items from those suppliers. Browse by Categories View all item from all suppliers for a specific category or commodity. Punch-out Shopping Search an external supplier s website to find the required products for purchasing. Product Comparison View side-by-side comparison of similar items to compare item details to make more informed decisions. Search Tips and Tricks The search engine includes up to 4 letters on either side of the search term. For example glove finds gloves. Abbreviations and acronyms are not usually recognized unless provided by the supplier. Searching Hosted Catalogs Hosted catalogs contain an electronic form of a supplier's printed catalog. Suppliers provide the University with information for the items they sell which is then loaded into eshop where it can be easily searched for and/or compared to other items from other Hosted catalogs. Searching from the Home/shop page will display results from eshop's hosted catalogs, as well as results from suppliers with Level 2 punch-out capability, which means they can show that they have the item within eshop, but you will need to access their punch-out site to see the price and item details. If a supplier offers free shipping, the details will be shown on the search results by the product price: Page 26

29 Procedure This tutorial will demonstrate the process for searching within hosted catalogs. 1. Enter the desired information into the Shop field. Enter "wiper". 2. Click the Go button. 3. If necessary, use the Filter Results box on the left to refine your search by supplier, category, or unit of measure. 4. Items can be sorted by part number, description, size, UOM, supplier, or price. 5. Click the left and right arrows to scroll between pages of results. 6. Click the Product Name to view detailed product information which will display in a new window. 7. Pictures will display on items for which the supplier has provided them. 8. Click add favorite to add this item to your list of favorites. 9. Click compare to compare this item to others. 10. Change the quantity (if necessary) and click the Add to Cart button to add an item to your cart for processing. 11. You will not leave this screen, but an indication will be added that the item is now in your cart and the cart link will be updated with quantity and dollar totals. 12. You have completed the procedure for searching a Hosted catalog within eshop. End of Procedure. Page 27

30 Shopping in eshop Creating a Shopping Cart A Shopping Cart is a virtual shopping cart which holds various items you've chosen for purchase. Carts are capable of holding items from multiple suppliers, but it is critical that you consider the items in that cart and any possible additional approvals that might occur. If a cart does contain items from multiple suppliers, once it has completed all necessary approvals, a PO will be created for each supplier. So, if your cart contained items from three different suppliers, three POs will be created from that cart once it completes approval. Also, you cannot combine a Vendor Request Form or Change Order Request Form with any other items in a shopping cart. Those forms MUST be submitted individually in a separate cart. Carts in eshop can have different statuses. The Active cart is the cart that items will currently be added to. Draft carts are carts that have been created but have not either been assigned to a Requestor or sent for Approval(s) (if created by a Requestor). Assigned carts are carts that have been assigned to a requestor, but have not yet been submitted for approval. You can view all of your Draft, Active and Assigned carts using the Carts tab in eshop. After a cart has been submitted for approval it will become a Requisition. Procedure This tutorial will demonstrate the procedure for creating a shopping cart that you can then add items to. 1. The "active cart" is always displayed in the upper right hand corner of the eshop home/shop page. In this case, a draft cart has not been created yet. 2. Since whatever item you choose to add to a cart will automatically be added to your Active cart, it is a good idea to make sure you check which cart is active before adding any items. Page 28

31 3. Click the carts tab. Page 29

32 4. Click the Create Cart button. 5. The cart will be given a default name. You can change the name to make it more descriptive if you wish. 6. (Optional) Enter the desired information into the Name this cart: field. Enter "CHEM SUPPLIES 3/2012". 7. Click the Update button. 8. This cart is now displayed as the "active" cart in the upper right corner. 9. To begin adding items to your cart, click the Continue Shopping link. 10. You have completed the procedure for creating a shopping cart. End of Procedure. Page 30

33 Adding Items to your Cart from a Hosted Catalog 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 then added to your shopping cart. Punch-out suppliers that have Level 2 capability will also have their items show in the search results, but you can identify these items by the "Order from Supplier" link they will have where a price would normally be. You have to navigate to the supplier's punch-out site for the current pricing and item details. Procedure This tutorial will demonstrate how to add items to your shopping cart from a Hosted catalog. 1. Enter the desired information into the Shop field. Enter "wipes". 2. Click the Go button. Page 31

