California Institute of Technology. E-Procurement Solution. Requisitioning. User Guide. TechMart 1 User Guide 6/05

Transcription

1 E-Procurement Solution Requisitioning User Guide TechMart 1

2 Table of Contents Getting Started Introduction...4 Browser Requirements...5 Logging On...6 Navigation TechMart Home Page Navigation...7 Profiles Logging on for the first time...8 Overview...9 Modifying Profiles Changing Password...11 Changing Addresses...12 Changing POETA...14 Changing Requisition Header...16 Changing Preferences...18 Shopping Searching...19 Search Tools...20 Search by Product Description...21 Search by Category...23 Search by Supplier...24 Search by Chemical Structure Advanced...26 Search Results...27 Favorites Shopping using Favorites...29 Managing Favorite Folders Active Folders...30 Editing Folders...32 Fast Orders...33 Ordering Shopping Carts...35 Creating a Requisition From a Non-Catalog Form...37 From a Hosted or Punchout Catalog...40 Mixed Carts...40 Check Entry Process Preparing Cart for Submission Check Header Information...41 Check Cart/Requisition Details...42 Review Requisition Header Information...44 TechMart 2

3 Details for All Products...44 Requisition Approvals...46 Place Order...47 Order Maintenance Tracking Requisitions...48 Tracking Purchase Orders...49 Accessing Order History...50 Definitions Definitions specific to TechMart with a link to the Terms & Acronyms on the Procurement Services Web Page Resources Contact Information Training Information Buyer s E-Fax List SciQuest Product Flags: Guidelines Controlled Substance Procedure Memorandum Acceptable Use of Electronic Information Resources Policy Quick Reference Guides Guide for Profile Setup Approval Process Punchout Shopping Entering Non-Catalog Orders Requisition Header Information Entering Cart Detail Entering Line Items Attachments Frequently Asked Questions (FAQ) Specific to TechMart Most likely a link to the PS web page, so that they will always be current TechMart 3

4 Getting Started Introduction TechMart, Caltech s e-procurement solution, provides an efficient, effective, and user-friendly process for ordering the Institute s most commonly required products and services. The ability to select products and services from multiple online supplier catalogs displaying Institute negotiated contract pricing dramatically reduces the time and effort required to order products and services. Requisitioning through one tool streamlines the buying process and allows for electronic routing for approvals. The system provides access to detailed order history and reporting. The reporting tools allow Purchasing Services to leverage the Institute s significant buying power and recruit new preferred contract Suppliers. These capabilities provide administration with spend control and visibility tools, thus allowing Caltech to achieve cost savings in both administration and contract compliance. TechMart 4

5 Browser Requirements TechMart is a browser-based application and does not have inherent minimum operating system (OS) specifications. However, minimum browser requirements do exist. Certified OS/Browser Combinations: The use of these combinations is validated with every major and maintenance release of the SciQuest hosted applications. Windows XP, XP SP2 IE 6.0 SP2 Netscape 7.2 Mozilla 1.7 (Does not support Chemical Resource) Firefox (Must use Chemical Resource plugin v9.1 or higher) Mac OS IE (Does not support Chemical Resource) Netscape 7.2 Mozilla 1.7 (Does not support Chemical Resource) Firefox (Must use Chemical Resource plugin v9.1 or higher) Safari (Does not support Chemical Resource and not all punchout Suppliers support Safari) Supported OS/Browser Combinations: These combinations will be supported by SciQuest to ensure proper function of all hosted applications. These are not necessarily tested with every release. Windows 98, Me, NT, 2000 IE 5.5 SP2 and higher Netscape 6.2 and higher (Only Netscape 6.2 and 7.2 support Chemical Resource) Firefox (Must use Chemical Resource plugin v9.1 or higher) Mozilla (Does not support Chemical Resource) Opera 7.54 (Does not support Chemical Resource) Mac OS 10.x IE (Does not support Chemical Resource) Netscape 6.2 and greater (Only Netscape 6.2 and 7.2 support Chemical Resource) Mozilla (Does not support Chemical Resource) Firefox (Must use Chemical Resource plugin v9.1 or higher) Safari (Does not support Chemical Resource and not all punchout Suppliers support Safari) TechMart 5

