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New SRM Requisitioners _ Receivers - Commonwealth Portal

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New SRM Requisitioners _ Receivers - Commonwealth Portal Powered By Docstoc
					Receivers and
Requisitioners

         Course Number:
         V001
Welcome!
Introductions
Course Objectives
Course Objectives
    • After successfully completing this course you will be
      able to:
       – Use increasingly complex criteria to create shopping
         carts in SRM
       – State four ways to search for products in SRM
       – Utilize SRM search functions to search for items
       – Successfully assign multiple cost centers to a single
         item in SRM
       – Successfully name and save a shopping cart in SRM

4
Course Objectives (continued)
    • After successfully completing this course you will be
      able to:
       – Procure an item using a P-Card
       – Check the status of a shopping cart
       – Successfully delete shopping carts
       – Successfully delete a specific item from a shopping cart
         while retaining other cart items
       – Successfully confirm receipt of an item in SRM
       – Successfully return delivery of a confirmation receipt
5
Today’s Agenda
Today’s Agenda

    • Getting Started in SRM

    • Requisitioning

    • Purchase Orders / XML Purchase Orders

    • Understanding Contracts

    • Receiving Goods

    • Knowledge Check

7
Getting Started in SRM
Getting Started in SRM
    What is SRM?
    • SRM is an abbreviation for Supplier Relationship
      Management
    • SRM is a fast, efficient, and dependable tool for
      order placement, order approval, confirmation of
      goods, contract management, and supplier
      collaboration


9
Getting Started in SRM

     Function            SRM
     Navigation          Simple navigation screen is used

                        SRM has a user-friendly look and feel
     Suppliers per Cart Multiple suppliers can be added to a single
                        cart
     Searching           User-friendly searching is available

                         Product details are shown
     Creating            POs are automatically created for certain
     Purchase Orders     products and suppliers

10
Getting Started in SRM

     Function     SRM
     Account      G/L codes need to be entered
     Assignment
                  Potential account assignment defaults for
                  user’s preferences
                  Cost assignments can be distributed
                  based on quantity, value, or percentage
                  (value can’t be used since orders
                  replicate to SAP and SAP doesn’t have
                  the value option)
                  Online account search is available

11
Getting Started in SRM

     Function   SRM
     Workflow   Approval process can be viewed in chart
                or narrative display
                Flexible approval workflow enables
                organizations to manage the requisitioning
                of goods
                Approver workflows are automatically in
                compliance with purchasing thresholds



12
Getting Started in SRM

     Function    SRM
     Copying     Line item copying is available and easy to
                 use
                 User can distribute costs, change shipping
                 address, and edit individual line items
     Receiving   Partial quantities can be returned or
                 canceled
                 A “deselect all” option is available so
                 confirming certain items in a partial
                 delivery is easier

13
Getting Started in SRM
     Logging On
       1. Launch Internet Explorer
       2. Type www.myworkplace.state.pa.us into the
          address bar and press the Go button




14
Getting Started in SRM
     Logging On
        To bookmark the address as a favorite, select the link as
        shown below




15
Getting Started in SRM
     Common Icons and Buttons
             Command buttons appear throughout SRM.
             • The buttons contain text that indicates what
               command will be performed
             Action Items icons appear in line items
             • One example is the DETAILS icon, which is used to
               review and/or add related data to a line item in a
               cart
             • Another example shown here is the DELETE icon is
               used to remove an item from the cart


16
Getting Started in SRM
     Common Icons and Buttons (continued)
     or  Expand and Collapse buttons display or hide areas
              Command icons appear throughout SRM.
              • The icons are used to issue commands such as save
                or print
              • When icons are grayed-out (inactive), the user is not
                able to perform that function
              Search icon appears when data entry is required
              • Allowable entries are displayed
              • Asterisks (*) are allowed
              • Capitalization does not affect search returns
17
Getting Started in SRM
     Messages and Errors




18
Getting Started in SRM
               Select the SRM tab on the
               Portal Welcome screen




                 Ensure that both the
                 Navigation pane and Detailed
                 Navigation are expanded




19
Getting Started in SRM
     Navigation Tips
     • You must use SRM’s navigation buttons
     • Using Internet Explorer’s navigation buttons exits SRM and
       causes loss of data




        Do not use Internet Explorer’s
        navigation buttons or icons
20
Getting Started in SRM
     SRM Home Page


                                          Do not select this back
              Each user’s home page is    button as it will kick you
              customized based upon the   out of the session you
              roles he or she has been    are working on and all
                                          information will be lost.
              assigned




21
Getting Started in SRM
     Change Attributes




22
Getting Started in SRM
     Change Attributes (continued)
                                     The Position tab
                                     correctly displays
                                     the user’s HR office
                                     address and does
                                     not need to be
                                     changed.
                                     The email address
                                     located in the
                                     position tab differs
                                     from your Outlook
                                     email account and is
                                     used for workflow
                                     purposes.
23
Getting Started in SRM
     Change Attributes (cont’d)
                                  There are two mandatory
                                  attributes that a
                                  Requisitioner must set
                                  before creating their first
                                  shopping cart:
                                      • Plant
                                      • Delivery Address
                                  The attribute(s) being set
                                  is selected from the
                                  dropdown menu
24
Change Attributes
     IMPORTANT NOTE REGARDING MANDATORY
     ATTRIBUTES
     If the mandatory Plant attribute is not set, the
     Requisitioner’s shopping carts will not workflow properly:
        • The system-defaulted Plant for all Requisitioners is
          DGS Central
            ― When the plant attribute is not set, all shopping
              cart line items to be sourced will flow to DGS
              Central instead of the Agency


25
Change Attributes
     IMPORTANT NOTE REGARDING MANDATORY
     ATTRIBUTES
     If the mandatory Delivery Address attribute is not set, the
     Requisitioner’s shopping carts will not be delivered to
     them at all:
        • The system-defaulted Delivery Address for all
          Requisitioners is Department of Revenue, Bureau of
          Audits, 10th Floor Strawberry Square
            ― When the Delivery Address attribute is not set, all
              orders will be delivered to the Dept. of Revenue
              instead of the Agency
26
Getting Started in SRM
     Change Attributes (continued)
                                                        When setting the
                                                        Plant attribute, a list
                                                        of Values will display
                                                        for your agency
                                                        Select the radio
                                                        button next to your
                                                        choice. Do not
                                                        choose ADD NEW
                                                        LINE


     Note: R3 Backend is always the selection “for System”
27
Getting Started in SRM
     Change Attributes (continued)




     Set the default Delivery address attribute by typing in the assigned
     delivery address number
     Addresses and corresponding numbers are available online at:
     http://www.portal.state.pa.us/portal/server.pt/community/agency_da
     shboard/1487/resource_toolbox/469679

28
Getting Started in SRM
     Change Attributes (continued)



     When setting the Cost Center attribute, select ADD NEW LINE




     Type in the Value (cost center) and select the Action icon

29
Requisitioning
Requisitioning


     • Select Requisitioner
     • Select Shopping Cart Wizard




31
Requisitioning
     Watch the Wizard




32
Requisitioning
     In SRM, you can select products to requisition two ways:
     • Catalogs
        – Punch-out sites (supplier sites)
        – Warehouse (items available from the COPA warehouse)
        – Material/Service Contract Catalog (items from DGS statewide contracts
          which have been loaded into the catalog)
        – Internal Goods/Services (items with Product Numbers from DGS
          statewide contracts)

     • “Describe Requirement”
        – Used when an item cannot be found in a catalog
33
Requisitioning
     Select Goods from Punch-out Sites




34
Requisitioning
     Select Goods from Punch-out (Supplier) Catalog
     • Choosing a supplier with a
       punch-out catalog
       displays the catalog in a
       new window
     • Each site has its own look
       and feel, but each allows
       the ability to search and
       select items for the cart
     • Some sites refer to the
       cart as a cart, while others
       refer to it as a requisition
       or other term

