1. Using the SRM Life Technologies e-Catalog

2. Introduction These reference materials show specifically how to use the Life Technologies e-catalog to purchase Life Sciences and other scientific products within the Supplier Relationship Management (SRM) system. Departmental staff placing orders must first hold the SRM Shopper role and have the related tab within myUK. If needed, additional information is available on the Purchasing website at: http://www.uky.edu/Purchasing/SRM.htmhttp://www.uky.edu/Purchasing/SRM.htm How-To Guide for Establishing Roles, including information on booking and taking the online curriculum to receive the Shopper tab in myUK. Full SRM Shopper Training Guides This Quick Reference Guide assumes the Shopper has already set their Personal Settings, including default delivery building. If assistance is needed with Personal Settings or other features beyond what is reflected here, you may find the larger Shopper training documents useful. 2

3. Who Uses the Life Technologies e-Catalog? The Life Technologies e-catalog is used solely with the Supplier Relationship Management (SRM) system. All areas of campus use SRM as their procurement system with the exception of Hospital areas. All areas of the academic campus are to utilize the e-catalog through SRM for purchases of Life Technologies products regardless of order amount. This includes items previously purchased utilizing procurement card. There are additional charges for freight, dry ice, and haz-mat items for Life Technologies orders. Custom orders are non-returnable. Life Technologies offers a national promotions website for University customers and offers are updated periodically. Shoppers can apply promotional codes from the link below to their Shopping Cart purchases within the e-catalog for additional savings: http://www.thermofisher.com/us/en/home/products-and- services/promotions.htmlhttp://www.thermofisher.com/us/en/home/products-and- services/promotions.html 3

4. Implementation Schedule Implementation of the Life Technologies e-catalog is planned as follows: 4 Estimated DateEvent June 14E-Catalog to be added to all Shoppers’ Add Item Menu for order placement. Campus Shoppers excluding College of Medicine have two-week acclimation period. Procurement card may no longer be used for standard desktop orders after June 30. July 15College of Medicine use of e-catalog required; procurement card no longer used for purchases. July 15Orders picked up at the Gluck Supply Center may continue on procurement card for all Shoppers through this date. A link will be added to e-Catalog for Gluck Supply Center orders for all Shoppers. Procurement card will no longer be used for Gluck Supply Center orders.

5. Overview of the Life Technologies e-Catalog The e-catalog contains the entire line of Life Technologies products available to the University. Shoppers may order standard products and custom primers directly from the online catalog section. The catalog also contains a feature for purchase of items via customized quotes. In addition, the catalog will contain a link (after 7/15/16) for products that can be picked up at the Gluck Equine Research building. 5

6. Shipping and Related Costs Catalog items ship directly to the office/laboratory of the Shopper or end-user. Departments, at their choosing, can reduce shipping and handling fees by ordering products for pickup at the Gluck Equine Research Building (after 7/15/16). Deliveries are made to Gluck every Tuesday and Thursday. 6

7. Direct Catalog Orders

8. Begin Shopping Cart from POWL 1. Start from the Shopper tab within myUK 2. Select Shopping Cart from Site Navigation to display the POWL 3. Click Create Shopping Cart 8

9. Set Header Values 4. Click Set Values within Default Settings 9 Two Header values – Account Assignment and Delivery Address – are 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.

10. Set Account Assignment (Header Level) 5. Default Account Assignment Category is Cost Center. You can also select WBS Element from the dropdown if needed. 10 6. 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 later within Line Item Details. TIP: A WBS Element relates to grants.

11. Set Delivery Room/Floor 7. Select the Delivery Address / Performance Location tab 11

12. Set Delivery Room/Floor 8. Complete contact person, floor, room, etc. Building information flows in from Personal Settings and reflects your building address only. 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 into the cart. 12 Important: Be sure to enter this 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.