6 Logging On 1. Launch your Web browser. 2. Using lower case go to: 3. Enter your Caltech User ID in the User Name field 4. Enter your password in the Password field 5. Click. Note: The first time a user logs in, the Caltech policy on Acceptable Use of Electronic Information Resources will appear. User must read and agree to accept the conditions of the policy before logon can be completed. TechMart 6

7 Navigation TechMart Home Page Navigation Guide Use the tab bar to: Order from your Favorites Place a Fast Order Run a Product Search Access Non-Catalog Forms Use the top custom toolbar to: Go to the home page Go to my favorites list Go to search tools to look for a product Go to orders to start or access a requisition/order history Go to profile to access your login information and default settings Click on Question For help screen specific to that area Click on Folder To open To close Click on To expand a window Click on To collapse a window Refer to the information panel to: View any Organization Message View System Message Access any of the folders that are associated with your TechMart role View My Resources for: o Product announcements from SciQuest o and phone number for help TechMart 7

8 Profiles Logging on for the first time Users will receive a password with their user identification to TechMart. Use this password to logon to TechMart for the first time. Users are encouraged to change the password the first time they log in From custom toolbar, select 2. Click on + in upper left hand corner of the box to display 3. Review User Identification information that has defaulted in 4. Make any changes necessary 5. The Department field is populated from a List of Values (LOV). Move cursor over to display list. 6. Change password to something meaningful to you 7. Enter a question and answer that can be used to prompt you should you ever forget your password. 8. Click on TechMart 8

9 Overview Setting up profile information for the first time can be time consuming. However, the selections that are made in this area are what will save the most time when using TechMart for day-to-day ordering. It is well worth the time to add the Department Codes, POETAs, Requestors, and Ship-to addresses that you use most frequently to your profile. Designating the information in profile is what saves repetitive data entry. Utilizing default function for values that rarely change, assures that the most frequently used information will populate the carts with no further effort on the User s part. For Users who order for many different people or groups, this could be a lengthy process. The key is that it only needs to be done once, unless your information changes and it can be updated quickly. Some fields can be modified by the User by either free form entry or selecting from a predetermined list. Others require those having TechMart Administrator responsibility to make changes. Your user Profile allows you to: Reset Password Set and modify information for o User Identification Name, department, password information o Personal Settings Time zone, color scheme o Addresses Ship to address o Custom Fields Department Codes, SOS Buyer, Requestor, POETA o Preferences Types of notifications you wish to receive TechMart 9

10 You must contact a TechMart Administrator to make changes to: Roles o Roles assigned to User Product Views o Types of products that you can see in search results Permissions o Display all permissions for the application and the status for each user profile Department Permissions o Manage which department(s) information user sees Financial Approvers o Establishes the Approval Workflow Purchasing/Approval Limits o Sets the limits for certain activities Custom Fields Permissions o Manage a user s ability to edit Custom Fields TechMart 10

11 Modifying Profile Settings Changing Password From custom toolbar, select 2. Click to open dialog box 3. Type in Old Password 4. Type in New Password, must be a minimum of 7 characters, can be a combination of characters and numbers, it is case sensitive. 5. Confirm New Password 6. Click on 7. Optional: Update Password prompt in User Identification section TechMart 11

12 Changing Addresses From custom toolbar, select 2. Click on + in upper left hand corner of box to display 3. Click to open dialog box 4. Click to display Select Address Template TechMart 12

13 5. Select one of the addresses from the List of Values (LOV) 6. Edit Selected Address dialog box will open, you can: Change the nickname Select as a default (only one address can be a default) Change Contact Line 7. Select 8. The address will now appear in the list of Ship to Addresses to choose from 9. Repeat steps 3 through 7 for each address to add to list TechMart 13