34 3. Enter the desired information into the Quantity field. Enter "2". 4. Click the Add to Cart button. 5. To view your cart, click the Active Cart object. 6. You have completed the procedure for adding an item to your shopping cart from a hosted catalog. End of Procedure. Comparing Items from Hosted Catalogs One of the big advantages of items in hosted catalogs is the ability to do a side-by-side comparison of two or more items. This allows you to see item descriptions, specifications and prices to better choose the item that best fits your needs. Procedure This tutorial will show the process for comparing items from a hosted catalog search. Page 32

35 1. Enter the desired information into the Shop field. Enter "caspase inhibitor". 2. Click the Go button. Page 33

36 3. Click the compare link. 4. Click the compare link. 5. Click the Compare Selected: button. 6. If necessary, scroll down to see all of the information available. 7. If you would like to add one of the items to your shopping cart, change the quantity (if necessary) by clicking in the Qty field. 8. Enter the desired information into the Qty field. Enter "2". 9. Click the Add to Cart button. 10. To return to your active shopping cart, click the Active Cart link. 11. You have completed the procedure for comparing items from a hosted catalog. End of Procedure. Page 34

37 Adding Items to your Cart from a Punch-out Supplier Punch-out catalogs are integrated external links to a supplier's web-based catalog that contain University-specific pricing. By clicking a link to the supplier's site in eshop, you can search for/select products from their web catalog and then return the items to eshop for processing. Since each punch-out site is maintained by that external supplier, the navigation and functionality in each punch-out site will vary. Once you have completed adding items to your cart on the punch-out site, you will need to finalize your order. Since each punch-out site is different, the terminology for bring the order back into eshop may vary. Some terms used by punch-out suppliers include: Check out, Submit Cart, Transfer Cart, Finalize Order, Return to eprocurement site, etc. After the cart is brought into eshop, it will follow the same workflow routing as any other order. Procedure This tutorial will demonstrate the process for visiting a punch-out supplier site to search for an item, select that item and then bring it back into your eshop shopping cart. 1. In this scenario, we need to order 50ml beakers from Fisher Scientific. 2. Click the Fisher Scientific button. Page 35

38 3. Note: Since the punch-out suppliers all maintain their own sites, each will look and function differently. 4. If you have previously saved an item from a punch-out site to your Favorites within that punch-out site, you can choose it, or you can search the site. 5. Enter the desired information into the Search field. Enter "50ml beaker". 6. Click the Search button. 7. The items that match your search terms will be listed. 8. To view more information about an item, click the item name. Click the Fisherbrand* Low-Form Polypropylene Beakers link. 9. Enter the desired information into the Quantity field. Enter "4". 10. Click the Add to Cart button. 11. Since I have completed my order on this punch-out supplier's site, I need to finalize my order before the cart will be sent back to eshop. 12. Click the Shopping Cart link. Page 36

39 13. Click the Return cart to Procurement application button. 14. Click the Submit Order button. 15. The item has now been added to your eshop shopping cart. 16. Depending on the supplier's capabilities, if you want to view and/or modify this item you must return to the supplier's punch-out site to do so. 17. You have completed the process for accessing a punch-out supplier's website to search for an item and bring it back into your eshop shopping cart. End of Procedure. Adding a Non-catalog Item to your Cart The Non-Catalog Form creates an electronic requisition used to order items from suppliers without Hosted or Punch-out catalogs. It's also used to order items not offered in suppliers' Hosted or Punch-out catalogs or to send an attached quote to the supplier if you cannot submit it via the punch-out site. Depending on your campus, Non-Catalog Forms may require Purchasing approval before the order is submitted to the supplier. The form only allows for one item per form, so if you have multiple items to order from a non-catalog supplier, you will need to create a separate form for each item. You can add additional notes and information, but if you have an attachment such as a quote, it should be added to the cart during the checkout process in eshop. Procedure This tutorial will show the process for adding items to your shopping cart using a Non-Catalog Order form. 1. Begin by opening a draft cart or creating a new cart. Page 37

40 2. Click the Active cart link in the upper right corner. Page 38

41 3. Click the Continue Shopping link. 4. Click the Non-Catalog Order Form link. 5. The eshop Non-Catalog Order Form will open. 6. If you know the supplier's name, you can start typing it in the Enter Supplier field and potential matches will be shown. Page 39

