Create a New Shopping Cart Using Shop One Screen

Transcription

1 How to Create a New Shopping Cart Using Shop One Screen The following step-by-step instructions will walk you through the process of creating a new Shopping Cart order, formerly a Requisition in the MSAF Purchasing System, using the Shop (One Screen). Log in to the Employee Portal to access ERP on the ERP tab (all employees with access to SAP will see the ERP tab) The Universal Worklist page will open. The tabs and functions will display according to your role within SAP. on the Procurement tab From the Procurement page, on the word Shop or on the icon to open the Shop options Page 1 July 2010

2 From the Finance page, on Shop (One Screen) option The Shop (One Screen) page will display. Note: The Shop (Wizard) is another way to create Shopping Cart orders. The Shop (Wizard) is a three-step process that works best when ordering goods with different account structures or when ordering one item. The benefit of using the Shop (One Screen) is that you can set a default funding structure for your Shopping Cart order. Page 2 July 2010

3 The Shop (One Screen) consists of four sections: Default Settings for Items, Add Items, Items in Shopping Cart, and Additional Specifications. These sections can be expanded, as in the sample below, or collapsed, shown at the bottom of the page. [Expand format is the default setting.] [Each section is explained starting on page 4.] Expanded Shop One Screen Click on Display Details for the item to view/edit the default settings. Click on a catalog to display categories for that catalog. Click to collapse the section. Use Describe Requirement for goods not found in the catalogs. Name of Shopping Cart defaults to your employee number, date, and time. It should be changed to signify what the Shopping Cart is for. Collapsed Shop One Screen Click to expand the section Page 3 July 2010

4 Set Default Settings for Items Important Set Account Assignment information before adding items to the Shopping Cart. This will allow you to use same account structure for different items. From the Shop page, in the section Default Settings for Items, on Display Details for the Cost Assignment item The Cost Assignment, Account Assignment Overview will display. on the Details icon, under the Action column The Account Assignment Item Details 1 will display. Page 4 July 2010

5 Enter the account structure to be used for this Shopping Cart. [See the table below for new account structure configuration.] The G/L Account (Object) will be automatically updated at the time the items are added to the Shopping Cart. Type the fund Type the functional area (Program and Function) (ex ) You may close the Cost Assignment section by clicking on the Items section. or scroll down to the Add MSAF SAP CHANGES Fund Fund Drop first 0 and add three 0 at the end Object G/L Account Add two 0 at the end Location Cost Center Add a 1 in the beginning and two 0 at the end Program Functional Area Add four 0 at the end Function Functional Area Add two 0 at the end Page 5 July 2010

6 Add Items On the Add Items section, on the desired catalog (ex. M-DCPS CATALOG) The list of categories will display. Scroll down to view all the categories. Click on a category to view the subcategories to find the product you are looking for. on the desired category (ex. OFFICE SUPPLIES, GENERAL) The items overview screen will display. Page 6 July 2010

7 Select the item(s) from the list or do a search to locate an item. Use a wildcard (*) asterisk (ex. *furniture*) to locate a specific item when doing a search. Click on the item description to show details for that item. Click to display rows per page. Type the page number or click on next page. Click on the link to go back to previous screen. Scroll to view other items on the page. Type the quantity the add items to shopping cart icon, in the action column You may also select the item by clicking on the blue box and click on the Add to Shopping Cart button. [See sample below.] Items will be added to your Shopping Cart. Page 7 July 2010

8 Items in Shopping Cart When finished adding items to the Shopping Cart, scroll down to the Items in Shopping Cart section. Click on the expand icon to open the section. Set the Required on date to four weeks from the date you are creating the Shopping Cart. This time period will allow enough time for processing the order, in case additional time is needed. The Required on date is not the ship date, delivery date, and/or received date. on the calendar icon in the Required on column Select the date (four weeks) Additional Specifications By default, your employee number, date, and time displays as the Name of Shopping Cart. It should be changed to signify what the Shopping Cart is for. Delete the original name and enter a new name. Type Type the new shopping cart name notes in the Notes for Approval field In the Approval Preview, you can see who is responsible for approving the shopping cart. You can also add new approvers here. the Approval Preview The list of approver(s) will display. Page 8 July 2010

9 To add additional reviewer(s) and/or approver(s), on the Add Approver Two New Approval lines will display on the Approval Status list. One line before the original approver and one after. on Add Here, on the Approver column, where you want to add the new approver The Add Approver search function will display. Type the employee number or the name to do a search. Type the employee number in the Approver field Find Transfer If you do not know the approver s employee number, Type Select the employee s last name to do a search Find the desired name from the search result list Transfer The new approver will be added to the Approved Status list. Page 9 July 2010

10 Before ordering the Shopping Cart, check for errors. on Check Correct any errors if necessary. Errors and warnings display at the top of the page. If no errors were found, the message Shopping Cart has no errors and can be ordered will display. Order The Action Performed Successfully page will display. The Shopping Cart name and number will display on the page. You can now print the Shopping Cart, display additional information, using the Check Status function. You can display whether the Shopping Cart has been approved or whether a purchase order has already been created. Page 10 July 2010

11 Logging Off It is important to log off from SAP and any other system application when you are done, to prevent access by others. on the Log Off link, on the upper right of the page From the ERP Portal, on the Logout, on the upper right of the page on the to close the page Whom to Contact for Assistance For questions or comments, please complete a Self Service Incident at: Page 11 July 2010