14 Changing POETA 1 1. From custom toolbar, select 2. Click on + in upper left hand corner of box to display 3. Select the tab 4. Click to open the section of the POETA to be added or changed to open the appropriate dialog box 5. Click on 6. Search for Value dialog box will open, from here User can search for all valid POETAs, note Shorten the search by typing the first few letters in the Value field Control the size of the list displayed by using the Results per Page option, increasing the results per page is especially helpful when adding multiple projects TechMart 14

15 Click to begin Search results will display based on the selections. User can Select one or more by using the Select checkbox by each project Display additional values by using the Page control Click to move your selections Click the selection in the list, this will open the Edit Existing Value box, the Default box can be checked as appropriate (User can have only one default account) 9. Click to add to User profile, click when appropriate 10. Repeat steps 7 and 8 as many times as necessary to add codes 11. Return to step 4 to choose another portion of the POETA to Edit, repeat steps 5 through 9 Note: The example used edited the Project information only. Use steps 5 through 9 to continue to add projects. To change other sections of the POETA, return to step 4 and begin again to change Expenditure Types, Tasks, and Awards. TechMart 15

16 Changing Requisition Header If the User prepares Requisitions for multiple Requestors, those Requestors need to be added to the User s Profile. If the Preparer has occasion to send the Requisition to an SOS Buyer, those Buyers need to be added to the User s Profile. The steps for adding any of the Custom Field Names are the same, substituting the appropriate Field Name at step From custom toolbar, select 2. Click on + in upper left hand corner of box to display 3. Select tab TechMart 16

17 4. Click to open the Requestor dialog box 5. Click on 6. The Values box will open, it will display a list of names that can be chosen as Requestors 7. Select one or more using the Select checkbox by each name (be sure and select the User name) 8. Click to move the selections Click the User s in the list, this will open the Edit Existing Value box, check the Default box 10. Click to add to User profile, click when appropriate 11. Other header information can be changed by following steps 4 through 10, substituting the appropriate Custom Field Name TechMart 17

18 Changing Preferences TechMart allows Users to receive notification when certain system actions occur. A User can choose any or none from the available options. 1. From custom toolbar, select 2. Click on + in upper left hand corner of box to display 3. Click on to display a list of choices 4. Click on the box of each of the notifications you would like to receive 5. Click The next time the list displays, it will show a green checkmark for notifications you have elected to receive and a red x for those not selected. These can be changed at anytime by returning to preferences and repeating steps 3 through 5. TechMart 18

19 Shopping Searching TechMart provides multiple ways of searching for products. Due to the large size of the TechMart catalogs, each search is broken into specific broad categories to provide faster results. For best results, make sure that the appropriate category is selected before you begin each search. TechMart is the official tool for processing all Requisitions. It is completely integrated with Oracle Financials Applications and is comprised of three categories of Suppliers. Hosted Catalog Suppliers Suppliers who have elected to provide their products and pricing to Caltech electronically Punchout Catalog Suppliers Suppliers who have provided a link into their online catalog with Caltech pricing and who interface orders back into TechMart Non-Catalog Suppliers All other Suppliers who do business with Caltech From the custom toolbar, select, choose tab to open the main search screen. TechMart 19

20 Search Tools Page Categories due to the large size of the TechMart catalog, each search is broken into specific broad categories to provide faster results. For best results, make sure that the appropriate category is selected before you begin each search. All searches through all categories. 2. Search Tabs Provides access to the main TechMart search tools, including: [Favorites] Allows User to quickly access items that have already been added to a favorites list [Fast Order] Allows User to add items directly to a cart when the exact part or catalog number is known [Product Search] Provides multiple ways of searching, including multiple search term options. [Forms] Provides format to enter information for orders from Non-Catalog Suppliers 3. Search Criteria The specific fields available for each type of search. 4. Other Searches [Browse By Supplier] allows the User to search for products via a specific Supplier. [Browse By Category] allows the User to search for products via a broad listing of categories. [Chemicals] allows the User to search for chemicals by structure and substructure. 5. Punchout The Punchout feature allows the User to access certain Supplier web sites that have been configured with Caltech information and will interface orders back into TechMart. 6. Forms Do Note Use, this form is not being used by Caltech TechMart 20

