supplier relationship management

Supplier Relationship Supplier Relationship ManagementManagementManagementManagement

ShopperShopperShopper Shopper MM_SRM_SHO_300MM_SRM_SHO_300

SRM Goes GREENSRM Goes GREEN

Paper handouts of the SRM Shoppers presentation will not be provided.

Downloads are available @ www.uky.edu/Purchasing

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Definition of SRMDefinition of SRM

l l h (Supplier Relationship Management (SRM) is an SAP product that facilitates public procurement via a web‐based platform.

E bl d t d d i i “Sh i•Enables end users to procure goods and services via a “Shopping Cart” environment.

•Generates savings for the University through use of electronic•Generates savings for the University through use of electroniccatalogs and contracts.

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Implementation PlanningImplementation PlanningSRM Implementation ScheduleSRM Implementation Schedule

Phase 1 – Campus

Pilot Groups Online Training August 2011Pilot Groups Online Training – August 2011

Pilot Groups Go‐Live – September 1, 2011

Campus Online Training – September 2011

Campus Go‐Live – October 1, 2011

Post Go‐Live Open labs will be available for walk‐in training and assistancePost Go‐Live Open labs will be available for walk‐in training and assistance.

Phase 2 – Healthcare

Summer 2012

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Role TerminologyRole Terminology

Current SAP Term

New SRM Term

SAP Role SRM Role

Requisition Shopping Cart Requisitioner Shopper

Approve/Release Approve Approver Approver

R i i C fi i R i C fiReceiving Confirming Receiver Confirmer

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Training Requirements for SRM RolesTraining Requirements for SRM Roles

Role Training Requirements

Shopper Shoppers must fulfill a two‐part training requirement:a Attend MM SRM SHO 300 ‐ Shopper training sessiona. Attend MM_SRM_SHO_300 Shopper training session

sponsored by the Purchasing Divisionb. Take and pass web‐based training course

MM_SRM_SPS_200 ‐ Shopper Personal Settings

Approver Approvers are required to take and pass web‐based training course MM_SRM_APP_300 ‐ Approver

Goods Confirmer Goods Confirmers are required to take and pass web‐based training course MM_SRM_CON_300 ‐ Goods Confirmations

Current user roles in SAP will not transfer to SRM. Each SRM user must take Current user roles in SAP will not transfer to SRM. Each SRM user must take the applicable rolethe applicable role based training to recei e their ne permissionsbased training to recei e their ne permissions

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the applicable rolethe applicable role‐‐based training to receive their new permissions.based training to receive their new permissions.

Role CombinationsRole Combinations

SRM Role Combinations

End users can only have 2 of the 3 roles for security reasons. End users can only have 2 of the 3 roles for security reasons.

SRM Role Combinations

Shopper ‐ Confirmer

Shopper ‐ Approver

Approver ‐ Confirmer

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SRM New TerminologySRM New TerminologyTerm DefinitionTerm Definition

POWL Personalized Object Work List, a.k.a. “dashboard” serves as the Shopper’s home or starting point and contains document history, queries, etc.

Attributes End user’s default personal settings

Catalogs Also known as “punchouts”, catalogs are located on external suppliers’ websites

Contracts Pre‐loaded contracted items available to the shopper in SRM

Free Text Used when items are not available from catalogs or contracts; entered from a supplier quote

Shopping Cart Instead of a Requisition the tool utilized by Shoppers to purchase goods and/or services

Workflow Process by which documents route to Inboxes ithi SRM

SRM SRM ‐‐ August 2011August 2011 88

within SRM

Current SAP Purchasing ProcessCurrent SAP Purchasing Process

QuoteQuote RequisitionRequisition ApprovalApprovalPurchase Order

Processing

Purchase Order

Processing

Goods ReceiptGoods Receipt

Invoice PostingInvoice Posting

•Departments usually initiate the process with vendor quote and requisition entry.

•Requisition arrives at Purchasing after approval.

•Purchasing processes purchase order based on established policies and procedures.

•Goods Receipts and Invoice Postings complete the 3‐way match.

