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Slide 1 FastFacts Feature Presentation March 27 th, 2008 We are using audio during this session, so please dial in to our conference line… Phone number: 877-322-9648 Participant code: 182500
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Slide 2 Todays Topic Well be taking a look at… Using HopkinsSelect eMarketplace to submit an order to Dell
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Slide 3 Todays Presenter Dana Hogan Sourcing Specialist for the Johns Hopkins University
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Slide 4 Session Segments Presentation Dana will show you how to create a Dell order with an E-Quote using eMarketplace. During her presentation, your phone will be muted. Q&A After the presentation, well hold a Q&A session. Well open up the phone lines, and youll be able to ask questions. Dana will answer as many of your questions as time allows.
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Slide 5 Contact Us If you would like to submit a question during the presentation or if youre having technical difficulties, you can email us at: fastfacts@jhu.edu fastfacts@jhu.edu You can also send us an instant message! GoogleTalk – HopkinsFastFacts@gmail.comHopkinsFastFacts@gmail.com AOL Instant Messenger – HopkinsFastFacts MSN – FastFacts@jhu.edu
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Slide 6 Survey At the end of this FastFacts session, well ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.
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Slide 7 Using HopkinsSelect eMarketplace to Submit an Order to Dell
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Slide 8 Agenda Today we will cover … 1.How to create a Dell E-Quote Creating a new Dell Premier Profile Using an existing Dell Premier Profile Creating a Dell E-Quote
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Slide 9 Agenda Today we will cover … 2.Using the information from the E-Quote to create an order for Dell in eMarketplace Shopping cart settings Create an order for Dell Using eMarketplace Using the Dell eMarketplace catalog Items in the shopping cart Cost Assignment Important information Completing the Dell order Shopping cart status
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Slide 10 Agenda Today we will cover … 3.Approving the shopping cart 4.Processing a Goods Receipt
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Slide 11 1. How to Create a Dell E-Quote
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Slide 12 Creating a New Dell Premier Profile Dell E-Quotes may be created using the Dell Premier Web site. No SAP Shopping Cart roles are required for the Dell Premier site. Creating a new Dell Premier Profile If you do not have a Dell Premier user profile, go to http://ssc.jhmi.edu/supplychain/secure/contract_list.html#computers and login with your JHED ID and Password. http://ssc.jhmi.edu/supplychain/secure/contract_list.html#computers Select Create a Quote under Dell Marketing.
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Slide 13 Creating a New Dell Premier Profile Enter required information and click Submit.
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Slide 14 Using an Existing Dell Premier Profile Dell E-Quotes may be created using the Dell Premier Web site. No SAP Shopping Cart roles are required for the Dell Premier site. Using an existing Dell Premier Profile If you already have a Dell Premier user profile, go to http://premier.dell.com/. http://premier.dell.com/ Enter your E-mail address and Password and click Sign In.
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Slide 15 Creating a Dell E-Quote As you shop, click Add to Cart for each item you would like to save in an E-Quote.
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Slide 16 Creating a Dell E-Quote Once you have added all desired products to your cart, click Proceed to Cart & Checkout or click on My Cart.
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Slide 17 Creating a Dell E-Quote View the cart and click on Save as E-Quote.
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Slide 18 Creating a Dell E-Quote Finalize the E-Quote by completing all required fields (marked with an *asterisk). Click Continue.
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Slide 19 Creating a Dell E-Quote To edit a saved E-Quote: Retrieve the E-Quote. Make changes to the product, quantity, or purchasing information that was saved in the original E-Quote. To make changes to the product, click Adjust System to open the configuration page. To make changes to the quantity, enter the quantity and click Update Total.
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Slide 20 Creating a Dell E-Quote To edit a saved E-Quote: Save the changes made to your original E-Quote by clicking Save as new E-Quote. The edited E-Quote will be saved as a new E-Quote referencing a new E-Quote number. The original E-Quote is not changed by your edits and is not deleted unless you choose to do so in a separate process.