21 Searching by Product Description The Product Description search allows you to search using multiple search terms options. These fields can be used either singly or in combinations for the best results. The icon at the upper right hand corner of the search box is available to provide additional search information or tips. Each of the four description search fields has bolded text. Clicking on the bolded word will provide more specific information about how that particular field works. Searching by Product Description is the most likely starting point when looking for new items. 1. Select the tab 2. Enter information into the search fields. Less exact information will produce more results, too exact information may return few or no results. must include the words only products including all the words entered in this field are returned in the search results include any of the words search results will include products containing any of the words entered in this field or use to search on a manufacturer name exclude the words products including any of the words entered in this field are not part of the search results Supplier/Manufacturer Name the Supplier s name may be entered in this field. This field can also be left blank Catalog No. (SKU) Search results will return any catalog items containing the numbers/letters entered here 3. Include similar terms if the exact spelling is unknown or only partial search terms are known, products containing terms similar to those entered will be found when this is checked. Using this checkbox is optional. TechMart 21

22 4. Products per Page allows User to set the number of items that appear on each search results page. Use to display options. 5. returns the search results once the search criteria has been selected. TechMart 22

23 Searching by Category Browse by Category allows you to search via an outline-structured directory to find specific groupings of products. 1. Choose the tab 2. From Other Searches, select to open Category Search window 3. Click on the [+] to open a section, or the [-] to close 4. Once you have reached your specific sub-section, click on to see its contents TechMart 23

24 Searching by Supplier Browse by Supplier can be used for several things. The User can: Identify all active Suppliers in the Supplier Database Identify the type of TechMart Supplier Provide a quick link to a Hosted Catalog, a Punchout Catalog, or Non-Catalog form 1. Choose the tab 2. From Other Searches, select to open Browse by Supplier window 3. Enter the supplier name or partial name to search. For example, entering a single letter like a will give results for all suppliers and catalogs that start with a. Leave the search box blank to search/return the complete list of suppliers. If assistance is needed finding a Supplier, contact Supplier Management. 4. Select the type of Supplier of interest. Click on to display options. All shows all types of Suppliers in TechMart Hosted shows Suppliers with an online catalog maintained within TechMart Punchout shows Suppliers that provide access to Caltech-specific web sites through TechMart Non-Catalog shows Suppliers in the Supplier Database, who have not provided catalog information through TechMart 5. Users can control the number of results that appear on a page by selecting from Page Size TechMart 24

25 6. returns the search results once the search criteria has been selected. TechMart 25

26 Search by Chemical Structure (Advanced) TechMart has the capability of searching by chemical structure. It requires the User to load the free ChemDraw plugin (one time only). This is a feature that is useful to a subset of TechMart Users. For training, contact TechMart Administrators Choose the tab 2. From Other Searches, select to open the ChemicalReSource window TechMart 26

27 Search Results Productive searching is an acquired skill. As the User learns how the search engines work, he/she can refine search parameters to return the most useful results. Search results returned within TechMart will only be for Hosted Catalogs, i.e. it can only display products that have been supplied to Caltech electronically. These products can be compared to similar products from other Hosted Catalogs. Search results returned via a Punchout will only be for that particular Punchout Catalog, i.e. it can only display its own products, not compare to others. Non-Catalog Suppliers have provided no data, so products from those suppliers will not be displayed in any of the product searches. After using one of the various search mechanisms, there will be a listing of the results matching your search criteria Suppliers with product(s) meeting the criteria selected, with the number of relevant items listed in parentheses are displayed in Suppliers with Matches list (scroll as needed). Click on the name of the Supplier to see their specific listing 2. Categories with product(s) meeting the criteria selected, with the number of relevant items listed in parentheses are displayed in Categories with Matches list. Click on the name of the Category to see items within that specific listing. 3. Search result information and options Results for: displays search criteria identifies the various flags used in the Supplier or Category fields (Suppliers determine what flags to assign to their products and might use different definitions, Caltech is currently using only some of this functionality) TechMart 27