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New SRM Purchasing Process New SRM Purchasing Process ‐‐ Catalogs/ContractsCatalogs/Contracts

Create Shopping Cart

Create Shopping Cart

Approval Approval

Purchase Order Auto‐sends to Supplier

Purchase Order Auto‐sends to Supplier

Goods Confirmation

Goods Confirmation

Invoice PostingInvoice Posting

SupplierSupplier

•Catalogs and contracts are created and maintained by Purchasing, thus creating the Shopping Cart experience for the end user.

•If a needed good or service is not available from a catalog or contract, the Shopper may obtain a quote and enter a “Free Text” Shopping Cart.

•Encumbrance occurs when Shopping Cart is approved.

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Shopper OverviewShopper OverviewThe Shopper role in SRM is responsible for creating a “Shopping Cart” toThe Shopper role in SRM is responsible for creating a Shopping Cart to purchase goods and/or services from a particular supplier.

Shopping Carts are line item driven, thus allowing the Shopper to:Shopping Carts are line item driven, thus allowing the Shopper to:

•Order items from multiple suppliers in one cart•Assign multiple or split account assignments for each line item

Only one delivery address may be selected per Shopping Cart.

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SRM Shopping MethodsSRM Shopping Methods

Th h diff f h i h dThere are three different types of shopping methods:

Catalog orders are used for the University’s highest volume suppliers. Shoppers will “punch‐out” to the suppliers’ external websites Approval is required for allwill punch out to the suppliers external websites. Approval is required for all orders over $2,000. SRM immediately creates and transmits a purchase order to the supplier.

Contract orders are used to select line items from established University contracts within the SRM environment. After appropriate approvals, SRM immediately creates and transmits a purchase order to the supplier.

Free Text orders are used when items cannot be found in catalogs or contracts. Shoppers enter information similar to the requisitioning process in the current SAP purchasing system. After approvals, free text shopping carts are forwarded topurchasing system. After approvals, free text shopping carts are forwarded to Purchasing for processing based on established policies and procedures.

Purchase orders are the document issued for all shopping methods.

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Personalized Object Work List Personalized Object Work List ‐‐ OverviewOverview

dd dd

Personalized Object Work List

Transaction codes are Transaction codes are notnot used in SRM.used in SRM.

a.k.a. the POWL or “dashboard” Serves as home base for each SRM user Contains Active Queries, Quick Criteria Maintenance and d h h l kdocument history with active links.

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Log On Log On ‐‐myUK Portal & Shopper Tab myUK Portal & Shopper Tab Launch Pad icons areLaunch Pad icons are notnot used with SRM rolesused with SRM roles

2. Navigate to the Shopper Tab

Launch Pad icons are Launch Pad icons are not not used with SRM roles. used with SRM roles.

1. Login to myUK Portal

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Shopper TabShopper Tab

Select Shopper tab

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Personalized Object Work List Personalized Object Work List –– Shopping Cart Shopping Cart

POWLSite Navigation

Click Shopping Cart to activate the POWL and display cart history, etc.

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Quick Criteria MaintenanceQuick Criteria Maintenance

POWLClick to expand Quick Criteria Maintenance

POWL Active Queries section shows the following:

Shopping Carts – All (Carts you have created or been assigned), Saved, Awaiting Approval and g ), , g ppTeam Carts (Carts shared by team members)

Confirmations – All (Confirmations you have created or have been assigned), g ),

Saved and Deleted

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Quick Criteria MaintenanceQuick Criteria Maintenance

Note: Quick Criteria Maintenance is used to conduct searches for

Shopping Carts (similar to ME2K, ME2L d ME5K i SAP)ME2L and ME5K in SAP)

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Quick Criteria Maintenance Quick Criteria Maintenance –– Search ExamplesSearch ExamplesExample 1 – Search by Shopping Cart number

Example 2 – Search by Timeframe created

Bottom section reflects results from all searchesBottom section reflects results from all searches

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Create Shopping Cart Create Shopping Cart ‐‐ SettingsSettings

Sh i C t S tti ddi i l i b d b dShopping Cart Settings are additional settings above and beyond Personal Settings confirmed at the Navigation Pane.

•They should be set prior to creation of your first Shopping Cart•They should be set prior to creation of your first Shopping Cart.

•Not entering cart settings will mean default data must be entered manually for each line itemmanually for each line item.

