1. SRM Supplementary Information SRM_SHO_303
4/15/2017
SRM Supplementary Information SRM_SHO_303
SRM Supplementary Information
SRM_SHO_300 - LSO V1

2. Supplementary Information
4/15/2017
Supplementary Information
This module includes learning material for a number of additional features and supplementary information which apply to all types of carts and SRM Shopping in general. Examples of supplementary information include:
Editing Carts
How to Use Quick Criteria Maintenance within POWL
Using Tabs Instead of Windows
Working with “Reverse Carts”
Performing Split Account Assignment
Adding Notes and Attachments
Approvers
Related Documents Tab
Determine Cart Status After Ordering
Determine Purchasing Buyer for a Shopping Cart
Troubleshoot Process Problems
Troubleshoot Browser Requirements
How to Use the Inbox
Handling Rejected Carts
Substitute Shoppers
Attributes
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3. Training Requirements for SRM Departmental Roles
Shopper
Shoppers are required to take and pass four course modules in successive order via myUK Training:
SRM_SHO_300 SRM Shoppers Introduction
SRM_SHO_301 SRM Punch-out Catalogs
SRM_SHO_302 SRM Free Text Carts
SRM_SHO_303 SRM Supplementary Information (This course)
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 .
SRM Shoppers Introduction

4. Edit Shopping Cart Overview
4/15/2017
Edit Shopping Cart Overview
Shopping Carts can be edited up to the point of approval. Shopping Carts cannot be edited after they are approved.
Shopping Carts can be edited by the original Shopper or an Approver.
The POWL facilitates editing of a Shopping Cart. Shoppers or Approvers can change, add, or delete line items; change cost assignment information; add attachments, etc.
Contact Purchasing if you are uncertain as to how changes may affect the Shopping Cart or its correlated purchase order.
SRM Supplementary Information
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5. Begin Shopping Cart Edit
1. Select the Shopping Carts (All) query from the POWL
2. Click Refresh to see an updated view of your Shopping Carts and their status.
Click the Shopping Cart to be edited
SRM Supplementary Information

6. Begin Shopping Cart Edit
Depending on Workflow status of the Shopping Cart, you may be able to immediately edit the cart or you may receive a Show My Tasks prompt.
3a. If you receive an Edit button, click to begin immediate editing of the cart.
3b. If you receive a Show my Tasks prompt, click the button.
Select Revise Shopping Cart, and click Process Now.
SRM Supplementary Information

7. SRM Supplementary Information
Edit Shopping Cart
Most components of a Shopping Cart can be edited. This includes notes, quantity changes, addition or deletion of items, descriptions, etc.
4. Make changes as needed
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8. SRM Supplementary Information
Edit Shopping Cart
Shopper can also change items in bottom Details section if needed, including Account Assignment information, Notes, Delivery Address, and Source of Supply.
5. Make other changes as needed to specific sections
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9. Complete Shopping Cart Edit and Re-Order
6. Click Check for errors
7. Click Order to complete
Edited cart re-orders successfully
SRM Supplementary Information

10. Quick Criteria Maintenance within POWL
4/15/2017
Quick Criteria Maintenance within POWL
Quick Criteria Maintenance houses documents you create. When opened it displays additional criteria allowing the Shopper to perform customized document searches. It can be hidden when not in use.
Highlight the query you would like to search for documents. Shopping Carts (All) is the query most commonly used.
After the query loads, click to open Show Quick Criteria Maintenance.
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11. POWL – Quick Criteria Maintenance
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POWL – Quick Criteria Maintenance
Shopper can enter one or more criteria to search for specific document(s)
Check “Including Completed Shopping Carts” to return an entire listing of all carts you have created. Not checking this selection will return only your carts that are in process.
Click Apply after entering search criteria
Only check Team Carts if you serve in a substitute relationship with other Shopper(s).
SRM Supplementary Information
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12. Quick Criteria Maintenance – Search Examples
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Quick Criteria Maintenance – Search Examples
Search Example 1 –
Enter specific cart by number and click Apply. Shopping Cart displays in lower section. Click into number to display contents.
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13. Quick Criteria Maintenance – Search Examples
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Quick Criteria Maintenance – Search Examples
TIP: If a query returns erroneous results, open Quick Criteria Maintenance and confirm whether invalid criteria may be entered.
Search Example 2 – Enter status of Awaiting Approval and click Apply. Only Shopping Cart(s) awaiting approval will display in lower section.
SRM Supplementary Information
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14. Using Tabs Instead of Open Windows
SRM tasks open in new browser windows by default. If desired you can configure your browser to instead open new tabs within a single browser window.
From your Internet Options, select Tabs
Check boxes as indicated and click OK
Note: Graphics shown are from IE 10 – Your browser menu may offer different options.
SRM Supplementary Information

