Shopping Cart Creator Supplemental Course - South Carolina

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Shopping Cart SRM200iProcurementSCEIS REQUISITIONING,PURCHASING, AND RECEIVINGGOODS AND SERVICESSUPPLEMENTAL COURSESRM200iEnd User TrainingColumbia, SCSRM 7.2 UpgradeVersion 2 – October 16, 2013Welcome and IntroductionsWelcome to SCEIS SRM 200i, Shopping CartIntroductionsSign-in sheetRestroomsBreaksParking lot2September, 20131

Shopping Cart SRM200iProcurementClassroom LogisticsClassroom etiquette– Cell phones off/silenced– No side conversationsFeel free to ask questionsNo email or internet usage during class exceptat breaks3Course AgendaLesson 1: Key Terms and Concepts– Supplier Relationship Management (SRM) 7.2– Shopping Cart– Shopping Cart Creator– Shopping Cart Approver– Documents in SRM– Workflow– Personalized Object Work List “Check Status”– Budget check– Enterprise Core Component (ECC) (Goods Receipt/MIGO)September, 201342

Shopping Cart SRM200iProcurementCourse AgendaLesson 2: How to Create a Shopping Cart– Access Shopping Cart Options– Shopping Cart Options NIGP Search Contract Search Punch-out Catalog Old Shopping Carts and Templates Internal Goods/Services (inventory agencies only)5Course AgendaLesson 3: ExercisesLesson 4: Best Practices and TipsLesson 5: Course SummaryLesson 6: Link to and List of uPerformsBusiness Process Procedures Related to thisPresentation6September, 20133

Shopping Cart SRM200iProcurementCourse Learning ObjectivesUpon completion of this course, you should beable to:Describe the goods and services requisitioningprocesses in the Supplier Relationship Management(SRM) system.– Define key terms and concepts.– Create a shopping cart for different types ofgoods/services in SRM.– Understand how to “look-up” the status of a ShoppingCart.–7Course Learning Objectives con’tUpon completion of this course, you should beable to:Manage a Rejected Shopping Cart– Add and Replace an Approver– Access resources for ongoing learning and practicing ofShopping Cart functionality (uPerforms)–8September, 20134

Shopping Cart SRM200iProcurementLESSON 1: KEY TERMS ANDCONCEPTSLesson 1 Learning ObjectivesUpon completion of this lesson, you should be able to:– Describe key terms and concepts related to theprocurement process.– Understand the procurement process in SCEIS SRM.10September, 20135

Shopping Cart SRM200iProcurementSRM Key Terms and ConceptsSupplier RelationshipManagement (SRM)An SAP module that facilitates the full cycle ofprocurement processes within agencies, andbetween agencies and suppliers.Shopping CartA tool in SRM used to enter a request for aproduct or service. When an end-user has a needfor a good or service, a Shopping Cart is createdin SRM to begin the procurement process.Shopping cart creators can use any one of anumber of the search options to select goods orservices for a shopping cart: Contract Search,NIGP Search, Punch-out Catalog Search, copypreviously created shopping carts or templates, orsearch for Internal Goods/Services (inventoryagencies only).Shopping Cart CreatorAn end-user who has been allowed access by hisor her agency to create a shopping cart.11SRM Key Terms and ConceptsShopping Cart An end-user authorized by your agency to approveApprovershopping carts.Documents inSRMA record of a transaction in SCEIS. Each document isassigned a unique identifying number.The document number for a “Saved” or “Ordered”shopping cart begins with the number 2000, followed bysix unique digits, as in 2000XXXXXX (a ten-digit number).WorkflowThe automated approval process in the shopping cart, caninclude hierarchical approval, shopping limits (output limits)and dollar limits (approval limits) predefined by the agency.PersonalizedObject WorkList (POWL)“CheckStatus”A new feature in SRM 7.2, the POWL serves as homebase for SRM users. It contains Active Queries, QuickCriteria Maintenance and document history allowingusers to view detailed information about a shopping cartat a glance and “check status” of a shopping cart.12September, 20136

