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Commerce One Procurement 5.6 Help
Commerce One Procurement™ Version 6.0 Help September 2005 Commerce One, LLC Corporate Headquarters Bishop Ranch 3 2633 Camino Ramon, Suite 525 San Ramon, CA 94583 www.commerceone.com Commerce One Procurement™ Version 6.0 Help Copyright © 2005 Commerce One, LLC. All rights reserved. September 2005 Commerce One, LLC. Information in this document is subject to change without notice. Companies, names, and data used in examples herein are fictitious unless otherwise noted. This documentation and the software described constitute proprietary and confidential information protected by copyright laws, trade secret, and other laws. No part of this publication may be reproduced or distributed in any form or by any means, or stored in a database or retrieval system, without the prior written permission of Commerce One, LLC. Commerce One, Powering the Business Internet, Many Markets. One Source., Commerce One Source, Commerce One Buy, Commerce One Procurement, Commerce One Collaborative Platform, Commerce One Community Manager, Process Manager, Commerce One Web Services Framework, Commerce One Auction, Transaction Manager, Commerce One Business Intelligence Framework, XML Common Business Library, Global Trading Web, GTW, Commerce One.net, xCBL MailBox, MarketSite, eLink, Net Market Maker, XML Development Kit, xDK , XML Commerce Connector, xCC , BuySite, xCBL, RoundTrip, Commerce Chain, Commerce One Supplier Order Management, and SupplyOrder are registered marks, trademarks, or service marks of Commerce One, LLC. All other company, product, and brand names are trademarks of their respective owners. Last updated: September 8, 2005 11:16 am Contents 1. The Basics ................................................................................... 1 About the Procurement Application ....................................................................... 1 How to Get Help ................................................................................................ 2 Access Online Help ......................................................................................... 2 Navigate Online Help ...................................................................................... 4 Print Online Help ............................................................................................ 6 Other Ways to Get Help .................................................................................. 6 Terms and Conventions ...................................................................................... 6 2. Overview .................................................................................... 9 Online Procurement ........................................................................................... 9 Buyers ....................................................................................................... 10 e-Marketplace ............................................................................................. 11 Suppliers .................................................................................................... 11 User Roles ...................................................................................................... 12 Buyer Role .................................................................................................. 13 Approver Role ............................................................................................. 13 Reviewer Role ............................................................................................. 13 Administrator Role ....................................................................................... 13 Buying Organization ......................................................................................... 14 Catalog ...................................................................................................... 16 Inheritance ................................................................................................. 16 Procurement Administration .............................................................................. 16 Business Rules ............................................................................................ 17 Access Control ............................................................................................. 18 Key Concepts .............................................................................................. 18 Workflow ........................................................................................................ 19 Approval Requirements ................................................................................. 20 Approval Route ............................................................................................ 21 Approval Hierarchy ...................................................................................... 22 Re-approval ................................................................................................ 22 User Interface ................................................................................................. 23 Home Row .................................................................................................. 23 Header Area ................................................................................................ 24 Workspace .................................................................................................. 24 Navigation ...................................................................................................... 25 Navigate Pages ............................................................................................ 25 Navigate Lists ............................................................................................. 26 Make Selections ........................................................................................... 26 iii Free-form Text Entry .................................................................................... Drop-down Menu ......................................................................................... Search Page ................................................................................................ Icons and Buttons ........................................................................................ 26 27 27 29 3. Start the Procurement Application ............................................ 33 Start .............................................................................................................. Log In ............................................................................................................ Home Page ..................................................................................................... Quit the Application .......................................................................................... Time-out ........................................................................................................ 33 33 34 35 35 4. Procurement Home Page .......................................................... 37 Banner ........................................................................................................... Header Area .................................................................................................... Organization Menu ....................................................................................... Services Menu ............................................................................................. Workspace ...................................................................................................... Shop Menu ..................................................................................................... Orders Menu ................................................................................................... Manage Purchasing Menu .................................................................................. Approve and Review Menu ................................................................................ Reports Menu .................................................................................................. Application Administration Menu ........................................................................ Profiles Menu .................................................................................................. Online Forms Menu .......................................................................................... News and Information ...................................................................................... 38 38 38 39 39 40 40 41 41 41 41 42 42 42 5. New Shopping Cart ................................................................... 43 The Shop Page ................................................................................................ Workspace ...................................................................................................... Search Catalog ............................................................................................ RoundTrip ................................................................................................... Favorite Items ............................................................................................. Special Request ........................................................................................... Shopping Cart ............................................................................................. Buying Tools ................................................................................................... Browse Sequence ........................................................................................ Search Syntax ............................................................................................. Item Description .......................................................................................... Tiered Prices ............................................................................................... Show All Suppliers ....................................................................................... iv Procurement Help 43 44 44 45 45 45 45 46 46 47 50 51 52 Smart Form ................................................................................................. 55 Availability .................................................................................................. 55 Check Out ....................................................................................................... 58 6. Browse the Catalog ................................................................... 59 The Shop Page ................................................................................................ 59 Start to Browse ............................................................................................... 59 How to Browse ................................................................................................ 60 Restart the Browse ........................................................................................... 61 Browse Results ................................................................................................ 61 Results List ................................................................................................. 61 Refine Results .............................................................................................. 63 Item Description .............................................................................................. 65 Price .............................................................................................................. 65 Show All Suppliers ........................................................................................... 66 Add to Favorites .............................................................................................. 66 Add to Cart ..................................................................................................... 66 7. Search the Catalog .................................................................... 69 The Shop Page ................................................................................................ 69 Start to Search ................................................................................................ 70 Detail Search ................................................................................................... 70 Keyword Search ............................................................................................... 71 Search Syntax ................................................................................................. 71 Restart the Search ........................................................................................... 72 Search Results ................................................................................................. 72 Item Description .............................................................................................. 72 Price .............................................................................................................. 72 Show All Suppliers ........................................................................................... 73 Add to Favorites .............................................................................................. 73 Add to Cart ..................................................................................................... 73 8. RoundTrip ................................................................................. 75 The Shop Page ................................................................................................ 75 RoundTrip Shopping ......................................................................................... 75 Filter the List ................................................................................................... 76 Supplier Web Site ............................................................................................ 77 Shopping Cart ................................................................................................. 77 9. Special Request ......................................................................... 79 The Shop Page ................................................................................................ 79 Create Special Request ..................................................................................... 79 v Edit Special Request ......................................................................................... 81 Cancel Special Request ..................................................................................... 82 10. Favorite Items ........................................................................ 83 The Shop Page ................................................................................................ Favorite Items List ........................................................................................... Add to Cart ..................................................................................................... Add to Favorites .............................................................................................. Delete from Favorites ....................................................................................... 83 83 85 85 86 11. Templates ............................................................................... 87 Template List .................................................................................................. Template Types ............................................................................................... Create ............................................................................................................ Modify ............................................................................................................ Delete ............................................................................................................ Check Out ....................................................................................................... 87 89 89 90 91 91 12. Open Shopping Cart ................................................................ 93 Modify Open Shopping Cart ............................................................................... Open Shopping Cart List ................................................................................... Select ............................................................................................................ Make a Change ................................................................................................ Check Out ....................................................................................................... 93 94 95 95 95 13. Blanket Order Release ............................................................ 97 Blanket Order Release List ................................................................................ 97 Filter the List ................................................................................................... 99 Blanket Order Item List ...................................................................................100 Add to Cart ....................................................................................................101 Shop Page Differences .....................................................................................101 14. Check Out ............................................................................. 103 The Shop Page ...............................................................................................103 Shopping Cart Page ........................................................................................104 Change Items ................................................................................................106 Quantity ....................................................................................................106 Delete .......................................................................................................107 Item Requirements .....................................................................................107 Change Details ...............................................................................................107 Check Availability ...........................................................................................108 Tax ...............................................................................................................108 vi Procurement Help Attachments ..................................................................................................109 Notes to Approver ...........................................................................................110 Approval Preview ............................................................................................111 Submit Shopping Cart .....................................................................................111 Save Shopping Cart ....................................................................................112 Order Confirmation .........................................................................................112 Confirmation ..............................................................................................112 Order Ship To Address .................................................................................114 Order Bill To Address ...................................................................................115 Order Payment Method ................................................................................115 15. Item Details .......................................................................... 117 Shopping Cart Page ........................................................................................117 Item Details Page ...........................................................................................118 Cart Details ....................................................................................................118 Ship Information ............................................................................................119 Ship To .....................................................................................................119 Ship Method ...............................................................................................120 Payment Method .........................................................................................120 Sales Tax Calculation ..................................................................................120 Ship Instructions ........................................................................................120 Bill Information ..............................................................................................120 Bill To .......................................................................................................121 Delivery .....................................................................................................122 Tax Basis ...................................................................................................122 Bill Instructions ..........................................................................................122 Cost Distribution .............................................................................................122 Default Method ...........................................................................................123 Flexible UI Method ......................................................................................124 Account Assignment ....................................................................................126 Attachments Page ...........................................................................................128 New Attachment .........................................................................................129 Modify Attachment ......................................................................................130 Edit Attached File ........................................................................................130 16. Shopping Cart Status ............................................................ 133 Workflow .......................................................................................................133 Check Status ..................................................................................................133 Shopping Carts List .........................................................................................134 Filter the List ..................................................................................................136 Process Map ...................................................................................................138 Add an Approver / Approval Group ................................................................139 Add a Reviewer ..........................................................................................140 vii History Log ....................................................................................................140 17. Order Status ......................................................................... 143 Order Status Page ..........................................................................................143 Orders List .....................................................................................................144 Filter the List ..................................................................................................146 Order Contents ...............................................................................................148 Status Codes ..................................................................................................149 Buyer Status ..............................................................................................149 Supplier Status ...........................................................................................150 Transmission Status ....................................................................................150 Order Shipping Information ..............................................................................151 Tracking Numbers List .....................................................................................152 Order History .................................................................................................153 Order Transaction History ................................................................................154 Order Detail ...................................................................................................155 18. Change Request .................................................................... 157 Create a Change Request .................................................................................157 View Pending Changes List ...............................................................................158 Filter the Change Request and Supplier Update List .........................................160 Edit a Change Request ....................................................................................161 Add Attachments ........................................................................................162 View or Delete Attachments .........................................................................162 Change Header Details ................................................................................163 Add an Approver .........................................................................................163 View Item Details/Item Attachments .............................................................164 Edit Cost Distribution ...................................................................................165 Account Assignment ....................................................................................168 View Estimated Tax Details ..........................................................................170 Edit Price ...................................................................................................171 Add Items to a Change Request ........................................................................172 Add a Special Request Item ..........................................................................173 Edit a Special Request Item ..........................................................................174 Cancel or Restore a Special Request Item ......................................................174 Delete a Change Request .................................................................................174 Internal Change Requests ................................................................................175 Send Change Request to Supplier .................................................................176 Respond to a Supplier Update ...........................................................................176 View Supplier Update Details ............................................................................178 Compare Documents .......................................................................................179 Cancel an Order .............................................................................................180 viii Procurement Help 19. Advance Ship Notice ............................................................. 181 Shipping Notification .......................................................................................181 View a List of Available ASNs ........................................................................182 View an ASN in Detail ..................................................................................182 ASN List ........................................................................................................183 Filter the List ..................................................................................................184 ASN Detail Pages ............................................................................................185 General .....................................................................................................186 Total .........................................................................................................186 Weights & Measures ....................................................................................187 Notes ........................................................................................................187 ASN Tracking Details .......................................................................................187 ASN Material Details ........................................................................................189 ASN Package Details .......................................................................................191 ASN Transport Details .....................................................................................193 Respond to ASN .............................................................................................195 20. Confirm Goods Received ....................................................... 197 Desktop Receiving ..........................................................................................197 Receiving List .................................................................................................198 Filter the List ..................................................................................................200 Receipt Entry .................................................................................................201 Order Information .......................................................................................202 Shipment Information .................................................................................202 Item Details ...............................................................................................202 Data Entry Form .........................................................................................203 Receipt History Log .........................................................................................203 Order Information .......................................................................................204 Receipt List ................................................................................................204 21. New Blanket Order ................................................................ 207 Catalog Views ................................................................................................207 Blanket Order .................................................................................................208 Catalog View ..............................................................................................209 Contract ....................................................................................................209 General Information ....................................................................................209 Date Ranges ..............................................................................................212 Currency Amounts ......................................................................................212 E-mail Notification ......................................................................................213 Notes ........................................................................................................214 Authorize Organizations ...................................................................................214 Basic Information .......................................................................................215 Add Authorization .......................................................................................215 ix Unauthorize ...............................................................................................216 Approval Preview ............................................................................................217 Manage Items ................................................................................................217 Search Catalog ...........................................................................................219 22. Existing Blanket Order .......................................................... 221 Blanket Order List ...........................................................................................221 Filter the List ..................................................................................................224 History ..........................................................................................................224 Release History ..............................................................................................225 23. Approval and Review ............................................................ 