28 By choosing from this drop down menu, the User can Multiple items on a single Search Results page can be added to the cart by clicking the Select checkbox next to the items and then clicking Add multiple items to Favorites by clicking the Select checkbox next to the items and then clicking Compare multiple items by clicking the Select checkbox next to the items and then clicking Add to Pending Cart/Requisition/PO allows you to page through listings when your search results are more than one page long 4. Search Results Fields Weight indicates relevancy to your original search terms Supplier company providing the specific product listed Category general category of the result item Catalog # Supplier catalog or SKU # Product Description Supplier description of the product UOM unit of measure Product Size additional measurement information, when applicable Price Institute pricing for the product Quantity number of units desired (defaults to 1) Add to Cart adds this specific line item to the cart in the quantity User has chosen Select a toggle function that selects items to be included in whatever action is chosen from drop down menu Bolded text provides a link to additional information, click to display. TechMart 28

29 Favorites Shopping using Favorites The Favorites function allows the User to quickly add frequently ordered items directly into a cart. The Add to Favorites option is available at several points during the search/order process. Using this function saves repetitive data entry on future orders. Use this to building your My Favorites list. To shop using a previously created list: 1. From the custom toolbar, select to open the search screens Select the tab to display Favorites screen 3. Select the folder needed. Click on to display options. My Favorites can be customized to create lists of most frequently ordered items Organization Favorites not currently used by Caltech 4. To select an item already on one of the Favorites Lists, simply highlight that item 5. Click. Note: if the quantity needs to be changed, it can be done in the cart TechMart 29

30 Managing Favorite Folders Active Folders From custom toolbar, select to open my favorites screen 2. Choose the tab to display the folders My Favorites any favorite items added by User My Forms any favorite forms added by User TechMart 30

31 Organization Favorites not currently being used by Caltech Organization Forms Non-catalog forms developed by Caltech 3. Clicking on the folder icon will open or close the folder 4. Items can be added to a cart from the Favorites list by clicking the 5. Click Note: quantities can be changed here before adding to cart 6. Non-catalog forms may be accessed from the Favorites function, as well as from the Search Tools, Forms tab. The display is controlled by the opening and closing of the folders. In the screen shot, the Organization Forms folder is open and displays all of the Non-catalog Forms folders. The Contract Agreements & Change Requests folder is open and displays all of the forms in that folder. 7. To access a Non-catalog form directly from Favorites, click to open folder, locate and click on form TechMart 31

32 Editing Folders 1 2 Legend 1. From custom toolbar, select to open my favorites screen 2. Choose the tab to display the folders 3. User can create multiple favorites folders, using the same principles as Windows folders. Use the on screen legend that displays to the left of the screen to use the Options available for each folder 3 This legend displays to the left of the screen to explain Options 3 TechMart 32

33 Fast Orders From custom toolbar, select 2. Select the tab to display the search screen 3. Enter a Catalog No. (SKU), check box Include similar terms, click to initiate search 4. Review search results to identify the correct item TechMart 33

34 5. Sometimes the results returned do not appear to match the SKU. In that case, click on the bolded Product Description to open the Product Details window. There will be additional information that will show why the product was displayed. In the example, it is because the Include similar terms box was checked and the manufacturer s part number includes the original search criteria. 6. If the search results return the requested item(s), mark the appropriate Select checkbox 7. Click to display drop down menu. Highlight the appropriate action and click 8. Step 7 can be repeated to take several actions on one search result, Add to Current Cart, and then Add to Favorites, etc. TechMart 34

