srm sho 303 lso v1myhelp.uky.edu/rwd/html/mm/srm_sho_303 lso v1.pdf7/1/2015 srm_sho_303 ‐lso v1 2...

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SRM_SHO_303 ‐ LSO V1 1

SRM Free Text CartsSRM_SHO_303

SRM Free Text Carts

Refresher: Free Text Carts?Free Text Carts are used for any commodity listed in the Purchasing / AP Quick Reference Guide requiring Shopping Cart as the purchase method and for which there is not a punch‐out catalog loaded. After approval, Free Text carts arrive at Purchasing for manual processing.

Examples of orders that would follow the Free Text process:

•Any purchase, regardless of amount, that involves written agreements

•Commodities having special conditions or nature (e.g., personal service contracts, leases, licensed promotional goods, etc.)

•Purchase of capital equipment (i.e., items > $5000 cost per piece)

•Purchases, regardless of amount, for which the procurement card is not the applicable method or the vendor does not accept the procurement card

SRM Free Text Carts 2

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Training Requirements for SRM Departmental RolesRole Training Requirements

Shopper Shoppers are required to take and pass four course modules in successive via myUK Training:

SRM_SHO_301 SRM Shoppers IntroductionSRM_SHO_302 SRM Punch‐out CatalogsSRM_SHO_303 SRM Free Text Carts (This course)SRM_SHO_304 SRM Supplementary Information

Approver Approvers are required to take and pass the MM_APP_300 Combined Approvers course via myUK Training .

Goods Confirmer Goods Confirmers are required to take and pass the SRM_CON_300 SRM Goods Confirmations course via myUK Training .


Create Free Text Shopping Cart

“Free Text” Shopping Carts are applicable for any commodity in the Purchasing / AP Quick Reference Guide requiring Shopping Cart as the purchase method and for which there is not a punch‐out catalog loaded.

SRM Free Text Carts

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Free Text Shopping Cart – OverviewThe first step in creating a Free Text Shopping Cart is obtaining a quote from a supplier. As the name “Free Text” implies, the Shopper enters the line items directly into the cart via freehand rather than selecting from punch‐out catalogs. The Shopper attaches the quote to the Free Text Shopping Cartduring the creation process.

Free Text carts frequently, although not always, originate from suppliers holding a University Price Contract or other agreement. If needed, the Price Contracts listing can be found on the Purchasing website at: http://www.uky.edu/Purchasing/.

All Free Text Shopping Carts require approval regardless of dollar amount. The carts route to Purchasing after approval and are processed manually based on established protocols.


Free Text – Begin Shopping Cart from POWL1. Start from the Shopper tab

2. Select Shopping Cart from Site

Navigation to display the POWL

3. Click Create Shopping Cart


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Free Text – Default Settings: Set Values

4. Click Set Values within Default Settings

7SRM Free Text Carts

Two default values – Account Assignment and Delivery Address – can be set at the beginning of the ordering process. This will copy the data to all line items as they are placed

into the Shopping Cart, thus bypassing tedious line item entries later.

Free Text – Complete Delivery Address (Required) 5. Select the

Delivery Address / Performance Location tab


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6. Complete contact person, floor, room, etc.

Delivery information flows in from Personal Settings and reflects your building addressonly. The Shopper must add the Contact Person, Floor, and Room Number, etc. This must

be completed for each cart and will populate to all line items placed in the cart.

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Important: Be sure to enter the delivery information at the header level. Bypassing entry of the contact person, floor, and room number within Set Values will require the

information to be entered for each line item in the bottom Details section.

Free Text – Complete Delivery Address (Required)

SRM Free Text Carts

Free Text – Set Account Assignment (Optional)

7. Click Account Assignment


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Free Text – Set Account Assignment (Optional)

8. Default Account Assignment Category is Cost Center. You can also select WBS Element from

the dropdown if needed.

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9. Enter the Cost Center or WBS Element number as

applicable

Enter Cost Center or WBS Element information if the entire order will be charged to the same cost object structure. Alternatively, if you need to charge various line items

to different cost objects, this can be entered as indicated on Slide 20.

TIP: WBS Elements relate to grants.

SRM Free Text Carts

Free Text – Finish Header Values

10. Click OK to finish Set Values

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No entries are required on other tabs within Default Settings

SRM Free Text Carts

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Free Text – Header Notes

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11. Optional: If desired enter notes in the General Data (“Header”) area. Approval Notes are internal and will not print on the purchase order. Note to Supplier will

print on the purchase order.

SRM Free Text Carts

Free Text – General Entries

12. Enter line item Description

SRM Free Text Carts

13. Enter Quantity and Unit

15. Enter Delivery Date: This is the date when physical delivery is

required from Supplier.

14. Enter Price each

Data for purchased items is entered manually into the appropriate cells. This information originates from the supplier quote.

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Free Text – Select Product Category

16. Click Product Category search icon

SRM Free Text Carts

The Shopper must select the Product Category. This is simply a general descriptive category in which the good or service “fits” and is selected via a search feature.

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Free Text – Select Product Category

17. Enter a general key term for the type of item being

purchased. Place (*) on both ends of the term. Click Start

Search.