15. Working with “Reverse” Shopping Carts
Some types of Free Text orders perform better in “reverse” format. Reverse orders are entered as one line item with a lump sum dollar amount for the entire order, regardless whether the quote has multiple lines. Reverse format is usually used for complex orders such as furniture, printing, etc. It may also be used for orders that span a length of time and require monthly payments, e.g., Personal Service Contracts or equipment rental.
Reverse Shopping Carts are entered as one line for the entire order. Enter the total dollar amount in the quantity column, LOT as the unit of measure, and 1.00 in the Price box.
SRM Supplementary Information

16. Examples of Orders Using Reverse Format
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Examples of Orders Using Reverse Format
Larger complex orders with multiple lines of components or extended descriptions
Personal Service or other lump sum contracts that may be partially confirmed over a period of time
Employee reimbursements completed in lump sum amounts
Contact the responsible buyer in Purchasing if you are unsure whether a specific Shopping Cart you plan to enter may work best in a reverse format.
SRM Supplementary Information
SRM_CON_300 - LSO V3

17. Obtaining Copy of Shopping Cart
If needed for records or auditing, a .pdf copy of the Shopping Cart can be obtained via the Print Preview button within the POWL.
Highlight cart and click Print Preview
Save or print .pdf copy as desired (document includes cost assignment info).
SRM Supplementary Information

18. Split Account Assignment
Account Assignment for any line item can be distributed across multiple Cost Centers and/or WBS Elements. The cost can be split by percentage or quantity. This can be done at the header level or customized for each line item.
1. From the Account Assignment tab, select whether the split will be by percentage or quantity.
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19. Split Account Assignment
2. Click the Add Line button once for each split cost assignment planned
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20. Split Account Assignment
3. Enter the percentage or quantity to be assigned to each cost object
4. Select the Account Assignment Categories for each
5. Enter the cost object and GL numbers as applicable
SRM Supplementary Information

21. Naming Convention for Attachments
When creating attachments, refrain from inserting special characters, such #, $, *, \, ‘, +, etc. into the filename.
Filenames should also not include spaces between words nor underscores. Files should be named with a purely alphanumeric format.
Examples of suitable filenames:
Medtechquote1001.pdf
Furniturelayout.doc
Examples of unsuitable filenames:
API Printing Quote.pdf (filename includes spaces)
Fisher+incubator $1000.doc (filename includes special characters)
Only the following file formats are acceptable as Shopping Cart attachments:
PDF, XLS, XLSX, DOC, DOCX, TXT, TIF, BMP, GIF, HTML
SRM Supplementary Information

22. Approvers and Approval Status
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Approvers and Approval Status
After a Shopping Cart is created and refreshed, Approver information can be viewed on the Approval Process Overview tab in the bottom Details section..
Note: If cart has not been approved, the tab will reflect the Approvers’ mailboxes in which it resides.
Information reflects full history including Approver(s) and dates/times of approval(s)
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23. Related Documents Tabs
Related Documents tab shows other documents that are part of the purchase transaction, some with drill-down functionality (PO, Goods Confirmation, etc.).
Select Related Documents tab in bottom Details section. Depending on screen resolution, you may need to click the Navigation Menu icon to see all selections.
Shows related documents including PO number. Clicking into the PO number will display the purchase order.
SRM Supplementary Information
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24. Determine Shopping Cart Status via POWL
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Determine 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 can include Awaiting Approval, Saved, Approved, Rejected, In Purchaser’s Worklist, etc.
Click Refresh Button for latest information
Column shows status of Shopping Carts
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25. How Determine Assigned Purchasing Buyer
The Purchasing Buyer is automatically assigned to every Shopping Cart as soon as it is ordered. Free Text carts move to the responsible buyer after approval.
The assigned buyer can be found in the Details section on the Item Data tab
SRM Supplementary Information

