CatBuy Preparer Training Course

Transcription

1 CatBuy Preparer Training Course Section I UC Merced 5200 N. Lake Road Merced, CA Please retain and keep available for your reference. CatBuy Training Course

2 Section I Introduction to CatBuy I. Introduction and System Overview A. E-Commerce Overview B. CatBuy System C. Basic Web Screens II. Overview of CatBuy On Line Training A. Overview of CatBuy B. Browsing The Catalog C. Searching The Catalog D. Updating Your User Profile E. Creating A Catalog Order F. Creating A Special Request G. Creating A Procurement Card Order H. Checking Order Status I. Creating A Supplier Site Order J. CatBuy Workflow K. Queue Processing 2 CatBuy Training Course

3 Section I Introduction to CatBuy [Continued] III. Page Using the CatBuy System A. Logging on to CatBuy Workshop 1 6 CatBuy Home Page B. CatBuy Home Page C. CatBuy Account Status D. CatBuy Menus E. CatBuy Reference Manual F. CatBuy How To Documents IV. Introduction to the CatBuy Catalog Shopping A. CatBuy Features B. CatBuy Information C. My Account Profile / Ship To Default Values Favorite FAUs [Full Accounting Units] Workshop 2 17 My Account 3 CatBuy Training Course

4 Workshop Format All workshops have the following basic format: General information and instructions for the workshops are contained in paragraphs such as this one and in bulleted paragraphs. Bulleted paragraphs usually provide: Examples or - Alternatives Headings are used to orient you to CatBuy screens or process names. Workshop Instructions 1. Instructions for selecting icons and buttons or entering data are contained in numbered paragraphs. 2. Data input will be indicated with CatBuy screen images. 4 CatBuy Training Course

5 The workshops are designed to help you become more comfortable using CatBuy. As with all systems, you will need to use the system in your office to build experience and confidence. NOTE: Special notes about the process, messages on the screen or other important points are contained in an indented note paragraph such as this. HINT: Hints or reminders are contained in indented, italicized paragraphs. 5 CatBuy Training Course

6 Workshop 1 CatBuy Home Page In this workshop, you will Practice logging on to the CatBuy system Select CatBuy web screens News and Announcements At the completion of this workshop, you will have a basic understanding of the CatBuy system and be ready to begin entering data in succeeding workshops. Logging On 1. Double click on the Internet icon 2. Type the web address lab.bruinbuy.ucla.edu (without www. ) (this is the training site not the live site ) 3. Press Enter or Click on Go 6 CatBuy Training Course

7 The CatBuy Log In Web Page will appear. News and Announcements will appear near the top of the CatBuy Log In web page. 4. Type in your OASIS LogIn in the User Name field 5. Tab or click with the mouse to the Password field 6. Type in your OASIS Password in the Password field 7. Press Enter or Click on Sign In Now 7 CatBuy Training Course

8 Navigation The CatBuy Home Page displays all of the options available to you. Each section represents various operations related to the CatBuy system that is granted to you individually. Account Status The first section on the CatBuy Home Page is the Account Status which includes your Logon ID, Name, Organization, Open Shopping Carts, Suspended Transactions, Open Queue Items, Open H and I and CatBuy User Guide. We will learn more about the Account Status items later. 8 CatBuy Training Course

9 8. Click on the Organization Drop Down Icon The current option CatBuy - displays. Using CatBuy Help 9. Click on BruinBuy User Guide The BruinBuy Reference Manual web site appears 10. Close the BruinBuy Reference Manual window 9 CatBuy Training Course

10 CatBuy How To Documents 11. Click on BruinBuy How To Documents The BruinBuy How To Documents web page appears 12. Close the BruinBuy How To Documents window 13. Click on the Catalog Orders link 10 CatBuy Training Course

11 Menu Bar Menus serve as a guide through the CatBuy system. They direct users from general functions to more specific functions. In CatBuy, there are six [6] menus in the Menu Bar. They include Home, Orders, Suppliers and Catalogs, Queries and Reports, My Account and Log Off. These six menus provide access to all functions in CatBuy. To select an option from any menu or section, position the cursor on the desired menu item and click. The Orders Menu The Orders Menus contains three [3] sections which include Create, Pending, and Actions. These three sections provide access to all Order Processing functions in CatBuy. The Create section contains the Catalog Orders, Supplier Site Orders, Special Request Orders, Procurement Card, Single Line Order Entry, Change Order, From Favorite Items and From Templates options. 11 CatBuy Training Course

12 The Pending section contains Open Shopping Carts, Suspended Transactions and Queue Process. The Actions section contains All Orders, My Orders, CatBuy Orders and Existing Shopping Carts. The Actions section can be utilized to check Order Status, Fax, create Change Orders, Receiving and Cancel Orders. The Suppliers and Catalogs Menu The Suppliers and Catalogs Menu contains New Vendor Setup Request, Vendor Lookup, Catalog Summary and Catalog Suppliers. Catalog Update Information, Supplier Contact and Supplier News will be available in the near future. 14. Select Catalog Suppliers from the Suppliers and Catalogs menu The BruinBuy Supplier Index web page is displayed. 12 CatBuy Training Course

13 15. Close the CatBuy Suppliers Index 13 CatBuy Training Course

14 The Queries and Reports Menu The Queries and Reports Menu contains Queries, Web Reports, Orders and Vendors/Invoices. 16. Click on Queries 14 CatBuy Training Course