35
Requisitioning
     Additional notes about “Punch-Out” Catalogs
     • Punch-out catalogs do not necessarily contain every
       item specified on the statewide contract, so
       additional line items may need to be added to the
       cart using “describe requirement”
     • Supplier sales representatives may not be familiar
       with the punch-out catalog, and their quotes may not
       match (in word or item reference) what is in the
       catalog

36
Requisitioning
     Select Goods from COPA Internal Ecatalog
     • Choosing this link allows you to select items from a warehouse




37
Requisitioning
       Using the COPA Internal Ecatalog




     • Selecting the catalog link opens this search window
       – Enter the search criteria in the “Keyword” field
       – Select Contract Number, Product ID, Short Description, etc.
       – Use the Advanced Search link to search by Category and Supplier
38
Requisitioning
       Using the COPA Internal Ecatalog (continued)




     • Note the Category, Supplier options and Total number of items in
       “Advanced Search”
39
Requisitioning
       Using the COPA Internal Ecatalog (continued)




     • Selecting the category allows you to filter on a specific type of
       item or service. There are 4 levels starting with a broad
       description and narrowing the detail.
40
Requisitioning
       Using the COPA Internal Ecatalog (continued)




     • The search results are now filtered by the category chosen



41
Requisitioning
     Select Items via COPA Ecatalog or M/SCC
       Select the items
       by using the
       checkboxes and
       enter desired
       quantity
       Select the ADD
       TO SHOPPING
       CART button
     Note: The above steps alone will not bring the item into
           your shopping cart
42
Requisitioning
     Select Items via COPA Ecatalog or M/SCC (continued)
       Select the
       SHOPPING CART
       PREVIEW button
       Shopping Cart
       Preview select
       item(s) to return to
       SRM shopping cart
       Select Transfer
       Item(s) to bring
       item into SRM
       shopping cart
43
Requisitioning
     Using the Material/Service Contract Catalog (M/SCC)
     • Choosing this link allows you to select certain items from the DGS
       statewide contracts available in the system




44
Requisitioning
       Using the Material/Service Contract Catalog (M/SCC)




     • Selecting the catalog link opens this search window
       – Enter the search criteria in the “Keyword” field
       – Select Contract Number, Product ID, Short Description, etc.
       – Use the Advanced Search link to search by Category and Supplier
45
Requisitioning
     Using the Material/Service Contract Catalog (M/SCC) (continued)




     • Note the Category, Supplier options and Total number of items in
       “Advanced Search”
46
Requisitioning
     Using the Material/Service Contract Catalog (M/SCC) (continued)




      • In this example we will enter “*security*” in the Keyword field and
        select the Search button
47
Requisitioning
     Using the Material/Service Contract Catalog (M/SCC) (continued)




      • Review the search results for “*security*”
      • Adjust the number of rows per page, if desired, using the
        dropdown
48
Requisitioning
     Using the Material/Service Contract Catalog (M/SCC) (continued)




       • In this example, search by entering specific product information
         “*armed*” in the Keyword field and select the Search button




49
Requisitioning
     Select Items via COPA Ecatalog or M/SCC
       Select the items
       by using the
       checkboxes and
       enter desired
       quantity
       Select the ADD
       TO SHOPPING
       CART button
     Note: The above steps alone will not bring the item into
           your shopping cart
50
Requisitioning
     Select Items via COPA Ecatalog or M/SCC (continued)
       Select the
       SHOPPING CART
       PREVIEW button
       Shopping Cart
       Preview select
       item(s) to return to
       SRM shopping cart
       Select Transfer
       Item(s) to bring
       item into SRM
       shopping cart
51
Requisitioning
     Compare Two or More Items in COPA Ecatalog or
     M/SCC
 1. Select the
    items by
    using the
    checkboxes
 2. Select the
    COMPARE
    button



52
Requisitioning
     Compare Two or More Items in COPA Ecatalog or M/SCC
     1. Review the side-by-side comparison of the selected items
     2. Enter the quantity of the desired item
     3. Select the shopping cart action icon
     *Note: The above steps alone will not bring the item into your shopping cart




53
Requisitioning
     Compare Two or More Items in COPA Ecatalog or M/SCC
      1. Select Shopping Cart Preview
      2. In Shopping Cart Preview select the item(s) you want to return to
         the SRM shopping cart.
      3. Select Transfer Item(s) to bring item(s) into SRM shopping cart.




54
Requisitioning
     Or…return to the list of items without adding one to the cart
     • Select Back to search to return back to search screen




55
Requisitioning
     M/SCC Minimum Quantity Shopping Carts
     • The minimum order quantity and minimum order unit will now be
       shown as part of the M/SCC Catalog search results. The minimum
       order quantity will default to the Quantity field.
       1.   Select items needed from the search results.
       2.   The minimum order quantity is defaulted in the quantity
            column.




56
Requisitioning
     M/SCC Minimum Quantity Shopping Carts (continued)
     • If the default quantity is changed at this time to a lower amount, an
       error message will display and will stop the order.




       3.    Select Add to Shopping Cart
       4.    Select Shopping Cart Preview


57
Requisitioning
     M/SCC Minimum Quantity Shopping Carts (continued)
     • The error will still appear upon selecting Transfer Item(s) or
       Recalculate, once the items are in the Shopping Cart Preview and
       the quantities are changed to below the minimum order quantity.




58
Requisitioning
     M/SCC Minimum Quantity Shopping Carts (continued)
     • To eliminate this error message, follow these steps:
             1. Change the quantity to at least the minimum order
                quantity
             2. Select Recalculate
             3. Select Transfer Item(s)

     Note: If you do not select Recalculate you will get a secondary
           error message.




59
Requisitioning
     M/SCC Auto-PO Policy
     Auto-generated POs:
     • A supplier enablement functionality
     • System faxes a PO directly to a supplier upon completion/release
     • Suppliers are set up for auto-PO based on established criteria
            1. Creation of a M/SCC catalog

     New DGS policy:
     • All M/SCC catalog contracts will be set up as auto-PO
     • All new M/SCC will be auto-PO, effective Friday, August 6, 2010



60
Requisitioning
     Using the Internal Goods/Services Catalog
     • Choosing this link will also allow you to select items with Product
       Numbers from the DGS statewide contracts available in the system




61
Requisitioning
     Using the Internal Goods/Services Catalog

                                                 • Selecting the catalog
                                                   link opens this search
                                                   window
                                                 • Enter the Product ID
                                                   number into the
                                                   associated field and
                                                   select START




62
Requisitioning
     Using the Internal Goods/Services Catalog (continued)




     • Select the item from the Search Result


                                           • Complete the remaining
                                             fields in the form and select
                                             ADD TO SHOPPING CART


                                           Reference separate end user procedure
63
                                           for complete step-by-step instructions
Requisitioning
     Select Goods by “Describe Requirement” Function




64
Requisitioning
     Select Goods by “Describe Requirement” Function

                                     • Reminder: Always
                 X                     select Goods as
                                       the product type
                                       for your shopping
                                       cart items – never
                                       Services




65
Requisitioning
     • Complete the order form,
       as shown in this example
     • Product Type “Goods” is                    X
       always selected; text entry
       is used for the Description,
       Internal Note, Quantity,
       and Price
     • Unit of Measure and
       Category are selected from
       drop-down menus
     • Required on (delivery) date    • Select the Add to Shopping Cart button
       defaults to +14 days
66
Requisitioning
     Items Added to the Cart
     • After choosing items via any method, the contents of
       the cart are displayed along with any related messages




67
Requisitioning
     Add Additional Items to the Cart




      Choose the Select Goods/Service link from the Wizard
         – The catalog list will display and you can start a new search with the
           current shopping cart
68
Requisitioning
     • Review the following items in SRM to ensure order
       accuracy and contract compliance:
         – Total cart value        – Ship-to information

         – Items requested         – Source of supply and
                                     contract
         – Cost assignment
                                   – Notes for approval

     • Use Action icons and screen-displayed information to
       review


69
Requisitioning

     Action Icons on Line Items




      Details         Copy        Delete
                                  or Remove

70
Requisitioning
     • Select the Details icon   to display the “Basic Data”
       screen
        – “Basic Data” allows you to enter data or accept
          the default data for several fields
        – Price, material, and other information defaults
          into SRM and cannot be changed when items are
          selected from the Ecatalog or M/SCC
        – The user enters the information if the item is not
          a contract item

71
Requisitioning
     Basic Data Screen
     • Review the entries and change
       as necessary
     • Pay close attention to these
       fields:
         – “Order Quantity”
         – “Price”
         – “Required on”
         – “Proceed Using P-CARD?”



