SMART Systems SMARTeR eonline Resources Online Ordering

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1 SMART Systems SMARTeR eonline Resources Online Ordering The SMARTeR eonline Resources is a technique for non SMART Finance users to enter requisition or purchase order information. This system currently offers two different methods for users to request orders while integrating with SMART Finance. Users are set up in much the same way that they are allowed to see ESS information. The district business office will need to work with Region V to get the appropriate people set up for these functions. We will also need to verify that certain district information is set up correctly. The following are the steps to complete Online Ordering for particular outside vendors via a punch-out system through the Online Transfer process while integrating the procedure with SMART Finance. This allows district staff to sign into SMARTeR (just like signing into ESS for payroll data) and actually go to a vendor s website to request an order for goods. The items desired are then transferred into the Online Order Transfer screen on SMART Finance. The district staff person is not authorized to place an order. They are simply indicating the items they would like to order. A purchase order clerk (or other SMART Finance user) can take those keyed orders and transfer the information into a requisition or purchase order. The other method discussed below describes how district personnel can create an Online Order Request to be transferred into SMART Finance for requisition or purchase order processing regardless of which vendor is specified. This process is an electronic requisition form, which eliminates the need for all those paper requisitions. Again, district staff signs into SMARTeR to create this electronic requisition. They will see a listing of all active vendors to be able to create a requisition. They do not go onto a vendor s website for this process. They simply key in the items they would like to order from any of the active vendors on your districts SMART Finance vendor listing. Each order is transferred into the Online Order Request Transfer screen in SMART Finance. A purchase order clerk (or other SMART Finance user) can take those keyed orders and transfer the information into a requisition or purchase order. Both of these processes will help save time for the requisition or purchase order clerks. They will no longer need to key in the items to order since the staff member will handle that responsibility. We are strongly recommending that all orders, once in SMART Finance, be electronically routed for approval / rejection. 1

2 Online Ordering 1. Log onto the SMART Systems SMARTeR website. The website address is https://regionv.k12.mn.us/smarter/?dn=dddd. (dddd = four-digit district number) 2. Enter your User ID and password. 3. Click on Login. 4. From the Announcements window, click on Requests and Approvals > Purchasing > Online Ordering if you are placing an order through a Vendor s website. 5. The present online vendors that a district can choose from include: Corporate Express (Staples), Frey Scientific, Innovative Office Solutions, Office Max, Schmidt Goodman, and School Specialty. 6. Click the Shop button next to the Vendor Name. 7. The vendor s website will open into a new window (Internet Explorer) or tab (Firefox). 2

3 Internet Explorer Firefox NOTE: You may get a warning depending on your browser and security settings. For example: Click on the options button and allow pop-ups. Re-click on the shop button for the vendor you want. 3

4 8. Shop for items desired and click on Add to Cart. 9. When everything is in the cart, verify to see that you are still logged into SMARTeR and have not timed out. a. If you are still logged in, click Checkout. b. If you have timed out, log into SMARTeR again. (This was enhanced so that users placing large orders could shop as long as they liked without losing their orders due to a time-out issue.) c. After logging into SMARTeR again, click on the check-out link in your ordering window. 10. You will then receive a summary window showing the items you would like to order including the quantity, unit price and unit type. 4

5 11. You will be allowed to select a Fiscal Year, and Ship to Location. You will also be allowed to enter a comment. The comment field could be used for any information that the user would like the Business Office to know such as indicating a specific grant to be used for coding, or perhaps, a specific site should be charged for the items, etc. It can also be left blank. 12. Click on the Transfer button. NOTE: Your order will not be viewable in SMART Finance unless you do this step! 13. If the transfer is successful, it will close the page and return back to the original window. If there is a problem with your order, the window will not close. It will provide a list of errors to view and correct. 14. Repeat steps 4 12 to place additional orders or click on Logout when done. 5

6 Transferring Online Vendor Orders to SMART Finance This procedure should be completed by the requisition clerk to create the requisition. Session Defaults Session Defaults is the first screen displayed when logging on to SMART Finance. This screen displays information about the accounting period and the date that will appear on checks, requisitions, purchase orders, and other items. It also indicates which period to encumber purchase orders against. The default accounting period matches the calendar date. For example, on July 2011 the default accounting period is It is essential, therefore, to change the Date and Period(s) as needed. 1. Window > Session Defaults 2. The Session Defaults screen appears. 3. Edit the fields as needed: a. Period - GL: change the period to match your current accounting period b. Period - AP: change the period to match your current accounting period c. Period - AR: change the period to match your current accounting period d. Location: select a default location for requisitions and other items 4. Press the OK button. 6