15 The My Account Menu The My Account Menu contains Profile, Default Values, Ship To Preferences, Favorite FAUs, Favorite Items, My Orders and Shipping Address Book. 15 CatBuy Training Course

16 CatBuy News The News and Announcements section has been repositioned to the bottom of the web page. CatBuy News is reserved for future announcements, bulletins, items of interest and news associated with the CatBuy system. Congratulations! You have completed Workshop 1! 16 CatBuy Training Course

17 Workshop 2 My Account In this workshop you will learn how to use the My Account section to set up your Profile/Ship To, Default Values and Favorite FAUs. You have a special CatBuy profile that retains your default shipping address, address and contact information. We are going to set up your profile, default values, ship to preferences and favorite FAUs prior to the creation of CatBuy shopping carts. Profile From the My Account section 1. Click on Profile / Ship To The Profile / Ship To web page appears with your User LogOn ID indicated near the top. We will use the Profile section to store your telephone number, fax number, department number and name, address and Display Page After Submit options. We will use the Ship To section to store your default delivery information. 17 CatBuy Training Course

18 2. Enter your Profile information Note: Enter your full telephone number and fax number with area code. 3. Select your Display Page After Submit option 4. Select the My Orders option 5. Click on the Search icon for the Ship To Address 18 CatBuy Training Course

19 Ship To Address Search The Ship To Address Search web page appears. You may narrow down the search by entering in Department Code or Ship To Codes in the Search Ship To field. You also have the option of entering a partial or full address in the Search Ship To Address field. The fields which appear on this web page are Ship To, Contact Name, Address, City, State and Zip. Pagination buttons appear at the top and at the bottom of the Results. 6. Enter your Department Code in the Search Ship To field 7. Click on the Search button 19 CatBuy Training Course

20 The Ship To Address data that matched the criteria that was entered in will now appear. 8. Locate the appropriate Ship To information 9. Click anywhere on the line to select your Ship To information 10. Click on the Save button Note: For more information regarding adding, revising or updating Ship To Addresses please refer to Chapter 18, Ship To Addresses in the CatBuy Reference Manual. 11. Click on Default Values 20 CatBuy Training Course

21 Defaults Values The Default Values web page appears which include Department Code, Class Of Order, PAN Subject, Requester, Requester Phone, Department Contact Login, Department Contact Phone, Receiving Required, Documentation to Accounts Payable, Override Reason, Line Code, Description On Check, State Code, Tax Rate, Exempt Reason, Tax Code and the FAU [Location, Account Number, Cost Center, Fund, Project and Sub]. 12. Enter in your Defaults Values This information will be stored in CatBuy and each time you create an order the default information will display as part of the UC Details. 21 CatBuy Training Course

22 Classes of Orders The following Classes of Orders can be created in CatBuy. A D F I J M N R T U X Agreement Releases [Departmental and Systemwide Blankets] Onetime Repair CatBuy Catalog Contract Releases [Departmental and Systemwide Blankets] CatBuy Supplier Site Orders Blanket Requisitions Educational Media CatBuy LVO Requisition Travel CatBuy Catalog Non Contract Releases Special Items Defaults Value Options There are two sections displayed. Each section has two [2] options for processing items selected for your shopping carts. The two [2] options available are Display this section for every item. Display this section only when sub object changes 13. Select the Display this section only when Sub Object changes button The second section contains the remaining line item details. The two [2] options available are Display this section for every item. Display this section only when the vendor changes Any changes or additions to the items contained in this section of the shopping cart details will result in a new CatBuy Order Number. 14. Select the Display this section only when the vendor changes button 15. Click on Save 22 CatBuy Training Course

23 Favorite FAUs We will now enter Favorite FAUs 16. Click on Favorite FAUs The Favorite FAUs web page appears. 17. Enter 4 in the Loc field 18. Enter in valid FAUs Hint: Always verify the FAU prior to entering them in as User Defaults. The CatBuy system will verify this data against the FS Account/ Fund Tables when you click on Save. 19. Click on Sub Object Search icon adjacent to the Object field Sub Object Search 23 CatBuy Training Course

24 The Sub Object Search web page appears which includes Sub, Object and Description. 24 CatBuy Training Course

25 The most common Operating Sub Accounts are Sub 00 Sub 01 Sub 02 Sub 03 Sub 04 Sub 05 Sub 06 Sub 07 Sub 08 Sub 09 Academic Staff Career Staff General Assistance Supplies and Expenses Equipment and Facilities Special Items Employee Benefits Special Items Unallocated Recharges 20. Enter 03 in the Sub field 21. Enter Office Supplies in the Description field 22. Click on Search 25 CatBuy Training Course

26 23. Select the Object Code 4700 More information regarding object codes is available online in the General Accounting section of the Campus Services portal or at Merced.edu. 23. Click on Save 24. Click on the Verify FAU icon in the Actions field 25. Verify the FAU Validation Successful message 26. Click on OK 27. Click on Save Note: You may save up to a maximum of eighty [80] FAUs in your Favorite FAUs. The Delete icon will allow you to remove FAUs from your FAU Favorites list as required. The Pagination buttons will allow you to navigate through the FAU Favorites list. Congratulations! You have completed Workshop 2! 26 CatBuy Training Course