72
Requisitioning

     Access further
     details from the
     shopping cart
     screen by
     selecting an
     Expand  icon




73
Requisitioning
     Cost Assignment




74
Requisitioning
     Cost Assignment (continued)
     • Select Cost Distribution dropdown menu for selection
     • Enter Cost Assignment information for each item in the cart
     • Select the item’s number from the “Line” column to add cost details
     • A cart cannot be ordered if the details for an item are absent or incorrect




75
Requisitioning
     Cost Assignment (continued)
     • This is the same screen shot as on the previous slide
     • Highlighted here is the “Assigned to…” field




      Required data fields for each “Assigned to…” choice are shown on the
      next two slides.

76
Requisitioning
     Account Assignment
                          1. Add data to all required fields
                          2. Use the search function as
                             necessary by selecting the
                             binoculars icon
                          3. After entering data, select the
                             CHECK button to review any
                             resulting errors or messages


77
Requisitioning
     Account Assignment (continued)




     4. If you are ready to finish the order, select the
        CONTINUE button
78
Requisitioning
     Brief Explanation of SRM Accounting Fields
     Percentage    Allows an item to be distributed to multiple cost areas
                   Defaults at 100%
     Assigned To   Provides Account Assignment Category
     G/L Account   General Ledger codes used to sort and summarize accounting
                   transactions for financial statements and fiscal reports
                   Most frequently used G/L codes are mapped to material groups
                   G/L codes need to be entered
     Business      Department/Agency
     Area
                   Code is defaulted from the shopper’s organizational structure

79
Requisitioning
     Documents and Attachments




80
Requisitioning
     Documents and Attachments (continued)
                                        • “Documents and
                                          Attachments”
                                          screen allows
                                          you to enter
                                          supplier and
                                          internal notes
                                             – A supplier
                                               does not see
                                               the internal
                                               notes



81
Requisitioning
     Documents and Attachments (continued)
                                        • Attach necessary
                                          documents to the
                                          shopping cart in the
                                          Attachments area,
                                          located below the
                                          Texts area
                                        NOTE: Do not use a
                                         “wildcard” character
                                         in the title of your
                                         attachment. Also,
                                         keep the title of your
                                         file short.

82
Requisitioning
     Ship-to-Address/Performance Location




83
Requisitioning
     Ship-to Address
     • SRM defaults to the user’s address
     • Multiple ship-to addresses can be used in one cart
         1. Select the Copy icon       to create multiple line items of a
            product if you desire multiple addresses
         2. Remember that copying a line item will copy the original
            quantity, so edit the quantity for each line to reflect the desired
            total amount
         3. Assign different ship-to addresses to each line item by selecting
            the corresponding Detail icon
84
Requisitioning
     Searching Ship-to Addresses

                               If you don’t want your
                               delivery to go to your
                               default ship-to address,
                               use the binocular icon to
                               search a list of additional
                               ship-to addresses




85
Requisitioning
     Changing the Ship-to Address
                            • The Search icon results in a
                              screen that requires data
                              entry into one or more text
                              boxes
                            • Selecting the START button
                              after entering data into any
                              field (such as “City”) will
                              return possible addresses
                            • Edit the number of hits
                              displayed if desired
86
Requisitioning
     Changing the Ship-to Address (continued)




     Results display based on your search criteria. Sort data
     by selecting on a column heading, to help you find the
     desired location more easily

87
Requisitioning
     Changing the Ship-to Address (continued)




     Choose the correct ship-to address by selecting the name
     of the desired location



88
Requisitioning
     Changing the Ship-to Address (continued)
                                 The Name field cannot
                                 be overwritten by the
                                 Requisitioner

                                 A validation has been
                                 added preventing
                                 Requisitioners from
                                 overwriting the “Exec
                                 Branch” entry in the
                                 Name field
89
Requisitioning
     Sources of Supply




90
Requisitioning
     Source of Supply (continued)




     • Items selected from a catalog will have an assigned
       source of supply
        ― Review the source of supply for accuracy (vendor,
          contract number, price, UOM)
91
Requisitioning
     Source of Supply (continued)




     • Items selected via Describe Requirement will not have an
       assigned source of supply
         ― If you have a suggested vendor, enter it at this time (Reference
           separate end user procedure for complete step-by-step
           instructions to locate a vendor/vendor number in SRM)
     Note: That your Agency Purchaser retains the option to source the
92
     item to a different vendor!
Requisitioning
     Source of Supply (continued)




     Note: The existing template is unable to be changed to
     include fields to search by contract and line item in the Source
     of Supply area of the shopping cart. The Source and Supply
     portion of the shopping cart will function as it currently does.


93
Requisitioning
     Error Message: Shopping Cart Vendor is Marked
     For Deletion

     • In the event that an invalid supplier is referenced on a
       shopping cart, the following “hard-stop” error message will
       display.




94
Requisitioning
     Error Message (continued)
     Examples of invalid supplier records:
     • Archived suppliers
     • Centrally blocked records
     • Records not yet released

     After selecting the OK button, carefully review the detailed
     messages at the bottom of the screen.




95
Requisitioning
     Error Message (continued)

     To eliminate this error message, follow these steps:

     1. Remove the existing supplier from the Source of Supply
        section.
     2. Enter a valid vendor number if known, or leave the field blank.
     3. Select REFRESH or CHECK
     4. Continue processing the shopping cart order.

     Note: There is no need to delete the cart


96
Requisitioning
     Error Message (continued)

     If you feel that the error message should not have occurred –
     i.e., the vendor number is valid – contact the Vendor Data
     Management Unit at (717) 214-2868 (Harrisburg area) or
     1-866-775-2868 (toll free) for additional information on the
     status of the vendor record.




97
Requisitioning
     Check the Order
     1. After entering all the required data and selecting the CHECK
        button, messages pertaining to the data are displayed
     2. Review any errors and correct them as necessary




98
Requisitioning
     3. When no further errors appear after selecting the
        CHECK button, the data is complete
     4. Select the CONTINUE button




99
Requisitioning
      Name and Order the Cart




      • Change the cart’s name by typing the text into this box
      • See next slide for SRM document naming conventions
100
Requisitioning
      Name and Order the Cart (continued)
      • There is a 40-character limit on the document type [Shopping
        Cart, Bid Invitation, Contract, or Purchase Order] name.
      • The total characters include letters, punctuation, and spaces.
         – 4-digit UNSPSC code (ref: http://www.unspsc.org)
         – Space
         – Noun that describes the item or Contract Title (no abbreviations)




101
Requisitioning
      Name and Order the Cart (continued)
      • Example:
        - 8311 Broadcast Satellite Services



      A minor exception to the naming convention outlined above
      was issued to Requisitioner’s in 2008, and addressed shopping
      carts which were designated as a Sole Source. This exception
      states that sole source shopping carts must be named beginning
      with “SS”.

