Dell E-Commerce guide for Skyward Users 1
This document contains instructions on how to use the e-commerce application running on Skyward s Business Suite to purchase from your Dell Premier Page. E-Commerce works within the Skyward School Business Suite to provide a direct and secure connection for buying Dell products from your personalized online catalog. Requirements Skyward School Business Suite Installed February 2012 Skyward release Dell Premier Page E-Commerce login and password information Email request to oloyede_olumide@dell.com Subject: Enable Skyward-Dell Punchout Interface E-Commerce with Dell using Skyward 2
E-Commerce Process Flow E-Commerce with Dell using Skyward 3
E-Commerce Features and Benefits Online Catalog Pricing Premier Page displays current items and competitive pricing for your district. Access to promotions that are only available online. Faster turnaround Online approval processes the order faster. Final approvals automatically transmit the order online. Orders flow directly to Dell s system minutes after its placed online. Integrates with Skyward School Business Suite Works with your inventory, A/P, and budget software from Skyward. Uses the same secure login information. Access is controlled by Skyward security. Districts can setup and utilize the e-commerce features for free. Automated approval Process orders through established purchase order approval groups within the Skyward School Business Suite. A single, simple location to access and complete all requisition approvals. Easy purchasing interface Purchasing programs use familiar online store process. Easy access to your Dell Premier Page. Complete budget control Verify budget dollars prior to ordering. Items are only purchased after receiving final approval. Order Status The first e-mail (Order Acknowledgement) confirms the order has been placed online. The second e-mail (Order Confirmation) confirms the order is in the Dell Order Management System and assigns an order number and a projected ship date. The third e-mail (Ship Notification) offers detailed shipping information. Environmentally responsible Eliminate the use of paper purchase orders E-Commerce with Dell using Skyward 4
Create e-commerce Requisition Navigate to Financial Management/Purchasing/Requisitions to start a new e-commerce/online requisition E-Commerce with Dell using Skyward 5
Create e-commerce Requisition Click the Add from Online Catalog button to start an e-commerce/online requisition. If the Add button is used, a regular requisition will be started. A regular requisition cannot be converted to e-commerce later A window will open, and the list of online catalogs will be displayed. Click Dell. E-Commerce with Dell using Skyward 6
Create e-commerce Requisition Fill out the information as needed. a) Note: The vendor is pre-populated from the e-commerce set up screen. b) The batch number and vendor are not editable. c) Click the Save and Add Detail button. E-Commerce with Dell using Skyward 7
Premier Page 1. Systems Catalog Your Systems Catalog gives you access to the complete line of Dell branded products. Your Systems Catalog can also be customized to display only the products relevant to your organization. You may configure the available options for any product according to your needs. To access your Systems Catalog, click on the category named Shop and click on the Systems link within the secondary navigation below. 2. Standard Configurations PremierConnect allows your organization to define standard system configurations and user-selectable configuration options such as upgrades and downgrades for each system. These configurations may be grouped according to category labels you specify with your Dell Account Team to guide users to the systems designed for their job function. To access your Standard Configurations, click on the category named Shop and click on the Standard Configurations link within the secondary navigation below. 3. Software & Peripherals Over 85,000 software and peripheral products from 700 manufacturers are available within your Premier Page. Enter your item within the search box to narrow your selection or click on the category picture to view a wide range of similar products within that particular category. To access your Software & Peripherals catalog, click on the category named Shop and click on the Software Peripherals link within the secondary navigation. E-Commerce with Dell using Skyward 8
Create Order Requisition As you shop for Standard configurations, Systems, or Software & Peripheral items, simply click on Add to Cart for each item you would like to purchase. Once you have added all your items to your cart, you have the option to Create Order Requisition or Save as E-quote. An E-Quote can be retrieved by the individual user who saved it or by an authorized E-Quote Shopper or Buyer. E-Commerce with Dell using Skyward 9