42 7. Enter the desired information into the Enter Supplier field. Enter "lou". 8. Click the Lou's Sporting Goods object. 9. (Optional) Enter the desired information into the Preferred Delivery Date field. Enter "03/31/2012". 10. Enter the desired information into the Quantity field. Enter "3". 11. Enter the desired information into the Price field. Enter "21.99". 12. Enter the desired information into the Product Description field. Enter "MacGregor X6000 Official Basketball". 13. Enter the desired information into the Catalog No. field. Enter "MCX6000X". 14. Additional fields are available at the bottom of the form for manufacturer information and notes. 15. The action you choose depends on what you want to do next. 16. Click the Available s: list. 17. I want to add another item from the same supplier, so I will choose the Add to Cart and Return option. 18. Click the Add to Cart and Return list item. 19. Click the Go button. Page 40

43 20. The first item was added to my shopping cart and the supplier's information has been retained. 21. Enter the desired information into the Preferred Delivery Date field. Enter "03/31/2012". 22. Enter the desired information into the Quantity field. Enter "1". 23. Enter the desired information into the Price field. Enter "224.99". 24. Enter the desired information into the Product Description field. Enter "Standard Portable Ball Locker". 25. Enter the desired information into the Catalog No. field. Enter " ". 26. Since I don't need any other items from this supplier, I will choose the Add and go to Cart option. 27. Click the Add and go to Cart list item. 28. Click the Go button. 29. Both non-catalog items have been submitted to your shopping cart. 30. You have completed the process for adding non-catalog items to your shopping cart. End of Procedure. Removing Items from a Cart If you have added items to your cart, either from a hosted catalog, punch-out supplier or form, it is very easy to remove any unnecessary or unwanted item before assigning the cart to a Requestor or submitting it for Approval. Procedure This tutorial will show the process for removing items from a shopping cart before it has been assigned to a requestor Page 41

44 1. Click the carts tab. Page 42

45 2. Click the draft carts tab. 3. Click the Draft cart "CHEM SUPPLIES 3/2012" (Active Cart) button. 4. Click the CHEM SUPPLIES 3/2012 link. Page 43

46 5. Click the Select Item option. 6. Click an entry in the list. 7. Click the Remove Selected Items link. 8. The item has been removed from your cart. 9. You have completed the procedure for removing an item from your cart. End of Procedure. Copying/Moving Items into a New Cart If a cart contains an item that logically belongs in another cart or a separate cart, it can easily be moved and/or copied to another cart. Procedure This tutorial will show the procedure for moving an item to another Draft cart or a new cart. Page 44

47 1. Begin by opening the cart with the item you wish to move. Click the carts tab. Page 45

48 2. Click the draft carts tab. 3. Click the CHEM SUPPLIES 3/2012 link to open the cart. Page 46

49 4. Click the Select Item option. 5. Click the Perform an action object. 6. Click the Move to Another Cart link. Page 47

50 7. Click the Select a cart: list. 8. Click the BIOCHEM SUPPLIES 03/2012 list item. 9. Click the Move button. 10. Click the Close button. Page 48

51 11. To view the cart the item was moved to, click the draft carts tab. Page 49

52 12. Click the BIOCHEM SUPPLIES 03/2012 link. 13. You can see that the item has been moved to the selected cart. 14. You have completed the procedure for moving an item to another cart. End of Procedure. Acting on a Returned Cart If a cart has been returned to a Shopper, the Shopper will receive an notifying them that the cart has been returned along with the reason for returning it. The Shopper should then go into eshop, make the requested change and reassign it. Procedure This tutorial will show the process for acting on a cart that has been returned to a Shopper by a Requestor. 1. Begin by navigating to the cart. Page 50

53 2. Click the carts tab. 3. Click the Proceed to Checkout button. Page 51

54 4. Click the Comments tab to view the comment added by the Requestor when the cart was returned. 5. In this example, a WBS element needs to be assigned. Page 52

55 6. Click the Accounting Codes link. 7. Click the edit button. 8. Enter the desired information into the Cost Object field. Enter " ". 9. Click the Recalculate and Save button. 10. Since the requested information has been added, I can reassign the cart to the Requestor. 11. Click the Assign Cart button. 12. Click the Select from profile values link. 13. Click the Lori Brown list item. 14. Enter the desired information into the Note to Assignee: field. Enter "I assigned the WBS element as requested.". 15. Click the Assign button. Page 53

56 16. Click the home/shop tab to return to the home page. 17. End of Procedure. Assigning a Cart to a Requestor As a Shopper, you must assign your cart to a Requestor before it can be submitted. The Requestor is repsonsible for making sure that all necessary fields are complete and accurate. Assigning a Cart Shopping carts can be assigned by any Shopper or Requestor to any other Shopper or Requestor for review and completion. However, only a Requestor can submit a cart for approval. Procedure This tutorial will demonstrate the procedure for assigning a cart to a Requestor 1. Begin by navigating to the cart you wish to submit. Page 54