35 Ordering Shopping Carts TechMart uses an electronic basket to hold items until the Requestor or Requisition Preparer instructs the system to Place the Order. At that point, a Requisition Number is assigned and it enters the procurement approval cycle. Carts can be initiated in multiple ways. Choosing or from one of the search result screens will initiate a cart. To begin the ordering process, the User must create a Requisition. Navigate to the Shopping Cart page. The cart can be accessed by selecting any one of the following: Click on Click on From custom toolbar, select Any one of the above actions opens the Shopping Cart screen From the Shopping Carts page, the User can manage the contents of the cart and create a Requisition. 1. Shopping Carts the options here are current, drafts, and new TechMart 35

36 2. Legend identifies items with special characteristics, such as Punchout product, Service Order, etc., Note: some icons are not used at Caltech 3. [Add Products] allows User to continue adding products from TechMart into shopping cart 4. [Save Updates] saves changes to cart, such as deleting line items, or changing quantities 5. [Review] provides User with an opportunity to review and/or make changes to entries 6. [Req Approvals] allows User to see the Requisition Approval flow for the specific Requisition. Note: this button is not activated until after the Review step. It is not required that the User use this step. However, if it is used, a Requisition Number is assigned. 7. [Place Order] this is the step that creates the Requisition and enters it into the appropriate Approval workflow 8. Cart Name allows User to assign a name to the Cart. This step is not required. 9. External Purchases this section shows the line item details including: Product Name supplier description of the product Supplier company providing the specific product listed Catalog # - supplier s catalog or SKU # Unit Price cost per unit Qty/UOM quantity/ Unit of Measure Extended Price total line item cost (cost per unit x quantity) Select to be used in conjunction with the drop down box to indicate action(s) such as Add to Favorites, or Remove Selected Items 10. [Save Updates] saves all changes to the cart TechMart 36

37 Creating a Requisition From a Non-Catalog Form TechMart is the official Requisitioning tool for the Institute. If the product or service needed is not available through one of the Catalog Suppliers, then the order is processed through TechMart using a Non-Catalog Form. There are multiple ways to determine whether or not a Supplier is a Catalog Supplier. Catalog Suppliers are posted on the Purchasing Services website Perform a from the option Requestor/Requisitioner may have prior knowledge Once it has been determined that the item is to be purchased from a Non-Catalog Supplier, navigate 1 1. From the custom toolbar, select to open the search screen 2 2. Choose the tab. This screen contains any forms the User may have saved in the My Forms folder and the folders with Caltech Non-Catalog Forms. Clicking on the folder icon will open or close the folder to display the underlying forms. Each folder contains forms for specific Order Types. 3. Open the appropriate folder to access the form needed, click on form to open - use to purchase miscellaneous goods TechMart 37

38 - used to request any change to any existing PO - used to initiate a new request for some type of construction - used only by LIGO personnel - used to initiate a new request for a subcontract - used to document a loan of equipment to Caltech - used to initiate a new request for a lease agreement - used to initiate a new request for a maintenance agreement - used to initiate a new request for a rental agreement - used to initiate a new request for consulting services - used to initiate a new request for a non-consulting service, such as a repair request for something not on a maintenance agreement - used to initiate a new request for temporary staff -used to process an Invoice Attached transaction - used to request a reimbursement for expenditure of personal funds, where original purchase would require a Requisition 4. Each form is in the same basic format designed to capture necessary information for the Order Type Supplier Info General Info Internal Info External Info 5. In Supplier Info section of the Non-Catalog form, click on to open a dialog box TechMart 38