7 1. Go to SMART Finance > Purchaser Orders > Online Order Transfer 2. Select the vendor from the dropdown list. Only vendors with orders waiting to be processed will be listed. 3. Click on Find. 4. The list can be sorted in a different order by clicking on the Sort button on the bottom of the screen. 5. Fill in the SKU code if it is not already defaulted. (This is a Lookup field.) 6. Enter an account code if one does not default in. (Contact Region V if you wish to link a SKU code to a default account code.) a. Different account codes can be used on each line of data in one requisition. Enter only one code on this Order Transfer screen. Once the line item is transferred into a requisition, the account code(s) can be changed. 7

8 b. If an item is to be distributed to more than one code, enter one of the codes to distribute. Once the line item is transferred into a requisition, the Multiple Distribution feature can be utilized. 7. Fill in the Buyer. 8. Verify the Date and Period. 9. Enter PO Comment as an Attention To line. Ex: Attn: Employee Name 10. Verify the Location code is correct. This indicates to the vendor where the goods are to be shipped. (This is a Lookup field.) **If you are ordering from Office Max, orders must use location codes they specify. 11. Select lines you wish to transfer onto a requisition. 12. Click on Transfer to Req. NOTE: If a comment was entered on the Online Order Request in SMARTeR, this comment will be saved as an attachment when transferring the order to a requisition. 13. A message box will appear if the Requisition was created successfully and will provide an opportunity to view the item. Click YES to view the new item or click NO to continue in the Online Order Request Transfer window. 14. If you do view the item, changes can be made to the account code and units if necessary. Some fields on the new Web type transaction will not be allowed to 8

9 change such as the description, rate, and unit type. This is necessary to electronically submit the order back to the online vendor in a later step. 15. Complete Approval functions per your district s policies. It is recommended that the electronic routing and approval features of SMART Finance be followed to assure that the order is authorized. Routing a Requisition for approval If approval for the requisition is set in Application Options, the requisition must be routed to a SMART Finance user for Approval. Follow these steps when routing a requisition approval: 1. Click the Route button. 2. Fill in the fields: a) Assign to: This field shows the person who will approve or reject the requisition. To select the person, click on the dropdown arrow in the Assign To field. Highlight and click on the name of the person for approving. b) Action: For approval, click the dropdown arrow in the Action field. Select the APPV listing in the drop-down menu. 3. Click the Send button. The status column on the Route Slip screen now says "Sent". 4. Exit the Routing Screen by clicking on the X in the upper right-hand corner of the screen. The Requisition screen reappears. The rectangle in the upper righthand part of the Requisition screen now contains "In Route". This message indicates that you have sent the requisition but it has not yet been approved. 5. Exit the Requisition screen by clicking on the X in the upper right-hand corner of the screen. 9

10 Approving or rejecting a Requisition 1. Click the In-Tray button. 2. The In-Tray screen appears. The screen contains a table with requisitions and other items that you have not yet processed. If the table is empty, there are no intray items to process. 3. Click on the line containing the requisition you would like to approve or reject. 4. Click the View Item button. The transaction appears. 5. If you want to make a change in the transaction, click on the area. The area becomes highlighted. Type in the change. Click the Save button. 6. Exit from the requisition. 7. Click on the Accept or Reject button in the lower left-hand corner of the screen. 8. Click the Send button. Seeing if a requisition has been approved or rejected 1. Purchase Orders > Requisition Summary 2. The Requisition Summary screen appears. 3. Scroll to the right to the Date field. Input the timeframe to search. For example: >7/1/ Input the appropriate Buyer Code. 5. Input Approved or Unapproved. Click the Find button. Based on the selection, all approved or unapproved requisitions with the specified date and buyer code are now listed. 6. You can also use the Route Status column to see if the order is In Route, Routed or has No Route. Transferring a requisition into a purchase order 1. Purchase Orders > Requisition Transfer 2. The Requisition Transfer screen appears. 3. Click the Find button. 10

