SIMS FMS E-PROCUREMENT EASY REFERENCE GUIDE FOR IMPLEMENTING SEAMLESS INTEGRATION ACROSS YOUR SCHOOL

Transcription

1 SIMS FMS E-PROCUREMENT EASY REFERENCE GUIDE FOR IMPLEMENTING SEAMLESS INTEGRATION ACROSS YOUR SCHOOL To help make buying with us as easy as possible, we ve introduced our new, fully integrated e- Procurement solution for SIMS FMS, offering you a quicker, more efficient way to place your orders. With our new eprocurement solution, your ordering is fully compliant and will save you and your colleagues across all departments in your school time and money. This quicker, more efficient way of ordering will also provide you with: Complete financial management across your school with all orders made across your site automatically importing into your FMS for approval /authorisation No manual rekeying required as your orders are immediately processed meaning a quicker, faster service to you Access to the latest products and pricing meaning your order and invoicing will always match Best value with all our latest offers and promotions regularly updated But don t just take our word for it. These customers are already saving time and money by using our new system. "I'm finding this process really quick and easy to use." Anne Durbin, St John s School, Glastonbury I have been involved with this pilot (for someone who likes ordering by phone this was a big ask!!), and have been very impressed how easy the system is to use. I would certainly recommend this to colleagues. HW, Trowbridge This simple to use guide illustrates how easy it is to connect to our new eprocurement Hub but we re always on hand to assist you simply contact your account manager, or our Customer Services team on of 25

2 Contents Introduction... 3 Before You Start... 4 eprocurement Option in SIMS FMS... 4 DUNS Number... 4 Website Username and Account Details FMS Setup... 5 Check your Establishment Details... 5 General Ledger Details... 6 eprocurement Settings... 9 Supplier Set up: Ordering Online Checkout Requisition Form Processing Orders and Invoices in SIMS FMS Importing Viewing Purchase Orders Sending Orders Receiving Invoices of 25

3 Introduction With SIMS FMS you can create the content of your order on The Consortium website, and then import it directly into SIMS for review and authorisation. Once authorised, the order is sent to The Consortium eprocurement Hub. We process your order and an acknowledgement is sent directly back to you. Using The Consortium website allows multiple, authorised, people (eg Heads of Departments), to build an order using any internet-connected PC, at home or at work, with fully up-to-date stock levels and prices. Your SIMS administrator can then import these for review and authorisation. Teacher, Head of Department, member of staff creates their order/s on The Consortium website Requisition forms can be printed for internal approval and storing for full compliance SIMS user retrieves the order/s into SIMS via the eprocurement Hub The purchase order/s are reviewed and authorised like usual The order/s are then sent directly to The Consortium s eprocurement Hub for processing This guide takes you through the steps required to create content orders on the website and retrieve them back into SIMS, via the eprocurement Hub. This service is fully compliant, with all requisitions available to print and save for your records. 3 of 25

4 Before You Start The steps needed to set up the web service ordering facility are clearly outlined in this document. However, before you begin, there are three bits of information needed to enable you to start ordering. eprocurement Option in SIMS FMS Many SIMS FMS systems have the Tools eprocurement Settings option disabled. Please check if this area is greyed out, and if it is, please contact your SIMS representative to enable it, either at your Local Authority or contact Capita directly. DUNS Number If you do not know your DUNS number, please contact Dun & Bradstreet (D&B) on , choosing option 3 when prompted or visit where you will be send your number by . Note you need a single not branch DUNS number. If D&B find that you do not already have a number set up, or if they give you a generic number, you will need to request to have a unique number set up. There is no charge for this, and the process takes 3-5 working days. Website Username and Account Details. Your website username and password will be needed as it will need to be entered into SIMS FMS to allow you SIMS FMS system to connect to our eprocurement Hub. You will also need to visit our eprocurement Hub status page on our website to confirm that you are exporting to SIMS as an option on your account and that we hold the correct DUNS number for you. Please visit Once you have all of the above set up, you re ready to start the set up the web service ordering facility. 4 of 25

5 FMS Setup To enable FMS to talk directly to our eprocurement Hub the following steps need to be completed: Check your Establishment Details Set up your establishment in Tools > Establishment Details In tab 1: Basic Details. Your establishment details will already be populated. If not, please complete, including the DUNS number from the Before you start section of this document. 5 of 25

6 General Ledger Details Now we need to set up a general ledger template. This will allow incoming orders to be given a cost centre and a ledger code. Go to Tools > General Ledger Setup To add a new template go to the tab 9: eprocurement Templates add click the green plus symbol. 6 of 25

7 Now complete the pop up box with the below information: Originator = Your Website Username CC Mnemonic = Your Website Username Click the magnifying glass symbol next to Cost Centre field and select the default Cost Centre for this template. (NB You can subsequently change the Cost Centre details when you have a purchase order in the system. 7 of 25