229 Approval Workflow ..........................................................................................229 Approval Preview ............................................................................................230 Approval Inbox ...............................................................................................231 Approval List ..................................................................................................231 Approve with Changes .....................................................................................234 Review List ....................................................................................................235 Workflow History ............................................................................................237 History Log ....................................................................................................239 View Differences .............................................................................................240 24. Online Forms ........................................................................ 243 Online Form Template .....................................................................................243 Complete the Form .........................................................................................244 Edit the Form .................................................................................................245 Preview Approval ............................................................................................245 Submit the Form ............................................................................................246 25. Online Form Status ............................................................... 247 Check Status ..................................................................................................247 Online Form List .............................................................................................248 Filter the List ..................................................................................................249 Process Map ...................................................................................................250 History Log ....................................................................................................251 26. Invoice Presentment ............................................................. 253 Invoice List Page ............................................................................................253 Sort or Filter Invoices ..................................................................................253 Control Buttons ..........................................................................................254 Buttons and Icons .......................................................................................254 Invoice Presentment Report .........................................................................254 x Procurement Help Invoice Details Page ........................................................................................255 Buttons and Icons .......................................................................................256 27. Timecards ............................................................................. 259 Create a New Timecard ...................................................................................260 Record Your Time ...........................................................................................260 Create an Expense Report ...............................................................................261 Add Attachments ........................................................................................262 Edit an Expense Report ....................................................................................262 Add Expense Items .....................................................................................263 Delete an Expense Item ...............................................................................263 View Attachments .......................................................................................264 Edit Attachments ........................................................................................264 Delete Attachments .....................................................................................265 Edit a Timecard ..............................................................................................265 Enter Comments .........................................................................................265 Skip a Timecard .............................................................................................266 Submit a Timecard ..........................................................................................266 Submit a New Timecard ...............................................................................266 Submit an Open Timecard ............................................................................267 Create a Timecard On Behalf Of a Worker ..........................................................268 Timecard Approval ..........................................................................................268 Escalation and Delegation of Approvers ..........................................................269 Approve a Timecard ....................................................................................269 View a Timecard .........................................................................................269 View the Approval Map ................................................................................270 Reject a Timecard .......................................................................................271 View the Status of a Timecard ..........................................................................271 View Timecard History .................................................................................272 View Workflow History .................................................................................272 Cancel a Timecard ..........................................................................................273 Print a Timecard .............................................................................................273 28. Reports ................................................................................. 275 Print Report ...................................................................................................275 Run Reports ...................................................................................................275 Predefined Reports ..........................................................................................276 Orders By Organization ................................................................................277 Orders By Commodity / Organization .............................................................278 Orders By Cost Center .................................................................................279 Shopping Carts By Status ............................................................................280 Shopping Cart Items By Requester ................................................................281 Receipts By Part / Supplier ...........................................................................282 xi Receipts By Supplier / Part ...........................................................................283 Commodities Ranking By Committed Amount .................................................284 Orders By Supplier - Summary .....................................................................285 Orders By Supplier - Detail ...........................................................................286 Privileges by Organization / User ..................................................................287 Add Custom Report .........................................................................................288 29. Services ................................................................................ 289 Select a Service ..............................................................................................289 30. User Profile ........................................................................... 291 View Profile ....................................................................................................291 General .........................................................................................................292 ID & Spending Limit ....................................................................................293 Contact Information ....................................................................................293 Credit Card Information ...............................................................................294 Delegation .....................................................................................................295 Delegate Approval ......................................................................................295 Disable Delegation ......................................................................................296 Preferences ....................................................................................................296 Change Password ...........................................................................................297 31. Advanced Administration ...................................................... 299 Administration Tools ........................................................................................299 Tree Menu .................................................................................................300 Add to Menu ..............................................................................................301 Remove from Menu .....................................................................................301 Home Organization .....................................................................................301 Codes ...........................................................................................................302 Commerce One Payment Type ......................................................................302 Document Type ..........................................................................................303 Blanket Order Type .....................................................................................304 Ship Method ...............................................................................................305 Tax Category .............................................................................................305 Status Codes ..............................................................................................306 Approval ....................................................................................................306 Change Request .........................................................................................307 Payment ....................................................................................................308 Order ........................................................................................................308 Receive .....................................................................................................309 Shopping Cart ............................................................................................310 Shipment ...................................................................................................311 xii Procurement Help Setup ............................................................................................................311 Setup Addresses .............................................................................................313 View Address .............................................................................................313 Edit Address ...............................................................................................314 New Address ..............................................................................................314 Tax Edit .....................................................................................................315 Identifier Edit .............................................................................................316 Delete Address ...........................................................................................317 Setup Application Settings ...............................................................................317 View Application Settings .............................................................................318 Edit Application Settings ..............................................................................318 Setup Archive Status .......................................................................................319 Setup Bill To Addresses ...................................................................................319 View Bill To Addresses .................................................................................319 Edit Bill To Addresses ..................................................................................320 Add New Bill To Addresses ...........................................................................321 Delete Bill To Addresses ...............................................................................322 Setup Catalog Updates ....................................................................................322 Catalog Process Status ................................................................................322 Catalog Update Files ....................................................................................323 Use Application Settings ..............................................................................323 Setup Catalog Views .......................................................................................325 New Catalog View .......................................................................................326 Edit Catalog View ........................................................................................327 Add View to Menu .......................................................................................327 Remove View from Menu .............................................................................328 Add Buyer Accounts ....................................................................................328 Edit Buyer Accounts ....................................................................................329 Configure Commodity Filters ........................................................................330 Setup Contacts ...............................................................................................331 View Contact ..............................................................................................332 Add a New Contact .....................................................................................332 Edit Contact ...............................................................................................333 Delete Contact ...........................................................................................334 Setup Cost Centers .........................................................................................335 View Cost Center ........................................................................................335 Add a New Cost Center ................................................................................336 Edit Cost Center .........................................................................................337 Delete Cost Center ......................................................................................338 Ship To Cost Center ....................................................................................338 Setup Currency Exchanges ...............................................................................339 Add a New Group ........................................................................................339 Edit Group .................................................................................................340 Exchange Rates ..........................................................................................340 xiii Setup MarketSite ............................................................................................341 New ..........................................................................................................342 Edit ...........................................................................................................343 Delete .......................................................................................................344 Setup Online Form ..........................................................................................345 New Form Template ....................................................................................345 Edit Template .............................................................................................346 Delete Template .........................................................................................347 Setup Order Tolerances ...................................................................................347 View Tolerances ..........................................................................................350 New Order Tolerance ...................................................................................350 Edit Tolerances ...........................................................................................353 Delete Tolerance .........................................................................................355 Setup Payments .............................................................................................355 Payment Term ............................................................................................355 Payment Type ............................................................................................357 Credit Card ................................................................................................359 Setup Reports ................................................................................................364 New Report Category ..................................................................................364 Edit Report Category ...................................................................................365 Delete Category ..........................................................................................365 New Report ................................................................................................365 Edit Report ................................................................................................366 Delete Report .............................................................................................367 Setup Ship To Addresses .................................................................................367 View Ship To Addresses ...............................................................................367 Edit Ship To Addresses ................................................................................368 New Ship To Addresses ................................................................................369 Delete Ship To Addresses .............................................................................370 Setup a Smart Form ........................................................................................371 New Smart Form ........................................................................................371 Edit Smart Form .........................................................................................372 Delete Smart Form .....................................................................................373 Associate Item ...........................................................................................373 Cancel Association ......................................................................................374 Setup Taxes ...................................................................................................374 New Tax Instance .......................................................................................375 Edit Tax Instance ........................................................................................376 New Tax Entity ...........................................................................................377 Edit Tax Entity ............................................................................................377 New Usage Code .........................................................................................378 Edit Usage Code .........................................................................................378 New Direct Pay Product Exemption ................................................................379 Edit Direct Pay Product Exemption ................................................................379 xiv Procurement Help Setup Units of Measure ....................................................................................380 Setup Feature Registration ...............................................................................381 Overview ...................................................................................................382 Enable a Feature .........................................................................................382 Authorize Organizations ...............................................................................383 Unauthorize Organizations ...........................................................................384 Setup Commodity Settings ...............................................................................386 Edit Commodity Settings ..............................................................................386 List or View Commodity Settings ...................................................................387 32. Administer Users .................................................................. 389 New User .......................................................................................................390 Search ..........................................................................................................390 Details ......................................................................................................391 Organizations .............................................................................................391 Roles ........................................................................................................392 Approval Assignments .................................................................................392 Approval Groups .........................................................................................392 33. Administer Organizations ..................................................... 393 New Organization ...........................................................................................393 Existing Organization ......................................................................................394 Attributes ..................................................................................................394 Child Organization ......................................................................................395 Edit Attributes ................................................................................................396 Home Users ...............................................................................................396 Users ........................................................................................................398 Bill To Addresses ........................................................................................400 Ship To Addresses ......................................................................................401 Cost Centers ..............................................................................................402 Restrict Visibility .............................................................................................403 Restrict Cost Center Visibility ........................................................................403 Restrict Address Visibility .............................................................................403 Restrict Contact Visibility .............................................................................404 Restrict Bill To Address Visibility ....................................................................404 Restrict Ship To Address Visibility ..................................................................404 Customize IDs ............................................................................................404 Organization Settings ..................................................................................407 Change Request Edit Fields ..........................................................................407 Workflow ...................................................................................................408 Catalog View ..............................................................................................409 Supplier Options .........................................................................................409 Commodity Tolerance ..................................................................................412 xv Currency Exchange Groups ..........................................................................412 Organization MarketSite ...............................................................................412 Organization DDIDs ....................................................................................415 Usage Code ................................................................................................415 Tax Entity ..................................................................................................416 Mass Change ..................................................................................................416 Workflow Services ..........................................................................................417 Shopping Cart Approval Template .................................................................418 Blanket Order Approval Template ..................................................................419 Blanket Order Release Approval Template ......................................................420 Check Request Approval Template ................................................................422 IT Request Approval Template ......................................................................423 Timecard Workflow Template ........................................................................424 Change Request Approval Template ..............................................................425 Shopping Cart Total Approver .......................................................................426 Blanket Order Approver ...............................................................................427 Special Request Approver ............................................................................427 Commodity Approver ...................................................................................428 Check Request Approver ..............................................................................429 IT Request Approver ...................................................................................431 Approval Group ..........................................................................................431 Set-up Approval Escalation ...........................................................................434 Settlement .....................................................................................................434 EBO Level ..................................................................................................435 Buying Organization Level ............................................................................435 34. Administer Roles ................................................................... 437 New Role .......................................................................................................437 Existing Role ..................................................................................................438 35. Administer Suppliers ............................................................. 441 New Supplier ..................................................................................................442 Existing Supplier .............................................................................................443 Information ................................................................................................443 Accounts ...................................................................................................444 Supplier Ship Method ..................................................................................444 Supplier Dispatch ........................................................................................445 Supplier Payment Type ................................................................................446 Supplier MarketSite .....................................................................................447 Supplier DDIDs ...........................................................................................449 Supplier RoundTrip .....................................................................................449 What is RoundTrip ......................................................................................449 Supplier Minimum Requirements ...................................................................450 xvi Procurement Help Tax Registration .........................................................................................456 Supplier Options .........................................................................................457 Edit Account ...................................................................................................457 New Account ..............................................................................................457 Edit Account ...............................................................................................457 Price Catalogs ............................................................................................458 Configure Settlement ......................................................................................458 Supplier Level ............................................................................................459 36. Administration Log ............................................................... 461 Logged Events ................................................................................................461 View Log .......................................................................................................461 37. Account Administration ......................................................... 463 Start Account Administration ............................................................................463 Credit Card Tab ..............................................................................................464 New Credit Card .........................................................................................466 Edit Credit Card ..........................................................................................467 Ship To Address Tab .......................................................................................468 New Ship To Address ...................................................................................469 Edit Ship To Address ...................................................................................470 Bill To Address Tab .........................................................................................472 New Bill To Address .....................................................................................473 Edit Bill To Address .....................................................................................474 Approval Tab ..................................................................................................475 38. Administer Contract Labor .................................................... 