Shopping Cart SRM200iProcurementSRM Key Terms and ConceptsBudget CheckThe shopping cart checks the budget at each step ofthe process. Once the account assignment is enteredin the shopping cart, the system runs a check todetermine if there are funds available. If funds are notavailable, or if the account assignment information isentered incorrectly, the end-user will receive systemgenerated error messages commonly known as “redhard-stop messages.”Enterprise CoreComponent (ECC)(GoodsReceipt/MIGO)ECC is the core of SCEIS where master data isstored.The Goods Receipt Transaction (MIGO) is performedin ECC by end-users who have been authorized bytheir agencies to perform the task of receiving goodsin SCEIS.13Goods Receipt (MIGO) AdditionalInformationThe Goods Receipt (MIGO) transaction code will be accessedthrough SRM.This transaction will be used by the goods receiver to receive goodsin ECC. A goods receipt will let the finance department know that theitem has been delivered. Once a goods receipt has been completedand an invoice has been received, payment can be made.A uPerform Business Process Procedure (BPP) is available toprovide step-by-step instructions on how to complete thetransaction.September, 2013147

Shopping Cart SRM200iProcurementFull Procurement Process Flow inSCEIS1.CreateShopping Cart(SRM)2.ApproveShopping Cart(SRM)3a.CreatePurchaseOrder ateContract or PO(SRM)4.Create GoodsReceipt(ECC)15Lesson 1 SummaryYou should now be able to:– Understand the key terms and concepts of theSRM Shopping Cart.– Describe the process flow of procurement andrelevant SAP modules.16September, 20138

Shopping Cart SRM200iProcurementLESSON 2: HOW TO CREATE ASHOPPING CARTLesson 2 Learning ObjectivesLearn the steps to create a shopping cart (shop in 3steps).Understand different options to select goods/servicesfor creation of a shopping cart: Contract Search, NIGPSearch, Punch-out Catalog Search, Old ShoppingCarts and Templates, or search for InternalGoods/Services (inventory agencies only).Detail processes for:––––How to find and check the status of a shopping cart.How to copy an existing shopping cart.How to manage a rejected shopping cart.How to add and replace an approver.18September, 20139

Shopping Cart SRM200iProcurementLog-on1. Go to SCEIS.SC.GOV from your browser.2. Click on “SCEIS Login” button.3. Click on the “Supplier-Relationship Management” link.19Log-on20September, 201310

Shopping Cart SRM200iProcurementShopping Cart Creator SRM FoldersAfter logging into SRM, folders will appear at the top ofthe screen.The number and name of the folders will depend on thesecurity roles you have been assigned by your agency.The shopping cart creators who only have the shoppingcart role will see three folders: Home, Employee SelfServices and Goods Receipt (MIGO).21SRM Employee Self-ServicesFolderThe process to request goods/services in SRM beginsby clicking on the Employee Self-Services folder.22September, 201311

Shopping Cart SRM200iProcurementEmployee Self-ServicesFolder OptionsShop: Create a new shopping cart.Advanced Search: Search for an existing shoppingcart by using specific search criteria such asshopping cart number, purchase order number,timeframe, etc.23Shop24September, 201312

Shopping Cart SRM200iProcurementSteps to Create a Shopping Cart inSRM 7.2Step 1 Select Goods/ Service: Choose the goods or services thatyou need to procure with the shopping cart you are creating.Step 2 Shopping Cart: Fill in required information: basic line-itemdata, account assignment (financial information), documents thatneed to be attached, ship-to/delivery address (review and edit ifneeded) and the source of supply “Preferred Supplier”, if relevant.Step 3 Complete and Order: Enter the name of the shopping cart,then order. The shopping cart is then sent through workflow to theassigned approver(s).25Step 1: Select Goods/ServicesThere are 5 options you can use to select goods andservices in SRM:NIGP SearchContract SearchPunch-out Catalogues (listed by vendor name)Old Shopping Carts and TemplatesInternal Goods/Services (inventory agencies only)26September, 201313