13. Setting an Alternate Delivery Building At the Shopper’s choosing, you can enter an alternate building for delivery on a cart-by-cart basis. After selecting the new building by speed sort number, complete the section with contact person’s name and room and floor numbers. 13 If desired, click the possible entries icon and select alternate building by speed sort number. Remember to add the contact person, floor, and room number to the new selection. Important: Do not freehand building delivery information. 9. Click OK when done with Delivery Address

14. Select Life Technologies Catalog from Add Item Menu E-catalog items are ordered through the Add Item dropdown menu. 14 10. Click Add Item and select Life Technologies Catalog. Shopper will be transferred to the Life Technologies e-catalog.

15. 11. Enter keyword(s) or product number to find matches against product information, etc. As you type, the search feature will auto-suggest possible items. Product Search Options 15 Upon arrival at the e-catalog site, utilize the Search feature to locate supplies or equipment you need. You can also navigate the category menu to locate needed item(s). Note: E-catalog orders may time out after several minutes of inactivity. It is a good idea to move through the shopping process expeditiously and in one sitting.

16. Product Search Options 16 If you choose to navigate the categories structure, tools are available to assist with locating products. If you choose to navigate the categories structure, tools are available to assist with locating products.

17. Locate Items and Add to Cart 17 12. As you locate items, enter quantity needed and click Add to Cart

18. You can access your Life Technologies cart any time while on the e-catalog 13. Once you have added all items to the cart, click View Cart & Checkout View Shopping Cart 18

19. Cart shows all items, quantities, stock status, pricing, etc. Proceed to Checkout 19 You can update quantities or remove items before proceeding to checkout

20. 15. Click Begin Checkout when finished Shopping Customized Quote Pricing & Promotional Codes 20 If you have customized quote pricing from a sales representative, it will apply to items after they are placed in the cart. Enter the quote number and click Apply. Holders of a promotional code can also enter this here to receive special discounting.

21. Checkout Life Technologies Shopping cart 21 Checkout shows final quantities and freight/handling costs, if applicable. 16. Click Return Cart for Checkout to return items to SRM

22. E-Catalog Items Return to SRM Shopping Cart 22 The e-catalog order populates back to the SRM Shopping Cart Optional: Shopper can add an Approval note (internal only; does not print on purchase order) or Note to Supplier (prints on purchase order). Note: Although freight/handling charges are usually applicable to Life Technologies orders, they will not appear within the SRM cart line items.

23. E-Catalog Items Return to SRM Shopping Cart 17. Click to open Details (bottom) section of Shopping Cart 23

24. Review/Complete Account Assignment 24 If you need to assign cost object information to different line items, complete Account Assignment tasks here. If you completed this within Set Values earlier, you do not need to make changes to the cost object structure. 18. Select Cost Center or WBS Element from the dropdown menu 19. Enter the cost center or WBS Element number Note: If you apply account assignment information at the line item level, it will need entered manually, or copied and pasted, for each line.

25. Complete Account Assignment – GL Account 25 20. GL Account 540311 will load by default. You can overwrite with a different GL Account if desired. Reminder: If ordering a single item that is over $5000, a capital GL Account must be used. 550030 is the most common capital GL used with scientific equipment.

26. e-catalog Order – Details Section TIP: Delivery Address information was already set at header level under Default Settings/Set Values. Thus, nothing needs entered or modified in Details section. 21. Optional: Notes and file attachments can be added at the line item level. (Note: There is no quote attachment involved for a Life Technologies e-catalog order.) 26

27. Check and Complete Order 23. Click Order to finish. Close cart window after order shows complete. 22. Click Check to confirm whether errors exist 27 Remember: Only click the SAVE button if the order is to be placed on HOLD. A Saved Shopping Cart is incomplete; it resides in the Shopper’s POWL and does not move forward.

28. What Happens Next?What Happens Next? Orders totaling < $5000 from the Life Technologies e-catalog do not require approval. SRM automatically places the purchase order once a cart orders. Carts > $5000 route to appropriate approver(s). SRM automatically transmits the purchase order after approval(s). The Shopper receives an email confirmation shortly after the order is placed along with an Advance Shipping Notice (ASN) when the order ships. Life Technologies generates an electronic invoice and transmits to Accounts Payable. Goods Confirmations are required for all Life Technologies e-catalog orders upon physical receipt. 28

29. 29 The sales representative provides a quote # to the department. From an empty cart, enter quote number and click Apply. Ordering Customized Equipment Quotes Quotes for purchase of higher-end or customized equipment are written by the customer sales representative and placed onto the e-catalog. Shoppers can enter the quote number and load all items from the quote into their Life Tech cart. All items on the equipment quote will appear on the screen and can be transferred into the Life Tech cart. Check-out from Life Tech, return to SRM, and complete order as normal.