SRM Free Text Carts

TIP: Alternatively, you can leave search term blank and click Start Search for a full listing of product

categories. 19. Click OK

18. Highlight the correct category from the search

results list

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Free Text – Complete Remaining Lines20. Enter related

information for other line items from quote, if

applicable.

SRM Free Text Carts

21. When complete, click to open Details (Bottom) section.

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Free Text – Enter Supplier Product Number(s)

22. Enter Supplier Product Number(s) for

each line

SRM Free Text Carts

If the quote has Supplier Product Numbers, they should be entered on the Item Data tab in the Details Section. Enter for each line as applicable.

If needed, click the arrows to move among multiple line

items.

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Free Text – Account AssignmentAccount Assignment entries can be formed at the line item level within the bottom

Details section.

Remember: If you already set the Account Assignment Information within Default

Values: Set Values at the header level, you can bypass this section.

23. Select the Account Assignment Category (either cost center or WBS element).

24. Enter the cost center or WBS element

number.


Free Text – GL Account

25. A suggested GL will populate automatically on many carts or can be entered/overwritten as needed. The Shopper should check the GL to ensure it is correct based on the nature of the

particular purchase.

TIP: The General Ledger (GL) Account is an accounting

component that relates to the description of the goods or

services purchased.

SRM Free Text Carts

If needed, click on the right side of the GL box to access a Possible Entries icon and

search function.

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Note: If ordering a single item that is over $5000, a capital equipment GL must be assigned to that line item. A capital GL is prefixed with 55XXXX and can be selected

from within the search function.

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Free Text – Line Item Notes

26. Optional: If desired, click on link(s) to add

line item notes.

SRM Free Text Carts

If needed notes can also be added to individual line items. “Internal Note” will not print on the purchase order; all other notes will print on the purchase order.

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Free Text – Add Attachment(s)

27. Click Add Attachment

SRM Free Text Carts

The supplier quote should be attached to the Shopping Cart; other documents can be added optionally.

28. Click Browse

TIP: For Shopping Carts with multiple line items, the quote only needs

attached to Line Item 1.

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29. Navigate to and select the file to attach

SRM Free Text Carts

30. Click Open

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31. Add a descriptive name for the attachment and check the Visible Internally only box.

Click OK.

SRM Free Text Carts

Document successfully attaches to Shopping Cart

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Free Text – Line Item Delivery Address

Provided you entered the Delivery Address information within the Default Values: Set Values section at the header

level, nothing needs entered here.

Remember: If you already set the Delivery Address Information within Default Values: Set Values at the header level, you can bypass this section. If you omitted that step, the contact person, floor and room number will need entered manually for

each line.


Free Text – Set Preferred Supplier

32. Click the Possible Entries icon to begin

search

SRM Free Text Carts

Important: If your cart has multiple line items, the

supplier number will need entered on each line.

The Preferred Supplier related to the quote must be entered. It can be assigned from the University vendor database via the Source of Supply tab.

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Free Text – Preferred Supplier Search

33. Using the Name 1 field, enter key word(s) related to the Preferred

Supplier name. Place asterisks around and between search terms.



34. Select the correct supplier from the search

results


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The Preferred Supplier number populates into

the field

Remember: Be sure to repeat the Preferred Supplier number on each line item. The supplier number can be entered manually

for each additional line.


Free Text – Check and Order

36. Click Order to finish

35. Click Check to confirm whether errors exist

Note: Only click the SAVE button if the order is to be placed on HOLD and finished later.

A Saved Shopping Cart resides in the Shopper’s POWL and does not move forward to the Approver.


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Free Text – Complete Order37. Click Close button to close

window.


Free Text – Status from POWLA Free Text Shopping Cart next moves to the Approver(s) via Workflow. Once approved,

the cart routes to Purchasing for manual processing and order placement.

Click Refresh to see Shopping Cart Status

Newly created Free Text cart resides in POWL with current

status.


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Completion of SRM Free Text CartsThis completes the module SRM_SHO_303 Free Text Carts. After completing the Check for Understanding, you should book and complete the fourth and final Shopper module SRM_SHO_304 Supplementary Information.

Remember, all four modules must be completed and passed to receive the SRM Shopper role:

SRM_SHO_301 SRM Shoppers IntroductionSRM_SHO_302 SRM Punch‐out CatalogsSRM_SHO_303 SRM Free Text CartsSRM_SHO_304 SRM Supplementary Information


Printing Course Manual (Optional)If desired, a printable (Adobe PDF) version of this course manual is available for your convenience.

To access and print the manual:1. Click on the printer (the manual will open in a separate browser window)2. Print the course manual3. Close the separate browser window4. Return to this course window5. Click on the green Continue button below

To proceed without printing, click on the green Continue button below.


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Check for UnderstandingIn order to receive full credit for the SRM Shoppers course, you must now successfully complete the Check for Understanding – a quiz covering the main concepts presented in this course.


Course Completion – Last SlideTo complete this WBT, click on the yellow Log off button in the lower corner of this window.

Note: This window will close, and you should be returned to the main, myTraining page for this WBT. The main page will refresh (usually within 30 seconds, depending on network traffic), and you should receive a green, system message confirming your participation.

You may then safely navigate away from the main page.


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