Reference Guide Create a Shopping Cart to increase funds on a Purchase Order From time to time you may be asked to create a shopping cart because you are the goods recipient of a purchase order where the funds have been exhausted (all of the money has been spent against the original requirement). In most cases this will be triggered because an invoice has been received and there are insufficient funds on the purchase order to pay it. The process for adding funds to a purchase order is that a shopping cart is created by the requestor/ goods recipient which, when approved is linked to the purchase order which has run out of funds by procurement. This reference guide will provide you with the steps to creating a shopping cart and providing the key information to ensure the smooth transition of the funds to the purchase order. Mysap can be accessed via the link on Infonet UK portal. At the top of the screen click on Purchasing Self-Service. From the menu on the left hand side click Go Shopping, then Shop. Note: You must ensure that your defaults, i.e. Delivery address details and Cost Assignments are complete before continuing with this quick guide. Once the default settings have been set you are ready to order a free text shopping cart. The options available are: Old Purchase Orders and templates: Display shopping carts you have previously created Internal Goods/Services: DODS users only Hubwoo: Externally hosted catalogue Click on Describe Requirement - 1 -
On this screen you will need to enter your description of goods or services (max 40 characters), quantity and price. Within the internal note box you should enter as much information as possible e.g. Purchase Order number for which funds need to be added Vendor number, name and address Contract number VAT rate (if non-standard) Any other instructions for Procurement (i.e. hide qty & price, currency other than GBP) The currency can be changed (if requireed) by selecting the drop down arrow and... (3 dots). You will now need to enter the Product Category; you can search by using the drop down arrow and selecting the... (3 dots). Note: If you are unsure of the correct Product Category, the Product Category Search Tool which is available on the Self Service Centre, must be used to ensure the correct code is used. Type a keyword into the Category/Description field, using * as the wildcard. In this example we have entered *consult* in the category description box. Then click on the Start button. - 2 -
When the search is complete, the available selections will be listed underneath the search criteria. Click on the Category Description to select for the shopping cart. You can now enter the date your goods/services are Required on. This is normally the date the services are expected to be completed. - 3 -
Note: If the Required on field is not set to a date in the future, goods receipt messages will be generated in the system automatically and the non-receipt escalated. Once all the data is populated click Add to Shopping Cart No errors are shown as the default settings were added at the start. If errors are displayed, see earlier section common system errors and how to resolve. Additional text can be added which will appear on the purchase order in addition to the product description which has a maximum of 40 characters. To add additional information to the shopping cart click on the Magnifying Glass. The screen will now show five sections of data that can be expanded by clicking on them to view/add/change information. Note, changing information in your shopping cart may lead to error messages. - 4 -
Click Documents and Attachments. The Internal Note added at the first screen is visible. Click Vendor Text and add text to the text box remember this text will be visible to the supplier. Any information that is to remain internal should be entered into Internal Note. Once added the details of the shopping cart are shown as below. Documents can also be added by clicking the Once you have located and selected your document click OK. box. This will show a browse box. - 5 -
Important Note: All purchase orders are sent to the supplier unless specified in the Internal Notes. Where the purchase order is sent via email, any attachments will also be sent on the same email. If an attached document needs to remain internal ensure the Inter. Box is ticked. Click on Sources of Supply / Service Agents to select your preferred vendor. If the vendor number is known it can be input to the Preferred Vendor field. If the vendor number is not known, click to search for your preferred vendor. Type part of the vendor name into the Name 1/last name box, using the * as the wildcard will search everything with your criteria in the title, and then select the start button at the bottom of the page. In this example we have entered *civil*. The vendor(s) found are displayed at the bottom of the screen. You can now select your required vendor by clicking on the BP Number (Vendor No). Note, where there are multiple addresses please ensure you select the correct vendor as mistakes may be difficult to resolve later. - 6 -
Once of the details have been entered, click on the Continue button. Once the shopping cart has been transferred, you can rename the shopping cart. The name should indicate the content/s of the cart. Naming of your cart is for your reference only. Notes for Approval should contain information to help the manager approve the shopping cart Clicking on Approval Preview will show the approval hierarchy for the shopping cart. - 7 -
General notes regarding approval Approval will follow your same PSS shopping cart hierarchy, always going to your line manager, and then escalating to the appropriate manager with the correct DoA limit. Please note the value of some orders could be significantly higher than a typical purchase, the shopping cart could escalate high-up the organisational structure for approval. You can now send your order for approval by clicking on the Order button. The Hold button will put the shopping cart on hold. This is essential if you get interrupted during this process. When a shopping cart is on hold, it will store under the Order Status within the Detailed Navigation menu. - 8 -