39 Enter known information about Supplier, control the number of search results per page using, click on. The search will be on the entire Oracle Supplier database. Supplier Name is a required field. If the Supplier is new or the User would like the Purchasing Agent to make the selection, choose Unknown Supplier; or New Supplier (complete New Supplier Information in General Info section) 7. and click on, this will populate Supplier Name field 8. Complete General Info section as applicable. The Item Number is a required field and must contain a minimum of 3 characters. It is free-form and can be a combination of letters and text. On most forms, this field defaults to n/a to meet the requirement. To change highlight the text and type. If the field is blank, a 3 character entry must be made to avoid an error message. 9. Complete Internal Info section. This is where Note to Buyer and Attachments are recorded. Note: do not change the Order Type defaulted in. 10. Select one of the Available Actions using click on 11. Step 9 can be repeated to perform multiple actions for the same form 12. When ready to order, proceed to the Check Entry Process TechMart 39

40 From a Hosted or Punchout Catalog 1. Use one of the methods described in Shopping. Search o By Product Description o By Category o By Supplier o By Chemical Structure Favorites Fast Order 2. When ready to order, proceed to the Check Entry Process Mixed Carts TechMart has the capability to use multiple Suppliers in one Shopping Cart, much like you would shopping for various brands and placing them in one cart at the market. When the order is placed, separate Purchase Orders are sent to each Supplier. In TechMart, this term refers to mixing between Catalog and Non-Catalog items within the same Shopping Cart. In most cases, there is no problem with that either. However, there are four exceptions: Invoice Attached Reimbursement LIGO Research Subcontract This is because these four types of orders generate Purchase Orders, but are not routed to the Supplier. TechMart 40

41 Check Entry Process Preparing Cart for Submission All Requisitions are initiated from the Shopping Cart page, regardless of the method used to fill the cart. Navigate to the Shopping Cart page using or; or; General Internal Info Info for Supplier Information that is stored in the User s Profile, Custom Fields, Header (ext) tab is available to use on the Requisition Header. Anything designated as Default, will populate the appropriate field. This information can be changed by using the appropriate drop down menu. Check Header Information Check Requisition Header information, if it reflects the correct information for the current action, continue to Review Cart/Requisition Detail, if not the following changes may be made: General section 1. Change Priority as necessary using 2. Optional add a useful description in this free form field Internal Info section 3. Click on bolded text attach internal note to open dialog box, that allows for entry of a 1,000 character note for viewing within Caltech (in TechMart, will not flow to Oracle) 4. Click on to attach a document or link that will be available for viewing within Caltech (in TechMart, will not flow to Oracle) Info for Supplier section 5. Change Department Code as necessary using TechMart 41

42 6. If SOS Buyers are loaded in a User s profile with a default, that information will populate this field. It can be changed, or if there is no default, selected by using. 7. Change Requestor as necessary using 8. Click on bolded text attach note to all suppliers to open dialog box that allows for entry of a 1,000 character note. This is an External Note and is transmitted to the Supplier as part of PO. Note: if the shopping cart contains items from more than one Supplier, all will be able to see this note. If it is specific to one Supplier only, it is better to process the note at the line level, rather than the header. 9. Click on to attach a document or link to the Supplier. This is an External Attachment and transmitted to the Supplier as part of the PO. Note: if the shopping cart contains items from more than one Supplier, all will be able to see this document. If it is specific to one Supplier only, it is better to process the attachment at the line level, rather than the header. Note: When an External Note or Attachment is used, a link flows to Oracle. From the Oracle Header Attachments, the viewer is linked to TechMart, where the note or document can be seen Check Cart/Requisition Details Check the information in the shopping cart Optional add a useful name to the cart 2. Change Quantity as necessary by highlighting and typing correct number 3. On products from Punchout Catalogs, identified with icon, the quantity cannot be changed in TechMart. The item imports into TechMart and the only action that can be taken is to Select checkbox, access drop down menu using, highlight action, and press. To change quantities, User would need to Select, choose Remove Selected Items, and press Go. User must return to Punchout Catalog, make appropriate quantity choices and re-import into TechMart. TechMart 42