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Shopping Cart Shopping Cart SettingsSettings

1. Select Shopping Cart

2. Click Create Shopping Cart

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Shopping Cart Settings Shopping Cart Settings –– Product IDProduct IDThe Product ID column should be removed from view prior to creation of your first The Product ID column should be removed from view prior to creation of your first p yp y

cart. This only needs done once.cart. This only needs done once.

3. Click Settings at far right of screen

4. Click on Basic Settings

4. Highlight Product ID and Select Remove

5. Click OK

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Shopping Cart Settings Shopping Cart Settings –– DefaultDefault

1 P i t ti f fi t1. Prior to creation of first Shopping Cart, click Set

Values and confirm Default Settings are correct

2. Set the default Shopping Cart type for

campus as NBPOp

Note: Optional – additional default settings can be configured that apply to every Shopping Cart e.g., internal notes

that would replicate on every cart

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that would replicate on every cart

Important: Minimum browser requirements for creating p q gCatalog Shopping Carts are IE 8.0 or Firefox 5.0

Create Catalog Create Catalog h ih iShopping CartShopping Cart

Catalog orders: a.k.a. “punchouts” are used for the University’s highest volume suppliers and originate from external websites.

Pricing is based on University contractsPricing is based on University contracts.

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Catalog Order Catalog Order –– Create Create Naming conventionNaming conventionShopping Cart number automatically Shopping Cart number automatically Naming convention

populates automatically with your User ID and

date/time stamp

Naming convention populates automatically with your User ID and

date/time stamp

generates upon entering a new Shopping Cart

generates upon entering a new Shopping Cart

needed

1. Add Approval and Supplier Notes if

needed

2 Cli k Add It d l t t l2. Click Add Item and select catalog choice.

Shopper will leave SRM and enter supplier’s website

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Catalog Order Catalog Order –– Add Items from PunchoutAdd Items from Punchout3. Once at the

punchout site browse for needed items

ffOfficeMax site is customized for SRM use. User personal data is not recorded or transmitted eco ded o t a s tted

between sites.

4. Select and add items to Shopping Cart

5. Select Checkout and the cart will carry over to SRM

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Catalog Order Catalog Order –– Details SectionDetails SectionUpon return to SRM line items withUpon return to SRM line items withUpon return to SRM, line items with pricing populate into the Shopping

Cart. Additional items can be added via contracts or free text if needed

Upon return to SRM, line items with pricing populate into the Shopping

Cart. Additional items can be added via contracts or free text if needed6. Click to open Details

f hsection of Shopping Cart

7 Modify Account Assignment or7. Modify Account Assignment or Delivery Address if needed or Add

Attachments

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Catalog Shopping Cart Catalog Shopping Cart –– OrderOrderNote: The Save option should

8. Click Check to confirm whether errors exist

Note: The Save option should only be used if the order is to

be placed on hold. A Saved Shopping Cart does not move forward to thenot move forward to the

Approver

9. Click Order to place order

10. Click Close button to close window. Do not click the X in upper rightclick the X in upper right window corner to close

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Catalog Shopping Cart Catalog Shopping Cart ‐‐ Status Status The Catalog Shopping Cart next moves to the Approver if total is $2000 or greater. e Cata og S opp g Ca t e t o es to t e pp o e tota s $ 000 o g eate

Once approved a purchase order automatically transmits to supplier for order placement.

Click Refresh to see Shopping Cart Status

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OfficeMax Catalog Shopping Carts OfficeMax Catalog Shopping Carts –– Special NotesSpecial Notes

S i l f t h b dd d t SRM f C t l Sh i C tSpecial features have been added to SRM for Catalog Shopping Cart orders from OfficeMax:

•Orders totaling $2000 or less from OfficeMax do not require•Orders totaling $2000 or less from OfficeMax do not require approval. SRM automatically transmits a purchase order once a cart is created and ordered.

•Goods Confirmations are not required for OfficeMax orders.

•Upon shipment of goods, Shoppers and their supervisor will receive an email confirmation of the order.

•Future catalog suppliers are planned with similar features

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Create Contract Create Contract Sh i C tSh i C tShopping CartShopping CartContract orders work much like catalog orders. Rather than punching out to a supplier’s customized website, the Shopper selects line items

from University contracts within SRM. y

Once the Shopping Cart is created and approved at the department/unit/ College level, SRM automatically processes and transmits a purchase

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order to the vendor.