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Slide 21 Creating a Dell E-Quote Information for the SAP SRM Requisitioner: E-Quote number E-mail address on the E-Quote
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Slide 22 Creating a Dell E-Quote A Premier.Dell.com Shopping and Ordering Guide is available online. http://ssc.jhmi.edu/supplychain/guides/dell_premier_buyers_guide.pdf http://ssc.jhmi.edu/supplychain/guides/dell_premier_buyers_guide.pdf Dell Account Team Representatives are also available to provide assistance.
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Slide 23 2.Using the Information from the E-Quote to Create an Order for Dell in eMarketplace
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Slide 24 Shopping Cart Settings The delivery information in the SRM Requisitioners Settings tab will be entered on the Purchase Order.
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Slide 25 Shopping Cart Settings The Requisitioner should verify the delivery information for the Dell order. Address Data: Building Room Number Floor Internal mail (Enter the phone number that you want the vendor to call if they have questions regarding the order.)
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Slide 26 Shopping Cart Settings The Requisitioner should verify the delivery information for the Dell order. Attributes: The Delivery address is located in the Attributes drop-down.
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Slide 27 Shopping Cart Settings A complete listing of ship-to address codes is available online. http://ssc.jhmi.edu/supplychain/shipto.html http://ssc.jhmi.edu/supplychain/shipto.html Use the paging options at the bottom, right corner to locate the address code for the Dell order.
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Slide 28 Shopping Cart Settings Select the radio button to the left of your delivery address code. Click the Save button.
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Slide 29 Create an Order for Dell Click the Go Shopping tab at the top of the SAP portal screen. Click Shop Select HopkinsSelect eMarketplace
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Slide 30 Using eMarketplace First-time eMarketplace users should click Profile.
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Slide 31 Using eMarketplace The following Profile information is required for first-time eMarketplace users. First Name Last Name Phone Number E-mail Address
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Slide 32 Using eMarketplace Click Save to save your profile. Click product search to get to the Dell punch-out catalog.
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Slide 33 Click the Dell logo to access the Dell punch-out catalog. Using the Dell eMarketplace Catalog
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Slide 34 Click E-Quotes to access the E-Quote that was created in http://premier.dell.com. http://premier.dell.com Using the Dell eMarketplace Catalog
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Slide 35 Enter the E-mail address that is on the Dell E-Quote. Click Retrieve E-Quote. Using the Dell eMarketplace Catalog
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Slide 36 Click on the E-Quote Number or click the button under Create Order Requisition for that E-Quote. Using the Dell eMarketplace Catalog
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Slide 37 Using the Dell eMarketplace Catalog You may add items or change the quantities as needed. Click Create Order Requisition when the order is complete.
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Slide 38 Shipping Information Click the radio button for the preferred delivery method. Click the radio button for tax-exempt. Click the appropriate trade compliance radio button for this order. Click Continue. Using the Dell eMarketplace Catalog
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Slide 39 Verify and Submit Order Review the items on the order. Scroll to the bottom of the page. Click Submit Order Requisition. Using the Dell eMarketplace Catalog
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Slide 40 Click Transfer Items to SAP Cart. Using the Dell eMarketplace Catalog
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Slide 41 Items in the Shopping Cart Items in Shopping Cart The Required on date defaults to the date the shopping cart is created. Change the delivery date to the date the items are expected to arrive. On item 1, click the Details button (magnifying glass) to enter the cost assignment information for the order.
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Slide 42 Cost Assignment Click Cost Assignment to change the cost assignment information. Click Cost Distribution to charge multiple cost assignments. Cost distribution may be split by percentage, quantity, or value. Enter the cost assignment information for the line item.
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Slide 43 Cost Assignment To copy the cost distribution from item 1 to all items in the shopping cart… Click Copy to Clipboard. Check the box for Change All Items in Document. Click Insert from Clipboard.
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Slide 44 Important Information Documents and Attachments Dell does not receive Vendor Text or Attachments with the electronically transmitted purchase orders. Supply Chain Shared Services does not see Internal Notes on Dell eMarketplace orders because the POs are transmitted directly to Dell after departmental approval.
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Slide 45 Important Information Ship-To Address/Performance Location Do not type data in any of the following fields on Dell Orders: Name (This is the placeholder for the delivery address.) Other Name c/o (This field does not print on any POs.)
