1. SRM Free Text Carts SRM_SHO_302
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SRM Free Text Carts SRM_SHO_302
SRM Free Text Carts
SRM_SHO_300 - LSO V1

2. Refresher: Free Text Carts?
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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 > $2000 cost, or > $1000 for computers)
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
SRM_SHO_300 - LSO V1

3. Training Requirements for SRM Departmental Roles
Shopper
Shoppers are required to take and pass four course modules in successive via myUK Training:
SRM_SHO_300 SRM Shoppers Introduction
SRM_SHO_301 SRM Punch-out Catalogs
SRM_SHO_302 SRM Free Text Carts (This course)
SRM_SHO_303 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 .
SRM Free Text Carts

4. Create Free Text Shopping Cart
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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
SRM_SHO_300 - LSO V1

5. Free Text Shopping Cart – Overview
The 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 Cart during 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:
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.
SRM Free Text Carts

6. Free Text – Begin Shopping Cart from POWL
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Free Text – Begin Shopping Cart from POWL
1. Start from the Shopper tab
2. Select Shopping Cart from Site Navigation to display the POWL
3. Click Create Shopping Cart
SRM Free Text Carts
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7. Free Text – Default Settings: Set Values
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.
4. Click Set Values within Default Settings
SRM Free Text Carts

8. Free Text – Complete Delivery Address (Required)
5. Select the Delivery Address / Performance Location tab
SRM Free Text Carts

9. Free Text – Complete Delivery Address (Required)
Delivery 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 in the cart.
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.
6. Complete contact person, floor, room, etc.
SRM Free Text Carts

10. Free Text – Set Account Assignment (Optional)
7. Click Account Assignment
SRM Free Text Carts

11. Free Text – Set Account Assignment (Optional)
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.
8. Default Account Assignment Category is Cost Center. You can also select WBS Element from the dropdown if needed.
9. Enter the Cost Center or WBS Element number as applicable
TIP: WBS Elements relate to grants.
SRM Free Text Carts

12. Free Text – Finish Header Values
No entries are required on other tabs within Default Settings
10. Click OK to finish Set Values
SRM Free Text Carts

13. 11. Click the possible entries icon on right side of PO Type selection
Free Text – Set PO Type
11. Click the possible entries icon on right side of PO Type selection
12. Select Type NBPO
SRM Free Text Carts

14. Free Text – Header Notes
13. 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

15. Free Text – General Entries
Data for purchased items is entered manually into the appropriate cells. This information originates from the supplier quote.
17. Enter Delivery Date: This is the date when physical delivery is required from Supplier.
15. Enter Quantity and Unit
16. Enter Price each
14. Enter line item Description
SRM Free Text Carts

16. Free Text – Select Product Category
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.
18. Click Product Category search icon
SRM Free Text Carts

17. Free Text – Select Product Category
20. Highlight the correct category from the search results list
19. Enter a general key term for the type of item being purchased. Place (*) on both ends of the term. Click Start Search.
TIP: Alternatively, you can leave search term blank and click Start Search for a full listing of product categories.
21. Click OK
SRM Free Text Carts

18. Free Text – Complete Remaining Lines
22. Enter related information for other line items from quote, if applicable.
23. When complete, click to open Details (Bottom) section.
SRM Free Text Carts

19. Free Text – Enter Supplier Product Number(s)
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.
24. Enter Supplier Product Number(s) for each line
SRM Free Text Carts

20. Free Text – Account Assignment
Account 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.
25. Select the Account Assignment Category (either cost center or WBS element).
26. Enter the cost center or WBS element number.
SRM Free Text Carts

21. Free Text – GL Account
27. 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.
If needed, click on the right side of the GL box to access a Possible Entries icon and search function.
SRM Free Text Carts

22. Free Text – Line Item Notes
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.
28. Optional: If desired, click on link(s) to add line item notes.
SRM Free Text Carts

23. Free Text – Add Attachment(s)
The supplier quote should be attached to the Shopping Cart; other documents can optionally be added.
29. Click Add Attachment
30. Click Browse
TIP: For Shopping Carts with multiple line items, the quote only needs attached to Line Item 1.
SRM Free Text Carts

24. Free Text – Add Attachment(s)
31. Navigate to and select the file to attach
32. Click Open
SRM Free Text Carts

25. Free Text – Add Attachment(s)
33. Add a descriptive name for the attachment and check the Visible Internally only box. Click OK.
Document successfully attaches to Shopping Cart
SRM Free Text Carts

26. 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.
SRM Free Text Carts

27. Free Text – Set Preferred Supplier
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.
34. Click the Possible Entries icon to begin search
Important: If your cart has multiple line items, the vendor number will need entered for each.
SRM Free Text Carts

28. Free Text – Preferred Supplier Search
35. Using the Name 1 field, enter key word(s) related to the Preferred Supplier name. Place asterisks around and between search terms.
SRM Free Text Carts

29. Free Text – Preferred Supplier Search
36. Select the correct supplier from the search results
SRM Free Text Carts

30. Free Text – Preferred Supplier Search
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.
SRM Free Text Carts

31. Free Text – Check and Order
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Free Text – Check and Order
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.
37. Click Check to confirm whether errors exist
38. Click Order to finish
SRM Free Text Carts
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32. Free Text – Complete Order
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Free Text – Complete Order
39. Click Close button to close window.
SRM Free Text Carts
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33. Free Text – Status from POWL
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Free Text – Status from POWL
A 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.
SRM Free Text Carts
SRM_SHO_300 - LSO V1

34. Completion of SRM Free Text Carts
This completes the module SRM_SHO_302 Free Text Carts. After completing the Check for Understanding, you should book and complete the fourth and final Shopper module SRM_SHO_303 Supplementary Information.
Remember, all four modules must be completed and passed to receive the SRM Shopper role:
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
SRM Free Text Carts

35. 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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SRM_SHO_300 - LSO V1

36. 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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MM_REC_320 - LSO V1

37. 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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MM_REC_320 - LSO V1