57 2. Click the Active Cart link in upper right hand corner of the screen. 3. If necessary, review the items in your cart. 4. If you click Proceed to Checkout, you will be taken to a cart details screen where you can add cost object/gl accout information, add comments and/or attachments. Page 55

58 5. Click the Assign Cart button. 6. If you have previously assigned a default Assignee in your Profile, it will be shown here. If this is the Requestor you wish to use, you do not need to do anything further. 7. If you have previously added a list of Cart Assignees to your Profile, click Select from profile values to choose a name from the list. 8. If you wish to search for a Requestor, click Search for an assignee. Note: When you search, you will see ALL users that have Requestor access across all campuses. 9. (Optional) You can add a Note to the Assignee that they will see. Enter the desired information into the Note To Assignee field. Enter "Please review and submit". 10. Click the Assign button. 11. You will see a confirmation page containing a summary of the cart. Page 56

59 12. Click the home/shop tab. 13. You have completed the procedure for Assigning a Cart. End of Procedure. Reporting in eshop Reporting in eshop can be done through the Document Search tab. The only choices available in a simple search are document type and date, but there are many more options available through the Advanced Search function. After generating the search results, you can use filters to further narrow your search results. You also have the option of saving a search and/or exporting the results to a spreadsheet. Using Document Search Using the simple search option, you can choose to search for a specific document type or all documents and you can choose to narrow your search to certain date ranges. Procedure This tutorial will show the procedure for performing a simple search in the Document Search area. Page 57

60 1. Click the document search tab. 2. You can enter part or all of a document number if you know it. 3. Since I am looking for PO# E , I will enter 808 which will find the PO and any associated documents. Page 58

61 4. Enter the desired information into the Search field. Enter "808". 5. Click the Go button. 6. The search result screen shows all documents matching your search criteria along with some basic information about each document. 7. To view the document, click the Document Number. 8. Click the Document Number link. 9. The Purchase Order is displayed. You can choose to view any information on the screens or tabs. 10. To choose another document associated with this Purchase Order, choose one from the Document Number(s) field. 11. Click the Document Number(s) list. 12. Click the V (Invoice) list item. 13. The Invoice associated with this Purchase Order is displayed. 14. You can also use the arrows to navigate between documents. Page 59

62 15. Click the Next Document button. 16. The Requisition associated with the Purchase Order is displayed. Page 60

63 17. Click the Return to Search Results link. 18. If you want to perform a new search, click the start new search button. 19. You have completed the procedure for using the Document Search tab. End of Procedure. Using Advanced Search Options The Advanced Search option gives you many more fields to search on to further refine and narrow your results. The options change based on the document type that you choose. Procedure This tutorial demonstrates the process for using the Advanced Search options. Page 61

64 1. Click the document search tab. Page 62

65 2. Click the advanced search link. 3. Click the Search list. 4. Click the Purchase Order list item. 5. I want to search for Purchase Orders created by a specific user for a specific supplier for a date range that was charged to a specific cost object. 6. Click in the Owner field. 7. You can search for a name by clicking the magnifying glass icon, or you can begin typing a name and the matches will display. 8. Enter the desired information into the Owner field. Enter "chris". 9. Click the User Name object. 10. Click the Date list. 11. Click the Last 30 days list item. 12. Click in the Supplier field. 13. You can search for a supplier by clicking the magnifying glass icon, or you can begin typing in the field and the matching results will show. 14. Enter the desired information into the Supplier field. Enter "fish". 15. Click the Supplier Number object. 16. Scroll to the bottom of the screen to see more selection fields. 17. If you've entered a default Cost Object in your profile, it will show here. You can choose to overwrite it if you need to. 18. If you have added Cost Objects to your profile, you can choose from them by clicking the Select from profile values link or you can search all cost objects by clicking the Select from all values link. 19. Enter the desired information into the Select from profile values... field. Enter " ". 20. Click the Go button. 21. The results that match your search criteria will display. Page 63

66 22. To modify the search criteria, click the edit search button. 23. I want to see all orders regardless of who created it, so I want to remove the Owner from the search criteria. 24. Click the X to the right of the name in the Owner field to remove it. 25. Click the Go button. 26. If you want start a completely new search, click the start new search button. 27. To return to the Simple Search view, Click the simple search link. 28. You have completed the process for using the Advanced Search options. End of Procedure. Saving Searches If you want to perform the same search multiple times, it might be good to save the search criteria so that you can easily access it and run it without having to enter your search criteria each time. Procedure This tutorial will show the process for saving a search to be accessed later. 1. Begin by performing your search using the criteria you wish to save. Page 64