102
Requisitioning
      Hold a Cart




      • A named cart can be placed on hold
         ─ A shopping cart on hold is not processed further until the cart
           is retrieved, reviewed, completed, and ordered
      • Retrieve the cart via Check Status link on the user’s role menu
103
Requisitioning

      Hold a Cart (continued)




      • Selecting the HOLD button returns a screen with an
        overview of cart items
104
Requisitioning
      Hold a Cart (continued)




      • Complete the cart by selecting the Check Status link
      • Begin a new cart by selecting the Create New Shopping Cart link
      • Print the cart only when absolutely necessary
         – The cart is saved in the system and can be retrieved any time so please
           save paper whenever possible by not printing a cart
105
Requisitioning
      Procurement Card (P-card)
      • A P-card is a credit card assigned to users who are authorized to utilize
        the card as a method of payment
      • SRM automatically enters the card number when an authorized user
        elects to shop with the P-card using the P-card Requisitioner role
          – The card number is masked; only part of the account number is visible on the
            screen

      • The P-card threshold is $5,000; however, individual agencies have
        the discretion to maintain lower limits
          – Dependent on the agency’s procurement policies, P-card purchases may or may
            not need approval


106
Requisitioning
      Procurement Card (P-card) (continued)
      • The P-card can only be used for catalog items where the supplier
        accepts the P-card for payment
          – Suppliers who accept P-cards are loaded into SRM
          – P-card items and non P-card items cannot be mixed in the same cart order

      • If errors occur when using the P-card, delete the cart and resolve
        problems accordingly
          – Create new cart using Standard Cart that creates PO, if necessary




107
Requisitioning
      P-card Shopping Cart Enhancement

      An enhancement was developed for Requisitioner’s to manage their
      P-card shopping carts so that the P-card data entered on the first line item
      would be adopted by any additional line items.

         The [formerly] existing process required that P-card data be entered
         repeatedly for each line item.

         The new functionality can be considered a “shortcut”, and came at the request
         of Agency Requisitioner’s who create carts with many line items.

      Note: that use of this shortcut is not mandatory, and you still retain the ability to
      enter P-card data on a line-by-line basis, if that is your preference.

108
Requisitioning
      P-card Shopping Cart Enhancement (continued)

      To utilize the “shortcut”, you must perform the following steps:

        1. Open the P-card Requisitioner role

        2. Using the Shopping Cart Wizard, select a catalog to purchase
           from

        3. Choose all of the required catalog items for purchase and add
           them to the SRM shopping cart order



109
Requisitioning
      P-card Shopping Cart Enhancement (continued)

        4. Select the magnifying glass on the first line item of the cart




110
Requisitioning
      P-card Shopping Cart Enhancement (continued)
                                   5. Place a check mark in the
                                      “Proceed using P-CARD”
                                      box.

                                   6. Select the Refresh button.

                                   7. Choose the masked
                                      Procurement Card number
                                      from the drop down menu.

                                   8. If more than one card
                                      number is available, select
                                      the one you want to use.
111
Requisitioning
      P-card Shopping Cart Enhancement (continued)

        9. Select the Continue button.

        10. Rename the shopping cart and place it on “Hold”.




112
Requisitioning
      P-card Shopping Cart Enhancement (continued)
       11. Using the Shopping Cart Status, select the magnifying glass to
           open the shopping cart.


       12. Select “Change” and review the Basic Data for each line item.




113
Requisitioning
      P-card Shopping Cart Enhancement (continued)

        The PCARD
        information will
        auto-populate on
        each line item of
        the shopping cart.




114
Requisitioning
      P-card Shopping Cart Enhancement (continued)
       13. After reviewing each line item, these messages will acknowledge
           that the PCARD information was updated.




       14. Continue with the shopping cart process, complete additional
           shopping cart information as necessary.

       15. Order the shopping cart
115
Requisitioning
      Review the Workflow for the Cart




      • Add notes for the approver by selecting the Notes for
        Approval text box and typing comments into the box
      • Review the approval workflow and/or add additional (ad hoc)
        approvers by selecting the Approval Preview link
116
Requisitioning
      Approval Preview
        The Approval Preview graphic view displays the approval workflow

                                                       You can view or add an
                                                       approver in the Graphic
                                                       mode or the Table Mode.
                                                       To switch to the Table
                                                       mode, select the “Display
                                                       as Table” link at the bottom
                                                       of the Approval Preview
                                                       screen.




117
Requisitioning
      Approval Preview (continued)
      • Select the ADD APPROVER button to add one or more ad hoc
        approvers
      • Note: the ADD REVIEWER button is not used in COPA




118
Requisitioning
      Adding an Approver   • After selecting the
                             ADD APPROVER
                             button, new approval
                             locations are displayed
                           • Select an Add Here
                             link to add an approver
                             before or after the
                             assigned approver




119
Requisitioning
      Adding an Approver (continued)




      1. Enter the approver’s name using the wildcard (* symbol)
      2. Select the FIND button to view approvers meeting the
         search criteria



120
Requisitioning
      Adding an Approver (continued)
      • If wildcards (*) were used
        in the search, a list of
        approvers meeting the
        criteria is returned
      • Selecting the approver’s
        name displays details
        and inserts the name in
        the Approver textbox

      • After locating the correct approver, select the TRANSFER
        button

121
Requisitioning
      Adding an Approver (continued)

                                   • In this example, the Ad
                                     Hoc approver is placed
                                     ahead of the standard
                                     workflow approver




122
Requisitioning
      Approval Overview
      • Ad hoc, or additional, approvers can be added any
        time the defined strategy does not meet the approval
        needs of the cart
      • Ad hoc approvers cannot be added to a special
        category cart after the cart reaches the final approver




123
Requisitioning
      Approval Overview (continued)
      • Special Category carts may require additional workflow, as
        pre-defined by Commonwealth policies
         – Computer hardware requisitions must be approved by the IT
           Director
         – Training requisitions must be approved by the Training Officer
         – Computer hardware and computer training joint requisitions must
           be approved by the IT Director and the Training Officer

      • Cart approval is not complete until all approvals have
        occurred; therefore, do not mix standard cart items with
        special category items
124
Requisitioning
      Approval Overview (continued)
      If an Approver changes the cart’s value, the cart is returned
      to the Requisitioner for resubmission. If an Approver makes
      any other changes, the cart is returned through the Agency
      approval workflow.
       1. Access the cart via the Inbox
       2. Review the cart
       3. Make the necessary edits
       4. Resubmit the cart for approval

125
Requisitioning
      Notices of Approved or Rejected Carts
      • Access work items and/or messages in the Universal
        Worklist on the ESS tab
         – All action items for both SRM and ESS are immediately
           visible upon logging into Portal
      • Please note that while access to work items and/or
        messages is also available through the Enterprise
        Inbox/Approval on the SRM tab, use of the Universal
        Worklist is recommended

126
Requisitioning
      The Universal Worklist displays directly upon the user’s logon to Portal




127
Requisitioning
      The Enterprise Inbox/Approval is available by navigating in the SRM tab




128
Requisitioning
      Approved or Rejected Carts (continued)
      The inbox contains notices and items that require attention
         • Notification of approved or rejected shopping carts
         • Alerts requiring action to finalize shopping carts




129
Requisitioning
      Approved or Rejected Carts (continued)
      • Each item includes a Status, Priority, and Sent
      • View details of the items that require attention by selecting
        (highlighting) the item
      • Access the shopping cart by selecting the item description




130
Requisitioning
      Approved or Rejected Carts (continued)

                                      • A dialog box opens
                                        to display a
                                        summary of the
                                        selected cart
                                      • Additional task
                                        options are
                                        available within the
                                        cart summary