30. 30 Click Orders under the Account menu item. Order status is available using the 75XXXXXXXX purchase order number. Check Order Status Shoppers can check status of an existing order from within the e-catalog. Information on order status, backorder, tracking information, etc. is available.

31. Order Items For Pickup at Gluck Equine Research Center

32. 32 Life Technologies offers an on-campus storage location designed to provide lower shipping costs to departments as well as stock items that are immediately available when needed. Note: Gluck pickup orders must be done separately from Direct Ordering – Catalog orders Notes: The Life Technologies term “Supply Center” is not affiliated with the University’s Supply Center operated by UK Stores. Reminder: This customized landing page and link will be available after 7/15/16. Order Items For Pickup at Gluck Equine Research Click Gluck Equine Research link

33. 33 Order Items For Pickup at Gluck Equine Research For Stock Items available at the Gluck Building, click Supply Center Stock List.

34. 34 Locate needed Stock items and enter quantity. Click Add to Cart. Order Items For Pickup at Gluck Equine Research

35. 35 Proceed to View Cart and Begin Checkout. Remember to enter Promotional Code if applicable. Complete the remainder of the ordering process as normal and order Shopping Cart through SRM. Order Items For Pickup at Gluck Equine Research

36. 36 To order Non-Stocked Items for pickup at Gluck, use the Search feature to locate/place items into your cart. Important: This page and search feature must be used for ordering any other product to be shipped to and picked up from Gluck. For orders direct to your office or laboratory, navigate back to the landing page and use Direct Catalog ordering. Order Items For Pickup at Gluck Equine Research

37. 37 For Gluck Equine Center pickups, take the Life Technologies email confirmation to Room 416, Monday through Friday, during standard business hours for pickup. Stock items are housed on the premises; non-stock shipments arrive at Gluck every Tuesday and Thursday. Order Items For Pickup at Gluck Equine Research

38. Life Technologies Product Support Questions regarding Life Technologies products, MSDS, supporting documents, order inquiries, customized quotes, etc. should be directed to: Alejandra Betancourt, Consumables Associate Sales Representative Thermo Fisher Scientific, Life Sciences Solutions Email: alejandra.betancourt@thermofisher.comalejandra.betancourt@thermofisher.com Mobile: (859) 327-1089 Standard shipping for in-stock products is 48 hours. Support staff can also assist with rush orders via phone. Reference PO (75XXXXXXXX) PO number when placing phone support requests. Additional support resources are below: 38 TeamPhoneEmailDescription Customer Care 800-955-6288, option 1 customerservice @lifetech.com General inquiries, missing/incorrect shipments, order status checks, invoice disputes for catalog products, primers, etc. Supply Center 800-955-6288, option 5, ext. 46140 supplycenters@l ifetech.com Questions relating to the Gluck Supply Center location, including general inquiries, order status checks, etc.

39. Post-Order Changes and Purchasing SupportPost-Order Changes and Purchasing Support If changes are needed after a purchase order is placed, contact Purchasing with questions or for guidance. The Contracting Officer for the Life Technologies, International agreement and scientific / laboratory purchases for the University is: Debbie Konichek Phone: 257-5792 Email: dkonichek@uky.edudkonichek@uky.edu Alternatively, you can email SRMHelp@uky.edu at any time for system or ordering assistance.SRMHelp@uky.edu 39

40. SRM Help Resources SRM Resource Page on Purchasing web site: http://www.uky.edu/Purchasing/srm.htm http://www.uky.edu/Purchasing/srm.htm Assistance email for any SRM-related inquiry: SRMHelp@uky.eduSRMHelp@uky.edu 40