Contract UKY Shopping Cart Contract UKY Shopping Cart ‐‐ CreateCreate

POWL

1 From the POWL click1. From the POWL click Create Shopping Cart

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Contract UKY Shopping Cart Contract UKY Shopping Cart ‐‐ CreateCreate

2. Select UKY Contract Catalog from the drop

down menu

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Contract UKY Shopping Cart Contract UKY Shopping Cart ‐‐ CatalogCatalog

3 U th ild d* h3. Use the wildcard* search with all or part of an item description and click Search

Note: The bottom section Note: The bottom section displays items from all available

University contracts with description, price, supplier, etc.

displays items from all available University contracts with

description, price, supplier, etc.

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Contract UKY Shopping Cart Contract UKY Shopping Cart ‐‐ CatalogCatalog

4. Enter quantity needed and Click Add to Cart

5. Add more items if desired – click Check Out when finished

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Confirmation that items were addedConfirmation that items were added

Contract UKY Shopping Cart Contract UKY Shopping Cart ‐‐ CatalogCatalogRemember, you can add items to a Shopping Cart for multiple suppliers and cartRemember, you can add items to a Shopping Cart for multiple suppliers and cart types i.e., the same Shopping Cart can have catalog, contract, and free text items

N Li i i f iN Li i i f iNote: Line item information populates directly into Shopping Cart

Note: Line item information populates directly into Shopping Cart

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Contract UKY Shopping Cart Contract UKY Shopping Cart ‐‐ CatalogCatalog7 Re ie and complete6 Click Details 7. Review and complete Account Assignment,

delivery address, etc. as needed

6. Click Details

8. Click Check for errors8. Click Check for errors

9. Click Order to complete

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Contract UKY Shopping Cart Contract UKY Shopping Cart –– Create Shopping ListCreate Shopping ListThe UKY Contract Catalog also has a “Shopping List” feature. This allowsThe UKY Contract Catalog also has a Shopping List feature. This allows

Shoppers to pin items that may be needed for future orders to a list for easy browsing and ordering.

1 F h POWL li k C Sh i C1. From the POWL click Create Shopping Cart

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Contract UKY Shopping Cart Contract UKY Shopping Cart –– Create Shopping Create Shopping ListList

2 Select UKY Contract2. Select UKY Contract Catalog from the Add Item

drop down menu

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Contract UKY Shopping Cart Contract UKY Shopping Cart –– Create Shopping Create Shopping ListList

4. From the results section, check box, enter quantity, and Click Add to Shopping

List3 U th ild d*3. Use the wildcard* Search function to

find items of interest

5. Name the list and include notes if needed –

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include notes if needed Click Save

Contract UKY Shopping Cart Contract UKY Shopping Cart –– Order Shopping ListOrder Shopping List1. When items are needed for future ordering, select the

Shopping Cart list from within the UKY Contract Catalog to display

contents

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Contract UKY Shopping Cart Contract UKY Shopping Cart –– Order Shopping ListOrder Shopping List

2 C fi Q tit h k S l t d 3 C i dd i f2. Confirm Quantity, check Select and click Add to Cart

3. Continue to add more items from either the UKY Contract Catalog or existing Shopping Lists. Click Check

Out when finished.

Confirmation message items were added

Confirmation message items were added

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Contract UKY Shopping Cart Contract UKY Shopping Cart –– Order Shopping ListOrder Shopping List4. Click Transfer Items to move from the Shopping List to Shopping Cart

Item and related data Item and related data populate into Shopping Cart populate into Shopping Cart

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Contract UKY Shopping Cart Contract UKY Shopping Cart –– Order Shopping ListOrder Shopping List5 Click Details 6. Review and complete

Account Assignment, delivery address, etc. as

needed

5. Click Details

7. Click Check for errors


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Create Free Text Create Free Text Sh i C tSh i C tShopping CartShopping Cart

“Free Text” Shopping Carts are only applicable when items cannot be found within SRM catalogs or contracts.

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Free Text Shopping Cart Free Text Shopping Cart –– OverviewOverview

Th fi t t i ti F T t Sh i C t i bt i i t fThe first step in creating a Free Text Shopping Cart is obtaining a quote from a supplier. As the name “Free Text” implies, items are entered via free forminto the Shopping Cart line items. The quote should be scanned and attached to the cartattached to the cart.