26. Troubleshooting Process Problems
4/15/2017
Troubleshooting Process Problems
2. Approval (Dept / Unit / College)
3. Purchase Order Sent to Supplier (Purchasing)
4. Goods Confirmation (Dept)
5. Invoice Posting / Check Payment (Accounts Payable)
1. Create Shopping Cart (Dept)
As a Shopping Cart evolves through the order process, the Shopper’s POWL will reflect the status in which it currently resides (e.g., Approved, in Purchaser’s worklist, etc.).
Problems can be frequently diagnosed based on the order status in the process.
Example: Once the purchase order is established, completion of the Goods Confirmation and the Invoice Posting complete a “3-way match” allowing the check payment to release. Common process problems relate to one or both of these items being missing.
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27. Troubleshooting Process Problems
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Troubleshooting Process Problems
1. To check whether Goods Confirmations and Invoices are posted, click Display Purchase Order from within Site Navigation.
2. The SAP Display Purchase Order screen will appear. Click on Purchase Order / Other Purchase Order to enter a PO number.
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28. Troubleshooting Process Problems
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Troubleshooting Process Problems
4. Goods confirmations and invoice postings are posted and match, allowing check payment. If either is missing, or there is a mismatch, the check will not process.
3. After PO displays, select Purchase Order History tab within Details section
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29. Troubleshooting Browser Requirements
For information or if you have problems that may relate to browser requirements, visit for the most current requirements.
You can also at any time for technical or other assistance.
SRM Supplementary Information

30. SRM Supplementary Information
Reports
Reports are available within the Related Links area below Site Navigation.
Shopping Cart Report returns cart-based data on criteria such as Cost Center, WBS Element, created on date, GL Account, Shopping Cart number, etc.
Business Analysis Report offers higher-level data relating to business areas, catalogs, purchase orders, suppliers, etc.
Shopping Cart Approval Report shows Workflow information for carts.
SRM Supplementary Information

31. SRM Supplementary Information
Inbox Overview
All SRM users have Inboxes. Document-related messages and other communications move throughout Workflow to users’ Inboxes.
Messages can be managed using various display menus and filters
Access your Inbox through Site Navigation
Various types of communications can be found among various tabs
SRM Supplementary Information

32. Handling Rejected Shopping Carts
4/15/2017
Handling Rejected Shopping Carts
An Approver may reject a Shopping Cart for various reasons. A rejected cart returns to the Shopper’s Inbox for disposition.
Rejected documents can be found in the Inbox
Drilling into the Shopping Cart shows it was rejected
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33. Handling Rejected Shopping Carts
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Handling Rejected Shopping Carts
The Shopper must choose one of three options in managing
the rejected cart.
1. Click Edit to make changes and re-order. Modified Shopping Cart returns to the Approver, or –
2. Click Accept to accept the rejection. Shopping Cart may be copied to another cart in the future, or –
3. Click Delete to remove Shopping Cart from workflow and terminate.
If edit is selected, make needed changes and click Proceed to finish and return the cart to the Approver’s Inbox.
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34. Designate Substitute Shoppers
Optional: Substitute Shoppers are persons allowed to set-up, view, and respond on behalf of another Shopper.
Only Shoppers may designate, in their Personal Settings tab, their own Substitute Shoppers.
Substitute Shoppers must have the Shopper role before they can be designated.
Unless a Substitute Shopper is designated, no one will be able to create or view the Shopper’s Shopping Carts.
Substitute Shoppers constitute “Team Shopping”.
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35. Designate Substitute Shoppers
Note: You are on the User Account tab within Personal Settings
1. Click the Possible Entries icon to locate and add a Substitute Shopper
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36. Designate Substitute Shoppers
4/15/2017
Designate Substitute Shoppers
3. Highlight correct selection from search results
2. To conduct a search enter last and first name of Substitute Shopper, and then click Search.
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37. Designate Substitute Shoppers
Note: For best results Substitute Shoppers should designate each other as a Substitute.
5. Enter date on which substitute role is to begin
6. Enter date on which substitute role is to end or 12/31/9999 for indefinite assignment
Note: If you are designated as a Substitute by another Shopper, that information will appear in the bottom section.
SRM Supplementary Information