8 Now click the magnifying glass symbol next to the Ledger Code and select the default ledger code that you would like to use. The cost centre that you choose will depend on your own establishment's preferences and the available types, but in general it will be the category for which you most commonly use to order with us. Any cost centre and ledger code applied to an incoming order can be amended in your FMS system once the order has been imported. Tick the Set Default Template. Tick the Set Default P&P Template. Now save the Procurement Template. 8 of 25

9 eprocurement Settings Now you need to enter the details to connect to The Consortium s eprocurement Hub. Select Tools > eprocurement Settings If this is greyed out please refer to the before your start section of this document. In the Web Services section at the top click on the green plus symbol to add a new service. 9 of 25

10 Enter the following details: Provider Type = Supplier Name = The Consortium URL = Priority = 1 Active = Yes User ID & Password = these are the details that you use to log in to The Consortium website Password Duration = 999 Days Now save these settings. Then click on the Test button, this will try connecting to The Consortium s eprocurement Hub. If all the settings are correct it will show: 10 of 25

11 Select the Web Service that you have just created and then click the magnifying glass symbol in the Linked Suppliers section. In the Available Suppliers list select The Consortium so that it is highlighted and then click the Choose button. Now click update. This links The Consortium as a supplier to The Consortium web service details of 25

12 Within the General Settings section: Select your Default XML Order Book for orders to be assigned when they are imported using this method. Check your DUNS Number is in the Establishment DUNS Number field of not, please add it. Refer to the Before you start section of this document for your DUNS number of 25

13 Supplier Set up: Now you can setup The Consortium for web service ordering. Go to Focus > Accounts Payable > Supplier Double click on The Consortium of 25

14 In tab 1: Basic the Delivery Code needs to contain your account number and delivery point with a / separating the values e.g. C00001/000. The account number needs to be the same as in the Delivery Code and Account Number field. The Order method tab gives you a list options available for sending the Purchase Orders. Select W Web Services. In the unique identifier section select DUNS and enter The Consortium s DUNs Number which is of 25

15 In tab 5: eprocurement enter theconsortium in the XML Supplier reference field. Now save and close the supplier record of 25

16 Ordering Online You are now ready to build orders online to be imported into SIMS FMS. Build an order on the website by browsing, searching or using the Fast Track. Once items are in your basket you are ready to checkout of 25

17 Checkout Part one of the checkout screen allows you to confirm your account number and delivery point. The delivery information page shows the status of products and suggested delivery date (NB You can update the delivery date in SIMS FMS to next day or to when you require the order) of 25

18 On the payment information page you will now have the option to Save for Export this is what you need to select to import your orders into SIMS FMS. Finally check all of your details are correct on the order review page. Once you are happy click on Place Order. Please note: this won t place the order with us; it sends it to the eprocurement Hub ready for you to import into SIMS FMS of 25

19 You will now see the confirmation page stating that your order is ready to import in into your system. Requisition Form On this page your will also see an option to Print Requisition Form. This allows the person who built the order to print the order details which can be signed and passed for approval of 25

20 Previous Orders You can view previous orders built online by clicking on Exported Orders from the My Account page. Here you can see if they have been loaded into SIMS FMS (either pending or processed) and you also have the option to print another Requisition form of 25

21 Processing Orders and Invoices in SIMS FMS Importing To import your content orders from The Consortium eprocurement Hub into FMS click on Focus > Accounts Payable > Import Orders / Invoices / Credit Notes 21 of 25

22 When the Import Progress box appears click on the Import button. The system will now connect to our eprocurement Hub and import any content orders and invoices. Once completed you will be told how many orders and invoices have been imported of 25

23 Viewing Purchase Orders The new orders will now appear at the top of the list of Not Yet Authorised purchase orders. Orders which have been imported via the website can only have order line quantities amended or lines deleted, you are unable to add new lines at this point. The special instructions on the order will be FAO: (Name of person who placed the order) anything after the FAO: will be printed on the label of the box of 25

24 Sending Orders Once authorised, click on the print button, this will send the orders back to the eprocurement Hub. If you need a printed copy for your records click on print again, select print single file and this will send a copy to your printer of 25

25 Receiving Invoices Once you have received your order from us your invoice will be available for collection into FMS via the eprocurement Hub. NB You will also continue to receive a copy of this invoice in the traditional manner. Import the invoices by using the same option as you did for importing orders. Focus > Accounts Payable > Import Orders/Invoices/Credit Notes When an invoice has been downloaded go to: Focus > Accounts Payable > Invoice / Credit Note and your invoice will be in the list. You are then able to process your invoice as normal. Further Information Visit of 25