477 Contract Labor Overview ..................................................................................478 The Administration Process ..............................................................................479 Add Users to Contract Labor .............................................................................479 Set Up Usernames and Roles for Services ..........................................................480 Change User Passwords and Email Addresses .................................................480 Add Users to Buying Organizations ................................................................481 Contract Labor Privileges .................................................................................481 Privileges Rules and Guidelines .....................................................................481 Set Up and Administer Privileges ...................................................................483 Recommended Privilege Restrictions for the Worker .........................................485 Configure Automated Goods Receipt ..................................................................486 View Automated Goods Receipt List ...............................................................487 Enable a Supplier ........................................................................................488 Disable a Supplier .......................................................................................488 Configure Expense Categories ..........................................................................489 xvii Create a New Expense Category ...................................................................489 Edit Expense Categories ..............................................................................490 Disable Expense Categories ..........................................................................490 Delete Expense Categories ...........................................................................490 Configure Expense Types .................................................................................491 Create a New Expense Type .........................................................................491 Edit Expense Types .....................................................................................491 Disable Expense Types ................................................................................492 Delete Expense Types .................................................................................492 Configure Time Categories ...............................................................................492 Create a New Time Category ........................................................................493 Edit Time Categories ...................................................................................493 Disable Time Categories ..............................................................................493 Delete Time Categories ................................................................................494 Configure Worker Classifications .......................................................................494 Create a New Worker Classification ...............................................................495 Edit a Worker Classification ..........................................................................495 Disable a Worker Classification .....................................................................495 Delete a Worker Classification ......................................................................495 Configure Worker Attributes .............................................................................496 Create a New Worker Attribute .....................................................................496 Edit Worker Attributes .................................................................................497 Delete Worker Attributes .............................................................................497 Configure Regions ...........................................................................................497 Create a New Region ...................................................................................498 Edit Regions ...............................................................................................498 Disable a Region .........................................................................................498 Delete a Region ..........................................................................................498 Configure Rules and Options ............................................................................499 Configure Rate Tables .....................................................................................500 Create New Rate Tables ...............................................................................501 Add Rates to Rate Tables .............................................................................502 View the Rate Table Summary ......................................................................503 Prevent Timecards from Using Rates from a Rate Table ....................................504 Print a Rate Table .......................................................................................504 Configure Workers ..........................................................................................504 Add a New Worker ......................................................................................506 Edit Worker Properties .................................................................................508 Disable Workers .........................................................................................508 View a Worker’s Summary ...........................................................................509 Configure Worker Approvers .............................................................................509 Add a New Worker Approver .........................................................................509 Delete a Worker Approver ............................................................................510 Set Up Approver Order Sequence ..................................................................510 xviii Procurement Help Configure Worker Comments ............................................................................511 Create and View Worker Comments ..............................................................511 Delete Worker Comments ............................................................................512 Configure Worker Timecard Proxies ...................................................................512 Create a New Timecard Proxy .......................................................................512 Delete a Proxy ............................................................................................513 Manage Projects .............................................................................................513 Create a New Project ...................................................................................515 Edit Project Details ......................................................................................515 Disable a Project .........................................................................................516 View a Project Summary ..............................................................................516 View Project Properties ................................................................................516 Project Administrators and Contacts ..............................................................517 Manage Assignments ...................................................................................518 Project Approvers .......................................................................................527 Assignment Rates .......................................................................................528 39. Special RoundTrip Configuration ........................................... 531 Intermediary Setup .........................................................................................531 Confirm Configuration .....................................................................................533 40. Workflow Primer ................................................................... 535 Workflow Service Overview ..............................................................................535 Approval Chains .........................................................................................536 Routing .....................................................................................................536 Workflow Business Rules ..............................................................................537 Enable and Disable Workflow ........................................................................539 Order Tolerance Service Overview .....................................................................539 Order Monitoring Service Overview ...................................................................540 Workflow Approval Process ..............................................................................540 Workflow Rules ...........................................................................................540 Change Request Workflow Rules ...................................................................543 Inheritance ................................................................................................546 Approval Process Blueprint ...........................................................................546 Configure Templates .......................................................................................547 Shopping Cart Approval Template .................................................................548 Blanket Order Approval Template ..................................................................548 Blanket Order Release Approval Template ......................................................549 Check Request Approval Template ................................................................549 IT Request Approval Template ......................................................................549 Timecard Workflow Template ........................................................................549 Change Request Approval Template ..............................................................549 Configure Approvers ........................................................................................550 xix Create Approval Roles .................................................................................551 Assign Approval Roles to Users .....................................................................551 Assign Cost Center Approvers/Approval Groups ..............................................551 Assign Shopping Cart Total Approvers ...........................................................551 Assign Blanket Order Approvers ....................................................................552 Assign Special Request Approvers .................................................................552 Configure Commodity Approvers ...................................................................552 Assign Supplier Approvers ............................................................................553 Assign Spending Limit Approvers/Approval Groups ..........................................553 Add Ad-hoc Approvers and Reviewers ............................................................553 Assign Delegates ........................................................................................554 Set-up Approval Escalation ...........................................................................554 41. Enterprise Backend Integration Administration .................... 557 Start EBI Administration ..................................................................................558 Icons and Meanings ........................................................................................559 Buying Organizations ......................................................................................560 Search for a Configuration ...........................................................................560 Edit a Configuration ....................................................................................561 Create a New Configuration ..........................................................................562 ERP Systems ..................................................................................................563 Search for an ERP System ............................................................................564 Edit an ERP System .....................................................................................565 Add a New ERP ...........................................................................................565 Create a New ERP Association .......................................................................566 Data Synchronization ......................................................................................567 Search for a Data Synchronization Item .........................................................568 Edit a Data Synchronization Item ..................................................................568 Create a New Data Synchronization Item .......................................................570 Job Schedules ................................................................................................571 Search for an Job ........................................................................................572 Edit a Scheduled Job ...................................................................................572 Create a New Scheduled Job ........................................................................573 Start and Stop Scheduler Jobs ......................................................................574 Create a New Data Sync Association ..............................................................575 View the Scheduler Job Log ..........................................................................575 Data Mapping .................................................................................................576 Search for a Data Mapping Item ...................................................................576 Edit a Data Mapping Item ............................................................................577 Create a New Data Mapping Item ..................................................................578 View Data Mapping Item Details ...................................................................579 Flexible User Interface .....................................................................................580 Rules for Flexible UI Configuration .................................................................581 xx Procurement Help Search for a Flexible UI Item ........................................................................581 Edit a Flexible UI Item .................................................................................582 Create a New Flexible UI Item ......................................................................583 Cost Allocation ...............................................................................................585 Search for a Default Item .............................................................................585 Edit a Default Item ......................................................................................586 Create a Default Item ..................................................................................588 View Cost Allocation Default Item Details .......................................................589 Help with Search ............................................................................................590 42. Purchase Order Choreography .............................................. 591 Introduction ...............................................................................................591 Scope of Document .....................................................................................591 Reference Documents ..................................................................................592 Choreography Constructs .................................................................................592 Receiving Order Responses ..........................................................................592 Order Response xCBL Mapping .....................................................................592 Supplier Update Confirmation .......................................................................596 Order State Diagram ...................................................................................597 Supported Choreographies ...............................................................................598 Order ........................................................................................................598 Change Order .............................................................................................600 Business Scenarios .........................................................................................602 Order By Email/Fax/Print .............................................................................602 Order Accepted By Supplier ..........................................................................603 Order Accepted Again By Supplier .................................................................604 Order Rejected By Supplier ..........................................................................606 Order Accepted Then Rejected By Supplier .....................................................607 Cancel Order Before Response Accepted By Supplier ........................................609 Cancel Order Before Response Rejected By Supplier ........................................611 Cancel Order After Response Accepted By Supplier ..........................................613 Supplier Change Accepted By Buyer ..............................................................615 Supplier Change Failed Tolerance Accepted By Buyer .......................................618 Supplier Change Failed Tolerance Rejected By Buyer .......................................621 Supplier Change Failed Tolerance Canceled By Buyer .......................................624 Change Order Accepted By Supplier ..............................................................627 Change Order Rejected By Supplier ...............................................................629 Change Order Changed By Supplier ...............................................................631 43. Archiving .............................................................................. 637 Overview .......................................................................................................637 Prerequisites for Archiving Orders .....................................................................637 Adjust the Required Age for an Order ............................................................638 xxi Close Orders to Enable Archiving ...................................................................638 Archive Database Records ................................................................................638 44. Index .................................................................................... 639 xxii Procurement Help 1 The Basics Welcome to Procurement 6.0 Help To view help, click a help topic title in the list in the left-hand frame, or click: About the Procurement Application How to Get Help Terms and Conventions About the Procurement Application Commerce One Procurement, Version 6.0 Copyright © 2005 Commerce One, LLC. All rights reserved. Commerce One Procurement is a trademark of Commerce One, LLC COMMERCE ONE, LLC Bishop Ranch 3 2633 Camino Ramon, Suite 525 San Ramon CA 94583 (U.S.A.) www.commerceone.com Information in this document is subject to change without notice. Companies, names, and data used in examples herein are fictitious unless otherwise noted. This documentation and the software described constitute proprietary and confidential information protected by copyright laws, trade secret, and other laws. No part of this publication may be reproduced or distributed in any form or by any means, or stored in a database or retrieval system, without the prior written permission of Commerce One, LLC. Commerce One, Powering the Business Internet, Many Markets. One Source., Commerce One Source, Commerce One Buy, Commerce One Procurement, Commerce One Collaborative Platform, Commerce One Community Manager, Process Manager, Commerce One Web Services Framework, Commerce One The Basics 1 How to Get Help Auction, Transaction Manager, Commerce One Business Intelligence Framework, XML Common Business Library, Global Trading Web, GTW, Commerce One.net, xCBL MailBox, MarketSite, eLink, Net Market Maker, XML Development Kit, xDK, XML Commerce Connector, xCC, BuySite, xCBL, RoundTrip, Commerce Chain, Commerce One Supplier Order Management, and SupplyOrder are registered marks, trademarks or service marks of Commerce One, LLC. All other company, product, and brand names are trademarks of their respective owners. How to Get Help This topic explains the basics of how to: Access Online Help, Navigate Online Help, Print Online Help, and Other Ways to Get Help Access Online Help After starting the Procurement application, click the Help icon on any page of the Procurement application user interface. Click to access the Online Help After you click this icon. the Procurement application opens a new browser window containing: The Contents Tab, The Index Tab, The Search Tab, and The Text Frame Contents Tab Click the Contents tab to view an expandable and collapsible table of contents of all Help topics. In the Help table of contents: 2 Procurement Help How to Get Help Click to expand a section sub-head and display all of topics contained in it. Click to collapse a section sub-head and hide all of topics contained in it. Click to view a topic in the Text Frame, to the right of the browser window. Index Tab Click the Index tab to view an alphabetical list of subjects and terms mentioned in all Help topics. Click a term in the Index to: View the relevant topic in the Text Frame, to the right of the browser window, or If the subject or term occurs in more than one topics title, a list of relevant topic titles is displayed in the Text Frame, to the right of the browser window. Click on one to view it. Search Tab Click the Search tab to search for a word or phrase in any Help topic. 1. Click in the text box, below the tab heading. 2. Type all or part of a word or phrase. 3. Click [Search]. The browser displays a list of relevant topic titles below the Search text box. 4. Click a topic title to view the topic in the Text Frame, to the right of the browser window. Text Frame When Help is started, this frame displays the Help title. When you have selected a topic to view, in the Contents Tab, Index Tab or Search Tab, the topic is displayed here. The Basics 3 How to Get Help Navigate Online Help The Table of Contents frame at the left side of the browser window enables you to Access Online Help topics. Click on a topic title to display that topic in the Text Frame (this area of the Help window). Hyperlinks Some topics displayed in the Text frame also include hyperlinks that allow you to jump to other useful places and topics. You can click these links for more detailed explanations, or to move to a related topic. Hyperlinks are normal text but they are displayed in green and underlined, like this: This is a Hyperlink. Click on it to demonstrate how it works. Some other hyperlinks are provided for you to connect, over the internet, to Commerce One. For these hyperlinks to work, you must have an internet connection, via a network or a modem on your computer. These internet hyperlinks are displayed in blue and underlined, like this link to the www.commerceone.com Home page. Move Forward and Back You can move forward and back through the Procurement application Help using: The Browser Menus, The Browser Tool Bar, or The Help Text Frame Icons. Browser Menus If your browser Help window displays a menu bar, you can move back and forward through previously viewed Help topics. In most versions of Internet Explorer, click View | Go to | Back or Forward. In most versions of Netscape Communicator, click Go Back or Forward. In either case: Back steps back through topics in the sequence that you read them. Forward returns forward through your sequence of previously read topics. Browser Tool Bar If your browser Help window displays a tool bar, you can select to move back and forward through previously viewed Help topics. 4 Click the Back button to step back through topics in the sequence that you read them. Click the Forward button to return forward through your sequence of previously read topics. Procurement Help How to Get Help Help Text Frame Icons At the top of the text frame are icons used to move forward and back through all topics in the Online Help: Click to move back, topic-by-topic, through Online Help topics. You can view all topics, in reverse topic order, not just your previously viewed topics. Click to move forward, topic-by-topic, through the Online Help topics. You can view all topics, in topic order, not just your previously viewed topics. If you scroll down to the bottom of a help topic, you can see a shortcut button allowing a quick return to the top of the topic: Click to move back to the top of the Online Help topic. Your browser may also have a menu bar and a toolbar used to control page-topage navigation. Different browsers have differences in appearance or performance but in any of them you will have controls to: Go [Back] to the last viewed page, Go [Forward] to the next viewed page, or Close [X] the browser window. Check your browser’s Online Help, or User Guide for more information. Netscape Oddities The Netscape Navigator Version 4.x browser does not fully support the CSS style definition language used in the Procurement application Help. Rarely, if you are using such a browser and depending on how you have the browser configured, you may see minor display irregularities, such as short sections of text displayed in an incorrect font. Such occurrences are rare and should not prevent you from reading and understanding the text. If you use a different browser, a different version of Netscape, or if you Print Online Help or view the online Help document in the Acrobat Reader, you will not experience this problem. The Basics 5 Terms and Conventions Acrobat Reader If you are viewing this help in an Acrobat Reader, you may have additional controls for moving between both viewed and numeric pages. Check the Reader’s Online Help, for more information. See the Print Online Help topic for more information on using the Acrobat reader to view the Online Help. Print Online Help You can keep the Help browser window open and refer to it any time you are using the Procurement application. You can also, if you prefer, make printed copies of single Online Help topics, or the whole document for later reference. To do this: Click the Print Topic icon to print the currently displayed topic. The browser displays a [Print] dialog box. Follow the instructions for your browser. Click the View/Print Book icon to print or view the whole document. The browser opens a second window displaying the Acrobat Reader toolbar and a print formatted copy of the whole Help document. Follow the Reader instructions for viewing, selecting pages and printing them. Note: In some versions of the Procurement application, this functionality is disabled. If so, the Print Topic and View/Print Book icons are not displayed. Other Ways to Get Help Each Commerce One installation with a support contract has one or more persons designated as your technical support. If you cannot resolve a problem by using the Commerce One manuals or online help, you can log an incident at: www.commerceone.com/support Alternatively, you can contact Technical Support via e-mail: [email protected] Updated documentation can also be accessed through the Customer Portal link at www.commerceone.com/support. Terms and Conventions Certain terms used throughout this online help have special meanings: Type Type letters or numbers on the computer keyboard. If upper or lower case is mandatory, this is stated. If it is not, use either. 6 Procurement Help Press Terms and Conventions Press a special key on the computer keyboard, such as Tab, Ctrl or Alt. If it is necessary to press-and-hold a special key followed by another key, this is stated. Click Position the mouse pointer over a screen image and click the left mouse button. Right-click Position the mouse pointer over a screen image and click the right mouse button. The “System” and the “Browser” The Procurement application communicates with you, with an e-marketplace and, via the e-marketplace, with your suppliers. Database lookups and calculations take place at various places in this network of systems. Where a particular process takes place can vary from system to system, and from time to time. For convenience in this document, we shall just refer to the system. For example, when we write: The Procurement application communicates with you, the user, through the Procurement application browser interface. This is displayed in the window of a normal Internet browser, such as Microsoft Internet Explorer or Netscape Navigator. For convenience in this document, we shall just refer to the browser. For example, when we write: “...the browser displays a list of Favorite Items.” what we mean is: “...the Procurement application displays a list of Favorite Items in the display window of your Internet browser.” We hope that this will simplify your reading of this document. Hyperlink That hyperlink brought you here. Now, click another hyperlink to return where you came from, back to the Hyperlinks topic. The Basics 7 Terms and Conventions 8 Procurement Help 2 Overview In the Overview Help Module To view help, click a help topic title in the list in the left-hand frame, or click: Online Procurement User Roles Buying Organization Procurement Administration Workflow User Interface Navigation Online Procurement The Procurement application is a browser-based application that uses a simple web browser interface for communication between: Business Buyers, An e-Marketplace, and then on to Their Suppliers The application allows professional and casual corporate users to: Access an online, multi-supplier catalog of products and services they need in their work, Search the Catalog for a specific item, or Browse the Catalog for categories of purchasable items, Make a RoundTrip to a suppliers web site to order specialized or customized products, Compare alternative Suppliers for an item, Quickly re-order recurring items using lists of Favorite Items, or Shopping Overview 9 Online Procurement Cart Templates, Make online checks of item availability and current price from a number of Suppliers. Check Out a Shopping Cart containing an assortment of needed items and quantities, Submit the Shopping Cart to be processed according to the business rules of their Buying Organization, and monitor the Shopping Cart Status, Users with the Approver Role may also monitor Order Status, and issue Change Requests to suppliers, and View Advance Ship Notices from suppliers, and perform Desktop Receiving of shipments. The Procurement application may also offer access to other Services, installed at your site, such as: Submitting and tracking Online Forms, Bidding in Auctions, Invoice Payment, and Other Commerce One or third-party products and services. Contact your Procurement application Administrator and the applicable documentation for more information about the services available at your site. Buyers The Procurement application is an easy-to-use application that helps you shop for needed items and select the best supplier. The Procurement application then automates the internal approval process using your organization’s business rules. A simple browser interface is used to: Shop for items, and add them to a Shopping Cart Check Out the Shopping Cart and add billing and shipping instructions Route Shopping Carts to authorized approvers for approval Create Orders and send them to various suppliers for fulfillment Manage Change Requests and other updates from suppliers Receive advance notice of shipping and packaging details, and Process items as they are received, and manage partial and back-ordered items Note: Approvers may be an individual approver or a member of an approval group. 