Shopping Cart SRM200iProcurementShopping Cart Option DefinitionsNIGP SearchGives you the option to search for thegoods or services needed by using eitherthe commodity/services keyword or theNIGP code.Contract SearchAllows you to search by contract numberor by the name of the good or service youwish to purchase. This option is thesystem default .Punch-out Catalogs (listed byvendor name)The catalogues contain statewide contractitems that are maintained by vendors.Punch-out Catalogs are located on the“Shop” screen in SRM 7.2.Old Shopping Carts andTemplateThis feature is used to copy an existingshopping cart.Internal Goods/Services(inventory agencies only)Inventory agencies use this option toorder goods from their warehouse forconsumption.27Step 2:Shopping Cart Detail InformationSCEIS takes the data collected in Step 1 (Select Goods/Services)and brings over the Description and the Supplier (ContractSearch) into the line item of the shopping cart.SRM 7.2 New Feature:Taxes are calculatedin the shopping cart.28September, 201314

Shopping Cart SRM200iProcurementStep 2:Shopping Cart Detail InformationThe following details are included in the tab strip areaof the shopping cart:––––––Item DataAccount AssignmentNotes and AttachmentsDelivery Address/Performance LocationSources of Supply/Service AgentsApproval Process Overview29Step 2: Item DataItem Data:Data specific to the item being orderedThe description, quantity, required on date and price canbe adjustedProduct Category/NIGP Code can not be changed inShopping Cart once “Punch-out to SRM” has beenselectedSeptember, 20133015

Shopping Cart SRM200iProcurementStep 2:Account AssignmentAccount assignmenttab as it appearswhen opened.Account Assignmenttab with AccountAssignment dropdown list expanded.Note: Selecting the “Unknown” Account Assignment Category shown in the screen shot above causes theshopping cart to route to the FI Approver (Finance Department) to enter the account assignment details.Step 1: Cost can be assigned to an Asset, AssetUNK, Cost Center or a WBS Element.Example: Select the Account AssignmentCategory “Cost Center” from the drop-downmenu. (Cost Center is set as the default)Step 2: The shopping cart creator will need to inputthe “Assigned Number”. In the example shown above,the cost center is entered in the “Assigned Number”field.Example: J0404AD500Note: Account Assignment Description and BusinessArea populate based on the Assigned NumberselectedStep 3: Select the “Details” button to enter the Account Assignment details.31Step 2:Account Assignment DetailsShopping cart creator will need toinput fund, functional area andgrant number (if relevant).Account Assignment DetailsShopping cart creator will need to input Fund, Functional Area,and Grant Number (If Relevant).32September, 201316

Shopping Cart SRM200iProcurementStep 2:Account Assignment DetailsAFTERBEFOREAccount Assignment DetailsAccount Assignment errors will disappear when the correctfunding information is entered.uPerform BPPs with details on how to input AccountAssignment categories are available for further practice.33Step 2:Notes and AttachmentsThe section of shopping cart where documents can beuploaded, such as quotes or data specific to the item beingordered.Add attachments–––Ensure you use acceptable attachment file types (Word, PDF,Excel, etc.).File names for attachments cannot exceed 30 characters inlength.Files larger than 10 megabytes in size cannot be attached.34September, 201317

Shopping Cart SRM200iProcurementStep 2:Notes and AttachmentsVendor Text is visible to the vendor on the purchaseorder:Internal Notes are visible to the buyer who is assignedto create the purchase order:35Step 2:Delivery Address/Performance LocationThis is the section of Shopping Cart that identifieswhere the items are to be delivered or services to bereceived.The default is based on organizational structureassignment of requestor.It can be changed per line item for delivery to differentaddresses.36September, 201318