131
Requisitioning
      Approved or Rejected Carts (continued)




      • The summary contains links to display the cart details,
        attachments, and history
      • Use the command buttons to OPEN, RESUBMIT,
        FORWARD, or ASSIGN TO ME (Purchasing Agent)
132
Requisitioning
      Approved or Rejected Carts (continued)




      This work item, which was rejected, is launched upon
      selection and displays in the Check Shopping Cart screen
133
Requisitioning
      Approved or Rejected Carts (continued)




      Select the CHANGE button to make any necessary changes
134
Requisitioning
       Approved or Rejected Carts (continued)




      • Check the Notes for Approval field to see if the Approver
        noted the reason for rejection
      • Select the Details icon, as usual, to display additional
        available data fields
135
Requisitioning
      Approved or Rejected Carts (continued)




       Use the Expand icons  to review the details in
       each section

136
Requisitioning
      Approved or Rejected Carts (continued)




      • Select the CHECK button after making the
        changes
      • After addressing any resulting messages or errors,
        select the CONTINUE button
137
Requisitioning
      Approved or Rejected Carts (continued)




      Now perform one of the following actions:
      • Delete the cart by selecting the DELETE SHOPPING CART
        button
      • Resubmit the cart by selecting the ORDER AGAIN button
138
Requisitioning
      Check Status

                     • Select the Shopping
                       Cart Status link to check
                       the status of any cart




139
Requisitioning
  Check Status (continued)




      • This screen then displays all the carts in your name
      • Use the usual search options to limit the number of carts in
        the list
      • Select the cart name or the Details icon to access the cart
140
Requisitioning
      Check Status (continued)




      • If the cart is on hold, select the CHANGE button
         – Review all the data for accuracy and make changes as necessary
         – Select the CHECK button, address any errors or messages, and then
           select the CONTINUE button
         – Continue processing the cart as usual
141
Requisitioning
      Create a New Cart using an Approved Cart




      • SRM offers a very easy way to create a new shopping cart by opening an
        old, approved cart and then copying the line items into the new cart
142
Requisitioning
  Create a New Cart using an Approved Cart (cont’d)




      • Search criteria is entered and results returned
      • Line items from the returned results are selected and added to
        the newly created shopping cart
143          Reference separate end user procedure for complete step-by-step instructions
Requisitioning
      Purchase Orders
      A purchase order is generated via one of these methods:
      • System creates and transmits PO to supplier via fax or
        electronically (XML)
      • Request is transmitted to a purchasing agent to process
        into a PO




144
Requisitioning
      Purchase Orders (continued)
      • A PO can be system-generated only if ALL THREE of the following
        criteria are met:
         – The cart’s value is less than $10,000
         – AND all items in the cart are from specified catalog suppliers
         – AND AFTER the cart has received final approval

      • A requisition is transmitted to a purchasing agent to process into a
        PO if ANY ONE of the following criteria is met:
         – The cart was created via “Describe Requirement”
         – OR the cart’s value is more than $10,000
         – OR the cart contains any item(s) not from an approved catalog supplier
145
Requisitioning
      Purchase Orders (continued)
      After a cart has received final approval:
      • The Purchase Order, if system-generated, is sent directly to the
         supplier via fax or XML

      • The requirements which need further processing will be
        automatically routed to an agency Purchaser or to DGS
        - Material requirements totaling $20,000 will workflow
          automatically routed to DGS for solicitation processing
          ($250,000 for service requirements)

        - Requirements from a statewide contracts will workflow to the
          agency Purchaser
146
XML Purchase Orders
      Guidelines for Cancelling an XML PO
      • Cancelling a PO prior to order being shipped
         – Purchaser contacts supplier to have the order cancelled in
           their system, then deletes PO line items
         – Requisitioner cancels order in SRM
             No cancellation message is distributed from SRM
              when the order is cancelled




147
XML Purchase Orders
      Guidelines for Changing an XML PO
      • Changing a PO prior to order being shipped
         – Purchaser contacts supplier to have the order cancelled in
           their system, then deletes PO line items
         – Requisitioner cancels order in SRM
         – Requisitioner creates a new order for the item(s) which
           contains the updated/changed information
             Existing orders submitted via XML may not be
              changed and therefore must be cancelled
148
XML Purchase Orders
      Further Guidelines for XML POs
      • Cancelling or Changing a PO after the order has been
        shipped
         – The Purchasing Agent should return the order by
           following the normal return process
         – If applicable, the Requisitioner creates a new order for
           the item(s) which contains the updated/changed
           information



149
XML Purchase Orders
      Further Guidelines for XML POs (continued)
      • Technical failure at PO XML transmission
         – IES monitors all XML transmissions and are aware of any
           transmission failures; resolution will occur within IES
         – IES will notify the Requisitioner only if the failure cannot
           be resolved

      • Technical failure of XML transmission of invoices
         – All issues related to XML transmission of invoices will be
           resolved by the Comptroller and/or Treasury

150
XML Purchase Orders
      Further Guidelines for XML POs (continued)
      • Purchase Orders for inventory items (Grainger and WESCO)
        are created in R/3, not SRM
         – No Dell Purchase Orders are created in R/3

      • SRM Purchase Orders (non-inventory) for Grainger,
        WESCO, and Dell) should be started using the shopping cart
        process
      • All XML Purchase Orders, both inventory and non-inventory,
        must contain a ship-to address and vendor product numbers

151
Requisitioning
      Locating “Follow-on” Documents




       After a cart is approved, view the approval workflow and
       follow-on documents by selecting a line item and
       accessing the Approval and Follow-on Documents links
152
Requisitioning
      Follow-on Documents (continued)




       • Information about Follow-on Documents related to the line item is
         displayed (notice the “ /1” after each document number above)
       • If available, select the link to the follow-on document to see a
153
         basic data summary
Requisitioning
      Follow-on Documents (continued)




                            • The PO number is shown and
                              basic data displayed
                            • Select the Back to History link to
                              return to the previous screen




154
Requisitioning
      Order as Direct Material
                                 • The ORDER AS
                                   DIRECT MATERIAL
                                   button is used in
                                   SRM procurement in
                                   conjunction with
                                   agency warehouse
                                   Inventory functions
                                   ─ Use this button
                                     only when
                                     directed to do so
                                     by your agency!
155
Requisitioning
      Order as Direct Material (continued)
                                        • The ORDER AS
                                          DIRECT MATERIAL
                                          button is not used in
                                          SRM procurement in
                                          conjunction with
                                          Material Requirements
                                          Planning (MRP)
                                             ─ MRP orders are
                                               only processed in
                                               SAP R/3
156
Requisitioning
      Order as Direct Materials (continued)
                                                      • This button will
                                                        display next to
                                                        the Product ID
                                                        number in the
                                                        Basic Data area

      • When button is selected there will be no entries available in the
        Account Assignment area
      • Defaults to Inventory Fund


157
Display Purchase Order
Display Purchase Order
        Once you have located your follow-on
        document (Purchase Order) as
        discussed in prior slides, you can display
        the purchase order as the purchaser
        sees it.
      • Select Display SRM Documents
      • Select Purchase Orders
      • Select Display Purchase Orders




159
Display Purchase Order
      • Enter your purchase order number in the Purchase Order Number field
      • Select the Start button to search for the Purchase Order.
      • Once the Purchase Order appears, select the Details icon to display.




160
Display Purchase Order
      • The purchase order will display in the Header Data, Basic Data Tab.
      • You can move into any of the tabs to view information.




161
Display Purchase Order
      Print a copy of purchase order
      • Select the Output Preview button to display copy of the purchase order.