10 Procurement Help Online Procurement e-Marketplace The Procurement application is part of a Commerce One Solution, business-tobusiness online procurement system. To use the Procurement application, you should understand your own Buying Organization and how the Procurement application: Creates Orders for the items in your Shopping Cart, and Sends all Orders to an e-marketplace, which serves as the central exchange coordinating all users and suppliers. An e-marketplace is a portal using the Commerce One MarketSite software to manage transactions and other communications between Procurement application users and their suppliers. The e-marketplace manages all Orders from every Buying Organization using the Procurement application (and other online procurement applications), passes each of them to the appropriate registered supplier and returns responses from suppliers to buyers. The e-marketplace receives Orders from the Procurement application (and other compatible procurement applications) and: Evaluates each Order before forwarding it to the appropriate supplier, Orders with pricing or availability problems (outside pre-approved tolerances) may be returned to the Procurement application to be resolved by a user designated to the Approver Role. Automatically forwards valid Orders to Integrated Supplier for fulfillment. Holds Orders for non-integrated, Hosted Supplier, who use a web application to view and process Orders from the e-marketplace. The Commerce One MarketSite software also handles other communications between users and suppliers, such as updates of catalog content, item prices and availability. Suppliers Some suppliers are fully integrated with an e-marketplace, allowing continuous, two-way communication between the Procurement application and the Supplier. This allows regular and accurate updating of product pricing and inventory. Integrated Supplier These suppliers use a software information system to communicate directly with an e-marketplace. Using the Procurement application, a user can make real-time checks of availability and receive an immediate response from an integrated supplier. Orders received by an e-marketplace are transmitted immediately to an integrated supplier. Overview 11 User Roles Hosted Supplier These suppliers are not integrated. They do not have real-time communication with an e-marketplace. Orders for hosted suppliers are held at an e-marketplace. From time to time, the supplier connects to the e-marketplace, using a web application to view new Orders, update the status of those in progress, and upload catalog and price updates to the e-marketplace. For hosted suppliers, the most available pricing and availability data is from the Procurement application's local database which is periodically updated via the emarketplace. User Roles The Procurement application recognizes a corporate purchasing Approval Hierarchy. Depending on a user’s privilege and Buying Organization membership, they are given access to: View an Catalog incorporating products of commodities and suppliers suited to their purchasing needs, and View information and perform tasks necessary in their purchasing or administration responsibilities. Various user privileges allow for many levels of access to the Procurement application functions. In practice, there are four important types of user role for the Procurement application: Buyer Role Approver Role Reviewer Role Administrator Role Your User Profile identifies you to the Procurement application when you Log In. It also informs the Procurement application about: Your most commonly used billing and shipping information, such as credit card numbers, billing and shipping addresses, and cost centers for your purchases, Your spending limit, 12 Procurement Help If you are an approver, then you will also be assigned an approval limit, and How to route your Shopping Carts for approval, through the Procurement application Workflow. User Roles Buyer Role This is the most common role in the Procurement application. Most of the people who need to search for items, add and delete items in a Shopping Cart, and submit the Shopping Cart for processing are buyers. All buyers have access to the Shop pages, on which they may: Browse the Catalog for a category of item, Search the Catalog for a particular brand or model of item, Select from a saved list of their Favorite Items, Make a RoundTrip to shop at a supplier’s web site, Order regular batches of items using Shopping Cart Templates. Check Out their Shopping Cart and submit it for approval and ordering. Approver Role Approvers can perform all buyer tasks and approve items or amounts for other buyers. Approvers may also be responsible for resolving problem Shopping Carts and Orders routed to them by the Procurement application Workflow. This may require changing quantities of items or selecting alternate items or suppliers. Note: Approvers may be an individual approver or a member of an approval group. An approval group is a set of users, any one of which can approve or reject a Shopping Cart. Reviewer Role Reviewers are responsible for reviewing the Shopping Carts initiated by other users or approvers. Reviewers do not have the ability to approve Shopping Carts or Orders, only to comment on them. Reviewers are not permanently assigned in the workflow. They may be added by a buyer voluntarily, as needed. Reviewers may be added to the workflow on an ad hoc basis by users or approvers. Administrator Role The Procurement application administrator is responsible for managing the application, and its: Buyers, Overview 13 Buying Organization Approvers/Approval Groups, and Reviewers, Buying Organizations, Roles, and Suppliers. Most of the Administrator’s tasks are performed using the Advanced Administration application, to designate permanent buyer roles, logon names and passwords to all users, add new suppliers, currencies, units of measure, and so on: Codes Setup Administer Users Administer Organizations Administer Roles Administer Suppliers If the Procurement application is integrated with an Enterprise Resource Planning application (also known as an ERP, or back office system), the Administrator may also need to use the Integration Administration application to setup or maintain links and correspondences between the Procurement and ERP applications, such as: Buying Organizations ERP Systems Data Synchronization Job Schedules Data Mapping Flexible User Interface Cost Allocation Both of these administration applications are accessible from the Procurement Home Page Application Administration Menu, but only to those users who have logged on in the Administrator role. Buying Organization In the Procurement application, a Buying Organization is a group of users who have similar business needs. A single enterprise may be divided into several Buying Organizations based upon: 14 Different business units, Regional divisions, or Procurement Help Buying Organization Job function. For example, there may be: An organization for everyone who needs access to suppliers of plumbing materials, Another organization for buyers of automotive parts, Another for office supplies For the convenience of users in a large enterprise, with many different purchasing needs and many suppliers, each user is assigned to one or more Buying Organizations: Each Buying Organization contains users who all need to select and purchase from the same subset of the items and suppliers in the complete Procurement application Catalog (that is, all of the items, in all of the suppliers’ catalogs.) The contents of the entire Procurement application catalog, and every Buying Organization catalog are grouped into a hierarchy of commodities, categories and sub-categories, for example: Entire Catalog > Cleaning Equipment and Supplies > Janitorial equipment > Cleaning equipment > Cleaning pails or buckets > 6 GAL WASH TANK and so on. Each member of a Buying Organization has available to them a single, consolidated Procurement application catalog containing only the commodities and items, needed by the members of that Buying Organization, available from all suppliers with which the Enterprise has a purchasing relationship. Each member of a Buying Organization is governed by the same Workflow, Approval Hierarchy, and so on. In a large enterprise, there may be several levels of the Buying Organization hierarchy, so that: The enterprise is sub-divided into several Buying Organizations, Each Buying Organization may be sub-divided into child Buying Organizations, Child Buying Organizations may be further sub-divided into another level of child Buying Organizations, By default, Inheritance applies to Buying Organization rules. After rules are enabled for any Buying Organization, they also apply to the children of that Buying Organization, and further children down the line. However, the Administrator, using the Advanced Administration application, may choose to override a rule that was enabled in the parent, by re-configuring the approver assignments for the rule in child Buying Organizations. Overview 15 Procurement Administration Note: Approvers may be an individual approver or a member of an approval group. For casual buyers, the most important information is that: Different Buying Organizations may have access to different catalogs, and A user with wide purchasing needs may be a member of several Buying Organizations. If you belong to more than one Buying Organization, you may use the Organization drop-down menu, on the Procurement Home Page. You should contact your Procurement application administrator with specific questions about your own organization. Catalog Each Buying Organization has its own unique catalog containing only items they need to buy from all suppliers and manufacturers of such items. The Administrator may use Setup Catalog Views, in the Advanced Administration application, to modify the items, suppliers and manufacturers that can seen in a Buying Organization catalog. Inheritance Rules can be inherited, and it is important to know how inheritance works within various levels of the Buying Organization hierarchy. Since the Buying Organization rules are inherited, after they are enabled, they also apply to the child of that Buying Organization, and further children down the line. However, an Administrator may override a rule that was enabled in the parent, by re-configuring the approver assignments for a rule in a child Buying Organization. Any approver or approval group assigned to a rule must be a member of the Buying Organization for which the rule is being configured. If an approver isn’t designated for a rule within a Buying Organization, the Buying Organization will inherit approvers from its parent. Procurement Administration The Advanced Administration application enables you to configure Buying Organizations, users, suppliers, and MarketSite information. Only individuals with the necessary privilege may use the Application Administration Menu on the Procurement Home Page. The following sections describe steps you complete and important information you should understand before you use Administration: 16 Define your Business Rules and obtain data supplied by Commerce One, Understand important Procurement application rules and Key Concepts, and Procurement Help Procurement Administration Establish Access Control and privileges. Business Rules The Procurement application operates on a variety of rules and concepts. Before you manage system information in the Procurement application, it is important that you understand the relationship between your business and the Procurement application: How the system represents business structures. How roles, scopes and privileges provide access control. In the Procurement Advanced Administration application, you can represent a complex business, with multiple organizations, within a single system. Before you use the Advanced Administration application, we recommend that you determine the structure of your business and how it corresponds to items in the Procurement application. The following describes important system constructs: 1. You can administer the system as a host. A host is any entity that provides procurement services to other companies. 2. You can create Enterprises, which represent individual, confidential entities. An enterprise typically corresponds to a single company, or business. Enterprises receive procurement services from hosts. An Enterprise can contain one or more Buying Organizations. 3. You can create Buying Organizations, which represent units within an enterprise which use procurement services. In the Procurement application, a Buying Organization can represent a business unit, a division, or other subdivision within a business: You can define a hierarchy when you create one or more Buying Organizations within an original Buying Organization. Each Buying Organization can operate under different business rules, have access to different suppliers, and so on. Parent-child organizations exist in a hierarchy of Buying Organizations. For example, Buying Organization A, which you define under Buying Organization B, is considered a child of B and B is the parent. In parent-child relationships, a child can inherit business rules and configuration from their parent. That is, the child has its own rules and configuration that are identical with the parent’s. In the Procurement application, this is only true for certain approval rules. In addition to your business rules, you must obtain data from Commerce One to enter into the Advanced Administration application. This the Advanced Administration application requires knowledge of certain key supplier information for each of your suppliers. To obtain this information, please contact your supplier or your marketplace operator. Overview 17 Procurement Administration Access Control There are key access control constructs that enable you to manage data access and functionality that is available to users: Privilege Ability to perform an operation. For example, View Users is a privilege that enables you to view user information. Scope Where an operation can cause an effect. For example, CorporateHQ scope indicates that an operation can alter information for corporate headquarters. In the Procurement application, there are the following types of scope: User Operate on their own information. Buying Organization Operates on: (BORG) Their own information, and Information for users in their Buying Organization. Super-Buying Organization can operate on: (SuperBORG) Their own information, Information for users in their Buying Organization, Information for users in childorganizations of their Buying Organization, Users in children of those childorganizations, And so on. Enterprise can operate on information for an enterprise, and all items in an enterprise. Role A Role is a set of privilege and scope combinations. A role represents a set of actions that a particular job or position requires. For example, the Branch Administrator role may require the ability to review purchase orders for several buying organizations. Key Concepts Additional Procurement application terms which are helpful are: 18 Procurement Help Workflow Users Users represent people who use the system. In the Advanced Administration application, you define users at the Enterprise level and they must be uniquely identified at this level. After you define users, you can then associate them with a Buying Organization. Users must belong to a Buying Organization before you can assign them roles. Home Organization A particular Buying Organization to which a user belongs. By default, each user must belong to a single Home Organization. Home Organizations exist in the system to limit an administrator’s ability to view and update organization information. Administrators can only view or update organization information if they are granted the ability to view the particular Home Organization. Cost Center Any part of an enterprise to which you expense items. Smart Forms Forms that enable users to send additional custom information to suppliers. Workflow The Procurement application evaluates every submitted Shopping Cart against the organization’s business rules and the user’s User Profile. The Procurement application Approval Hierarchy proceeds like this: 1. When a user submits a Shopping Cart, the Procurement application checks it for compliance with the organization’s business rules and Approval Requirements, such as the Spending Limit in the user’s Procurement application User Profile. 2. If the Shopping Cart is valid and does not exceed the user’s spending limit, Orders are created and routed to the appropriate suppliers. 3. If the Shopping Cart is not valid, it follows the Approval Route to another user to be adjusted or rejected. 4. If the Shopping Cart is valid but contains an item requiring Commodity approval, the Shopping Cart is routed to the Approver named in the buyer’s User Profile. Note: Approvers may be an individual approver or a member of an approval group. 5. If the Shopping Cart is valid but exceeds the user’s spending limit, it is routed to the Approver named in the user’s User Profile. 6. The Approver may reject the Shopping Cart, or resubmit it to the Procurement Overview 19 Workflow application workflow. 7. The Procurement application evaluates the Shopping Cart again, including the Approver’s actions. 8. If the dollar total in the resubmitted Shopping Cart also exceeds the Approver’s Approval Limit, it is routed to the next higher level Approver who is named in the lower level approver’s User Profile. 9. This process continues until the Shopping Cart is finally rejected or is approved by a user with a high enough spending limit. 10. If a Shopping Cart is edited (its contents are changed) while it is in the workflow, the cart may be re-routed back through previously completed approval steps, for Re-approval. In the Procurement application, the Approval workflow can be: Previewed before Check Out in the Approval Preview page, and Monitored, as it proceeds, in the Shopping Cart Status page. Approval Requirements Approval may be required if a Shopping Cart: Has a total price exceeding the buyer’s Spending Limit, or Contains an item the requires Commodity approval. Spending Limit Shopping Carts are routed through workflow based upon the buyer’s and approver’s spending limits: Note: Approvers may be an individual approver or a member of an approval group. If the Shopping Cart total cost exceeds the user’s spending limit, it is routed to the Approver named in the user’s User Profile. If the Approver approves the Shopping Cart, but the Shopping Cart total cost exceeds the Approver’s approval limit, it is routed to the next-level Approver named in the Approver’ User Profile. And so on. Commodity Shopping Carts for certain commodities (such as those involving expensive technology) are routed to a commodity approver or approval group for approval. Commodity routing may be triggered by: 20 The presence of a particular commodity in a Shopping Cart. for example a Cellular Phone, or More than maximum quantity of a particular commodity in a Shopping Cart, Procurement Help Workflow for example more than 2 briefcases. After the item is approved by the commodity approver or group, it is routed according to normal business rules for hierarchical approval. Approval Route Shopping Carts may be routed through the approval chain in several ways: Serial Approvals are sequential, following a route defined by the designated approvers, spending and approval limits specified in the various buyers’ and approvers’ User Profiles. Note: Approvers may be an individual approver or a member of an approval group. This pre-defined routing can be extended by the adding of ad-hoc approvers and reviewers before or during the approval process. Parallel Approvals associated with different rules (i.e., workflow triggers) are routed in parallel. For example, a Shopping Cart for a commodity, and for an amount in excess of the user’s spending limit, may require approval by both a commodity manager and a supervisor. Instead of requiring approval first by the commodity manager, and next by the supervisor, the parallel route enables both to occur at the same time. Ad-Hoc Approvals may be done by approvers who are added by users or other approvers to the pre-defined serial routing that is created by the Procurement application: Buyers can add approvers before the Shopping Cart is submitted to the workflow. Approvers can add other approvers while Shopping Carts are in their in-boxes awaiting approval, either in parallel with other approvers in the chain, or at the end of the chain before the Shopping Cart becomes an Order. Approvals that are stalled in the approval process because an approver has not addressed them may be automatically escalated to the supervisor of that approver after a certain number of days. The number of days in the period can be configured through the Procurement application Administrator. Multiple reviewers may be added on an ad hoc basis in the approval chain, either by users or approvers while the Shopping Carts are awaiting approval. Those who are included in the approval workflow as reviewers are not involved in the process as an approver. Overview 21 Workflow Approval Hierarchy Every user’s User Profile includes, in addition to a Spending Limit, the name of an Approver. This is another user with a higher spending limit (or approval limit) to whom, over-limit Shopping Carts may be referred for approval. Note: Approvers may be an individual approver or a member of an approval group. For example: Engineer $ 500 Manager $ 5,000 Director $ 10,000 Vice President $ 250,000 The approval workflow proceeds like this: 1. If the Engineer submits a Shopping Cart totaling less than $500, Orders are created and sent to suppliers automatically. 2. If the Engineer submits a Shopping Cart totaling more than $500, it is routed to the Manager for approval before Orders are created and sent to suppliers. 3. If the Engineer submits a Shopping Cart totaling more than $5,000, it is first routed to the Manager for approval. If the Manager approves, then the Shopping Cart is next routed to the Director who has a higher Spending Limit before Orders are created and sent to suppliers. 4. And so on, up to the Vice President, and further, if necessary. Re-approval A buyer may edit the contents of a Shopping Cart any time prior to submitting it. After submission, but before all workflow processes have been completed, the buyer or any approver may make further changes to the Shopping Cart contents, by: Changing quantities of items, Selecting alternative items, or Selecting an item from the catalog to meet a buyer’s Special Request. When this happens, the workflow routing is automatically modified, so that: New approval steps are added, and Completed workflow steps are repeated for changed items or quantities. For example: 1. A Requesters submits a Shopping Cart containing a special request item. 2. The Cost Center Approver approves the order. 22 Procurement Help User Interface 3. The Commodity Approver approves the order. 4. The Special Request Approver selects an item to fulfil the special request, and approves the Shopping Cart “with changes.” The item selected by the Special Request Approver is one that requires Commodity approval. 5. The workflow map is adjusted and the Shopping Cart is re-routed to the Commodity Approver, who re-approves the changed Shopping Cart. In the Procurement application, changes in the Approval workflow can be monitored, in the workflow Process Map which can be viewed, for any Shopping Cart, in the Shopping Cart Status page. User Interface The Procurement application is a very customizable product. The information, images and options displayed in the browser interface are controlled by the requirements of your Buying Organization, your local language and currency and the products available from the suppliers with whom you deal. Procurement application pages have different functions and features, but all share certain common elements as follows: The Home Row, The Header Area, and The Workspace. This Online Help assumes that you are familiar with common Windows and web browser terminology including use of the mouse. If not, contact your Procurement application administrator for documentation and training. Home Row The Home Row, at the top of each Procurement application page, includes hyperlinks for: Return to the Procurement Home Page, to select another option. Overview 23 User Interface Open the Procurement application’s Online Help in a secondary browser window. Log off from the Procurement application and return to your Organization Intranet site, or to your ERP system (depending on how you accessed the Procurement application.) Banner Below the Home Row, the Banner contains: Your logon name Your Buying Organization (if you belong to more than one, it shows the one you selected when starting the Procurement application.) The name of the Application area you are viewing: Shop or Admin. For example: User: BSmith Organization: Sales Header Area The header area is displayed immediately below the banner, and indicates the page title and a brief explanation of what you can do on the page, for example: Shop Search Catalog: Search the catalog to find items. Enter search criteria and click Find, or select items from the list of categories. Tabs If the page offers a number of optional forms or reports for you to use, Tabs are displayed below the header area, for example: Pending Changes Orders Click a tab, to access the information or input form shown on that tab. For example, to select a different shopping method in the page header, illustrated above, click on the Pending Changes, or Orders tab. Workspace The workspace forms the body of each application page. In the workspace there may be: 24 Procurement Help A group of input fields used to set up a catalog or database search, or to filter and sort the results of that search.You may be able to: Navigation Enter letters, numbers, or Wild Card Characters into a Free-form Text Entry box. Select option from a Drop-down Menu, or Search in a Search Page. A table of results from a search, containing a table header, item rows, columns, bottom bar, and other page elements, such as Action Icons indicating other things you can do with the results in the table, such as print the table, or expand a row to show more details. A detail page, showing expanded information about an item selected from a table of results. Navigation In the Procurement application, you may want to: Navigate Pages, Navigate Lists, or Make Selections from menus or lists, using: Free-form Text Entry, Selecting from a Drop-down Menu, and Searching in a Search Page. You may also move around or make selections by clicking on Icons and Buttons. These include: Display Icons Action Icons Buttons Navigate Pages To move from page to page in the Procurement application: Click one of the Tabs (or other controls and menus) on the Procurement application pages. Use your regular browser controls (such as Back and Forward). In certain modules, when data has been changed but not saved, the Procurement application displays a warning when you try to move to another page or to another module without first saving the new data. Overview 25 Navigation Navigate Lists The Procurement application may sometimes return lists of items too long to be viewed all at one time. If so, the browser displays Navigation Control buttons. Navigation Controls These buttons appear at the top and bottom of every page of a multi-page list: Click to display the first page of the results table (clicking this button does nothing if you are already on the first page of the table) Click to display the previous page of the results table Click to display the next page of the results table Click to display the last page of the results table (clicking this button does nothing if you are already on the last page of the table) Beside the buttons, the browser displays the number of the current page and the total number of pages in the report. For example when displaying the last page of an eight page table: Displaying: 71 - 80/80 Make Selections In the Procurement application, there are three methods for making selections and supplying information to the system: Free-form Text Entry, Selecting from a Drop-down Menu, and Searching in a Search Page. Free-form Text Entry The Procurement application interface displays an empty, white text box, with an insertion point. For example: Supplier name: 26 Procurement Help Navigation | ________ You can type any text or numbers you wish into the text box. The Procurement application may impose a test on your input and reject it, if it contains too many or invalid characters. For example, if you type a word where a numerical quantity is required. Drop-down Menu The Procurement application interface displays a drop-down menu displaying a default value and a menu button: You may accept the default value, or: Click to display a drop-down list of valid alternative values. Click on any item in the list to select it, and it is displayed in the text box. You cannot type any new text into the text box or edit any of the drop-down menu options. Search Page When you need to select an item from a very long list, the browser displays an empty text box and two icons: Click to display a secondary Search page, or Click to remove any existing text from text box. This secondary Search Page pops up outside of the Procurement application main window and remains visible as long as it is required. (When you have finished searching, or if you navigate to another part of the Procurement application without completing a search, the window automatically closes.) The Search Page displays one or more labeled text box and two buttons. For example: Overview 27 Navigation Manufacturer Name: | ________ Address: | ________ [Search] [Cancel] 1. When searching, you must type, into one of the text boxes, a search string consisting of: An exact match for all or part of the needed information, Wild Card Characters, represented by the asterisk (*) symbol, A mixture of both. When typing a search string into an Address field, type all or part of the street address only. Do not include City, locality, or postal codes. 2. Then click [Search]. The application displays a list of all matching items. 3. Click the Select Action icon, to the right of an item name, to select it. Select Action icon The Procurement application closes the Search Page, and returns you to the browser window. Search Tips For a successful result, your search string should include as many letters and symbols that you know are in the wanted resulted, but: 28 Procurement Help If you supply too few characters, or too many wild card characters, the Procurement application or Database server may retrieve too many results and Navigation abandon the search (with an error message). If you supply too many characters, or too much information, you may exclude useful results that have variations in spelling. You may type in a search string containing: All, or just the first few characters, of an item name. For example: National Paper Supply Co. National Paper National Use an asterisk (∗) wild card character to represent unknown characters. For example, N*P*Co* The Procurement application displays all items: That exactly match the characters in your search string That begin with the characters in your search string, or That match the characters in your search string and have other characters where you used Wild Card Characters. So that, in this example, N*P*Co* would return these matches: Manufacturer Action National Paper Supply Co. Natural Pepperoni Corp. Nepalese Petroleum Consortium Icons and Buttons The Procurement application uses a number of images and symbols to provide information about results in tables and indicate further actions you may take: Display Icons - Colored free-form images providing additional information about an item retrieved from a search. Action Icons - Colored free-form images indicating an action that can be Overview 29 Navigation performed on the item. Buttons - Gray, lozenge-shaped images containing images or text explaining what happens when you click them. If you mouse-over an icon (move the mouse pointer over the image, but don’t click either mouse button), the browser displays a tool tip containing a few words explaining the function or meaning of the icon. Note: If an Action is not available in any situation, its Action icon is not displayed. Display Icons Display icons are colored free-form images providing additional information about an item displayed on the page or in a table retrieved from a search. For example: Indicates the user’s name and Buying Organization. No information was returned by this query. This item has an attached file. If you mouse-over an icon (move the mouse pointer over the image, but don’t click either mouse button), the browser displays a tool tip containing a few words explaining the function or meaning of the icon. Action Icons Action Icons are colored free-form images indicating an action that can be performed on the item. Go to the Procurement Home Page Open the Online Help window 30 Procurement Help Navigation Go to the Log Off page and exit the application Show all suppliers for this item Add the item to your Shopping Cart Add the item to your Favorite Items List Delete the selected item, Shopping Cart, and so on. Print the displayed Shopping Cart Edit the selected Shopping Cart If you mouse-over an icon (move the mouse pointer over the image, but don’t click either mouse button), the browser displays a tool tip containing a few words explaining the function or meaning of the icon. Note: If an Action is not available in any situation, its Action icon is not displayed. Buttons Buttons are gray, lozenge-shaped images containing images or text explaining what happens when you click them. Click the button to initiate the action described in the button text: Submit In this document, when describing the use of this type of button, we use the convention [Text]. For example: Overview 31 Navigation “When you have finished editing, click [Submit].” 32 Procurement Help 3 Start the Procurement Application In this Help Module To view help, click a help topic title in the list in the left-hand frame, or click: Start Log In Home Page Quit the Application Time-out Start The Procurement application may be: Launched automatically from an ERP System when it is required by a Buyer to shop for and select items from a catalog, or Invoked from a menu, button or hyperlink on an Intranet web site. Either of these methods may also be used by a user with the necessary administrator privilege to invoke Advanced Administration of the Procurement application. For more information on how these processes work on your system, view the Online Help, or User Guide, for your organization’s Intranet or ERP System. When the Procurement application is started, it displays the Log In page. Log In When the Procurement application is started, it displays the Log In page. This page also contains: Text boxes for you to type your assigned User Name and Password. HOST NEWS, and items of information about your site. Start the Procurement Application 33 Home Page To Log In to the Procurement application: 1. Click in the User Name text box and type your user name. 2. Click in the Password text box and type your password. 