Complete Order Requisition process Shipping - Select Shipping & Handling Method*, Tax Exempt Status, and Trade Compliance. Payment - Enter your Purchase Order, Card Information, or Lease information if required. *This may be pre-populated and not required. Verify & Submit Order Requisition - Review your Order Requisition details and edit if necessary. a) Click Submit Order Requisition to complete the Order Requisition process. b) An Order Request will be sent back Skyward for approval. c) Prior to placing your Order Requisition, from within the View/Print Cart feature, you can print a copy of the Order Summary or Order Details. E-Commerce with Dell using Skyward 10
Requisition Detail Line Items The Web Requisition screen is displayed with the detail lines populated with the data catalog code, description, quantity, unit of measure and unit cost is already entered. E-Commerce with Dell using Skyward 11
Requisition Detail Line Items (continued) From this screen, you may Add Requisition Accounts, Save and Finish Later, Edit or Add more items from the website, Edit Master, or add Notes. *Notes indicate there is already a note on this requisition. These notes cannot be transmitted on the electronic PO These notes are internal notes only. These notes can be marked protected and no one else can see them. To proceed with the requisition, account numbers must be entered. Click Add Requisition Accounts If the requisition is completed, click the Submit for Approval button. If more information is needed, click the Save and Finish Later to put the Requisition in WIP status. When the Save and Finish Later button is clicked, the requisition stays in WIP status. When Submit for Approval is clicked, the requisition moves to WFH status and is assigned a valid Purchase Order Number. E-Commerce with Dell using Skyward 12
Send the e-commerce Purchase Order to Dell 1. Once approvals have been completed, and the Requisition is a Purchase Order, it will need to be sent electronically to Dell. 2. Click the E-Commerce Ordering button under Financial Management/Purchasing to begin the process of ordering the online requisition E-Commerce with Dell using Skyward 13
Select the unordered PO and click Order Click the Start Order button to start the order. A confirmation message will appear, click OK to continue E-Commerce with Dell using Skyward 14
While the orders are being processed, there are visual keys to show the status. Wait until the process is complete. Status shows Processing Current Process shows Waiting for Vendor Response After the processing is complete, click Close when Finished Status shows Ordered Date and Time Sent/Received are populated Current Process shows Done E-Commerce with Dell using Skyward 15
Order Status e-mails 1 An 2 3 Order Acknowledgement e-mail notifying you that your order has been received by Dell. A subsequent Order Confirmation e-mail that includes Dell order number and projected ship date. A Ship Notification e-mail with detailed shipping information that informs you the order has shipped. E-Commerce with Dell using Skyward 16
Frequently asked questions What do I do if I cannot find the desired products in the Dell catalog? Call your Sales Team to request additional published products. Can I cancel an Order Requisition? You do not need to cancel; Order Requisitions automatically expire after 60 days. Can I split a B2B Cart? Yes. Splitting the B2B Cart/Purchase Order is allowed. Can I combine two or more Order Requisitions in the same purchase order? Yes. You can provide both of the B2B Cart IDs in one purchase order. Can I submit attachments in the purchase order? No. External documents cannot be attached to POs. Can I electronically cancel or change the purchase order? No. Electronic change orders and cancellations are not possible. Your products are immediately placed into production upon receipt of your electronic purchase order. Please contact your Sales Team right away for any changes or cancellations to your purchase order. E-Commerce with Dell using Skyward 17
Frequently asked questions Where in the PO creation process can I change the product quantity? In the B2B Cart, during the Order Requisition creation, and in your procurement system after the Order Requisition has been created (if your procurement system supports this capability). Can I use the same Purchase Order number if the products to be ordered are the same? No. To avoid duplicated orders, the PO number needs to be unique each time you create a purchase order. Can I create multiple purchase orders using the same B2B Cart? Yes, provided that you do it within the 60-day time frame that the B2B Cart is valid AND use a unique purchase order number. E-Commerce with Dell using Skyward 18