162
Display Purchase Order
      • The purchase order will display in
        a PDF format. You can either
        “Save a Copy” electronically, or
        print out a copy of the purchase
        order for your records.
      • To save a copy, select the disc
        icon at the top of the page.
      • To print a copy, select the printer
        icon at the top of the page.




163
Approval Agent Report
Approval Agent Report


      Workflow:
      A term used to refer to the movement of
      work from one responsible party to another.
      SRM’s workflow automatically routes
      requirements to responsible parties based
      on established guidelines and approval
      thresholds.

165
Approval Agent Report
      Viewing Approval Workflow
      • The Approval section in your shopping cart does not show the special
        approvers, therefore, to view a complete list of approvers, use the
        Approval Agent Report. You can also use this report to view the
        purchase order associated with your cart.




              –   COPA utilizes SRM custom workflow
              –   Run Approval Agent Report to view complete approval workflow
                  and the status of each level

166
Approval Agent Report
                        1. Select My Settings
                        2. Select the Approval
                           Agent Report option




167
Approval Agent Report
      The Display Approval List – PO/BI/CT screen opens:




                         3. Select the OBJECT TYPE button to
                            display list of possible entries




168
Approval Agent Report


                        4. Select the desired entry
                           from the results list (such as
                           Purchase Contract in this
                           example)
                        5. Select the CHECKMARK
                           icon to accept




169
Approval Agent Report
       The Display Approval List – PO/BI/CT screen redisplays with the report
       number populating the object type field:




      6. Enter the Cart Number in the OBJECT ID field
      7. Select the EXECUTE button
170
Approval Agent Report
      The list of approvers for the document displays. As you can see, the cart has
      been approved by the Level 1 Approver, and is waiting to be approved by a
      Level 2 Approver. The Level 3 approval will follow.




171
Approval Agent Report – Purchase Orders
      • To display the approval process of a purchase order, follow the same
        instructions as the shopping cart, only select the purchase order
        Object Type instead of the shopping cart as shown below.




172
Approval Agent Report – Purchase Orders
      The Display Approval List – PO/BI/CT screen redisplays with the report
      number populating the object type field:




      6. Enter the Purchase Order Number in the OBJECT ID
         field
      7. Select the EXECUTE button
173
Approval Agent Report – Purchase Orders
      The list of approvers for the document displays. As you can see,
      the PO has been approved by the Level 1 Approver, and is waiting
      to be approved by a Level 2 Approver. The Level 3 approval will
      follow and so on.




174
Requisitioning
      Monitor Shopping Cart
      • Select Display SRM Documents
      • Select Shopping Carts
      • Select Monitor Shopping Cart




175
Requisitioning
      • Insert the shopping cart number
        you wish to search for, or any
        other criteria you wish to search
        by.
      • Select the Start button




176
Requisitioning
      Select the Details icon (magnifying glass).




      Select the magnifying glass in the Action Column.




177
Requisitioning
      Select Follow on Documents to see your purchase order number.




178
  Purchase Order and
Shopping Cart Business
    Partner Update
Business Partner Update
      • If the Commonwealth business partner associated with the
        purchase order or shopping cart has retired or has been
        separated from the organization, end users receive a “No
        Address Found” hard stop.




180
Business Partner Update
      • The following slides will provide instructions for executing a
        new transaction that provides purchasing agents with the
        ability to change the retired business partner to another active
        partner within the organization. The updates should be made
        to the purchase order and, where applicable, to the
        associated shopping cart. The business partner update
        transaction has been added to the SRM Purchase Role.
      • Important Note: If the purchase order is in a “Held” status, it
        must be returned to an “Ordered” status before updating the
        business partner. If the business partner will not update
        properly.
181
Business Partner Update
      • Log onto SRM
      • Select the “PO and SC
        Business Partner Update” link
        located in the SRM Agency
        Purchaser Role.
      • The update program requires a
        document number, the current
        business partner, and the new
        business partner.

182
Business Partner Update




      • Enter the Document Number – a purchase order or shopping cart number.
      • Enter the Current Business Partner Number – located within the Partner
        Overview section of the PO.




183
Business Partner Update


      • Enter the New Business
        Partner Number (different
        from the employee
        number) – if unknown, this
        can be found by using the
        search functionality.




184
Business Partner Update
      • Select the “Test Run” box at the bottom and then “Execute”




185
Business Partner Update
      • Receive message that document can be updated with new
        business partner:




      • Select “Back”




186
Business Partner Update
      • Deselect the “Test Run” box and then Execute.




187
Business Partner Update
      • Business partner successfully updated:




188
Business Partner Update
      • If the document is unable to be updated, the message may look
        something like this:




      • Select “Back” and enter the correct business partner number.
      • If the document is awaiting approval, you will need to make a small text
        change and “order” to retrigger the zero-step workflow.

      Note: If that fails, please submit an online remedy ticket through the DGS
      website at www.dgs.state.pa.us. Use the left side menu; select Log
      In\Procurement\Agency Dashboard\Resource Toolbox\Agency SRM Help.
189
Understanding
  Contracts
What is a DGS Statewide Contract?
      • A contract which is entered into by DGS.
      • Includes the annual, semi-annual, or quarterly contract
        requirements for the specified items to meet the requirements
        of all Commonwealth agencies.
      • Agencies order needed materials or services directly from the
        contractor.
      • When a statewide requirements contract is established by
        DGS, Agencies are required to order their requirements for
        the specified items from the contractor(s) who hold(s) the
        contract.
191
Understanding Contracts (eMarketPlace)
      Open Internet Explorer.

      In the Address line, enter the following address:
      www.emarketplace.state.pa.us.




192
Understanding Contracts (eMarketPlace)
      The eMarketPlace website will display. To search for contracts, select
      the Search Contracts section as shown below.




193
Understanding Contracts (eMarketPlace)
      This will open the contracts search screen as shown below.




194
Understanding Contracts (eMarketPlace)
      Select the “Search by” dropdown to select how you want to search for a
      contract. You can search open or archived contracts, or you can search
      both. You can also view a list of Contracts by selecting the link at the top
      of the page.




195
Understanding Contracts (eMarketPlace)
      If you choose Description from the dropdown, another space will open
      for you to enter a keyword/description to search by. In the example
      below, were entered the word “catering” and selected the search
      button. This brought up all the contracts that include catering.




196
Understanding Contracts (eMarketPlace)
      The contract search screen shows the Contract Number, Description,
      Overview Change-Notice, Reason for Change, Category, Ending Date,
      Supplier, COSTARS, Commodity Specialist, Agency, and Parent No.

      Note: due to a change to the grid, it is no longer required to scroll
      across to view all items on the screen.




197
Understanding Contracts (eMarketPlace)
      To see the additional information, you will need to select the Contract No. link. A new
      screen will appear to include all items previously shown on the main search screen.

      A Contract Details screen appears. A new feature of this screen includes contracts that
      contain Green Products. Please be aware that these logos may not apply to all line
      items, only overall contract specific. To view the Overview, you would select the piece
      of paper shown in the View Overview area, same with the change notice.