3. Click [Login]. If you are not ready to begin shopping: Click Help? to display the Online Help (this document) containing instructions on using the application. Contact your Procurement application Administrator to be assigned a user name and password. If the Procurement application recognizes your user name and password, it displays the Procurement Home Page. Your Procurement Home Page may vary in contents, depending on the Procurement application, and additional applications installed at you site, and on whether you have a Buyer Role, an Approver Role, or an Administrator Role in your Buying Organization. If the Procurement application does not recognize your user name or password, it reports a log in failure and asks you to try again. Home Page After you Log In, the Procurement application displays the Procurement Home Page. On this page you may select from a number of menus for: Shopping activities, Approval and adjustment tasks, Fill-out and submit Online Forms, Application administration task, or Others products and services available at the site. The Procurement Home Page contains customizable menus used to access optional features and additional applications. In your installation there may be only one, or several menu options. If you have applications, other than the Procurement application, installed, you should view the Online Help, or User Guides, of those applications to learn how to use additional menus and options. 34 Procurement Help Quit the Application At any other time, you can re-display the Procurement Home Page by clicking the home icon in the Home Row of any Procurement application page. To begin using the Procurement application, you must make selections on the Procurement Home Page. Quit the Application When you have finished with the Procurement application: 1. Click the log off icon in the Home Row, at the top of any Procurement application page: The Procurement application displays the Log Off page. 2. From the Log Off page, you can: Return to your intranet or ERP, Close the browser, and go on to some other task. Click [Login], to return to the Log In page and restart the Procurement application. Time-out If you pause while working in the Procurement application, and leave the browser inactive for several minutes, you are automatically logged off the Procurement application. This helps to conserve Procurement application resources. Start the Procurement Application 35 Time-out 36 Procurement Help 4 Procurement Home Page In the Procurement Home Help Module After you Log In, the Procurement application displays the Procurement Home Page. On this page, the Banner and Header Area identify you and your default Buying Organization. In the Header Area, you may select from the Services Menu of additional services and products installed at your site. This menu is visible only when your system administrator has installed services or products. In the Workspace below the Header Area, you may select Procurement applications activities, available to your user role. Depending on the User Roles that have been assigned to you, different Procurement Home Page menus are accessible to you, and they may contain different options: Shop Menu Orders Menu Manage Purchasing Menu Approve and Review Menu Reports Menu Application Administration Menu Profiles Menu Online Forms Menu Below the menus, there is News and Information about your site. Procurement Home Page 37 Banner The Procurement Home Page contains customizable menus used to access optional features and additional applications. In your installation there may be only one, or several menu options. If you have applications, other than the Procurement application, installed, you should view the Online Help, or User Guides, of those applications to learn how to use additional menus and options. At any other time, you can re-display the Procurement Home Page by clicking the home icon in the Home Row of any Procurement application page. The Home Row also contains icons to log off, or to get help with the Procurement application. To begin using the Procurement application, you must make selections on the Procurement Home Page. When running the Procurement application, you can return to the Home Page at any time to select program options and activities. Banner Below the Home Row, the Banner contains: Your User Name, and Today’s date. Header Area Below the Banner, the Procurement application displays the Header Area containing: The Organization Menu, and The Services Menu (This menu is visible only when your system administrator has installed services or products.) Organization Menu At the left-hand side of the Header Area, is a drop-down menu from which you may choose which Buying Organization you wish access when shopping today. Only those Buying Organizations to which you have been subscribed by your Administrator are listed in this drop-down menu. Whichever Buying Organization you choose: 38 Procurement Help You can view only the items, manufacturers and suppliers in that Workspace Organization’s catalog. Your Shopping Cart will be governed by that Organization’s approval rules and Workflow. When the Procurement application is started, the Organization Menu shows your default Buying Organization: To select a different one, click in the Organization Menu, and click on your selection in the displayed list of Buying Organizations, then click Go If you are subscribed to only one Buying Organization, then you may ignore this menu. The list contains only one item: your default Buying Organization. Services Menu At the right-hand side of the Header Area, is a drop-down Services menu, visible only when your system administrator has installed services or products. In this menu, if your Role and Buying Organization have the necessary privilege, you may choose additional products and services available at your site. These may include: Other Services The Procurement application allows the integration of other Commerce One and third-party products and services, such as invoice payment, business travel, and so on. Workspace In the Procurement Home Page Workspace, a number of menus for activities that may be performed by user having various User Roles. Depending on the role, indicated by the User Name and Password with which you logged in, you may select from some or all of the following menus. Purchasing Activities Shop Menu Orders Menu Manage Purchasing Menu Approval Activities Approve and Review Menu Administration Activities Reports Menu Application Administration Menu Procurement Home Page 39 Shop Menu Profiles Menu Online Forms Activities Online Forms Menu Shop Menu Use the Shop Menu to find and compare items, determine price and availability, fill and checkout a Shopping Cart. If your Role and Buying Organization has the necessary privilege, you may select to: Create a New Shopping Cart and begin shopping. You may: Browse the Catalog, Search the Catalog, Make a RoundTrip to a supplier web site, Pick from a list of Favorite Items, Or make a Special Request by describing your requirements for an item that you cannot find in the catalog. View a list of pre-filled Shopping Cart Templates, select one and re-order a routine batch of items, View a Modify Open Shopping Cart showing all Shopping Carts that have been started, but not yet checked out. Select one, add or change items and Check Out, Check a Shopping Cart Status to find out its progress in the approval workflow, or Fill a Shopping Cart with a quantity of items from a contracted Blanket Order, by selecting from the Blanket Order Release List, and initiating a new Blanket Order Release. Orders Menu If you have the appropriate privilege, you may use the Order Menu to monitor the progress of items that have been checked out and ordered from suppliers. You may select: 40 View the Order Status for orders created from a Shopping Cart, see any responses or variances returned from the supplier, and request necessary changes or cancellations, Use Confirm Goods Received to compare ordered and received quantities of items, and confirm satisfactory delivery. View lists of planned and actual Advance Ship Notices for ordered items, with Procurement Help Manage Purchasing Menu packaging and shipping details. Manage Purchasing Menu If you have the appropriate privilege, you may use the Manage Purchasing Menu to establish Blanket Orders for bulk orders of items, and monitor the releases of items to individual buyers. You may select: To locate an item in the catalog, and establish a New Blanket Order for a large quantity and price, to be released in smaller quantities later to individual buyers in your Buying Organization, View a list of the dates and quantities of items released from an Existing Blanket Order and the buyers requesting the releases. Approve and Review Menu In the Approve and Review menu, you may select to view the: Approval Inbox If you have the Shopping Cart Approver role, you can see, comment upon or reject, all Shopping Carts submitted by buyers for whom you are: The designated approver, A designated approver’s delegate, or An ad hoc approver / approval group or reviewer, nominated by the buyer. If you are a reviewer, you may only comment. You do not have authority to approve or reject a Shopping Cart. Approvers may also be assigned privilege to view and approve (or reject): New Blanket Orders or changes to Existing Blanket Orders, and New Blanket Order Releases. Requests submitted on Online Forms. Reports Menu In the Reports menu, if your Role and Buying Organization has the necessary privilege, you may select to: Display a menu of available Reports, select parameters, such as output format and date range, and send the report to an output file for printing distribution. Application Administration Menu If you are an Administrator, you can access the Procurement Advanced Administration application, used to install, configure and administer the system. Procurement Home Page 41 Profiles Menu In the Administration Application Menu, you may select: Advanced Administration of the Procurement application. Depending upon you privileges, you may also have access to the administration tools of other options and add-on applications, such as: Integration Administration administers integration between the Procurement application and an integrated ERP (or back office) system. Account Administration administers the accounts of users of Order Confirmation. Profiles Menu If your Role and Buying Organization has the necessary privilege, select User Profile to view your Procurement application User Profile and make changes to some values, such as your preferred shipping, billing addresses and credit card. You may also change your Password. If you have Account Administration privilege, you may be able to view and modify other buyer information, by clicking Account Administration, on the Home page Application Administration Menu. Other values, such as your Spending Limit or your User Name may only be changed by your Administrator. Online Forms Menu In the Online Forms Menu, you may select: View a list of available Online Forms templates, create a New Online Form, fill it out and submit it for approval and action. View a list of submitted Online Forms, Online Form Status and approval. News and Information The News and Information! text box contains useful information and updates about your Procurement application site. This information is supplied by your Administrator, it cannot be edited by other users. 42 Procurement Help 5 New Shopping Cart In the New Shopping Cart Help To view help, click a help topic title in the list in the left-hand frame, or click: The Shop Page Workspace Buying Tools Check Out The Shop Page The Shop page is the location where most shopping activities take place. The Shop page includes: The Home Row with basic navigation icons. and the names of the buyer and Buying Organization. The Header Area containing the Shop page title and brief on-page help. The Workspace is used to display lists of search results, Shopping Cart contents, item descriptions. You can click on Tabs at the top of the workspace to select different methods of shopping and their results: Search Catalog RoundTrip Favorite Items Blanket Order Item List Special Request Shopping Cart New Shopping Cart 43 Workspace The tabs shown in the Shop page depend on the buying activities undertaken. In normal shopping, the Blanket Order Item List tab is not displayed. When selecting from a Blanket Order there are Shop Page Differences, for example: The Favorite Items tab is not displayed, The RoundTrip tab is displayed only if Allow RoundTrip is enabled when the Blanket Order is created. The Special Request tab is displayed only if Allow Special Request is enabled when the Blanket Order is created. Workspace You can click on Tabs at the top of the workspace to select different methods of shopping and their results: The remainder of the workspace is used to display lists of search results, Shopping Cart contents, item descriptions. Search Catalog Click the Search Catalog tab to display the Shop page used for searching or browsing the catalog. Using this page you can use one of the following techniques: Detail Search Use this method to search the catalog and sort (or group) the results using multiple criteria. Detail searches are particularly useful when you want to make a progressive search, or to refine the results of a previous search or browse. Keyword Search Use this method to search every item description, manufacturer’s and supplier’s name and part number, in the catalog for specific phrase, word or number. You can use parts of a word and Wild Card Characters to extend the search. Browse the Catalog If you know what type of item you need to buy, but you don’t know a product name or part number, then you can browse the information in the catalog text. 44 Procurement Help Workspace Use this method to search every item description, manufacturer’s and supplier’s name and part number, in the catalog for a specific phrase, word or number. You can use parts of a word and Wild Card Characters to extend the search. RoundTrip Click the RoundTrip tab to visit a supplier’s web site, view item specification and customization options, and make purchases. On the supplier’s web site, you can obtain more information and use configuration tools to specify exact details of the item you wish to purchase. When you have finished shopping, you can click a button or icon on the supplier web site to return to the Procurement application. In the Procurement application, your purchase can be checked out and processed for approval and ordering through the Procurement application workflow. Favorite Items Click the Favorite Items tab to view a list of your favorite or most commonly purchased items. When shopping, you can save time by selecting items from this list, instead of searching for them in the catalog every time. You can add an item to your list of favorites from any browsed or searched list of catalog items. Special Request Click the Special Request tab to place a request for items that you cannot find in the catalog. The Procurement application provides you with a form in which you describe the item you need, providing as much information as you have about the estimated price, most likely supplier, manufacturer and so on. Shopping Cart Click the Shopping Cart tab to display all of the items and quantities that you have selected. If necessary you can Change Items quantities or substitute alternative items. On this page you can also: Calculate your total Shopping Cart cost, estimated taxes and cost center distribution. Adjust shipping, billing and payment details for the Shopping Cart or individual Item Details. New Shopping Cart 45 Buying Tools When you have completed your Shopping Cart contents and details, you can: Perform an Approval Preview and see the workflow steps needed for your items to be approved and ordered, and Submit your Shopping Cart for Check Out. Buying Tools Here are some important terms and concepts that occur throughout the Procurement application. These provide the basis for the methods and tools used in searching, browsing, comparing and specifying the details of items and Shopping Carts. Browse Sequence Search Syntax Item Description Tiered Prices Show All Suppliers Smart Form Availability You will find these concepts referenced in many other modules of this Online Help. Browse Sequence The browse sequence or browse path (sometimes called the cookie crumb trail) shows the levels of the catalog, the categories and sub-categories of items, through which you have passed to reach the desired item, like this: Entire Catalog > Commodity > Category > Sub-category#1 >Sub-category#2 > etc. For example: Entire Catalog > Cleaning Equipment and Supplies > Janitorial equipment > Cleaning equipment > Cleaning pails or buckets > 6 GAL WASH TANK, etc. All items in the lowermost (final) category, in the browse path, are displayed in a Results table below. By default (before you begin browsing) this Results table contains a list of all the highest level commodities in your Buying Organization catalog. Reset the Browse Sequence If you make a mistake and want to restart your browse or search of the catalog, you can: 46 Procurement Help Buying Tools Click on the name of any sub-category in the browse path to return to that step in the browse sequence, or Click [Reset] to return to the top-level category list. Search Syntax The Procurement application allows searches using combinations of words, phrases and numbers. You may also use: Boolean Operators, Parentheses, Quotes, or Wild Card Characters. Boolean Operators AND NOT OR The AND operator has a higher precedence than OR. Usage Examples computer The Procurement application retrieves all items containing the word “computer”, “Computer”, or “COMPUTER”. Searches may be Case-sensitive or not Case-sensitive, depending on the database server installed for you system, and the language in which you are searching. computer monitor The Procurement application retrieves all items containing the exact phrase “computer monitor”. computer AND monitor The Procurement application retrieves all items containing both the words “computer” and “monitor” (not necessarily adjacent), but not items containing only the word “computer”, or only the word “monitor”. computer OR monitor The Procurement application retrieves all items containing either the word “computer” or “monitor”, or both (not necessarily adjacent). computer AND NOT monitor The Procurement application retrieves all items containing the “computer”, if they do not also contain the word “monitor”. New Shopping Cart 47 Buying Tools Parentheses The AND operator has a higher precedence than OR. For example, these first three queries yield the same result: pen AND pencil OR deskset Deskset OR Pencil AND Pen deskset OR (pen AND pencil) This next one does not: (deskset OR pen) AND pencil Expressions inside parentheses are evaluated before the rest of the query so that you can use parentheses to nest AND, OR and NOT expressions within a query. Quotes Noise Words include the definite and indefinite articles, “and”, “or”, other common conjunctions, and so on. If used in a phrase, inside double quotation marks (“), noise words are treated as placeholders in queries and may be replaced with any other Noise Word. Use double quotes (“) to indicate that “and”, “or” and “not” are not being used as operator keywords and should be considered part of a search phrase. For example: computer AND monitor The Procurement application retrieves all items containing both the words “computer” and “monitor” (not necessarily adjacent), but not items containing only the word “computer”, or only the word “monitor”. “computer and monitor“ The Procurement application retrieves only items containing a phrase connecting “computer” and “monitor” with any Noise Word, such as: “computer and monitor”, “computer for monitor”, “computer by monitor”, and so on. To search for a phrase containing a quotation, double the double quotes symbols around the word or phrase you want to be quoted. For example: ““Computer”” monitor The Procurement application retrieves items containing “Computer” monitor” but not “computer monitor”. Wild Card Characters The only acceptable wild card characters is the asterisk (*) symbol. It may be used to perform searches of these types: 48 Procurement Help Auto-wild: search for words beginning with, or containing one or more specified word fragment. Buying Tools For example: comp* The Procurement application retrieves all items containing words beginning with this fragment, such as: computer, complex, comparison, and so on (all of which begin with “comp”.) Or: com*er The Procurement application retrieves all items containing the specified fragments with other characters replacing the wild cards, such as: computer, composer, commuter and so on (all of which begin with “com” and end with “er”.) See Exceptions below for an important note about using embedded wildcards to search Microsoft SQL Server databases. Auto-stem: Search for words with a common stem. For example: writ* The Procurement application retrieves all items containing words with this stem even when they are spelled differently, such as: writing, writer, written, and so on, and also the word wrote, (which does not contain the word fragment “writ” but has the same stem.) Note: This type of search is not supported in all languages. Exceptions The search response to a wildcard character may vary: Using Embedded Wildcards, for example, "com*uter" - This functionality only works when searching Oracle databases. Microsoft SQL Server does not support this type of search. When searching a Microsoft SQL Server database, "com*" works, but "com*uter" does not. When typing into most of the text boxes, you do not need to use wild card characters. Just type all or part of the name. For example, for the search phrases H P or Hewl Pack, the Procurement application retrieves all items manufactured by Hewlett Packard. Noise Words include the definite and indefinite articles, “and”, “or”, many other common conjunctions, and so on. Noise words are usually ignored or discarded in searches to optimize the valid recovery. If the positioning of wild cards in a search phrase make it possible for noise words, or other common words to be retrieved, the search is aborted and an error message displayed. For example, a search phrase such as th* would retrieve all items with the, this, that, and so on in the description. The Procurement application displays an error that your search phrase is likely to retrieve a large number of common words and suggests using a different phrase. Do not use any search phrase beginning with a wild card, for example *ing. This is not supported. The search response to wildcard characters may vary with the database server and configuration. Not every language is natively supported by all database New Shopping Cart 49 Buying Tools software. For some languages, auto-wild searches work, but auto-stem searches do not. In others, only exact matches are recovered. If a search using wild cards produces too many, too few or the wrong results, modify your search phrase and try again. Item Description After searching or browsing the catalog, the Procurement application displays a list of items showing short descriptions. This is sufficient information to find a short list of possible items, but, before making selection, you may need to view more details in the Item Description page. Click any item’s description, which is a link, to see more details. The Item Description page displays the following information: Basic Information Increment Quantity Display drop-down menu Price Basic Information The Item Description page shows expanded information about a single catalog item, along with the same basic information displayed in the Results list: Item Description Manufacturer (name) Supplier (name) Supplier Part Number (for the item) Supplier Part Number Extension Manufacturer Part Number Increment Quantity Display Click in the display drop-down menu to select additional sources of information about the product, such as: 50 Picture An image MSDS An audio file Tech Spec A technical document or specification Procurement Help Buying Tools Web Site A URL where you can find product information. This is a read-only web page, for information purposes. It is not the URL used to make a RoundTrip. Other Other files such as: Multimedia or video files Screen capture or animation files with demonstrations of the product Price The Item Description page displays the price for the item. It also, when available, displays information about: Price Tiers, and Quantities Tiered Prices Tiered pricing allows item prices to be progressively discounted on a basis of the total quantity of the item ordered. So that, for each item, there is: A Nominal Price, and A series of progressively declining Price Tiers. Nominal Price When searching or browsing the catalog, or viewing the contents of a Shopping Cart, a single, nominal item price is shown, expressed in the currency used by your Buying Organization. Price Tiers When you view the Item Description page, the Procurement application also displays: Minimum Order Quantity Order Price (Currency) expressed in the currency used by your Buying Organization Comparable Price (Currency) expressed in the currency used by your Buying Organization If there is no tiered pricing schedule for the item: The Minimum Order Quantity shown is 1. Only one Order Price (Currency) is shown. Only one Order Price (Currency) and only one Comparable Price (Currency) are shown, and they are the same. If there is a tiered pricing schedule for the item, a table is displayed containing: New Shopping Cart 51 Buying Tools Various sizes of Minimum Order Quantity. A different Order Price (Currency) for each Minimum Order Quantity. For example: Minimum Order Quantity Order Price (USD) Comparable Price (USD) 1 244.75 244.75 10 230.33 244.75 50 187.44 244.75 The total price of your Shopping Cart or Order is automatically adjusted for the tiered pricing schedule: When you Check Out. If an adjustment to the nominal price is received from the supplier. Quantities When tiered pricing is established for an item, the supplier has the option (but is not required) to set: Minimum Order Quantity values, and Maximum Order Quantity The quantity ordered is checked against these values during Check Out. If you order a quantity less than the minimum or greater than the maximum, or if you order a quantity that is not a multiple of standard lot sizes, the Procurement application will require an adjustment of price, quantity or both, before the Shopping Cart can be submitted. Show All Suppliers Use the Show All Suppliers page to view and compare all of the suppliers from whom an item can be obtained. After selecting an item from the catalog, but before submitting your Shopping Cart for processing, you can view more information about this and similar items. Click the Show All Suppliers Action icon in any row to see if there are other suppliers for the item: 52 Procurement Help Buying Tools Show All Suppliers If the same item is available from different suppliers, you may want to select a particular supplier because of price, availability or because of your organization’s purchasing policy. If there are multiple suppliers for an item and you do not select one, the Procurement application automatically selects the primary supplier of the item specified by your administrator The Procurement application displays the Show All Suppliers page, containing, for each supplier: Quantity Click in this box, and type the quantity of an item you want to buy (whole numbers, using 0 through 9 only, no fractions or decimals. This quantity is added to your Shopping Cart. Item This short description is a hyperlink. Click on it to view the Item Details page, where you can see a longer description and other details such as pictures, technical drawing, animations, web page links, etc. Description Order Price (Currency) The Order Price for your selected Quantity of the item, expressed in the currency used by your Buying Organization, for the unit of measurement (UOM) for this item. (For example, PK is package, CT is carton, EA is each. The Item Description includes an explanation of how many of each item is contained in the Unit of measurement.) If the supplier offers price reductions, such as a schedule of Tiered Prices and quantities, this Order Price may be less than the supplier’s Comparable Price. New Shopping Cart 53 Buying Tools Comparable Price (Currency) The supplier’s Comparable Price for the item, expressed in the currency used by your Buying Organization, for the unit of measurement (UOM) for this item. (For example, PK is package, CT is carton, EA is each. The Item Description includes an explanation of how many of each item is contained in the Unit of measurement.) The actual Order Price for your selected Quantity may be less than this Comparable Price, if the supplier offers price reductions, such as a schedule of Tiered Prices and quantities, or if the supplier uses a different currency. Action Click an icon to perform various actions on the selected item. Note: If you mouse-over an icon, the browser displays a tool tip containing a few words explaining the action represented by the icon. If an Action is not available in any situation, its Action icon is not displayed. Actions include: to add the item to your Shopping Cart. (Remember to first type number into the Quantity text box.) Supplier The supplier’s name which may have appended to it one or more icons indicating that: this is a minority supplier this is a preferred supplier this is a small business supplier Or other icons indicating other supplier classifications used by your Buying Organization or Enterprise. 54 Supplier Part Number Supplier Part Number Manufacturer Manufacturer name Procurement Help Buying Tools If you select an item that is a product or service requiring extra information to purchase it, the Procurement application displays a Smart Form requesting the necessary additional information. Smart Form If the supplier of an item or service requires extra information from the buyer, a Smart Form is created and added to the Procurement application. A Smart Form allows you to supply additional, optional information to a Shopping Cart item for such things as service requests and customized products. When you select an item to add it to your Shopping Cart, the Procurement application opens a secondary browser window containing a blank copy of the necessary Smart Form. The layout of each Smart Form varies with the quantity and type of information required by the supplier. For example: A Smart Form used to order a temporary receptionist may require: the number of days required, the office opening and closing time, PBX experience, and other clerical skills, etc. A Smart Form for a personal computer may require: memory, disk and monitor size, processor type, a choice of peripherals to be included, etc. 1. Enter as much (or as little) information into the form as is necessary to define your purchase. 2. Click [Continue]. The Procurement application carries the captured information with the Shopping Cart through the workflow process and transmits it to the supplier. Items in a Shopping Cart, or Order, that include a Smart Form, display the Smart Form icon: Indicates that the item was ordered using a Smart Form. Click the icon to re-open the Smart Form, view and edit its contents. In the Shopping Cart page, you can click the Smart Form icon to re-display the Smart Form and view or edit the information contained in it. Availability Before submitting your Shopping Cart for approval, you Check Availability and Supplier Price Changes. If these are not satisfactory, you may: Delete the item, or New Shopping Cart 55 Buying Tools Search Alternatives, for alternative items or suppliers. After making any changes, remember to click [Update Total] to re-calculate the Shopping Cart cost and estimated taxes. Check Availability Click [Check Availability], above the list of items, on the Shopping Cart page. The Procurement application performs a check of availability at the selected suppliers, for all items in the Shopping Cart, and re-displays the Shopping Cart page, and: The Available Quantity is shown as equal to the Quantity that you want to buy, if a supplier has reported enough (or more than enough) items on hand to meet your requirement. The Available Quantity is reduced to an amount less than the Quantity that you want to buy, if a supplier has reported having not enough items on hand to meet your requirement. “---” if a supplier failed to respond, or has supplied No Information on an item. If the Available Quantity is not sufficient for your Shopping Cart, your can view Alternatives and select a replacement item, or a different supplier. Supplier Price Changes If the check on availability reports that there has also been a change in the supplier’s unit price for the item, the Supplier Price (Currency) is changed to show this new price or “---” if a supplier failed to respond, or has supplied No Information on an item. If the Supplier Price (Currency) is not acceptable for your Shopping Cart, your can view Alternatives and select a replacement item, or a different supplier. However, this change is for information only. When the Shopping Cart is submitted, the existing prices in the Unit Price (Currency) column is used to calculate the total price of the Shopping Cart. No Information If the check on availability receives no availability or price information from the supplier, then “---” is displayed in the Available Quantity and Supplier Price (Currency) columns: No information was returned by this query. This may be because of a communications delay or because no information is available from a Hosted Supplier or an offline Integrated Supplier. 