Shopping Cart SRM200iProcurementStep 2:Source of Supply/Service AgentsSources of Supply/Service AgentsThis is the section of the Shopping Cart that identifies which vendor,“Preferred Supplier,” if any, the requestor specifies to order from.If shopping cart item data originated from a contract, supplier isalready populated in the Supplier field.Search criteria can be used to find a preferred supplier. Shoppingcarts can be processed without a vendor assigned.Buyers do not have to use a vendor that is specified by the requestor.37Step 2:Approval Process OverviewAllows creator to view the name of the approver(s) assigned toapprove shopping cart.Additional approvers can be added in this section.Example: Approvals for IT products (IT Commodity Approver).Approvers can also be replaced in this section.Example: Replace Approver with a Substitute Approverbecause regular approver is out of the office and theshopping cart must be approved today.38September, 201319

Shopping Cart SRM200iProcurementStep 3: Complete and OrderEnter a name for the shopping cart that will be easy for you toidentify in the “Name the shopping cart” field. If you don’t enter aname, the current date will become the name of the shoppingcart by default.You can also add a note to the approver in the “Header ApprovalNote” field.The “Order” button begins the approval workflow and orders theshopping cart.39Step 3:Complete and OrderAt this point, if the shopping cart is free of errors (allgreen check mark messages), the shopping cart can beordered by selecting “Order.”If you are not ready to order or the Shopping Cart haserrors, the shopping cart creator can place the shoppingcart on hold by selecting “Save.”40September, 201320

Shopping Cart SRM200iProcurementStep 3:Complete and OrderYou have successfully created a Shopping Cart!Click the red “Close” icon () in the top right side of screen to exitthe shopping cart screen and return to the SRM home page.41How to Find a Shopping Cart and Check Status,Show/Hide Quick Criteria MaintenanceNew feature in SRM 7.2.Find an additional shopping cart that is not visible in thePersonalized Object Work List (POWL) using a variety of searchcriteria.42September, 201321

Shopping Cart SRM200iProcurementHow to Find a Shopping Cart and Check Status,Show/Hide Quick Criteria MaintenanceStatus Messages: Approved, Saved, Awaiting Approval, In YourInbox and Rejected.Shopping Cart Number: Enter the number in the Shopping CartNumber field.Creator can view further details about the shopping cart byclicking on the link in the “Shopping Cart Number” column or byclicking on the “Item Status” column.43How to Find a Shopping Cart and Check Status,Show/Hide Quick Criteria MaintenanceStatus MessagesDefinitionApprovedShopping cart has been approved by theApprover.SavedShopping cart has been placed on hold by theshopping cart creator and has not movedforward for approval or purchase.Awaiting ApprovalShopping cart has been ordered by theshopping cart creator and is located in theapprover’s inbox awaiting approval.In Your InboxApprover has made changes or the shoppingcart has been rejected and your attention isrequired.RejectedShopping cart was rejected by the approver.44September, 201322

Shopping Cart SRM200iProcurementHow to Find a Shopping Cart and Check Status,Show/Hide Quick Criteria MaintenanceAdditional Search Options:Shopping Cart Number: Enter the number in the ShoppingCart Number field.Shopping Cart Creator can view further details about theshopping cart by clicking on the link in the “Shopping CartNumber” column or by clicking on the “Item Status” column.45How to Manage a Rejected Shopping CartClick on the “Shopping Cart Number” link found under the“Shopping Cart Number” column.New Feature: “Show my Tasks” (pop-up screen) provides an ata-glance view of the tasks that need to be performed on theshopping cart.Process Now: Allows you to update the shopping cart with therequested changes and workflow the shopping cart back to theinitial approver with the requested changes made to theshopping cart.46September, 201323

Shopping Cart SRM200iProcurementHow to Manage a Rejected Shopping CartIt is important to know that an “approver note” is entered by the approver toprovide a reason why the shopping cart was rejected and to advise thecreator on what changes need to be made to the shopping cart.The shopping cart will need to be updated with the requested changes byclicking on the “Edit” button located at the top of the screen.47How to Manage a Rejected Shopping CartMessage: “Document is in approval. Any document changes may lead to anadaptation of the workflow process.”This message lets you know that the shopping cart is being updated andthat any changes that are made to the shopping cart will cause theshopping cart to workflow back to the initial approver.A comment can be added to provide confirmation that the requestedchange has been made. (ABOVE) Click the “Add” button.48September, 201324