11 4. All requisitions are now listed. If a particular requisition has been approved, "Approved" appears in the Approved column. If the requisition has been approved, it can be transferred into a purchase order. 5. Review the requisition information for accuracy. The vendor can be changed by double-clicking on the vendor code field. 6. For requisition(s) you would like to transfer into a purchase order, click on the box in the Tran? column. The item is then highlighted. 7. Click the Transfer button. 8. The message You have selected multiple vendors may appear. If so, click the OK button. 9. The Transfer Options screen appears. Determine if you would like to create a new purchase order or add the requisition to an existing purchase order. 10. Click the OK button. 11. A screen asks "Continue with the transfer?" 12. Click the OK button. 13. A warning message will appear if the account(s) are over budget. A screen appears with the comment "Process Successfully Completed". 14. Click the OK button. 15. The Requisition Transfer screen will appear. If you click on the Find button to refresh the screen, the requisition that was transferred no longer appears on the screen. This indicates that the requisition has been successfully changed into a purchase order. 11

12 Submitting Online Vendor Orders from SMART Finance This step can be performed by the Purchasing Agent or business office personnel after the requisition has been approved. 1. Log on to SMARTeR. 2. Select Requests and Approvals > Purchasing > Place Order. 3. A list of Approved/Unprinted Purchase Orders will appear. **Please note that if the purchase order has been printed, it will not appear on this screen. The reason for this is to avoid duplicate orders. If the order has been printed, it may have already been faxed to the company. a. If the order was printed and you now want to submit it electronically, go into SMART Finance > Purchase Orders > Purchase Order Summary. b. Input the Purchase Order number or select to look by the Status of: Open, PO Date, and PO Type of Web. c. Click Find. Double click on the transaction to edit. d. The Purchase Order will appear. Deselect the Printed box and Save. e. Sign back into SMARTeR to transfer the purchase order electronically. It will now appear in the list. 4. If you need to see detail of the purchase order, click on the plus sign. 5. When you are ready to submit, click the Transfer button to the left of the order to send. 6. You will only receive a message if your order does not transfer successfully. 7. If finished, click Logout. 8. An will be auto generated to the employee that requested the purchase order items. 12

13 Viewing previously completed Requisitions or Purchase Order To use the Requisition or Purchase Order Summary screen, follow these steps: 1. Purchase Orders > Requisitions Summary or Purchase Order Summary. 2. The Requisition or Purchase Order Summary screen appears. 3. If the Find button is clicked, all transactions will be listed. A limited search can be done by entering information known about the requisition or purchase order before clicking Find. Certain column headings (like Buyer and Status) provide a list box directly below the heading that can be used for selection criteria. Date is another way to limit the search. (Ex. entering >=7/1/10 will find all items dated 7/1/10 or later) 4. Click on the line containing the record you would like to view. The line becomes highlighted. 5. Click the Detail button or double click the highlighted line. The item selected appears. NOTE: The Requisition or Purchase Order Detail Summary Screen displays more information and allows more selection criteria including queries by account code. Use the same instructions described for the Requisition or Purchase Order Summary screen. 13

14 ONLINE ORDER REQUEST The Online Order Request allows the user to fill out an electronic requisition order form to any active vendor in your district s Smart Finance vendor listing. 1. Log onto the SMART Systems SMARTeR website. https://regionv.k12.mn.us/smarter/?dn=dddd. (dddd = four-digit district number) 2. Enter your User ID and password. 3. Click on Login. 4. Click on Requests and Approvals > Purchasing > Order Request Form. 5. The Requested Fiscal Year field will auto populate. Change it if necessary. 6. The Ship to Location field is optional and indicates where the goods should be sent. 7. Enter in a comment. The comment field is used for any information that the user would like the Business Office to know such as indicating a specific grant to be used for coding, or perhaps, a specific site should be charged for the items, etc. It can also be left blank. 14

15 8. Click on Find to lookup the Vendor number. 9. Select a vendor from the list. If your vendor is not listed, please contact the Business Office to create a vendor for you. 10. In the Description field, enter the catalog number then the item description. There are 250 characters available in this field. 11. Enter the number of Units. 12. The Unit Type will default to EA. Change it if necessary. 13. Enter the Rate. 14. Enter a discount percent if applicable 15. Click Add New if you wish to add another row. 16. Repeat steps 10 through 15 until finished. 17. To print Online Order Requests before they are transferred to SMART Finance: a. When you have finished inserting detail for a request and before you click on Transfer, highlight the entire page of your order. 15