56 Procurement Help Buying Tools You may wait and re-try your availability check later. If you don’t wait, but submit your Shopping Cart immediately, any discrepancies (beyond the acceptable tolerances defined in Setup Order Tolerances) will be reported to the Procurement workflow and result in a Supplier Update being displayed in the Create a Change Request. Alternatives If the reported availability for an item is not acceptable, you may: Click the Show All Suppliers icon to view the current prices and availability of the item from alternative suppliers. Show All Suppliers of this same item, and compare their prices. (If there are no alternative suppliers for the item, then the icon is not displayed.) (If there are no alternative suppliers for the item, then the icon is not displayed) Click the Search Catalog tab, to Browse the Catalog, Search the Catalog or some other method to find an alternative item. Delete 1. Click the Delete icon next to an item description: Remove the item from your Shopping Cart The Procurement application displays a dialog box requesting confirmation 2. Click: [OK] to confirm deletion, [Cancel] if you change your mind. 3. Click [Update Total] to recalculate the Shopping Cart total cost and estimated taxes. 4. To delete all of the items from the Shopping Cart, click [Delete All]. Update Total Click [Update Total] if you have: Deleted any item Changed the Quantity of any item New Shopping Cart 57 Check Out Selected an alternative item or supplier, or Performed any other action that may change the total cost of the Shopping Cart The Procurement application recalculates and re-displays the Subtotal, Estimated tax, and Total amounts for the Shopping Cart. This only applies to changes of items, supplier or quantity, it does not reflect reported supplier unit price changes. Check Out When you have finished selecting items, you may click the Shopping Cart tab to display the Shopping Cart page. On this page, you can make further changes or additions and click [Submit] to Check Out your Shopping Cart for approval. To save the Shopping Cart without checking out: Click in the Shopping Cart Name text box, in the status bar, and type any name you wish, then Click the Save icon, to save the Shopping Cart with your chosen name: Click to save an Open (un-subm your chosen name. The Procurement application uses its own internal identifier for each Shopping Cart. The name you choose to save it under is for your own convenience: IMPORTANT TO REMEMBER: 58 Procurement Help When you submit a Shopping Cart, it is automatically saved, but When you save a Shopping Cart, it is not automatically submitted. 6 Browse the Catalog In the Browse the Catalog Help Module To view help, click a help topic title in the list in the left-hand frame, or click: The Shop Page Start to Browse How to Browse Restart the Browse Browse Results Item Description Price Show All Suppliers Add to Favorites Add to Cart The Shop Page When you select New Shopping Cart in the Procurement Home Page Shop Menu, the Procurement application displays the Shop page, with the Search Catalog tab to the front. This is the page you need to begin browsing the catalog. If the Procurement application is already open with some other tab (RoundTrip, Favorite Items, Blanket Order Item List, Special Request or Shopping Cart) to the front, click the Search Catalog tab to begin browsing the catalog. When browsing, you can drill down through levels of commodities and subcategories of items in the catalog until you find what you need. Start to Browse Browsing through the catalog is often the best way to locate an item if you know the type, but do not know the specific item, or the name of the item. Browse the Catalog 59 How to Browse If you know a product name or part number, then you can search directly for that information in the catalog text. Below the Tabs is a drop-down menu and text entry boxes used to set-up a catalog search, sort and filter the results. When starting to browse, you do not need to set any of these parameters. After you have completed your browse, and have a list of items in the Browse Catalog Results List, in the lower half of the screen, then you may want to sort or group the list of items before making your final selection. By default, when the Search Catalog page is opened, the Browse Catalog Results List contains a list of all of the top level commodities in your catalog. For example: Cleaning Supplies, Office Supplies, and so on. To start browsing, click the name of a commodity likely to contain the item you want to purchase. For example, if you want a mop, click Cleaning Supplies. How to Browse After you select a top-level commodity, the Browse Catalog results list contains a list of all the categories of items in that commodity. For example, in: Cleaning Supplies: Mops, Buckets, Detergents and so on. 1. Use the browser scroll bar (on the right-hand side of the browser window) to scroll down through the list of categories in the Browse Catalog results list. 2. Click a category name. The Procurement application displays a new list containing all of the next-level sub-categories. For each item in the list, the Procurement application displays: The number of items in the category, and The browse path (or cookie crumb trail) to the item: Entire Catalog > Category > Sub-category > and so on.... For example: Cleaning Supplies> Mops & Brooms > Floor Wax Applicators 3. Repeat these steps, and continue to browse toward the item you want. For example: When you reach the lowest level category, it is marked with a symbol indicating that there are no further sub-categories below this point. Like this: 60 Procurement Help Restart the Browse There are no further sub-categories, beyond this subcategory. 4. Click a final sub-category name. The Procurement application displays a Sorted Results List, containing all items in your final sub-category. If there are enough items for the list to fill several pages, use the Navigation Controls to move forward and backward through the pages when Navigate Lists. You can also use the drop-down menu and text entry boxes, above the list, to filter, sort or group the list, and find the items that interest you. Restart the Browse If the progressive steps of your browse, are not moving toward the type of item you want, you may want to move back up the browse path (or cookie crumb trail) and try a different branch: Click on the name of any sub-category in the browse path to return to that step in the browse sequence, or Click [Reset] to return to the top-level category list. Browse Results When you have finished browsing, you can: View a Results List of items Select Search Criteria to Refine Results You can use the same method whether you are Searching or Browsing. Results List Use the Procurement application Shop page to browse and search in your Buying Organization’s catalog. The Results List contains for each item: Browse the Catalog 61 Browse Results Quantity Click in this box, and type the quantity of an item you want to buy (whole numbers, using 0 through 9 only, no fractions or decimals). This quantity is added to your Shopping Cart. Item Description This short description is a hyperlink. Click on it to view a longer Item Description, and other information such as pictures, technical drawings, animations, web page links, and so on. Order Price The Order Price for your selected Quantity of the item, expressed in the currency used by your Buying Organization, for the unit of measurement (UOM) for this item. (For example, PK is package, CT is carton, EA is each. The Item Description includes an explanation of how many of each item is contained in the Unit of measurement.) (Currency) If the supplier offers price reductions, such as a schedule of Tiered Prices and quantities, this Order Price may be less than the supplier’s Comparable Price. Comparable Price (Currency) The supplier’s Comparable Price for the item, expressed in the currency used by your Buying Organization, for the unit of measurement (UOM) for this item. (For example, PK is package, CT is carton, EA is each. The Item Description includes an explanation of how many of each item is contained in the Unit of measurement.) The actual Order Price for your selected Quantity may be less than this Comparable Price, if the supplier offers price reductions, such as a schedule of Tiered Prices and quantities, or if the supplier uses a different currency. 62 Procurement Help Browse Results Actions Click an icon to perform various actions on the selected item. Note: If you mouse-over an icon, the browser displays a tool tip containing a few words explaining the action represented by the icon. If an Action is not available in any situation, its Action icon is not displayed. Actions include: to add the item to your Shopping Cart. (in the number of units that you typed into the Quantity text box.) to Show All Suppliers so that you can view all of the suppliers of this same item, and compare their prices. to add the item to your list of commonly ordered, or Favorite Items. Supplier Supplier Supplier Part Number Supplier Part Number Manufacturer Manufacturer Refine Results Use the Procurement application Shop page to browse and search in your Buying Organization’s catalog. At the top of the Shop page work area, there is a drop-down menu and text entry boxes. You can use these to define Search Criteria either before or after the Sorted Result List is returned. Before you Search the Catalog, you can set-up a detail or keyword search, or After you Search or Browse the Catalog, you can reduce or re-organize a list of items recovered from a catalog search or from browsing. 1. To select a method of organization for a list of recovered items, click a radio button to select: group by, or Browse the Catalog 63 Browse Results sort by When either one is selected, the other is automatically de-selected. 2. If you selected sort by, then click in the drop-down menu below, and select from: Description Relevance Manufacturer Supplier Price Manufacturer Part Number Supplier Part Number 3. Click [Find]. The results are re-displayed, sorted alpha-numerically according to the selected criteria 4. If you selected group by, click in the drop-down menu below, and select from: Category Manufacturer Supplier Price 5. Click [Find]. The results are re-displayed, grouped according to the selected criteria. For example: a. If Price was selected, the items are grouped into price ranges, like this: 345 Items $ 0.01 to $4.99 28 Items $ 5.00 to $9.99 189 Items $10.00 to $14.99 4 Items $15.00 to $19.99 Click on a price range to view only those items that are in that range. b. If Category was selected, the items are grouped by category and subcategory (as shown by the browse path) like this: 367 Items Communications, Computer... > Communications equipment > Modems 58 Items Communications, Computer... > Computer components > Serial Adaptor 64 Procurement Help Item Description 819 Items Communications, Computer... > Network Hardware > Hubs 9 Items Communications, Computer... > Software > PBX Many different types of items may include the same keywords in their descriptions. For example, the descriptions of communications software, desktop hardware or network hardware products may all contain many similar terms. 6. Compare the browse paths to decide which group of items interests you and click on it to discard the others. 7. To continue to refine your search: Repeat steps 1 through 5. 8. To re-widen the search: Select the All Categories hyperlink, or Click any sub-category (above the lowest) in the browse path. 9. To re-start the search from the top level: Click [Reset], or Click Entire Catalog in the browse path. Item Description After selecting an item from the catalog, but before submitting your Shopping Cart for processing, you can view more information about this and similar items. Click any underlined item’s short description in the Shop page, to see a long description and other information. The Procurement application displays the Item Description page containing more information about the items, and tools you can use to find comparable items or sources for this item. You can use this page the same way, whether you are Searching or Browsing. When you have finished viewing product details, click [Close]. The Procurement application re-displays your previous page. Price The Item Description page displays the Order Price for the item. This page can also display information about Tiered Prices, when it is available. Browse the Catalog 65 Show All Suppliers Show All Suppliers Use the Show All Suppliers page to view and compare all of the suppliers from whom an item can be obtained. After selecting an item from the catalog, but before submitting your Shopping Cart for processing, you can view more information about this and similar items: Click to Show All Suppliers of this same item, and compare their prices. If the same item is available from different suppliers, you may want to select a particular supplier because of price, availability or because of your organization’s purchasing policy. If there are multiple suppliers for an item and you do not select one, the Procurement application automatically selects the primary supplier of the item specified by your administrator. Add to Favorites Click the Action icon in the Browse Results list, the Item Description page or the Show All Suppliers page to add an item to your Favorite Items list: Click to add the item to your Favorite Items List Add to Cart Click the Action icon in the Browse Results list, the Item Description page or the Show All Suppliers page to add an item to your Shopping Cart: Click to add the item to your Shopping Cart. (in the number of units that you typed into the Quantity text box.) When you have finished adding items, you may click the Shopping Cart tab to display the Shopping Cart page. On this page, you can make further changes or additions and Check Out your Shopping Cart for approval. If you change your mind, you can change the quantity of an item or remove it from your Shopping Cart: 66 Procurement Help Add to Cart Quantity Click in this box, and type the changed quantity of an item you want to buy (whole numbers, using 0 through 9 only, no fractions or decimals). This quantity is added to your Shopping Cart. Click to remove a selected item from your Shopping Cart On this page, you can make further changes or additions and submit your Shopping Cart for Check Out. Browse the Catalog 67 Add to Cart 68 Procurement Help 7 Search the Catalog In the Search the Catalog Help Module To view help, click a help topic title in the list in the left-hand frame, or click: The Shop Page Start to Search Detail Search Keyword Search Search Syntax Restart the Search Search Results Item Description Price Show All Suppliers Add to Favorites Add to Cart The Shop Page When you select New Shopping Cart in the Procurement Home Page Shop Menu, the Procurement application displays the Shop page, with the Search Catalog tab to the front. This is the page you need to begin searching the catalog. If the Procurement application is already open with some other tab (RoundTrip, Blanket Order Item List, Special Request or Shopping Cart) to the front, click the Search Catalog tab to begin browsing the catalog. If you know an identifying word or phrase from a catalog description, such as product name or part number, then you can search directly for that information in the catalog text. Search the Catalog 69 Start to Search If not, then it is better to Browse the Catalog, and drill down through the catalog’s commodities, categories and sub-categories to locate an item. Start to Search The Procurement application provides two ways to search for items in the catalog. Detail Search Use this method to search the catalog and sort (or group) the results using multiple criteria. Detail searches are particularly useful when you want to make a progressive search, or to refine the results of a previous search or browse. Keyword Search Use this method to search every item description, manufacturer’s and supplier’s name and part number, in the catalog for specific phrase, word or number. You can use parts of a word and Wild Card Characters to extend the search. When doing a keyword search, the Procurement application searches the full text of the Catalog Item Descriptions. Although this takes longer than searching just the short item descriptions, it allows you to use more complex keyword search syntax to refine your search and return a shorter list of items that meet your exact requirements. Detail Search Detail searches enables you to search the Procurement application catalog by various categories. Detail searches are particularly useful when you want to search using multiple criteria or to narrow the results of a previous search or browse. 1. Use the Search Criteria text entry boxes, to set-up a search. You may type a value for one or more of: manufacturer part number supplier 2. To perform a combined detail and Keyword Search of the catalog, type all or part of search word (to be found in the catalog item description) in the keyword text box. 3. Click [Find]. The Procurement application displays a list of all items meeting all of your criteria in a Search Results table below. 70 Procurement Help Keyword Search 4. If a long list is presented, use the Navigation Controls to Navigate Lists. 5. If too many items are retrieved, use the Search Criteria text entry boxes, dropdown menu and radio buttons to Refine Results and reduce the number of items. Keyword Search When doing a keyword search the Procurement application searches the full text of the Procurement application catalog for a single keyword or using combinations of keywords and more complex search syntax. 1. Click in the keyword text box, and type any word, part of a word, or logical phrase you want to find in an item name or description. The Procurement application allows complex keyword searches, using Wild Card Characters and combinations. For example: pen OR pencil 2. To perform a combined keyword and Detail Search of the catalog, also use the Search Criteria text entry boxes, to add search criteria. You may specify a value for one or more of: manufacturer part number supplier 3. Click [Find]. The Procurement application displays a list of all items meeting all of your criteria in a Search Results table below. 4. If a long list is presented, use the VCR-style controls to Navigate Lists. 5. If too many items are retrieved, use the Search Criteria text entry boxes, dropdown menu and radio button to Refine Results and reduce the number of items. Search Syntax The Procurement application allows searches using combinations of words, phrases and numbers. You may also use: Boolean Operators, like AND and OR Parentheses and Quotes, to modify precedence, and Wild Card Characters to represent absent characters. Search the Catalog 71 Restart the Search If your search word or phrase is not sufficiently selective, the Procurement application will retrieve a list too large to be handled. Instead of continuing a time wasting, useless retrieval, the Procurement application quits the search and displays an error message. In this happens, find a more discriminating search phrase and Restart the Search. Restart the Search If the retrieved list of products does not include the item you need, you may want restart your search or to move back up the browse path (or cookie crumb trail) and try a different branch: Click on the name of any sub-category in the browse path to return to that step in the browse sequence, or Click [Reset] to return to the top-level category list. Search Results When you have completed, you can: View a Results List of items Select Search Criteria to Refine Results You can use these same methods whether you Search the Catalog or Browse the Catalog. Item Description After selecting an item from the catalog, but before submitting your Shopping Cart for processing, you can view more information about this and similar items. Click any underlined item’s short description in the Shop page, to see a more detailed description. The Procurement application displays the Item Description page containing more information about the items, and tools you can use to find comparable items or sources for this item. You can use this page the same way, whether you Search the Catalog or Browse the Catalog. When you have finished viewing product details, click [Close]. The Procurement application re-displays your previous page. Price The Item Description page displays the Order Price for the item. 72 Procurement Help Show All Suppliers The page also displays information about Tiered Prices, when available. Show All Suppliers Use the Show All Suppliers page to view and compare all of the suppliers from whom an item can be obtained. After selecting an item from the catalog, but before submitting your Shopping Cart for processing, you can view more information about this and similar items: Click to Show All Suppliers so that you can view all of the suppliers of this same item, and compare their prices. If the same item is available from different suppliers, you may want to select a particular supplier because of price, availability or because of your organization’s purchasing policy. If there are multiple suppliers for an item and you do not select one, the Procurement application automatically selects the primary supplier of the item specified by your administrator. Add to Favorites Click the Action icon in the Search Results list, the Item Description page or the Show All Suppliers page to add an item to your Favorite Items list: Click to add the item to your Favorite Items List Add to Cart Click the Action icon in the Search Results list, the Item Description page or the Show All Suppliers page to add an item to your Shopping Cart: Add the item to your Shopping Cart. (in the number of units that you typed into the Quantity text box.) Search the Catalog 73 Add to Cart When you have finished adding items, you may click the Shopping Cart tab to display the Shopping Cart page. On this page, you can make further changes or additions and Check Out your Shopping Cart for approval. If you change your mind, you can change the quantity of an item or remove it from your Shopping Cart: Quantity Click in this box, and type the new quantity of an item you want to buy (whole numbers, using 0 through 9 only, no fractions or decimals). This quantity is added to your Shopping Cart. Remove a selected item from your Shopping Cart On this page, you can make further changes or additions and submit your Shopping Cart for Check Out. 74 Procurement Help 8 RoundTrip In the RoundTrip Help Module To view help, click a help topic title in the list in the left-hand frame, or click: The Shop Page RoundTrip Shopping Filter the List Supplier Web Site Shopping Cart The Shop Page When you select New Shopping Cart in the Procurement Home Page Shop Menu, the Procurement application displays the Shop page, with the Search Catalog tab to the front. Click the RoundTrip tab to visit a supplier’s web site, view item specification and customization options, and make purchases: Not all suppliers make RoundTrip shopping available. If none of your Buying Organization’s supplier offer RoundTrip shopping, the RoundTrip tab may not be available on the Shop page. RoundTrip Shopping Click the RoundTrip tab, in the Shop page. The Procurement application displays the RoundTrip page containing an alphabetical list of all web sites that you may visit: RoundTrip 75 Filter the List Some of the Supplier names listed on the RoundTrip page may be web sites representing a single supplier. Some of the Supplier names listed on the RoundTrip page may be web sites representing several suppliers. Some of the suppliers listed in your Buying Organization catalog may not be available via RoundTrip shopping. Following each web site name there is: A brief description of the products and services available there, and A Supplier Type: Auction Service, or Single Supplier Catalog, or Multi-supplier Catalog To shop at a supplier web site: 1. Use the Filter the List criteria to select a suitable supplier. 2. Click on a Supplier Name. The Procurement application opens a secondary browser window displaying the Supplier Web Site. Purchase Orders generated from RoundTrip items have the following limitations: Change Requests may not be sent on a sub-item Advanced Ship Notice may not be on a sub-item Blanket Orders may not be applied to RoundTrip items Filter the List If there is a large number of supplier RoundTrip web sites available, you can simplify the task of selecting one by: Using the Navigation Controls to move quickly through a multi-page list, or Using the text box and drop-down menu, like this: 1. If you want a particular supplier, type all or part of the supplier’s name in the supplier name text box. 2. If you want a particular type of supplier, click in the filter by supplier type drop-down menu, and select from the list of available types. 3. Click [Go]. The Procurement application reduces the number of web sites and re-displays the list. You may now select a RoundTrip supplier name from near the top of the new list. 76 Procurement Help Supplier Web Site Supplier Web Site Click on the name of the supplier web site from which you want to make a purchase. The Procurement application opens a secondary browser window and displays the selected web site. There are no rules for RoundTrip web site appearance or functionality. To navigate and shop on the supplier's web site you must follow the procedures: Supplied separately to you by that supplier, or Available on the web site. Procurement application functionality such as Item Description, Show All Suppliers and Add to Favorites is not available while you are at the supplier’s web site, but similar functions may be provided there. When you've finished shopping, select a button which is labeled something like: “back to Shopping Cart”, “Logout”, or “Return to the Procurement Application”. or follow the instructions provided by the supplier. The supplier web site window closes and you are returned to the RoundTrip page in the original browser window. Any selections made at the supplier’s web site are added to your Shopping Cart and carried with your Shopping Cart through the system workflow according to the standard rules and your Procurement application. Shopping Cart When you've finished shopping on the Supplier Web Site, select a button which is labeled something like: “back to Shopping Cart”, “Logout”, or “Return to the Procurement Application”. or follow the instructions provided by the supplier. The supplier web site window closes and, back in the original browser window: 1. Click the Shopping Cart tab. 2. Confirm that the items you selected on the supplier’s web site have been added to your Shopping Cart for Check Out. Any selections made using RoundTrip, are carried with your Shopping Cart through the system workflow according to the standard rules and your Procurement application. RoundTrip 77 Shopping Cart 78 Procurement Help 9 Special Request In the Special Request Help To view help, click a help topic title in the list in the left-hand frame, or click: The Shop Page Create Special Request Edit Special Request Cancel Special Request The Shop Page When you select New Shopping Cart in the Procurement Home Page Shop Menu, the Procurement application displays the Shop page, with the Search Catalog tab to the front. Click the Special Request tab if you cannot find an item you need in the Procurement application catalog either by Searching or Browsing, and there is no appropriate supplier RoundTrip web site available. The Procurement application displays a Special Request form, in which you can describe the item you need, providing as much information as you have about the estimated price, most likely supplier, manufacturer and so on. Create Special Request To add a new Special Request item to your Shopping Cart: 1. Go to the Shop page. 2. Click the Special Request tab. The Procurement application displays the Special Request form. 3. Click in the Quantity text box, and type the quantity of an item you want to buy. Use whole numbers, using 0 through 9 only. Special Request 79 Create Special Request Note: You may enter decimal or fractional amounts, and this information will be used when resolving your special request into a specific item and quantity. For example, to request a fractional Blanket Order Release. 4. Click in the Unit drop-down menu, and select from the list of available Units of Measure (UOM). 5. Click in the Estimated Unit Price text box, and type your best estimate of the unit price of the item Use the currency you expect to use in payment. This is usually, but not necessarily, the default currency used by your Buying Organization (see step 6). 6. Click in the ISO Currency Code drop-down menu, and select the currency you expect to use to pay for the item. 7. Click in the Supplier Part Number text box, and type a part number. If you do not know the supplier part number, enter nothing here. 8. To select a supplier: a. Click the Search icon to the right of the Supplier text box: Click to search for the name of a likely supplier for your special request item. This icon is not displayed when supplier selection is not available. For example, a Blanket Order Release. b. In the Search Page, select the name of a likely supplier of the item you want to buy. You must enter the name of an authorized supplier for your Buying Organization. The supplier name must be typed exactly as it is spelled by the Procurement application or it will not be recognized (although it is not case-sensitive). If you do not enter the name of an authorized supplier, the system displays an error message requesting a valid supplier name. Until that is supplied, the Shopping Cart, containing the special request, is flagged as Pending action. If submitted the pending Shopping Cart is not routed to your approver until you select a supplier. 9. To select a manufacturer: a. Click the Search icon to the right of the Manufacturer text box: 80 Procurement Help Edit Special Request Click to search for the names of a likely manufacturer for your special request item. This icon is not displayed when manufacturer selection is not available. For example, a Blanket Order Release. b. In the Search Page, select the name of a likely manufacturer of the item you want to buy. 10. Click in the Commodity drop-down menu, and select the catalog category into which the item is likely to be found, for example: Janitorial Supplies or Computer Storage. 11. Click in the Item Description text box, and type a description, as detailed as possible, of the item you want to buy. 12. When you have supplied all available information, click [Add]. The Procurement application adds the item to your Shopping Cart (or creates a New Shopping Cart for you), with a Special Request icon appended: Special Request icon After completing the Special Request form, you can: Click the Shopping Cart tab to display the Shopping Cart page where you can Check Out the Special Request item, or Click on another Shop page tab, and continue shopping by other methods. After checkout, the Special Request item goes with your Shopping Cart, to your designated Approver, who will select an appropriate product, or respond to you by offering alternatives, or requesting more information. Note: Approvers may be an individual approver or a member of an approval group. Edit Special Request To edit an existing Special Request item: 1. View a Shopping Cart, by: Selecting the Shopping Cart tab in the Shop page, or Selecting a Shopping Cart in the Modify Open Shopping Cart. Special Request 81 Cancel Special Request 2. Click the Special Request icon next to an item: Special Request icon The Procurement application displays the Special Request form containing the previously entered information 3. Edit the information that you supplied when you Create Special Requestd the Special Request. Cancel Special Request If, while you are still on the Special Request page, you decide not to add your Special Request to the Shopping Cart: Click [Reset] to remove all the information you have entered and start again. Click any other tab on the Shop page, to leave the Special Request page and continue shopping. Click any icon in the Home Row. If you have already Create Special Requestd the Special Request item: 1. View a Shopping Cart, by: Selecting the Shopping Cart tab in the Shop page, or Selecting a Shopping Cart in the Modify Open Shopping Cart. 2. Click the Delete icon next to an item: Delete icon The Procurement application removes the Special Request item from your Shopping Cart. 82 Procurement Help 10 Favorite Items In the Favorite Items Help Module To view help, click a help topic title in the list in the left-hand frame, or click: The Shop Page Favorite Items List Add to Cart Add to Favorites Delete from Favorites The Shop Page When you select New Shopping Cart in the Procurement Home Page Shop Menu, the Procurement application displays the Shop page, with the Search Catalog tab to the front. Click the Favorite Items tab to begin selecting from your list of favorite items and adding them to your Shopping Cart. When shopping, you can save time by selecting items from this Favorite Items List, instead of searching for them in the catalog every time. You can add an item to your list of favorites from any browsed or searched list of catalog items. Alternatively, if you have a favorite group of items, you can save all of the items and their quantities as a Shopping Cart Template. When you want to buy all of the items, click New Shopping Cart from Template and select a Template List from a list of your favorites. Favorite Items List The Procurement application allows you to maintain a list of your favorite or most commonly purchased items. Favorite Items 83 Favorite Items List When shopping, you can save time by selecting items from this list, instead of searching for them in the catalog every time. You can add an item to your list of favorites from any browsed or searched list of catalog items. To see your Favorite Items list: 1. Click the Favorite Items tab on the Shop page. The Procurement application displays your Favorite Items page, containing, each of your saved favorite items. 