198
Understanding Contracts (eMarketPlace)
                 Contract Overview




199
Understanding Contracts (eMarketPlace)
                Contract Change Order




200
Understanding Contracts (eMarketPlace)
      To view the Contract, you would select the View Contract File link.




201
Understanding Contracts (eMarketPlace)
              Copy of Fully Executed Contract




202
Understanding Contracts (SRM)
      In order to “shop” effectively from the M/SCC, you should
      understand the layout and contents of the contract you
      are ordering against

      1. Select Display SRM Documents
      2. Select Contract Management
      3. Select Display Contracts




203
Understanding Contracts (SRM)




      • Search for the desired Contract using common search
        methods, then DISPLAY the document from the Search
        Result
204
Understanding Contracts (SRM)
                                • Review all information
                                  on the subordinate
                                  tabs under the Header
                                  Data tab
                                  – The Basic Data sub-
                                    tab, for example,
                                    contains the contract
                                    Validity Dates and
                                    Under/Over Delivery
                                    Tolerance



205
Understanding Contracts (SRM)




      • Scroll down to the bottom of the Basic Data sub-tab to find
        the Partner Overview
        – The Partner Overview shows information on the Vendor, the
          DGS Commodity Specialist responsible for the contract, and
          which Purchasing Organizations are permitted to issue POs
          against the Contract


206
Understanding Contracts (SRM)
                                • Pay special attention
                                  to the Documents
                                  sub-tab
                                  – The Text Overview
                                    area contains all texts,
                                    and the Attachments
                                    area (at the bottom of
                                    the tab) contains all
                                    attachments, for the
                                    contract




207
Understanding Contracts (SRM)




 • Continue reviewing all information the Item Data tab
      – The Item Overview area contains basic information regarding each line item in
        the contract
      – Note that there may be additional line items on subsequent pages
208
Understanding Contracts (SRM)




      • Select the DISPLAY icon on a line item to review all
        subordinate tabs for that specific line item




209
Understanding Contracts (SRM)




      • Note the two Item Category types: Normal and Product Category
        – “Normal” items contain a Product number while “Product Category”
          items do not




210
Receiving
Receiving Requirements
      • Maintenance of purchase order (PO) balances in the
        enterprise-wide SAP/SRM system requires timely, accurate
        and complete entry of receipts; processing of invoices; and
        reconciliation of PO line item goods receipts (GR) quantities
        to invoice receipts (IR) quantities.
      • Per Management Directive 310.31, Purchase Order
        Receiving, Invoice Processing and Invoice Reconciliation
        Processes, “Goods Receipts/Confirmations shall be entered
        into SAP/SRM within 48 hours of physical receipt of materials
        or completion of services rendered.”

212
Receiving Requirements
      • Responsibilities
         – Receivers Shall:
            • Verify receipt of all materials ordered and delivered and services ordered and
              rendered.
            • Enter GR/Confirmation into the SAP/SRM system within 48 hours of receipt of
              materials and/or services. If entry is not posted within 48 hours and if posting
              is delayed until the following month, receivers shall enter the actual receipt
              date by overwriting, with the actual receipt date, the system default date in
              the document date field. Goods receipts/confirmations shall not be entered in
              advance of actual receipt.
            • Respond to requests from Agency PO Line Item Reconcilers and from
              Invoice Reconcilers, and assist in the reconciliation of GR/Confirmations to
              IRs.
              *Note: See attached Management Directive for further information.

213
Confirm Goods Received
      • No goods receipt confirmation (or “GR”) is necessary in
        SRM if a product is ordered with a P-card
         – However, a physical receipt is required for reconciliation
           and auditing purposes
      • If the product is ordered from the warehouse, no receipt is
        required
      • In all other instances, after the product or service is
        delivered, a confirmation must be performed
         – This includes XML orders

214
Confirm Goods Received
      Why confirm receipt of goods/services?
      • Because the “GR” is one of the three
        components of the 3-way match required
        for vendor invoice payments to post




215
Confirm Goods Received




                        = 3-way
      If the invoice
      price is less       match         If the invoice
      than or equal                   quantity is less
      to the PO                      than or equal to
      price, the                    the GR quantity,
      invoice is free             the invoice is free
      for payment                        for payment
216
Confirm Goods Received
      • When the invoice is posted in R/3 and the 3-way match
        is achieved, payment processing will be available for
        the next payment run
         – If the invoice price is greater than the PO price, the
           invoice will be blocked for payment with a price block
         – If the invoice quantity is greater than the GR quantity,
           the invoice will be blocked for payment with a quantity
           block
              When an invoice is blocked due to quantity, your
               organization’s Invoice Reconciler will contact you about
               the GR to reconcile (unblock) the payment

217
Create Confirmation




      Select this link to begin the confirmation process



218
Create Confirmation




      • Be sure that Confirm Goods Receipt/Services Performed
        option is shown
      • Then, locate the applicable PO through any of the available
        search methods
219
Create Confirmation



                    (Not used)




      • The search result for the desired Purchase Order is
        displayed
         ― To view PO line items, select the Expand icon


220
Create Confirmation




      • The PO details are expanded to display all line items
         ― Order quantity and value for each line item is shown,
           along with current confirmation quantity and value, and
           invoice value
         ― Reviewing open quantities vs confirmed quantities per
           line item will reduce entry errors and duplicate
           confirmations
221
Create Confirmation




      • Selecting the Display History icon will open the PO line
        item history, as shown below




222
Create Confirmation




      • Select the Create Confirmation icon to enter a new goods
        receipt confirmation
      • Note that confirmations for services are also performed by
        selecting the Create Confirmation icon – not the Enter
        Times icon, which is grayed out


223
Create Confirmation




      • The confirmation is created and contains all line items with
        open quantities
      • The Confirmation Number is auto-generated, and the
        Purchase Order Number defaults
224
Create Confirmation




      • Enter the Confirmation Name and Reference Document in the
        respective fields
         ─ Name the confirmation in a way that will help you locate it later
         ─ Examples of reference documents can be a packing slip number
           or a notation relating to work performed (field is alpha/numeric)
      • Enter or edit the Delivery/Performance Date to reflect
        accurately when delivery was received or work performed
225
Create Confirmation




      • Note that the Confirmation document contains both
        Header Data and Item Data tabs
      • Select the Details icon to see additional information on
        these tabs



226
Create Confirmation




      • On the Header Data tab, choose any of the
        subordinate tabs to display further information



227
Create Confirmation
                      • Use the
                        Documents
                        sub-tab to
                        note detailed
                        remarks
                        about the
                        confirmation
                      • Upload
                        attachments
                        such as
                        contractor
                        timesheets,
                        if applicable


228
Create Confirmation




      • All line items with open quantities will be listed by default in the item
        overview
      • Only the line items you are receiving against should be check-marked
         ─ Select the Deselect All Items link to uncheck all items, or
         ─ Deselect (uncheck) any single items which are not to be received
      • If the entire quantity is being received, place a checkmark in the Last
        Delivery column
229
Create Confirmation
                                                                    • The open quantity
                                                                      (for each line
                                                                      item) defaults
                                                                       ─ Edit the
                                                                         amount, if
                                                                         necessary, to
                                                                         reflect the
                                                                         correct amount
                                                                         to be received


      • Select the CONFIRM button to confirm receipt of the amount(s)
        ─ A message will be returned stating that the confirmation has been
          created
230
Create Confirmation




      • If you are not ready to confirm, select the HOLD button
         ─ Confirm the goods later by searching for and
           locating the PO from the search screen



231
Change Confirmation




      • To complete processing of a confirmation that has been
        placed on hold, you must first select the CHANGE button
      • If you no longer wish to complete processing of the “held”
        confirmation, select the DELETE button
232
Delete Confirmation




      • Select the Confirm Goods/Services link to within the
        Receiver role
      • Be sure that Display/Process Confirmation option is
        shown
         ─ If necessary, use the dropdown menu to select this option
233
Delete Confirmation




      • Enter the Confirmation Number, if known, in the respective
        field and select the START button
      • Or, use the Purchase Order Number field to locate the
        applicable Confirmation document

234
Delete Confirmation




      • In the search results, select the Number link or the Display
        icon to view the Confirmation details




235
Delete Confirmation




  • Review the confirmation details and Item Overview data
  • Note that all fields are grayed-out and no edits can be made
  • Select the DELETE button to delete the Confirmation
    document
236
Return Delivery on a Confirmation




  • To perform a partial reversal of the Confirmation document,
    select the RETURN DELIVERY button