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Slide 46 Completing the Dell Order Additional Specifications - Optional Change the name of the cart in Name of Shopping Cart. Add a note to your Approver. The Notes for Approval are for your departmental Approver and are not seen by Supply Chain Shared Services.
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Slide 47 Completing the Dell Order Click Check to check for errors. Yellow error messages are warning messages and will not stop the completion of the shopping cart. Orange messages must be corrected before the items may be ordered. Click Order to complete the shopping cart and send it to your departmental Approver.
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Slide 48 Completing the Dell Order The Shopping Cart name and number will display.
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Slide 49 Shopping Cart Status Click Go Shopping Check Status to view the status of the cart. Use various filter options available and click Start. Click the Details button (magnifying glass) on the item level of the document you wish to review.
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Slide 50 Shopping Cart Status If the status in Follow-on Documents is Awaiting Approval, click Approval to see the Approvers for the order.
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Slide 51 Shopping Cart Status Approval will show the Approvers for the cost assignments used on the order. If the status of your order is Awaiting Approval, contact the Approver(s) regarding your order.
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Slide 52 3.Approving the Shopping Cart
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Slide 53 Approving the Shopping Cart eMarketplace orders require level 1 approval by a Shopping Cart Approver. Approvers may either click the Shopping Cart Approval Tab or click Go Shopping Approval.
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Slide 54 Approving the Shopping Cart Shopping Cart Approvers are responsible for reviewing the information on a shopping cart before completing the approval step. Click the Details button (magnifying glass) to review the shopping cart.
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Slide 55 Approving the Shopping Cart Approvers may see additional information for each item by clicking the Details button. Click the Change button to change information (i.e., delivery date).
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Slide 56 Approving the Shopping Cart Approvers may accept the items or reject the items by clicking the radio button for each item. Click Complete approval step to send the PO to Dell.
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Slide 57 4.Processing a Goods Receipt
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Slide 58 Processing a Goods Receipt SRM Requisitioners and individuals with the Central Receiving role may create Goods Receipts. Goods Receipts are required for all Dell orders. Goods Receipts indicate that the item was received. Accounts Payable can not pay a Dell PO invoice until a Goods Receipt is processed.
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Slide 59 Processing a Goods Receipt Processing a Goods Receipt in SRM (Shopping Cart). Click Go Shopping. Click Confirm Goods/Services. Select Confirm Goods Receipt/Services Performed on the Make a Selection drop-down. Change Timeframe from Last 7 Days to blank. Enter the Purchase Order Number from the Dell packing slip.
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Slide 60 Processing a Goods Receipt If you dont have the PO number for the Dell order… The SRM Requisitioner who created the shopping cart may use an online job aid to get the PO number. http://www.jhu.edu/hopkinsone/Support/documents/goodsreceipt.ppt
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Slide 61 In Summary To order from Dell using eMarketplace: 1.Create an E-Quote. 2.Use the E-Quote to create an order for Dell in eMarketplace. 3.Approve the items in the cart to send the PO to Dell. 4.Process a Goods Receipt when the goods are received.
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Slide 62 Thank You! Thank you for listening. We hope this information will be helpful.
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Slide 63 Q&A Were going to open the phone lines now! There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line. Well be answering questions in the order that we receive them. Well also be answering the questions that were emailed to us during the presentation. If theres a question that we cant answer, well do some research after this session, and then email the answer to all participants.
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Slide 64 New Courses Introduction to Business Warehouse http://training.jhu.edu
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Slide 65 Thank You! Thank you for participating! We would love to hear from you. Are there certain topics that you would like us to cover in future FastFacts sessions? Would you like to be a FastFacts presenter? Please email us at: fastfacts@jhu.edufastfacts@jhu.edu To download this presentation, please go to: http://www.hopkinsfastfacts.org http://www.hopkinsfastfacts.org
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Slide 66 Survey Before we close, please take the time to complete a short survey. Your feedback will help us as we plan future FastFacts sessions. Click this link to access the survey… http://connectpro28579135.acrobat.com/fastfactssurvey/ http://connectpro28579135.acrobat.com/fastfactssurvey/ Thanks again!
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