Shopping Cart SRM200iProcurementHow to Manage a Rejected Shopping CartIn the screen shot below, a comment has been added to provide an updateto the approver. Click the “Proceed” button to continue the shopping cartorder process.“Proceed” button: Once you have made all the requested changes and youare ready for the shopping cart to workflow back to the assignedapprover(s), click the “Proceed” button.Shopping cart status will show “Awaiting Approval.”49How to Add and Replace an ApproverTo replace an approver, begin in the Approval ProcessOverview tab.If an approver has not set up a substitute, the shoppingcart creator can add an approver (before approving theSC) or replace an approver in the workflow.The approver replacement must have the Approver rolewithin the agency.50September, 201325

Shopping Cart SRM200iProcurementLesson 2: Knowledge CheckA “Saved” or “Ordered” shopping cart begins withthe number 2000XXXXXX ?(True or False)Taxes are calculated in the Shopping Cart?(True or False)Vendor Text is visible on the Purchase Order?(True or False)51Lesson 2 SummaryYou should now understand how to:Create a shopping cart in 3 steps using theoptions to select goods and services available inSCEIS (shop in 3 steps).Find and check the status of a shopping cart.Manage a rejected shopping cart.Add and replace an approver.52September, 201326

Shopping Cart SRM200iProcurementLESSON 3: UPERFORMSAND HANDS-ON EXERCISESuPerforms and ExercisesuPerformsLINK: http://sceis.sc.gov/page.aspx?id 272SRM ESS Create Shopping Cart Using Contract SearchSRM ESS Create Shopping Cart Using NIGP SearchSRM ESS Create Shopping Cart from Punch-out CatalogSRM ESS Creating Shopping Cart from Old Shopping Carts and TemplatesSRM ESS Add, Replace ApproverSRM ESS Managing Rejected Shopping CartsSRM ESS Check Status of Shopping CartSRM ESS Create a Shopping Cart for Inventory ItemsSRM ESS Create a Shopping Cart Using Cost Center Split DistributionSRM ESS Create a Shopping Cart Using Asset or Asset Unknown Using AccountAssignmentSRM ESS Create a Shopping Cart Using Unknown Account AssignmentSRM ESS Create a Shopping Cart Using WBS Element Account AssignmentExercises 1-454September, 201327

Shopping Cart SRM200iProcurementLESSON 4: BEST PRACTICESAND TIPSBest Practices and TipsBegin all shopping carts with the “Contract Search” toensure that you are linking to existing contracts.Develop a naming convention for your shopping carts tomake them easy to find. One good rule of thumb is togive shopping carts a name related to what is beingordered.Before adding or replacing an approver, check with theperson you are adding or replacing to verify theiravailability to approve the shopping cart.56September, 201328

Shopping Cart SRM200iProcurementBest Practices and TipsThe shopping cart checks the budget at each step ofthe process. If budget errors are received whencreating, ordering or approving a shopping cart, checkwith the finance/budget department in your agency toensure funds are available.Do NOT use the Internet browser arrows, use the SRMnavigation links.57LESSON 5: COURSE SUMMARYSeptember, 201329

Shopping Cart SRM200iProcurementCourse SummaryYou should be able to:Discuss the shopping cart process and roles,and describe how the shopping cart process isrelated to the procurement process.Create a shopping cart using the appropriateoption to select goods and services.Check the status of a shopping cart.Manage a shopping cart when it is rejected orwhen you need to add or replace an approver.59Any Questions?60September, 201330

Shopping Cart A tool in SRM used to enter a request for a product or service. When an end-user has a need for a good or service, a Shopping Cart is created in SRM to begin the procurement process. Shopping cart creators can use any one of a number of the search options to select goods or services for a shopping cart: Contract Search,

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