After area approval, all Free Text Shopping Carts route to Purchasing and are processed on a case‐by‐case basis based on established policies and p y pprocedures.

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Free Text Shopping Cart Free Text Shopping Cart ‐‐ CreateCreate

POWL

1. Click Create Shopping Cart

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Free Text Shopping Cart Free Text Shopping Cart –– Add Text LineAdd Text Line

or

Option 1 ‐ Free Text line items may be added via the Add item drop down menu,

orOption 2 ‐ Free Text line items may also be entered by free y yhand at the line item level

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Free Text Shopping Cart Free Text Shopping Cart –– Add Text LineAdd Text Line2 If entering through the Add2. If entering through the Add

Item menu, complete information fields as required.

3. Click Add to Item Overview when done

The Product Category must be entered for all free text orders. Use the possible entries icon to

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identify the commodity type as closely as possible

Free Text Shopping Cart Free Text Shopping Cart –– Add Text LineAdd Text Line

4. Click Details, to review and confirm Account

Assignment Delivery etcNote: Data will populate directly into

the Shopping Cart line itemNote: Data will populate directly into

the Shopping Cart line item

Assignment, Delivery, etc.

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Free Text Shopping Cart Free Text Shopping Cart –– Add GL & Account AssignAdd GL & Account Assign

5. Confirm correct Account Assignment. Enter or search for new assignment if overwriting

default values.

6. Confirm correct Delivery Address. Enter or search for new delivery

address if overwriting default values.

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Free Text Shopping Cart Free Text Shopping Cart ‐‐ Add Source of Supply Add Source of Supply

A f d d bA f d d bA preferred vendor can be assigned to Free Text

Shopping Carts through the Sources of Supply tab

A preferred vendor can be assigned to Free Text

Shopping Carts through the Sources of Supply tab

8. Conduct search for supplier using

wildcard (*) with awildcard ( ) with a portion of the name

7. Click Possible Entries icon to perform a search

9 Cli k St t S h

10. Select the correct supplier

9. Click Start Search

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and click OK. Repeat supplier entry on each line item.

Free Text Shopping Cart Free Text Shopping Cart –– OrderOrder11 Click Check to confirm N Th S i h ld11. Click Check to confirm

whether errors existNote: The Save option should only be used if the order is to

be placed on hold. A Saved Shopping Cart does

f d h

12. Click Order to 12. Click Order to place order

not move forward to the Approver.

13. Click Close button to close window. Do not click the X in upper right

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pp gwindow corner to close

Ancillary Tasks Ancillary Tasks &&& &

Edit Shopping CartsEdit Shopping Carts

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Shopping Cart Shopping Cart ‐‐ Add NotesAdd NotesApproval Notes are for Approval Notes are for internal use only and do

not print on the purchase order

internal use only and do not print on the purchase order

Text notes can be added to any Shopping Cart

Text notes can be added to any Shopping Cart

N t t S li illN t t S li illNote to Supplier will print on the purchase

order

Note to Supplier will print on the purchase

order

Notes can also be added in the Notes and

Attachments tab under the Details section

Notes can also be added in the Notes and

Attachments tab under the Details section

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Shopping Cart Shopping Cart –– Add AttachmentsAdd AttachmentsFiles can be attached to any Shopping Cart.

1. Click Notes and Attachments tab from the Details section

A scan of the quote should be attached to all Free Text Shopping Carts.

2. Click Browse to locate file

4. Enter description ( )(optional) and click OK

3. Navigate to file and click Open

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Determining Approvers Determining Approvers

Af Sh i C i d dAf Sh i C i d dAfter a Shopping Cart is created and refreshed, designated Approver information can be viewed on the Approval Process Overview tab in

h D il i

After a Shopping Cart is created and refreshed, designated Approver information can be viewed on the Approval Process Overview tab in

h D il ithe Details section.the Details section.

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Related Documents TabRelated Documents TabThe Related Documents tabThe Related Documents tabThe Related Documents tab

shows all other documents that are part of the purchase

transaction, with drill‐down functionality (PO Goods

The Related Documents tab shows all other documents that

are part of the purchase transaction, with drill‐down functionality (PO Goodsfunctionality (PO, Goods

Confirmation, etc.)functionality (PO, Goods

Confirmation, etc.)