38. Manage Substitute Shopping
Designating your Substitute Shoppers within Personal Settings sets permissions for you to participate in “Team Shopping”.
With Team Shopping, two or more shoppers can have access to each other’s carts. A Substitute Shopper can view, edit, or delete a Shopping Cart created by a team member.
For more information a Quick Reference Card entitled “Substitute Shoppers and Manage Team Carts” is available from the Purchasing SRM website at:
SRM Supplementary Information

39. SRM Supplementary Information
4/15/2017
Attributes Overview
Attributes are default components which populate into every Shopping Cart to facilitate a more efficient Shopping experience.
The following attributes can be set as defaults:
Account Assignment Category
Cost Center
WBS Element
The setting of attributes within Personal Settings is optional. Not setting attributes will require manual entry of components for every Shopping Cart.
Attributes can also be overwritten on a cart-by-cart basis as needed.
SRM Supplementary Information
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40. Attribute – Account Assignment Category
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Attribute – Account Assignment Category
2. Select Account Assignment Category as the Attribute type
The Account Assignment Category determines which type of account assignment will default into each Shopping Cart.
1. Start on Position tab
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41. Attribute – Account Assignment Category
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Attribute – Account Assignment Category
Note: This task only selects the “type” of account assignment to default into
each Shopping Cart. The actual Cost Center or WBS Element numbers are entered on the following screens.
Important: Be sure not to check Deactivate for any selections.
3. Determine which type of Cost Assignment Category you most frequently use and click the Standard radio button. Cost Center will be the most common selection for most Shoppers.
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42. Attribute – Cost Center
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Attribute – Cost Center
1. Select Cost Center from the drop down menu to assign a default Cost Center number
2. Select Logical System
(there is only one selection)
3. Click Add Line
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43. Attribute – Cost Center
4/15/2017
Attribute – Cost Center
4. Enter the Cost Center number that you will use for most purchases
If needed a search feature is available through the Possible Entries icon
5. Click the Standard radio button
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44. Attribute – WBS Element
4/15/2017
Attribute – WBS Element
If you frequently purchase goods or services charged to a WBS Element, you can also set a default WBS Element to flow into your Shopping Carts.
1. Select WBS Element from the Attribute dropdown menu
2. Select Logical System from the drop down list
(there is only one selection)
Note: A WBS Element is a type of cost object for grants and capital projects.
3. Click Add Line
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45. Attribute – WBS Element
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Attribute – WBS Element
4. Enter the WBS Element number that you will use for most purchases
If needed a search feature is available through the Possible Entries icon
5. Click the Standard radio button
Remember to click Save after changing or entering new attributes
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46. Close Open Windows or Tabs
Users should always click the Close button to exit
an open window or tab.
Remember: Click Close button to exit an open window or tab
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47. SRM Supplementary Information
Log Off
Click Log Off to end myUK session
Important: Be sure to click the “Log Off” link when exiting SRM to close all applications.
SRM Supplementary Information

48. SRM Supplementary Information
4/15/2017
SRM Help Web Sites
SRM Resource Page on Purchasing web site: Site includes this PowerPoint file available for desktop reference as needed
myHelp – MM & Purchasing Help web site:
Both sites contain Quick Reference Cards, updated and printable course manuals, Reference Manual, etc.
SRM Assistance
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49. Printing Course Manual (Optional)
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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:
Click on the printer (the manual will open in a separate browser window)
Print the course manual
Close the separate browser window
Return to this course window
Click on the green Continue button below
To proceed without printing, click on the green Continue button below.
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50. Check for Understanding
In 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.
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51. SRM Supplementary Information
Course Completion
To 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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