2. If there are enough items for the list to fill several pages, use the Navigation Controls to move forward and back, page-by-page, or to jump to the first or last page. The Favorite Items list contains, for each item: 84 Quantity Click in this box, and type the quantity of an item you want to buy (whole numbers, using 0 through 9 only, no fractions or decimals). This quantity is added to your Shopping Cart. Unit The unit of measurement (UOM) for this item. For example, PK is package, CT is carton, EA is each. The Item Description includes an explanation of how many of each item is contained in the Unit of measurement. Item Description This short description is a hyperlink. Click on it to view a longer description and other Item Description such as pictures, technical drawing, animations, web page links, and so on. Manufacturer Manufacturer name Unit Price (Currency) The unit price of the item expressed in the currency used by your Buying Organization. The actual price may vary from this if the supplier uses a different currency or if you are able to take advantage of tiered pricing. Procurement Help Add to Cart Action Click an icon to perform various actions on the selected item. Note: If you mouse-over an icon, the browser displays a tool tip containing a few words explaining the action represented by the icon. If an Action is not available in any situation, its Action icon is not displayed. Actions include: Add the item to your Shopping Cart. (in the number of units that you typed into the Quantity text box.) Remove a selected item from your Favorite Items list. Supplier Supplier Supplier Part Number Supplier Part Number Manufacturer Part Number Manufacturer Part Number Add to Cart Click the Action icon in the Favorite Items List list to add an item to your Shopping Cart: Add the item to your Shopping Cart. (in the number of units that you typed into the Quantity text box.) When you have finished adding items, you may click the Shopping Cart tab to display the Shopping Cart page. Add to Favorites To add a new item to your Favorite Items list: 1. Click the Search Catalog tab. The Procurement application displays the Search Catalog page. Favorite Items 85 Delete from Favorites 2. Browse the Catalog or Search the Catalog find a list of items. 3. In the Browse Results list, the Search Results list, the Item Description page or the Show All Suppliers page, click an Action icon next to an item to add it to your Favorite Items List: Add the item to your Favorite Items List Delete from Favorites To delete an item from your Favorite Items List: 1. Click the Favorite Items tab on the Shop page. The Procurement application displays your Favorite Items page, containing, each of your saved favorite items. 2. Click the Delete Action icon, to delete the item from your Favorite Items List: Delete a selected item from your Favorite Items list. 86 Procurement Help 11 Templates In the Templates Help To view help, click a help topic title in the list in the left-hand frame, or click: Template List Template Types Create Modify Delete Check Out The Procurement application allows you to save a list of Shopping Carts, as templates for regularly ordered batches of items. When re-ordering regular batches of items, you can save time by selecting one of these templates, instead of searching in the catalog and filling a Shopping Cart every time. If one of the items in a template no longer exists, or if the item does not satisfy the filtering rules (Commodity, Supplier), this item will not be carried over. An Error message indicates to the user that the line item could not be copied (reordered). You can add a Shopping Cart, from your Shopping Cart List, to your list of templates. Alternatively, if you have favorite single items, you can add the items separately in a Favorite Items List. When you want to add an individual item, click the Favorite Items tab on the Shop page. Template List To select a template: 1. Go to the Procurement application Procurement Home Page. 2. Click New Shopping Cart from Template in the Shop Menu. Templates 87 Template List The Procurement application displays the Templates List containing a list of all available templates. Each template is a previously created Shopping Cart, with all of its items, quantities and details. 3. If there are enough items for the list to fill several pages, use the Navigation Controls to move forward and backward through the pages. 4. To reduce the number of templates displayed, click in the filter by template type drop-down menu, and select from the available Template Types: Personal & Shared Templates Personal Templates Shared Templates 5. Click the Open icon (to the left of template name), to expand the shopping cart and view the quantities and items contained in the shopping cart: Open icon Close icon 6. Click the Close icon to close up the template again and hide its contents. 7. Choose a template that comes close to meeting your requirements. Later you can make adjustments, such as changing quantities, adding or removing items, before checking out. 8. Click the Create Shopping Cart From Template icon to select a template: Create Shopping Cart From Template icon The Procurement application makes a copy of the template, and displays it in the Shopping Cart page. 9. Click the Delete icon next to a template to Delete it from the list: 88 Procurement Help Template Types Delete icon 10. To leave the Templates List without making a selection, click any icon in the Home Row, and select a new option. After the template is copied to the Shopping Cart page, you can: Change the quantities of items, or delete them. View Item Descriptions, check Availability, Show All Suppliers, locate alternatives. Add Attachments and Notes to Approver. Click a different tab on The Shop Page, to continue shopping by different method. Submit the Shopping Cart for Check Out and approval and so on... Template Types There are different types of Shopping Cart templates: Personal Templates are Shopping Carts that you saved yourself during previous shopping sessions. Every user who has a privilege to create a Shopping Cart can create Personal templates, however Personal templates are only available by the user that created them. Only Shared templates can be viewed by users other than the user that created them Shared Templates are Shopping Carts saved by Approvers and other advanced users, who are allowed to save templates for the use of all members of your Buying Organization. Note: The Save as Template icons are not displayed for a Shopping Cart that was created for a Blanket Order Release. Create To add a template to your Templates List: Templates 89 Modify 1. Go to the Procurement Home Page. 2. In the Shop Menu, click Shopping Cart Status. The Procurement application displays the Shopping Cart List. 3. Click the Open icon (to the left of Shopping Cart name), to expand the template and view the quantities and items contained in the shopping cart: Open icon Close icon 4. Click the Close icon to close up the Shopping Cart again and hide its contents. 5. Choose a Shopping Cart that meets your requirements for a template. 6. Click an Action icon, to add the Shopping Cart to the Templates list: Save the Shopping Cart as a Personal Templates for your own use. Every user who has a privilege to create a Shopping Cart can create Personal templates, however Personal templates are only available by the user that created them. Only Shared templates can be viewed by users other than the user that created them Save the Shopping Cart as a Shared Templates for the use of all members of your Buying Organization (only Approvers and other advanced users are permitted to do this). Note: The Save as Template icons are not displayed for a Shopping Cart that was created for a Blanket Order Release. 7. The next time you select New Shopping Cart from Template in the Shop Menu, this new template will be shown in the Templates List. Modify You cannot modify a template directly but you can: 1. Template List, 90 Procurement Help Delete 2. Make necessarily additions and deletions, 3. Save the Shopping Cart as a new template, and 4. Delete the original template. Delete You may only delete templates that you created yourself. You cannot delete another user’s shared templates. To remove a template from your Templates list: 1. Go to the Procurement application Procurement Home Page. 2. Click New Shopping Cart from Template in the Shop menu. The Procurement application displays the Templates list page containing a list of all available templates. 3. Click the Delete icon next to a template to remove it from the list: Delete icon Check Out When you have finished selecting and adding to your template, you may click the Shopping Cart tab to display the Shopping Cart page. On this page, you can make further changes or additions and click [Submit] to Check Out your Shopping Cart for approval. To save the Shopping Cart without checking out: Click in the Shopping Cart Name text box, in the status bar, and type any name you wish, then Click the Save icon, to save the Shopping Cart with your chosen name: Click to save an Open (un-submitted) Shopping Cart with your chosen name. The Procurement application uses its own internal identifier for each Shopping Cart. The name you choose to save it under is for your own convenience. Templates 91 Check Out IMPORTANT TO REMEMBER: 92 Procurement Help When you submit a Shopping Cart, it is automatically saved, but When you save a Shopping Cart, it is not automatically submitted. 12 Open Shopping Cart In the Open Shopping Cart Help To view help, click a help topic title in the list in the left-hand frame, or click: Modify Open Shopping Cart Open Shopping Cart List Select Make a Change Check Out Modify Open Shopping Cart When starting the Procurement application, you can: Start with an empty, New Shopping Cart, or Select an existing Open Shopping Cart, to add or modify its contents. An open Shopping cart is one that has: Been created, and Shopping items have been added to it, but It has not yet been submitted for Check Out and approval. To select an open Shopping Cart from the Open Shopping Cart List and continue shopping at any time: 1. Go to the Procurement application Procurement Home Page. 2. In the Shop menu, click Modify Open Shopping Cart. The Procurement application displays the Open Shopping Cart List, containing a list of all open (un-submitted) carts available to you. Open Shopping Cart 93 Open Shopping Cart List Open Shopping Cart List The Procurement application displays the Open Shopping Carts List page, containing a list of all open (un-submitted) carts created by you. If there are enough open Shopping Carts for the list to fill several pages, use the Navigation Controls to move forward and backward through the pages. For each Shopping Cart, the list displays: Click this icon to expand the Shopping Cart and view its contents, prices, and total cost (including tax.) Click to close up the Shopping Cart again and hide its contents. Shopping Cart Name This is a unique identifier automatically assigned to the Shopping Cart when created by the Procurement application (or a different name which has been assigned by the buyer when saving the Open Shopping Cart.) Creation Date This is the date on which the Shopping Cart was first created for a new item, or from a template. Action Click an icon to perform various actions on the selected item. Note: If you mouse-over an icon, the browser displays a tool tip containing a few words explaining the action represented by the icon. If an Action is not available in any situation, its Action icon is not displayed. Actions include: to select a Shopping Cart and display its contents in the Shopping Cart page, in order to add new shopping, make changes or submit it for approval. to delete an open (un-submitted) Shopping Cart. 94 Procurement Help Select Select You can view the contents of Open Shopping Carts in the Shopping Cart List but, before you can add or change contents, you must select a Shopping Cart and display it on the Shopping Cart Page: Click this icon to expand the Shopping Cart and view its contents, prices, and total cost (including tax.) Click to close up the Shopping Cart again and hide its contents. Click this Action icon to select a Shopping Cart and display its contents in the Shopping Cart page, in order to add new shopping, make changes or submit it for approval. Make a Change Before submitting your Shopping Cart, you can make updates and revisions on the Shopping Cart page: Change the Quantity of an item, Delete the item from your Shopping Cart, Change Ship Information, Bill Information and Cost Distribution, or Add Attachments Page or Notes to Approver. Check Out When you have displayed a Shopping Cart from the Open Shopping Cart List to display the Shopping Cart page, you can make further changes or additions and click [Submit] to Check Out your Shopping Cart for approval. Open Shopping Cart 95 Check Out 96 Procurement Help 13 Blanket Order Release In the Blanket Order Release Help To view help, click a help topic title in the list in the left-hand frame, or click: Blanket Order Release List Filter the List Blanket Order Item List Add to Cart Shop Page Differences Blanket Order Release List A Blanket Order is a contract with a supplier, allowing members of your Buying Organization to purchase specified release amounts from a list of items. A Blanket Order may contain: One or a small number of items from a supplier’s catalog, which you can select and add to a Shopping Cart (in a similar manner to your Favorite Items List) A reduced version of a supplier’s catalog, from which you can browse or search in the usual way. The ability to create Special Requests or make a RoundTrip to the supplier’s web site. Any member of the Buying Organization may view the list of items covered by Blanket Orders and add a permitted release amount (up to a maximum release amount specified in the Blanket Order contract) to their Shopping Cart. After the Blanket Order Release has been selected, the Shopping Cart can be submitted for Check Out and approval as normal. To view a list of the Blanket Orders available to you: 1. Select New Release from Blanket Order on the Procurement Home Page Shop menu. Blanket Order Release 97 Blanket Order Release List The Procurement application displays the Blanket Orders page containing a list of all Blanket Orders for which your Buying Organization is authorized to create releases. 2. If there are enough open Shopping Carts for the list to fill several pages, use the controls above the list to Filter the List. For each Blanket Order, the list displays: Click this icon to expand the Blanket Order and view, for each item: Item Description This short description is a hyperlink. Click on it to view a longer Item Description, and other information such as pictures, technical drawings, animations, web page links, and so on. Unit The unit of measurement (UOM) for this item. For example, PK is package, CT is carton, EA is each. The Item Description includes an explanation of how many of each item is contained in the Unit of measurement. Unit Price (Currency) The unit price of the item expressed in the currency used by your Buying Organization. The actual price may vary from this if the supplier uses a different currency or if you are able to take advantage of tiered pricing. Manufacturer Manufacturer name Supplier Part Number Supplier Part Number Click to close up the Blanket Order again and hide the items. Blanket Order Name Blanket Order Name Blanket Order Blanket Order Number Number 98 Blanket Order Description Blanket Order Description Supplier Supplier name Contract Number Contract Number Procurement Help Filter the List Action Click an icon to perform various actions on the selected item. Note: If you mouse-over an icon, the browser displays a tool tip containing a few words explaining the action represented by the icon. If an Action is not available in any situation, its Action icon is not displayed. Actions include: to select a Blanket Order and display: its items in the Blanket Order Item List page, in order to make selections, add them to a Shopping Cart, and submit it for approval. The Search Catalog page, and browse and Search the Catalog in the usual manner but with a limited choice of items. Depending on how the New Blanket Order was created. Filter the List If there are enough Blanket Orders for the list to fill several pages: Use the Navigation Controls to move forward and backward through the pages or the list, In the Supplier text box, type all or part of a supplier name, or use Wild Card Characters, and click [Go], to reduce the list to only Blanket Orders contracted with that supplier, In the Description text box, type all or part of a Blanket Order description, or use Wild Card Characters, and click [Go], to find only Blanket Orders having that text in their description, or Click in the Sort By drop-down menu, and select to sort the list by: BO Name, BO Number, BO Description, Supplier, or Contract Number. Blanket Order Release 99 Blanket Order Item List Blanket Order Item List When you select New Release from Blanket Order in the Procurement Home Page Shop Menu, and then select Create Release for a Blanket Order, the Procurement application displays the Shop page, with the Search Catalog tab to the front. Click the Blanket Order Item List tab to view: Basic Information about the Blanket Order, such as Blanket Order Name, Number, Contract Number and Supplier name, and A list and descriptions of items in the selected Blanket Order. If there are enough Blanket Order items for the list to fill several pages, use the Navigation Controls to move forward and backward through the pages or the list. The Blanket Order Item List contains for each item: Quantity Click in this box, and type the quantity of an item you want to buy (whole numbers, using 0 through 9 only, no fractions or decimals). This quantity is added to your Shopping Cart. If you do not type a value, a quantity of 1 is added to the release in your Shopping Cart. Unit The unit of measurement (UOM) for this item. For example, PK is package, CT is carton, EA is each. The Item Description includes an explanation of how many of each item is contained in the Unit of measurement. Item Description This short description is a hyperlink. Click on it to view a longer description and other Item Description such as pictures, technical drawing, animations, web page links, and so on. Action Click an icon to perform various actions on the selected item. Note: If you mouse-over an icon, the browser displays a tool tip containing a few words explaining the action represented by the icon. If an Action is not available in any situation, its Action icon is not displayed. Actions include: 100 Procurement Help Add to Cart to add the item to your Shopping Cart. (in the number of units that you typed into the Quantity text box.) Manufacturer Manufacturer name Supplier Part Number Supplier Part Number Unit Price (Currency) The unit price of the item expressed in the currency used by your Buying Organization. The actual price may vary from this if the supplier uses a different currency or if you are able to take advantage of tiered pricing. Add to Cart Click the Action icon in the Blanket Order Item List to add an item to your Shopping Cart: Quantity To add the item, you must click in this box, and type the quantity of an item you want to buy. (whole numbers, using 0 through 9 only, no fractions or decimals). This quantity is added to your Shopping Cart. If you do not type a value, a quantity of 1 is added to the release in your Shopping Cart Click to add the specified quantity of the item to your Shopping Cart. (in the number of units that you typed into the Quantity text box.) When you have finished adding items, you may click the Shopping Cart tab to display the Shopping Cart Page page, where you can Check Out. Shop Page Differences When selecting from a Blanket Order there are differences in the Shop Page tabs: Search Catalog RoundTrip Favorite Items Blanket Order Item List Blanket Order Release 101 Shop Page Differences Special Request In normal shopping, the Blanket Order Item List tab is not displayed. When selecting from a Blanket Order: 102 The Favorite Items tab is not displayed, The RoundTrip tab is displayed only if Allow RoundTrip is enabled when the Blanket Order is created. The Special Request tab is displayed only if Allow Special Request is enabled when the Blanket Order is created. If Allow Catalog Search is enabled when the Blanket Order is created: Procurement Help Selecting a Blanket Order in the Blanket Order Release List causes the Shop page to be displayed with Search Catalog tab to the front, but The Blanket Order Item List tab is also available, and can be clicked to bring it to the front. 14 Check Out In the Check Out Help To view help, click a help topic title in the list in the left-hand frame, or click: The Shop Page Shopping Cart Page Change Items Change Details Check Availability Tax Notes to Approver Approval Preview Submit Shopping Cart Order Confirmation The Shop Page When you select New Shopping Cart in the Procurement Home Page Shop Menu, the Procurement application displays the Shop page, with the Search Catalog tab to the front. You can click on Tabs at the top of the workspace to select different methods of shopping and their results: Search the Catalog RoundTrip Favorite Items Blanket Order Release Special Request Check Out 103 Shopping Cart Page There are Shop Page Differences. The tabs shown in the Shop page depend on your buying activities. When you have completed shopping, click the Shopping Cart tab to view the Shopping Cart Page. On this page, you can: Change Items, Change Details, such as Ship Information, Bill Information, and Cost Distribution, Check Availability, Update Total cost and estimate Tax, and Attachments or Notes to Approver. If you decide not to submit the Shopping Cart, you may: Save Shopping Cart without submitting, and [Close] the Shopping Cart page. Shopping Cart Page When you have finished shopping, you need to review the contents of your Shopping Cart, make any last minute changes and submit it for check out. To do this, click the Shopping Cart tab on the Shop. The Procurement application brings the Shopping Cart page to the front and displays buttons and hyperlinks allowing you to: View and add Attachments, View and add Notes to Approver, View an Approval Preview, Check Availability of an item, Update Total Cost and estimate taxes, Delete the Shopping Cart and all items in it, and Submit Shopping Cart the Shopping Cart for approval, or, if you change your mind, you may: 104 Save Shopping Cart without submitting, and [Close] the Shopping Cart page. Procurement Help Shopping Cart Page Note: A similar page to this one is used, in Approval and Review, by an approver who wants to edit a Shopping Cart before approving it. If you have the necessary privilege to do this, you can use the Approve with Changes page in a similar manner as the Shopping Cart page, except for these differences: The [Submit] button is replaced by an [Approve with Changes] button, An Enter Comments text box is added at the lower left of the page, and The notes to approver hyperlink is not displayed on the page. Below these buttons, there is a list of Shopping Cart contents with, for each item: Quantity You can click in this box, and type a new quantity of an item you want to buy (whole numbers, using 0 through 9 only, no fractions or decimals). This quantity is added to your Shopping Cart when you Submit Shopping Cart the Shopping Cart. Unit The unit of measurement (UOM) for this item. For example, PK is package, CT is carton, EA is each. The Item Description includes an explanation of how many of each item is contained in the Unit of measurement. Item Description This short description is a hyperlink. Click on it to view a longer description and other Item Description such as pictures, technical drawing, animations, web page links, and so on. Action Click an icon to perform various actions on the selected item. Note: If you mouse-over an icon, the browser displays a tool tip containing a few words explaining the action represented by the icon. If an Action is not available in any situation, its Action icon is not displayed. Actions include: to view the Item Details Page, containing shipping, delivery, billing and payment information for individual items and the whole Shopping Cart. to remove the item from your Shopping Cart. Check Out 105 Change Items to view and edit the Special Request form used to describe details of this item. to view and edit the Smart Form used to specify purchase details of this item. Manufacturer Manufacturer name Supplier Supplier name Supplier Part Number Supplier Part Number Unit Price (Currency) The unit price of the item expressed in the currency used by your Buying Organization. The actual price may vary from this if the supplier uses a different currency or if you are able to take advantage of tiered pricing. Below the list, there are calculated and estimated costs and taxes for the Shopping Cart: Subtotal (Currency) If you remove an item or change the purchase quantity, click Update Total to recalculate this and the other amounts. Estimated Tax (Currency) This is a hyperlink. Click on it to display a page containing other Tax information. Total (Currency) Change Items Before submitting your Shopping Cart, you can make updates and revisions on the Shopping Cart page: Change the Quantity of an item, or Delete the item from your Shopping Cart. Edit Item Requirements Order Confirmation allows you to view and modify the same information, but on differently organized pages. Quantity 1. Click in the Quantity text box, and type a new quantity in whole numbers (using 0 through 9) only, not text or fractions. 106 Procurement Help Change Details 2. Click [Update Total] to recalculate the Shopping Cart total cost and estimated taxes. Delete 1. Click the Delete icon next to an item description: Remove the item from your Shopping Cart The Procurement application displays a dialog box requesting confirmation 2. Click: [OK] to confirm deletion, [Cancel] if you change your mind. 3. Click [Update Total] to recalculate the Shopping Cart total cost and estimated taxes. 4. To delete all of the items from the Shopping Cart, click [Delete All]. Item Requirements To change the information you entered into a Special Request description or a Smart Form, click on the Action icon beside the form: Click to edit a Special Request form. Click to edit a Smart Form. The Procurement application displays the appropriate form with all the information you previously entered. You can change it and re-save the form. Change Details Click the Details Action icon beside an item: Check Out 107 Check Availability The Details Action icon The Procurement application displays the Item Details page, on which you can view and change, for the item: Ship Information, Bill Information, Cost Distribution, and Attachments Page When you have changed the information for an item, you can click a check box to make the item changes applicable to the Cart Details, which apply to all items in the Shopping Cart. If your Procurement application is configured to use Order Confirmation, you can view and modify this information, but on differently organized pages. Check Availability Before submitting your Shopping Cart for approval, you can make a final check, at your selected supplier, of: Availability and Supplier Price Changes. If these are not satisfactory, you may: Delete the item, or Search Alternatives, you can select a different supplier. After making any changes, remember to click [Update Total] to re-calculate the Shopping Cart cost and estimated taxes. Tax Click on Estimated Tax (Currency) on the Shopping Cart page to display the Tax Details page. For the Shopping Cart, this page displays: 108 Procurement Help Attachments Tax Payment Method, Tax Type, Tax Jurisdiction, Tax Category, Tax Rate, and Error codes or warnings created by the Tax Engine used to estimate the tax due. This information is for your information only. It cannot be edited. Order Confirmation allows you to view similar information, but on differently organized pages. If you believe that any of the jurisdictions or values shown are incorrect values, you must contact your Procurement application Administrator to request changes. Attachments You may add an attachment to the Shopping Cart or to a single item in the Shopping Cart. An attachment is carried though the Procurement workflow and to subsequent documents in the workflow, such as Orders or Change Requests, and may be accessed from them. You may also direct an attachment to be forwarded to the supplier, or (at your discretion) distributed to only internal approvers and reviewers. To add an attachment to the Shopping Cart: 1. Click on attachments on the Shopping Cart page to display the Shopping Cart Attachments Page with a list of files currently attached to the document. 2. On this page you can: Attach a New Attachment to the document, or Modify Attachments by removing or replacing an attached file name or pathname. To add an attachment to a single item in the Shopping Cart: 1. Click the Details Action icon beside an item: The Details Action icon Check Out 109 Notes to Approver The Procurement application displays the Item Details page. 2. Click the Item Attachment tab. The Procurement application displays the Item Attachments Page with: Basic Information for the selected item, and A list of files currently attached to the item. 3. On the Item Attachment page you can: Attach a New Attachment to the item, or Modify Attachments by removing or replacing an attached file name or pathname. When you have finished viewing attachments, click [Close] to return the Shopping Cart Page. You must use an external application to Edit Attached File contents. You cannot edit or view the contents of an attached file unless you have the necessary editing software or a viewer installed on your computer. Changes made using the external viewer are not made to the attchment itself. You must save your changes as a separate file and reattach it. Notes to Approver Click on notes to approver on the Shopping Cart page to display the Notes to Approver page. On this page, you can type information and messages explaining or justifying purchases to your designated Approver. 1. Click in the Type your business Notes to Approver here text box, and type any information necessary for the Approver to understand your purchase. 2. Click: [Save] to save the message, or [Cancel] to delete, unsaved anything you have typed. The Procurement application re-displays the Shopping Cart page You cannot attach a note to a single item. Any note you write is attached to the entire Shopping Cart. If you click notes to approver a second time, your original note is displayed. You may edit it, replace it or add additional information to it. 110 Procurement Help Approval Preview Approval Preview Click on approval preview on the Shopping Cart page to display the Status page containing the Process Map for your Shopping Cart. This map shows each of the workflow steps through which your Shopping Cart must pass in order to be approved so that Orders can be created to suppliers. This information is for your information only. It cannot be edited. The only action you can take on this page is to: Add an Approver / Approval Group Select an additional approver to assist the approval process. Note: Approvers may be an individual approver or a member of an approval group. Add a Reviewer Add the name of a person who will not have authority to approve the Shopping Cart, but who you want to know about, or to comment on your purchases. When you have viewed the information, click [Close] to return to the Shopping Cart page. Submit Shopping Cart When you have reviewed your purchases in the Shopping Cart page, and made any necessary changes, you may check out: 1. Confirm that all necessary changes have been made to the shopping cart. 2. If you have changed the quantity of any item (or removed any), click [Update Total]. 