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Determining Shopping Cart Status via POWLDetermining Shopping Cart Status via POWL

The status of each Shopping Cart can be found in the POWL (remember to click Refresh for latest information). Status options include Awaiting Approval,

Approved, Rejected, Ordered, etc.

Note: Area below di l S fNote: Area below di l S f

1. Click Refresh displays Status of Shopping Carts displays Status of Shopping Carts

Button

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Shopping Cart Shopping Cart –– EditEditShopping Carts can be edited before the approval process is completedShopping Carts can be edited before the approval process is completed.

Access the Shopping Cart via the POWL and click “Edit” to make changes as appropriate. Shoppers can change, add, or delete line items; change cost pp p pp g , , ; gassignment information; add attachments, etc.

Shopping Carts cannot be edited after they are approved.

Contact Purchasing if uncertain as to how changes may affect the Shopping Cart or its correlated purchase order.

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Shopping Cart Shopping Cart –– EditEdit

1. From POWL, click Refresh to see an updated view of

Sh i C t d th i t tShopping Carts and their status

2. Select a Shopping Cart to edit

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3. Click Edit

4. Click Continue to proceed

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Note: Shopping Cart must be in edit mode in order to make

necessary changes.

5. Click Details button to access line

necessary changes.

5. Click Details button to access line items for editing

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Shopping Cart Shopping Cart –– EditEditNote: Possible line item data edits

6. Edit line item data as needed

Note: Possible line item data edits include Item Data, Account

Assignment, and Notes & Attachments.

7. Click Check for errors

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Inbox OverviewInbox Overview

Note: Inbox communicationNote: Inbox communication for Shoppers may include Rejections, Edits, etc. pertaining to their Shopping Carts.

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Inbox Inbox –– Filter SettingsFilter SettingsFilters are used to find specific Shopping Carts

Tab shows or hides Filters as desiredTab shows or hides Filters as desired

1. Select one or more search criteria to locate specific Shopping Carts

Filters are used to find specific Shopping Carts.

Filters as desiredFilters as desiredspecific Shopping Carts

If needed, Click Apply to search for a Specific p

Shopping Cart

Note: Shopping Carts are automatically displayed in a scrolling format under the Tasks tab.

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Inbox Inbox ‐‐ Rejected Shopping CartsRejected Shopping Carts

A Shopping Cart rejected by an Approver will return to the Inbox of the Shopper that created it.

Rejected documents can be found in the

Inbox area

Drilling into the Shopping Cart shows the Approver’s

rejection note

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Inbox Inbox ‐‐ Rejected Shopping CartsRejected Shopping CartsThe Shopper must edit and re-order, accept the rejection, or deleteThe Shopper must edit and re order, accept the rejection, or delete

the Shopping Cart.

Click Delete to remove Sh i C fShopping Cart from

workflow and terminate, or

Click Accept to accept the rejection. Shopping Cart may b i d h i

Click Edit to make changes and re‐order. Modified Shopping Cart

be copied to another cart in the future

returns to the Approver, or

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Fix Query LockFix Query Lock

Users should always click the Close button to exit an open window.

Don’t click X to exit an open window

Always click Close button to exit an open window

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Fix Query LockFix Query Lock

If a window is closed using the X in the upper right hand corner, it is possible to be locked out of the system

You may receive this imessage in your

POWL if locked out of the system

2 Click any Active Query2. Click any Active Query of your choice from the

POWL to continue working

1. Scroll to bottom of screen and click

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of screen and click Fix Query Lock

Log OffLog Off

Click Log off to end myUK session

IMPORTANT: Do not click the red “X” icon in the upper right hand corner of your screen to exit, as you will lose all

your work. Click “Log Off” link instead.your work. Click Log Off link instead.

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SRM Help Web SitesSRM Help Web Sites

• myHelp – MM & Purchasing Help web site: http://myHelp.uky.edu/rwd/HTML/MM.html

– Contains Quick Reference Cards, updated and printable course manuals, Q , p p ,Reference Manual, etc.

• IRIS‐MMweb site: http://www uky edu/IRIS/MMIRIS MM web site: http://www.uky.edu/IRIS/MM

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