237
Return Delivery on a Confirmation




      • The Return Deliveries screen displays
         ─ Notice that data from the original confirmation has defaulted
           into the Returns document and is editable
      • The Returns Number is assigned automatically
238
Return Delivery on a Confirmation




      • The Quantity field defaults to reflect the total amount of
        confirmations to date
         ─ Update the quantity to reflect the unit amount that you
           are reversing (returning)
239
Return Delivery on a Confirmation




  • Open the Documents sub-tab on the Item Data tab
  • Select the Reason for return delivery link in the Text Overview area
      ─ Choose a reason for the return delivery from the dropdown menu
240
Return Delivery on a Confirmation
                                                                     • Complete
                                                                       additional
                                                                       corrections
                                                                       as needed
                                                                     • Select the
                                                                       HOLD button
                             Notice that the Quantity has been         to complete
                             adjusted to the correct Return amount     the return
                                                                       process at a
                                                                       later time

      • Select the CONFIRM button to confirm the return delivery
         ─ A message will display stating that the Return Delivery has
           been created
241
Return Delivery on a Confirmation




  • The Return Delivery document is associated with the Purchase Order
    and original Confirmation, as in the above example
  • Note that the Return Delivery document can be deleted if necessary
242
Display Confirmation in SAP R/3
      • View the Goods Receipt Confirmation document using
        transaction ME23N – Display Purchase Order




243
Display Confirmation in SAP R/3




      • Select the Item Detail section, Purchase Order History tab
         ─ Select the link on the document number to open the GR
           document




244
Business Intelligence (BI)
What is Business Intelligence (BI)?
      • Formerly known as Business Warehouse (BW).
      • BI is a separate system from the SAP R/3 transaction
        processing system; i.e., BI runs on its own server to produce
        reports.
      • BI’s primary purposes are to provide the ability to produce
        reports quickly and to reduce the processing load on the R/3
        system
      • BI data is not “Real-Time” – BI is updated daily
      • Training on BI is available to requisitioners.
246
Finding a Product
    Category
Finding a Product Category
      Another tool to use in finding a product category is the United Nations
      Standard Product and Service Codes (UNSPSC) Website – www.unspsc.org




248
DGS Training Website
DGS Training Website
• Go to the DGS Procurement website – www.dgs.state.pa.us/procurement




250
DGS Training Website



      • In the left navigation
        pane, select Training




251
DGS Training Website
      This will open our Training Community website. On the left hand menu,
      view ELMS, view our Training Calendar, and view information in our
      Resource Toolbox.




252
DGS Training Website
      Resource Toolbox
      • Select the Resource Toolbox
      • Document Builder contains
        User Guides
      • EUP’s show End-User
        Procedures for various
        SRM/SAP Processes
      • Courses contains electronic
        versions of courses
      • Sims contains Simulations for
        various SRM/SAP processes

253
Questions and Answers
Knowledge Checks
Knowledge Check
        Match the description to the correct process:

      1. Create a shopping cart             a. Select Products

      2. Use catalogs or describe           b. Shop
         requirements

      3. Request approval/confirm goods     c. Order & Receive
         receipt



256
Knowledge Check
      True or False:
      POs are automatically created for all products and suppliers
      a. True
      b. False




257
Knowledge Check
      True or False:
      Separate carts are needed in SRM for each supplier
      a. True
      b. False




258
Knowledge Check
      SRM does not include which of the following catalogs?
      a. Warehouse
      b. Punch-out sites
      c. Master Services catalog
      d. Material/Service Contract




259
Knowledge Check
      The document date on a Confirmation should reflect:
      a. The date that the confirmation is being entered
      b. The date that the goods/services were received
      c. The date that the shopping cart was approved




260
Knowledge Check
      True or False:
      A Confirmation placed on hold cannot be changed (edited)
      a. True
      b. False




261
Knowledge Check
      True or False:
      A completed Confirmation cannot be changed (edited), it
      can only be deleted.
      a. True
      b. False




262
Knowledge Check
      What would you do if you realized that you had
      processed a Confirmation twice (i.e. duplicate)?

      a. Delete the Confirmation
      b. Process a Return Delivery of the Confirmation
      c. Either of the above




263
Knowledge Check
      How would you correct a Confirmation that was
      processed with an incorrect quantity?

      a. Delete the Confirmation
      b. Process a Return Delivery of the Confirmation
      c. Either of the above




264
Reference Material
General Ledger Accounting
      Commonwealth G/L Types
      1 – Asset Accounts
      2 – Liability Accounts             61 – Personnel Services
      3 – Reserves, Unreserved, Equity   62 – Inventory Consumption
          Accounts                       63 – Operational Expense
      4 – Revenue Accounts               64 – Fixed Assets
      5 – Costs of Goods Sold            66 – Grants

      6 – Expense Accounts               67 – Bad Debt Expenses
                                         68 - Depreciation
      7 – GAAP only accounts
      8 – Reserved for CO
             CO secondary postings
             Such as 200 transfers



266
Costs Centers
      Controlling Cost Centers

      Example: 1810100123

      18      = Agency (same as Business Area number)
      1       = Secretary or Deputy Secretary
      0100    = Organization
      123     = Agency Defined




267
Internal Orders
      ― Internal Orders will be used for:
         • Maintain cost collection
         • Costs with pre-determined life i.e., dockets, claim cases,
           missions
         • Federal Grants

      ― Non-Grant Internal Order numbers will be system
        generated, with some exceptions for unique business
        process
      ― Field Length: 12 characters

268
Internal Orders
      Controlling Federal Grant Internal Orders

      Example: G21100100001
      G          = Agency Indicator
      21100      = Grant Number
      1000       = Program Measure
      01         = Class

       The Grant Number (characters 2-6) is the 5-digit grant number that was used in ICS.
       The Program Measure (characters 7-10) is the modified version of the 5-digit program measure that
        was used in ICS.
       The Class (characters (11-12) is the new numbers used to group Internal Orders to make up individual
        line items for Federal reporting purposes, if necessary.

269
General Ledger/Commitment Items Relationship
           G/L Accounts               Commitment Item Accounts

      6311010 Travel-Lodging

      6311020 Travel-Subsistence

      6311030 Travel-Mileage          6311000 Travel

      6311040 Travel-Transportation

      6311999 Travel-Other




270
Funds Management (FM)
      SAP Fund
      Example: 1012301333
      10     = Ledger
      123    = Appropriation-all new appropriation numbers
      01     = Fiscal year
      333    = Agency Defined-Lower level fund, PennDOT Program




271
Funds Management (FM)
      ― Funds Center and Funds Center Hierarchy
         • Fund Centers represent the organizational areas of
           responsibility for budgetary monitoring and reporting. Funds
           Centers are in a standard hierarchy which is used in drill-
           down reporting. For reporting purposes Funds Centers can
           be organized in alternative hierarchies.
         • CO objects, cost centers, internal orders, WBS elements can
           be assigned or linked to funds centers.
         • Field Length: 10 characters



272
Funds Management (FM)
      Example: 1811020000
      18     = Agency (same as Business Areas Number
      1      = Optional Secretary or Deputy Secretary
      1020   = Organization
      000    = Always 0




273
Functional Area
      ― Functional Area is a responsible program dimension of a
        governmental organization. Functional area is not hierarchical.
        Functional Area is available in FM, CO/PS, and FI.
      ― Field Length: 4
      Example: 1340
      1 = Program-Budget and CAFR (7)
      3 = Category
      4 = Subcategory
      0 = Not Defined


274
Reference Material
      • The following documents are provided in your handout
        materials.
         – Management Directive 215.9, Contractor Responsibility Program
         – Management Directive 310.31, Purchase Order Receiving, Invoice
           Processing and Invoice Reconciliation Processing




275
Receivers and
Requisitioners

        Thank you!

				
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