67 2. Click the Save Search button. 3. Enter a name for the search into the Document Search Nickname field. Enter "Approvals for past 60 days". 4. If you have not created a Personal Search folder, you will need to create one first. 5. Click the New button. 6. Click the Top level personal folder link. 7. Enter a name for the folder into the Name field. Enter "My Searches". 8. Click the Save button. 9. Click the Save button. 10. A confirmation will display showing that your search has been saved. 11. Click the Close button. 12. Once the search has been saved, it can be accessed on your saved searches sub-tab. Page 65

68 13. Click the document search tab. 14. Click the saved searches tab. 15. Click the My Searches link. 16. All saved searches will display. 17. Click the search name to generate the search. 18. Use the edit, move/copy and delete links to modify the saved search. 19. You can add a shortcut to the search to the document search screen to make it easier to locate. 20. Click the Add Shortcut button. 21. Click the document search tab. 22. Click the simple search link. 23. A shortcut to your saved searches now shows on the document search screen. 24. Click the Saved Search name to generate the search. 25. Your search results will show. 26. You have completed the process for saving a search. End of Procedure. Exporting Searches Search results can be exported as spreadsheets for further analysis and/or distribution. When exporting a search, you have three options: Screen Export - This export type will produce an export of all items returned in the search, but only includes the document data returned in the on-screen columns. The export is produced in a zipped Microsoft Excel file. Transaction Export - This export type provides more information on the documents returned in the search than in the Screen Export, but not as much as a Full Export. The export is produced in a zipped Microsoft Excel file. Full Export - This export type provides detailed information on up to 4,000 PO's or Requisitions. The export produces six zipped Microsoft Excel files: Approval History, Data, Header Custom Data, Line Custom Data and Supplier Data. Page 66

69 There is an notification that you can activate to be notified when your search export is available after you submit it, or you can choose to monitor the Export Status on the exports subtab to know when it is available for viewing. Procedure This tutorial will show the process for exporting a search after it has been generated. 1. Begin by generating the search you wish to export. 2. Note: You must have chosen a specific document type (Requisition, Purchase Order or Invoice) before you can export a search. Page 67

70 3. Click the Export Search button. 4. Enter a name for the file into the File Name field. Enter "OfficeDepotPOs". Page 68

71 5. Click the Export Type list item. 6. Click the Submit Request button. 7. Click the Close button. 8. Once you have submitted your export request, you will need to wait until it is available before you can view it. 9. There is an option to be notified when the export is available. If you don't have that option enabled, you can monitor the progress on the exports sub-tab. 10. Click the exports tab. 11. The file is produced in a.zip file. The procedure for viewing the.zip file will vary according to your browser and/or operating system, but it should be similar to what is shown. Page 69

72 12. Click the OfficeDepotPOs.zip link. Page 70

73 13. Click the Open button. 14. Click in the Name field. 15. The exported spreadsheet displays. You can now manipulate the data and save it as necessary. 16. Click the Close button. 17. Your previously submitted exports will be stored on the Exports sub-tab and can be accessed later. Page 71

74 18. To delete an export, click the Export Status option. 19. Click the Remove Selected button. 20. The export has been deleted. 21. You have completed the process for exporting a search. End of Procedure. Viewing the Status of an Order in eshop You can use the Document Search tab to see where your order is in the process. Procedure This tutorial will show the process for viewing the status of an order in eshop. Page 72

75 1. Click the document search tab. Page 73

76 2. To view the status of your requisitions, click the my requisitions link. 3. By default, all of your requisitions for the past 90 days will display. You can use the filter options on the left side to further refine the results. 4. The icon to the right of the Requisition No indicates the workflow status of the item. 5. To view a specific requisition, click the Requisition No. link. 6. All of the information about the requisition is displayed. 7. To see when the Requisition was approved and who approved it, click the PR Approvals tab. 8. All of the approval steps the requisition went through are listed along with who performed the action for that step. Page 74

77 9. Click the History tab. 10. The History tab shows all of the changes that have been made to this Requisition. 11. I can also see that since the Requisition contained items from two different suppliers, two POs have been created from this Requisition. 12. I now want to check the status of these POs. Page 75