16 b. Right click on your mouse. Select Convert selection to Adobe PDF. c. The Save As screen will appear. d. Select the Save In file and then enter the File Name. e. Your request will be saved as a PDF file at your designated file for future reference. 18. When finished, click on the Transfer link. 19. You will receive the message Your Order Request has been transferred to SMART Finance. 20. If you are interrupted and wish to save the unfinished order, click Add to Cart. The order will be available for you to finish for two weeks. If two weeks time passes, the order will be automatically deleted from SMARTeR. 21. If you wish to place another order, repeat steps 5 through Otherwise click Logout. To retrieve items from a Saved Cart 1. Click on the Open Cart button at the top of the page. 2. You will receive a list of all of your saved items. 3. After you click on a row, it will display the request that was selected. 4. Continue following the previous steps as needed. 16

17 Transferring Online Order Requests to Smart Finance This procedure should be completed by the requisition clerk. This step will create the requisition within SMART Finance. Session Defaults Session Defaults is the first screen displayed when logging on to SMART Finance. This screen displays information about the accounting period and the date that will appear on checks, requisitions, purchase orders, and other items. It also indicates which period to encumber requisitions against. The default accounting period matches the calendar date. For example, on July 2011 the default accounting period is It is essential, therefore, to change the Date and Period(s) as needed. 1. Window > Session Defaults 2. The Session Defaults screen appears. 3. Edit the fields as needed: a. Period - GL: change the period to match your current accounting period b. Period - AP: change the period to match your current accounting period c. Period - AR: change the period to match your current accounting period d. Location: select a default location for purchase orders and other items 4. Press the OK button. 17

18 1. Select SMART Finance > Purchase Orders > Online Order Request Transfer. 2. Enter in search criteria like the ID to get a specific employee s requests only. This may help for speed of processing and account code entry. (Scroll to the right to find the ID column.) Date may be another search criterion. 3. Click on Find. 4. A listing of Online Order Requests will appear. 5. Click the Sort button on the bottom of the screen to change the sort of the data if desired. 6. The Location code at the top of the screen will default from the user sign in. It may be changed and is a Lookup field. 7. Fill in SKU code if it is not already defaulted. (This is a Lookup field.) 8. Enter an account code if one does not default in. (Contact Region V if you wish to link a SKU code to a default account code.) a. Different account codes can be used on each line of data in one requisition or purchase order. Enter only one code on this Request Order Transfer 18

19 screen. Once the line item is transferred into a requisition, the account code(s) can be changed. b. If an item is to be distributed to more than one code, enter one of the codes to distribute. Once the line item is transferred into a requisition, the Multiple Distribution feature can be utilized. 9. Fill in the Buyer code. 10. Verify the Date and Period. 11. Enter the Comment as an Attention To field. Ex: Attn: Employee Name 12. Select lines you wish to transfer onto a requisition. 13. Click on Transfer to Req. NOTE: If a comment was entered on the Order Summary window via SMARTeR, this comment will be saved as an attachment when transferring the order to a requisition. 14. A message box will appear if the Requisition was created successfully and will provide an opportunity to view the item. Click YES to view the new item or click NO to continue in the Order transfer window. 15. If you do view the item, changes can be made to the transaction as needed. 16. Complete Approval functions per your district s policies. It is recommended that the electronic routing and approval features of SMART Finance be followed to assure that the order is authorized. 19

20 REQUISITIONS Editing a Requisition 1. Go to SMART Finance > Purchase Orders > Requisition Summary 2. Enter Query filters. Ex: Status = Open; Date = MM/DD/YYYY; Buyer Code 3. Click on Find 4. Click on Detail and make any necessary changes such as account code changes. 5. Account Code - there are two ways to select an account code: a. Typing in the account code: Enter the type, fund, org, pro, fin, crs, and obj codes in the appropriate columns. b. Selecting the account code from a list of accounts: i. Double-click on one of the columns of the account code. ii. The GL Account Lookup screen appears. iii. Click the Find button. All accounts appear. The search can be limited by entering portions of the account code that are known. iv. Click the down and up arrow keys on the scroll bar to find the account. v. Click on the desired account. The account becomes highlighted. vi. Click the Select button. 6. To distribute one line item to different account codes do the following: a. After the first line of detail has been entered, click on the Distribution button. b. A new screen appears. c. You may choose to distribute based on percentage or rate. d. Add a line of detail by clicking Add. Enter the information until the remaining amount on the bottom of the screen is e. Click on the Detail button. 20