43 4. If ready to order, Select checkbox 5. Click on to recalculate. Note: it is recommended that User performs a Save Updates any time information is changed. 6. Click on review the Requisition (this step is required) TechMart 43

44 Review Requisition If all of most of the review steps were done during the Check Entry process, there should be very little to change here. This page displays each section of the Requisition and provides and opportunity for additional review and edits. From here, the User can 1. Choose to begin (required step) Header Information 2 2. Click on to open Header window to make changes 3. Details for all products opens Ship To Info Workspace TechMart 44

45 2. Change address as necessary using 3. Use the Select options as necessary,, or, or is a system set address and cannot be changed 7 7. Changes can be made to each of the other Review sections by following Steps 1 through 5 in the Details for all products instructions, by clicking on the appropriate section for edit - this is where you would add a Request Delivery date and select the shipping method from a list of values - this is where you would change the Tax Information from the default Taxable, indicate Equipment Screening Certification, or Work Order number - this is where you would indicate a split POETA - add note TechMart 45

46 Requisition Approvals One of the most exciting features of TechMart is the ability to route transactions for approval electronically. Procurement Services meets with all departments and divisions to explain the approval cycle and to allow campus to designate an approval path that is meaningful for the way they do business. Every Requisition placed must go through an approval workflow before Purchase Orders are generated and forwarded to Suppliers. At this stage of the Requisitioning process, this step allows the User to review the approval path and if available to choose from a list of approvers. It is not required and if not performed, the Requisition will enter the approval cycle with the Place the Order step. After the Review step: 1. Click on 2. The icon will change to and open the Requisition Approval Preview window Note: a Requisition number has been assigned 3. This Requestor has more than one Financial Approver available. At this point, the User can choose one of the other Approvers on the list and select TechMart 46

47 4. Click on to enter the Requisition Approval Cycle 5. The icon will change to 6 Place Order 6. The Requisition is now Completed. From here User can see: Requisition Number Requisition is pending approval Link to my requisitions page Print the requisition If there is no need to change or review the Requisition Approval Cycle, the User can proceed directly to Place Order from the Review step. The outcome will be the same as above. TechMart 47

48 Order Maintenance Tracking Requisitions Users can track Requisitions and view status and order history From the custom toolbar, choose 2. Click on to open Requisition folder A list of Requisitions to date will appear. The number of results can be controlled with a drop down menu, scroll to additional pages using, a legend appears to the left of the screen The search can be simplified by sorting the information in any column by clicking on the triangle under the column header, or TechMart 48

49 5 5. By limiting the search by using the Status drop down menu to choose parameters 6. To view the details of a Requisition, click on the bolded requisition number 8 7. Use the tabs to access various information about the Requisition 7 Provides the Header Information, the cart name, PO number, and basic information on the items ordered Provides line-item detail information on the Ship To and Bill To addresses, Supplier information, PO number, POETA, and internal information and status Gives a graphical representation of the workflow process Shows a chronological history of the actions taken on the Requisition. It includes the date and time, the User name, the action taken and the steps, as well as notes 8. Optional, from the Requisition detail, Tracking Purchase Orders The same types of searches can be done for Purchase Orders following the above basic steps TechMart 49

50 Accessing Order History There are two ways to navigate to the Order History section. 1 or Alternate 1 1. From custom toolbar, choose, click on bolded My Requisitions, click on Req Search or; From custom toolbar, choose, click on, click on Req Search 2 2. Be sure that the tab is selected TechMart 50

51 Enter the Requisition No., Supplier Name, or Catalog No. 4. Click If the Requisition No., Supplier Name, or Catalog No., are not known 5. Check the Filter box and go to lower part of screen Click on, choose filers for PR Status, Enter start date and end date, 7. click on TechMart 51

52 A list of Req Search Results is displayed 9. Click a bolded requisition number to see detail A Purchase Order Search can be conducted using the same steps as above, substituting the to open the Purchase Order Search screen. TechMart 52