21 7. The period number will default to the AP period in Session Defaults. Change if needed. This field must be the same for all detail lines. 8. Click the Save button. 9. To add another line to the Requisition, click the Add button. A new line appears. 10. To remove a line from the requisition, first click on the line you would like to remove making sure the field you clicked on is highlighted in blue. Then click the Remove button. When asked Delete detail line? click the OK button. 11. Click Save when done. Routing a Requisition for approval If approval for the requisitions is set in Application Options, the requisition must be routed to a Smart Finance user for Approval. Follow these steps when routing a requisition for approval: 1. Click the Route button. 2. Fill in the fields: a. Assign to: This field shows the person who will approve or reject the requisition. To select the person, click on the dropdown arrow in the Assign To field. Highlight and click on the name of the person for approving. You may also enter in the user id. b. Action: For approval, click the dropdown arrow in the Action field. Select the APPV listing in the drop-down menu. You may also type it in. 3. Click the Add button if more than one approver is required. 4. Click the Send button. The status column on the Route Slip screen now says "Sent". 5. Exit the Routing Screen by clicking on the X in the upper right-hand corner of the screen. The Requisition screen reappears. The rectangle in the upper righthand part of the Requisition screen now contains "In Route". This message indicates that you have sent the requisition but it has not yet been approved. 21

22 6. Exit the Requisition screen by clicking on the X in the upper right-hand corner of the screen. Approving or rejecting a Requisition 1. Click the In-Tray button. 2. The In-Tray screen appears. The screen contains a table with requisitions and other items that you have not yet processed. If the table is empty, there are no intray items to process. 3. Click on the line containing the requisition you would like to approve or reject. 4. Click the View Item button. The requisition appears. 5. Verify the information for accuracy. 6. Exit from the requisition. 7. Click on the Accept or Reject button in the lower left-hand corner of the screen. 8. Click the Send button. Viewing previously completed Requisitions To use the Requisition Summary screen, follow these steps: 1. Purchase Orders > Requisition Summary. 2. The Requisition Summary screen appears. 3. If the Find button is clicked, all Requisitions will be listed. A limited search can be done by entering information known about the requisition before clicking Find. Certain column headings (like Buyer and Status) provide a list box directly below the heading that can be used for selection criteria. Date is another way to limit the search. (Ex. entering >=7/1/10 will find all requisitions dated 7/1/10 or later) 4. Click on the line containing the requisition you would like to view. The line becomes highlighted. 5. Click the Detail button or double click the highlighted line. The requisition selected appears. NOTE: The Requisition Detail Summary Screen displays more information and allows more selection criteria including queries by account code. Use the same instructions described for the Requisition Summary screen. Changing a Requisition A requisition can be changed at any time before it is transferred to a Purchase Order unless Approval Modification for requisitions is set to Yes. If Approval Modification is set to Yes, the requisition must be re-routed and re-approved before it can be transferred to a Purchase Order. 1. Purchase Orders > Requisition Summary 2. The Requisition Summary screen appears. (Limit the search criteria if desired.) 22

23 3. Click the Find button. All requisitions meeting the search criteria are now listed. 4. Click on the line containing the requisition you would like to change. The line becomes highlighted. 5. Click the Detail button or double click the highlighted line. The record appears. 6. Click on each area you would like to change. The area becomes highlighted. 7. Type in changes. 8. Click the Save button. 9. Another screen may appear requesting the reason for the modification. The person that the requisition is being routed to will see the explanation entered in this field. 10. Exit the screen by clicking on the X in the upper right-hand corner of the screen Seeing if a Requisition has been approved or rejected 1. Purchase Orders > Requisition Summary 2. The Requisition Summary screen appears. 3. Scroll to the right to the Date field. Input the timeframe to search. For example: >7/1/ Input the appropriate Buyer Code. 5. Input Approved or Unapproved. Click the Find button. Based on the selection, all approved or unapproved requisitions with the specified date and buyer code are now listed. 6. You can also use the Route Status column to see if the order is In Route, Routed or has No Route. Changing and rerouting a Requisition for approval after an initial rejection If a requisition was initially rejected, it can be modified and rerouted for approval again. 1. Go to Purchase Orders > Requisition Summary. 2. Input the criteria such as Buyer Code, Approval Status of Unapproved and Route Status of Routed to find those rejected requisitions. Click Find. 3. Click on the line containing the requisition you would like to change and reroute. 4. Click the Detail button or double click the highlighted line. The record appears. 5. If you want to make a change in the requisition, click on the area. The area becomes highlighted. Type in the change. 6. Click the Save button. 7. Click the Route button. 23

24 8. The Route Slip screen appears. This screen shows you information about previous routings. For example, one line might indicate that you sent a requisition to another person for approval. Another line might indicate that the other person rejected the requisition. 9. Click the Add button. A new line on the Route Slip appears. 10. Follow the steps outlined in Routing a Requisition for approval. If the requisition will never be approved, it should be closed so that the budget dollars are available for more transactions. 1. Go to Purchase Orders > Requisition Summary. 2. Input the criteria such as Buyer Code, Approval Status of Unapproved and Route Status of Routed to find those rejected requisitions. Click Find. 3. Click on the line containing the requisition you would like to close. 4. Click the Detail button or double click the highlighted line. The record appears. 5. Change the Status field from Open to Close. 6. Save. Transferring a requisition into a purchase order 1. Purchase Orders > Requisition Transfer 2. The Requisition Transfer screen appears. 3. Click the Find button. 4. All requisitions are now listed. If a particular requisition has been approved, "Approved" appears in the Approved column. If the requisition has been approved, it can be transferred into a purchase order. 24

25 5. Review the requisition information for accuracy. The vendor can be changed by double-clicking on the vendor code field. 6. For requisition(s) you would like to transfer into a purchase order, click on the box in the Tran? column. The item is then highlighted. 7. Click the Transfer button. 8. The message You have selected multiple vendors may appear. If so, click the OK button. 9. The Transfer Options screen appears. Determine if you would like to create a new purchase order or add the requisition to an existing purchase order. 10. Click the OK button. 11. A screen asks "Continue with the transfer?" 12. Click the OK button. 13. A warning message will appear if the account(s) are over budget. A screen appears with the comment "Process Successfully Completed". 14. Click the OK button. 15. The Requisition Transfer screen will appear. If you click on the Find button to refresh the screen, the requisition that was transferred no longer appears on the screen. This indicates that the requisition has been successfully changed into a purchase order. Printing multiple Purchase Orders 1. General > Report Selection 2. The Navigator - Report Selection screen appears. 3. Click Purchasing on the left side of the screen. 4. On the right side of the screen, double-click on Print Purchase Order. 5. The Print Purchase Order - Parameter Entry screen appears. 6. Fill in the following fields: a) Starting PO Date b) Ending PO Date c) Buyer (You may use lookup capability to print POs for a specific Buyer.) d) Include Printed? Defaults to N for purchase orders not printed before. Enter a % to print all purchase orders even if they have been printed before. 7. Click the Create Reports button. 8. Enter the password 9. The Purchase Orders appear. 10. Click the Print button. The purchase orders will print. 25

26 11. Click the Close button. The Comment button on the toolbar can be used to enter data for the vendor to know about all the purchase orders in the run. Click the Comment button and type the message you want to convey to the vendor. The font and location of the comment can be edited. Items to Note: *SMARTeR has a time-out limit of 60 minutes. If the user is inactive for 60 minutes, they will be kicked out of SMARTeR. If they were in the middle of an order, it will be lost unless Save to Cart is selected. *Items Saved to Cart will be saved for two weeks. *School Specialty will kick a user out after 15 minutes of inactivity. If the user is on the School Specialty website and is sitting idle for over 15 minutes, they will be kicked out. *Staples/Corporate Express has a time out limit of 44 minutes of inactivity. *Office Max ha a time out limit of 60 minutes of inactivity. 26

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