3. Click [Submit]. If your system uses Order Confirmation, the Procurement application displays the Confirmation page, where you may make further changes. If not, the Procurement application sends your Shopping Cart to your Procurement application for: Approval, Review, Clarification of Special Requests, Validation against a Blanket Order, And so on. If you are not yet ready to submit the shopping cart, you may choose to continue shopping or Save Shopping Cart as an Open Shopping Cart for later additions or changes. Check Out 111 Order Confirmation Save Shopping Cart To save the Shopping Cart without checking out: Click in the Shopping Cart Name text box, in the status bar (at the bottom of the browser window), and type any name you wish, then Click the Save icon, to save the Shopping Cart with your chosen name: Click to save an Open (un-submitted) Shopping Cart with your chosen name. The Procurement application uses its own internal identifier for each Shopping Cart. The name you choose to save it under is for your own convenience. IMPORTANT TO REMEMBER: When you submit a Shopping Cart, it is automatically saved, but When you save a Shopping Cart, it is not automatically submitted. Order Confirmation After you’ve viewed your Shopping Cart and made all necessary changes, click [Submit]. Depending on how your Procurement application is configured, it may: Display the Confirmation page where you may make other changes, such a billing, shipping instructions, and payment method, or Submit your Shopping Cart directly to the Procurement application workflow for routing to the necessary Approval and Review processes, and creation of Orders. Confirmation After you’ve viewed your Shopping Cart and made all necessary changes, click [Submit]: 112 If you have the appropriate privilege, the Procurement application displays the Confirmation page where you may make other changes, such a billing, shipping instructions, and payment method. If not, the application submits your Shopping Cart to the Procurement application workflow for routing to the necessary Approval and Review processes, and creation of Orders. Procurement Help Order Confirmation In the Confirmation page, the Procurement application displays, for each item in the Shopping Cart: Quantity The quantity of an item you want to buy. Unit The unit of measurement (UOM) for this item. For example, PK is package, CT is carton, EA is each. The Item Description includes an explanation of how many of each item is contained in the Unit of measurement. Item Description This short description. Supplier Part Number Supplier Part Number Unit Price (Currency) The unit price of the item, expressed in the currency used by your Buying Organization. The actual price may vary from this if the supplier uses a different currency or if you are able to take advantage of tiered pricing. Total (Currency) The extended price for the quantity ordered of the item, expressed in the currency used by your Buying Organization. For the Shopping Cart, the page displays (expressed in the currency used by your Buying Organization): Subtotal Estimated Tax This is a hyperlink. Click on it to display a page containing other Tax information. Order Total These are the same figures displayed on the Shopping Cart Page. Ship To Address This is a hyperlink. Click on it to display a list of alternatives. Ship To Contact Bill To Address This is a hyperlink. Click on it to display a list of alternatives. Bill To Contact Payment Method This is a hyperlink. Click on it to display a display a list of alternatives. You can make changes on this page: Check Out 113 Order Confirmation 1. To change the Ship To Address or Ship To Contact, click the Order Ship To Address hyperlink. 2. To change the Bill To Address or Bill To Contact, click the Order Bill To Address hyperlink. 3. To change the Payment Method or to add a new credit card, click the Order Payment Method hyperlink. 4. When you have made all necessary edits, click [Submit]. The Procurement application displays a message box confirming order placement and re-displays the Procurement application Home page. Order Ship To Address 1. To change the Ship To Address or Ship To Contact, click a Ship To Address hyperlink. The Procurement application displays the Checkout > Change Ship To Address page, containing a list of alternatives: Company Name Address Contact Name Email Telephone FAX 2. To make your new selection the default for other orders from that supplier, click the Apply Address selection to all orders check box so that a check mark is displayed. 3. To select a new Ship Address and Contact, click the Selection check mark icon next to it: Selection check mark icon The Procurement application re-displays the Confirmation page, showing your newly selected Ship To Address and Ship To Contact. 4. To leave the Checkout > Change Ship To Address page without making any changes, click [Cancel]. 114 Procurement Help Order Confirmation Order Bill To Address 1. To change the Bill To Address or Bill To Contact, click a Bill To Dress hyperlink. The Procurement application displays the Checkout > Change Bill To Address page, containing a list of alternatives: Company Name Address Contact Name Email Telephone FAX 2. To make your new selection the default for other orders from that supplier, click the Apply Address selection to all orders check box so that a check mark is displayed. 3. To select a new Bill Address and Contact, click the Selection check mark icon next to it: Selection check mark icon The Procurement application re-displays the Confirmation page, showing your newly selected Bill To Address and Bill To Contact. 4. To leave the Checkout > Change Bill To Address page without making any changes, click [Cancel]. Order Payment Method 1. To change the Payment Method, click a Payment Method hyperlink. The Procurement application displays the Checkout > Change Payment Method page, containing a list of alternatives: Credit Card Type, or Payment Type Credit Card Description, or Payment Description Name on Card Card Number (part encrypted) A Corporate Icon if this is a corporate credit card. Check Out 115 Order Confirmation Corporate Icon 2. To make your new selection the default for other orders from that supplier, click the Apply selection to all Orders where the Supplier accepts the Payment Method check box so that a check mark is displayed. 3. To update the order’s Bill To Address to match that on a selected credit card, click the Update Orders associated Bill To Address when the selection is a Credit Card check box so that a check mark is displayed. 4. To add a new Credit Card to the list, click [New Credit Card]. The Procurement application displays the New Credit Card page, with empty text boxes for all the information required about the credit card. 5. To select a new Credit Card or other Payment method, click the Selection check mark icon next to it: Selection check mark icon The Procurement application re-displays the Confirmation page, showing your newly selected Payment Method. 6. To leave the Checkout > Change Payment Method page without making any changes, click [Cancel]. 116 Procurement Help 15 Item Details In the Item Details Help To view help, click a help topic title in the list in the left-hand frame, or click: Shopping Cart Page Item Details Page Cart Details Ship Information Bill Information Cost Distribution Attachments Page Shopping Cart Page Click the Details Action icon beside an item in the Shopping Cart page: The Details Action icon The Procurement application displays the Item Details page, on which you can view and change, for the item: Ship Information, Bill Information, Cost Distribution, and Attachments Page Item Details 117 Item Details Page Item Details Page Before submitting your Shopping Cart, you can view and edit procurement information for each item in the cart or for the entire contents. 1. Find the item in the Shopping Cart page for which you want to change some details. 2. Click the Details icon beside that item: View and edit procurement information on the Item Details page. The Procurement application displays the Item Details page containing: Basic Information for the selected item, and Current values of Ship Information, and Bill Information for that item. If your Procurement application is configured to use Order Confirmation, you can view and modify this information, but on differently organized pages. When you have finished adding or changing shipping and billing information: Click [Save] to save the information for the item (or the Shopping Cart, if you have selected Apply to all items.) Click [Cancel] to restore the original values. On the Item Details page, you may also click on tabs to view and edit: Cost Distribution Attachments Page Cart Details When you have changed the details for an item, in the Item Details Page, you can click a check box to make the item changes applicable to more items in the Shopping Cart. You may click check boxes labeled: 118 Apply to all items, or Apply to all items from the same supplier (where the details are specific to a single supplier.) Procurement Help Ship Information Ship Information On the Item Details Page you can view and edit shipping information for any item or the entire Shopping Cart contents: Ship To Ship Method Payment Method Click the Apply to all items check box, if you want to send these shipping instructions to the suppliers of all items in the Shopping Cart. Ship Instructions Ship To On the Item Details Page: 1. Click the Search icon, of the left side of the Ship to Address. Search icon The Procurement application displays a Search Page. 2. Search for and select a Ship to name. For the selected name, the Procurement application updates: Organization name Address You must accept all values for the item. You cannot change individual values. The Procurement application also updates the Contact information, but you do not need to accept the default value for this. The Ship To Contact Use Default radio button is checked by default. 3. To change contact information, click the Ship to Contact Override radio button, and type, in the text boxes below, new values for the contact’s: Name E-mail address Phone number Fax number Item Details 119 Bill Information Mail Stop 4. Click the Apply to all items check box to use this Ship to Address information for all items in this Shopping Cart. Ship Method On the Item Details Page: 1. Click in the Ship Via drop-down menu, and select a shipping method from the displayed list of options. This field is not editable, you must accept one of the items in the displayed list. 2. Click the Apply to all items from the same supplier check box to use this shipping method for other items in this Shopping Cart. Payment Method On the Item Details Page: 1. Click in the Payment Method drop-down menu, and select a payment method from the displayed list of options. This field is not editable, you must accept one of the items in the displayed list. 2. Click the Apply to all items from the same supplier check box, if you want to use this payment method information for other items in the Shopping Cart. Sales Tax Calculation The calculation of sales tax is based on the Taxable status of the Shopping Cart, or the items in it. If you have changed the Taxable status, click [Update Total] in the Shopping Cart Page. The Procurement application recalculates and re-displays the Subtotal, Estimated Tax, and Total amounts for the Shopping Cart. Ship Instructions On the Item Details Page: 1. Click in the Shipping Instructions text box, and type any special instructions for shipping. 2. Click the Apply to all items check box, if you want to send these shipping instructions to the suppliers of all items in the Shopping Cart. Bill Information On the Item Details Page you can view and edit billing information for any item or the entire Shopping Cart contents: 120 Procurement Help Bill Information Bill To Requested Delivery Date Tax Basis Bill Instructions 1. Find the item in the Shopping Cart for which you want to change some details. 2. Click beside that item. The Procurement application displays current values of the Bill to (payment) details and Ship to (delivery) details for that line item. Bill To On the Item Details Page: 1. Click the Search icon, of the left side of the Bill to Address: Search icon The Procurement application displays a Search Page. 2. Search for and select a Bill to name. For the selected name, the Procurement application updates: Organization name Address You must accept all values for the item. You cannot change individual values. The Procurement application also updates the Contact information, but you do not need to accept the default value for this. The Bill To Contact Use Default radio button is checked by default. 3. To change contact information, click the Bill to Contact Override radio button, and type, in the text boxes below, new values for the contact’s: Name E-mail address Phone number Fax number Mail Stop 4. Click the Apply to all items check box to use this Bill to information for all Item Details 121 Cost Distribution items in this Shopping Cart. Delivery On the Item Details Page: 1. Click in the Requested Delivery Date drop-down menus, and select (or type) a Month, Day and Year on which you want delivery. 2. Click the Apply to all items check box, if you want to request this delivery date for all items in the Shopping Cart. Tax Basis On the Item Details Page: 1. Click in one the Taxable radio buttons: Yes or No, to specify if the items is to be subject to sales tax. 2. Click the Apply to all items check box, if you want to use this taxable status for all items in the Shopping Cart. 3. Click in the Usage Code drop-down menu, and select a code from the displayed list of options. This code may be required when sales tax is calculated. 4. Click the Apply to all items check box, if you want to use this usage code for all items in the Shopping Cart. Bill Instructions On the Item Details Page: 1. Click in the Special Instructions text box, and type any special instructions for billing. 2. Click the Apply to all items check box, if you want to send these special instructions to the suppliers of all items in the Shopping Cart. Cost Distribution By default, the Procurement application allocates the cost of all items in a Shopping Cart to a single cost center selected by the Administrator. Before submitting your Shopping Cart for approval, you can make updates and revisions on the Item Details Page. Depending on the configuration of your Procurement application, there are different ways of doing this: 122 The Default Method is used when the Procurement application is not integrated with an ERP system, and The Flexible UI Method is used when the Procurement application is Procurement Help Cost Distribution integrated with an ERP system and sharing cost distribution information. To begin assigning cost distribution for an item, or a Shopping Cart full of items (see step 4): 1. Find an item in the Shopping Cart for which you want to adjust the cost distribution. 2. Click the Item Details icon next to that item. 3. On the Item Details Page, click the Item Cost Distribution tab. The Procurement application displays the Item Cost Distribution page containing: Basic Information for the selected item Total of all allocations between cost centers which must be 100%. 4. Select whether this cost distribution is to be applied to just this item or to all the items in the Shopping Cart: Click the Apply Percentage Distribution to All Items in the Shopping Cart check box, if you want to apply this cost distribution to all items in the Shopping Cart. Leave the check box unchecked, if you want to apply this cost distribution to just one item. 5. To adjust the cost distribution, follow the instructions in the appropriate sections: Default Method or Flexible UI Method. 6. Click: [Save] to save the new Cost Distribution and return to the Shopping Cart Page, or [Cancel] to discard the new Cost Distribution changes and return to the Shopping Cart Page. If the Total of all Allocations does not equal 100%, the Procurement application adds a decimal value to the last input field to make 100%. Default Method The default method (used by the Procurement application standard configuration) for selecting cost distribution is as follows: 1. Click the Search icon to the right of the Cost Center text box. The Procurement application displays a Search Page. 2. Search for and select a Cost Center. The Procurement application displays the selected cost center and updates the Allocated Totals text box. The Unallocated Totals text box displays the remaining values. Item Details 123 Cost Distribution 3. Enter either the Percentage, Quantity, or Amount values. When you enter the value in any one of these text boxes, the other text boxes are automatically calculated. 4. You may choose to select the Distribute Evenly or Recalculate button: Click [Distribute Evenly] to evenly distribute the values across all input cost centers. You do not need to enter values into the Percentage, Quantity or Amount text fields. Click [Recalculate] to recalculate all the fields. You can also do this by pressing the Tab key on your keyboard. 5. Verify the Allocated Totals equals 100%. If it does not equal 100% the values are red. 6. You may click the Clear icon to clear an unnecessary Cost Center text box: Clear the Cost Center text box 7. Click: [Save] to save the new Cost Distribution and return to the Shopping Cart Page, or [Cancel] to discard the Cost Distribution changes and return to the Shopping Cart Page. If the Total of all allocations does not equal 100%, the Procurement application displays an error message and continues to display the Cost Distribution page, so that you can make the correct allocation changes. Flexible UI Method In this configuration, you assign cost allocation to a Shopping Cart and its contents by: 1. Selecting an assigned account. 2. Allocating a percentage, quantity, or amount of the cost to that account. 3. Repeat steps 1. and 2. until the total of all allocated percentages equals 100%. 4. Save the cost allocation. Before allocating cost distribution to a Shopping Cart, you must first perform Item Cost Allocation for all accounts to be used in the allocation. Item Cost Allocation To assign cost allocation: 124 Procurement Help Cost Distribution 1. Click the Item Cost Distribution tab. The Procurement application displays the Item Cost Distribution page showing item information, and: Total of all distribution preferences made, which must equal 100% before you may save the cost allocation and exit the page. For each account currently assigned to the Buying Organization, you may: Click to edit assigned account. Click to delete the assigned account. Click Add Account Assignment to add a new account to the item. 2. Enter either the Percentage (a whole number between 1 and 100, or a decimal), Quantity, or Amount values and click [Enter]. When you enter the value in any one of these text boxes, the other text boxes are automatically calculated. The application calculates the values in the Allocated Totals text box. 3. You may choose to select the Distribute Evenly or Recalculate button: Click [Distribute Evenly] to evenly distribute the values across all input cost centers. You do not need to enter values into the Percentage, Quantity or Amount text fields. Click [Recalculate] to recalculate all the fields. You can also do this by pressing the Tab key on your keyboard. 4. Click: [Save] to save the new Cost Distribution and return to the Shopping Cart page, or [Cancel] to discard the Cost Distribution changes and return to the Shopping Cart page. If the Total allocation does not equal 100%, the Allocated Totals is in red and an error message appears. The Cost Distribution page continues to be displayed, so that you can make necessary allocation changes. Item Details 125 Cost Distribution Account Assignment Before allocating cost distribution to a Shopping Cart, you must first perform Account Assignment for all accounts to be used in the allocation. This may require you to: Create a New Account Assignment Edit an Existing Account Assignment Delete an Account Assignment ERP Value Search Page Create a New Account Assignment 1. In the Cost Distribution page, click Add Account Assignment: Add Account Assignment The Procurement application displays the Account Assignment page. 2. Click beside the Account Assignment drop-down menu, and: Select an entry, or Type a new entry. 3. Click the Search icon beside the Cost Center text box, and the Procurement application displays a Search Page in which you can search for and select a Cost Center. 4. Click the Next button to move to the next page: Next The Procurement application displays your selected Account Assignment and Cost Center, and text-entry fields for child values. 5. Click the Search icon beside the next child value text box, and the Procurement application displays a Search Page in which you can search for and select another child value. 6. Repeat these steps until you have added all necessary values. 7. When you are finished adding values, click: 126 Procurement Help [Save] to save the new Account Assignment and return to the Cost Cost Distribution Distribution page, or [Cancel] to discard the new Account Assignment and return to the Cost Distribution page. Edit an Existing Account Assignment 1. In the Cost Distribution page, click the Edit Account Assignment icon beside the Account Assignment: The Edit Account Assignment icon The Procurement application displays the Account Assignment page, displaying the selected Account Assignment, and associated values of Cost Center, GLCode and GLCode2. 2. Edit the Account Assignment information using the data entry fields explained in the Create a New Account Assignment Help page. 3. When you are finished editing values, click: [Save] to save the new Account Assignment and return to the Cost Distribution page, or [Cancel] to discard the new Account Assignment and return to the Cost Distribution page. Delete an Account Assignment In the Cost Distribution page, click the Delete icon beside the Account Assignment: The Delete icon The Procurement application deletes the Account Assignment. ERP Value Search Page Use the ERP Search Value page to search for ERP values by ERP ID or by Description: 1. Click beside the Search by text box, and select either ERP ID or Description. 2. Click in the Search <value> values text box, and type a criteria to search by. This can be: To search by ERP ID, you can type any number of text characters followed Item Details 127 Attachments Page by a wild card character. The Procurement application will search for any value beginning with the entry. For example: the entry 4-3* will return the values: 4-3, 4-3a, 4-300, 4-3000 and so on. To search by Description, you can type any combination of text and Wild Card Characters. The Procurement application will search for any value containing the entry. For example: The entry 4-3* will return the values: 4-3, 4-3a, 4-300, 4-3000 and so on. The entry 4*-3* will return the values: 4-3, 42-3a, 421-3, 44-3056 and so on. 3. When you are finished selecting criteria, click: [Search] to search for values, or [Cancel] to cancel the search and return to the Account Assignment page. The Procurement application displays a Results table of all matching values. 4. Click beside the value you want to use. The ERP Value Search page closes. The value you selected is displayed in the Account Assignment page. Attachments Page You can attach any type of file to a document in the Procurement application. The files can be in any format and can contain any additional or required information, such as: purchase justification, mandatory certification, regulatory or licensing information. You may add an attachment to a Shopping Cart or a single item in the Shopping Cart. An attachment is carried though the Procurement workflow and attached to subsequent documents in the workflow, such as Orders or Change Requests, and may be accessed from them. You may also direct an attachment to be forwarded to the supplier, or (at your discretion) distributed to only internal approvers and reviewers. To access attachments to the Shopping Cart: 1. Click on attachments on the Shopping Cart (or Change Request) page to display the Attachments page with a list of files currently attached to the document. 2. On this page you can: 128 Procurement Help Attach a New Attachment to the document, or Modify Attachments by removing or replacing an attached file name or pathname. Attachments Page To access attachments to a single item in the Shopping Cart: 1. Click the Details Action icon beside an item: The Details Action icon The Procurement application displays the Item Details page. 2. Click the Item Attachment tab. The Procurement application displays the Item Attachments page with: Basic Information for the selected item, and A list of files currently attached to the item. 3. On the Item Attachment page you can: Attach a New Attachment to the item, or Modify Attachments by removing or replacing an attached file name or pathname. You must use an external application if you want to Edit Attached File contents. You cannot edit or view the contents of an attached file unless you have the necessary editing software or a viewer installed on your computer. Changes made using the external viewer are not made to the attchment itself. You must save your changes as a separate file and reattach it. 4. When you have finished viewing attachments, click [Close] to return the Shopping Cart Page or Create a Change Request. New Attachment In the Shopping Cart Attachments or Item Attachments page: 1. Click [New] to add a new attachment file. 2. Use the File Name file browser to select a file on your computer (or network) to attach to the item 3. Click the Send to Supplier check box if you want to send a copy of the attached file to the supplier. Leave the check box unchecked, if you want to keep the attachment internal to Item Details 129 Attachments Page your organization. 4. Click in the Type your purpose here text box and type an explanation of why the file is being attached. 5. Click: [Save] to add the attachment to your Shopping Cart (or item.) [Cancel] to exit without attaching a file Modify Attachment In the Shopping Cart Attachments or Item Attachments page: 1. Find the row containing the attachment you want to modify. 2. Click: c. The Edit icon beside an attachment, to replace it with a different file or change the purpose. d. The Delete icon beside an attachment, to remove it: Edit icon. Delete icon. 3. Click: [Save] to complete the change to your document (or item) attachment. [Cancel] to exit without making a change. Edit Attached File If you want to edit an attached file, it must be edited externally and then reattached. In order to view or edit an attached file you must have the necessary editing or viewing software installed on your computer. When creating or editing attachment files outside of the Procurement application, there are limitations regarding: 130 Attachment File Names Attachment File Sizes Procurement Help Attachments Page When a Shopping Cart or item is deleted, the Procurement application also deletes the attached files. Attachment File Names Attachments must have unique names. When preparing a file to be attached to a Shopping Cart, save the file with a name using only lower case letters, numbers, the underscore character (_) or hyphen (-). Do not use include any spaces between characters in file names. Do not use other special characters, such as the hash mark (#). This ensures maximum compatibility across the most commonly used browser versions. Attachment File Sizes The size of the attachment that can be uploaded from the client to the server is controlled by a limit defined in the Advanced Administration Application. If the size of the attachment is larger than the limit, the Procurement application displays an error message. You can attach a different version of the file, or modify the file and re-attach it. Item Details 131 Attachments Page 132 Procurement Help 16 Shopping Cart Status In the Shopping Cart Status Help To view help, click a help topic title in the list in the left-hand frame, or click: Workflow Check Status Shopping Carts List Filter the List Process Map History Log Workflow After you have submitted your Shopping Cart, it is routed through the Procurement application workflow for approval and the creation of Orders to the various suppliers of items in the Shopping Cart. At any time, to view this approval workflow and your Shopping Cart’s progress through it: Before you check out, click Approval Preview in the Shopping Cart Page. After Check Out, click Shopping Cart Status in the Shop Menu, on the Procurement Home Page. After Approval and Review, click Order Status in the Orders Menu, on the Procurement Home Page. Check Status Click Shopping Cart Status in the Shop Menu, on the Procurement Home Page. The Procurement application displays the Shopping Cart Status page, containing the Shopping Carts List. Shopping Cart Status 133 Shopping Carts List This list contains all currently open and submitted Shopping Carts. Depending on your Procurement application role, your may see Shopping Carts for one or more buyers or Buying Organizations, or just your own. In this list you can: View the status of all current Shopping Carts, View the contents of all current Shopping Carts, View the workflow history of all current Shopping Carts, Save a Shopping Cart as a template, Copy a Shopping Cart and use it as a temporary template, Select an un-submitted or un-approved Shopping Cart (with orders not yet created) and edit its contents, Print a Shopping Cart, Delete an Open (un-submitted) Shopping Cart, and Request cancellation of a submitted Shopping Cart. Approvers/Approval Group and Reviewers can also view submitted Shopping Carts awaiting approval, by clicking Approval and Review, in the Approve menu, on the Procurement Home Page. Shopping Carts List 1. Go to the Procurement Home Page. 2. Click Shopping Cart Status in the Shop Menu. The Procurement application displays the Shopping Cart Status page containing: A group of text boxes and menus, used to Filter the List of Shopping Carts, and A Shopping Carts List, containing information about all current Shopping Carts, and actions you can perform on them. The Shopping Carts List has columns, as follows: Click this icon to expand the Shopping Cart and view its contents, prices, and total cost (including tax.) Click to close up the Shopping Cart again and hide its contents. 134 Procurement Help Shopping Carts List Organization Name The Buying Organization to which the creator of this Shopping Cart belongs. If that buyer belongs to more than one Buying Organization, then this shows which Buying Organization the buyer selected in the Choose your Organization drop-down menu before starting this Shopping Cart. Shopping This is the unique identifier assigned to the Shopping Cart when created, unless the buyer chose to name the Shopping Cart. Cart Name Requester This is the name of the buyer who created the Shopping Cart (the real name not a logon ID. For example, Doris Smith, not User28, or DSmth.) Creation Date This is the date on which the Shopping Cart was first created for a new item or from a template. Status The current status of the Shopping Cart, which can be: Action Open, if the buyer has not yet submitted the Shopping Cart. Awaiting Approval, if the total cost exceeds the buyer’s Spending Limit or the item requires Commodity approval. Pending Action, if there are unresolved issues, such as a special request, requiring action from an approver / approval group or administrator. Order Created, if the Shopping Cart satisfies the Procurement application workflow, is approved and Orders have been created. Cancelled by the buyer Rejected by the Approver or Approval Group Click an icon to perform various actions on the selected item. Note: If you mouse-over an icon, the browser displays a tool tip containing a few words explaining the action represented by the icon. If an Action is not available in any situation, its Action icon is not displayed. Actions include: View and edit an un-submitted (Open) or un-approved (Awaiting Approval) Shopping Cart in the Shopping Cart page. Makes a duplicate of this Shopping Cart (with a new unique identifier) which is displayed in the Shopping Cart page, for submission as-is or after making changes to the items and quantities. (This action creates a single copy; it does not create a template from which multiple copies can be made.) Shopping Cart Status 135 Filter the List Prepares a version of the Shopping Cart and displays it for printing. Cancels a submitted (Awaiting Approval or Pending Action) Shopping Cart and removes it from the workflow. Deletes an un-submitted (Open) Shopping Cart. Displays the Shopping Cart History Log of workflow steps and actions. Displays the Shopping Cart Process Map, showing all the workflow steps through which the Shopping Cart has passed with explanations and comments. Makes a duplicate of this Shopping Cart and saves it as a template for your personal use. Every user who has a privilege to create a Shopping Cart can create Personal templates, however Personal templates are only available by the user that created them. Only Shared templates can be viewed by users other than the user that created them Makes a duplicate of this Shopping Cart and saves it as a template for the use of members of your Buying Organization (you must be granted special permission to do this.) Note: The Save as Template icons are not displayed for a Shopping Cart that was created for a Blanket Order Release. Filter the List By default, the list is sorted by Creation Date, with the most recent Shopping Cart at the top of the list. If there are enough Shopping Carts for the list to fill several pages, use the Navigation Controls to move forward and backward through the pages. Use the drop-down menus and text entry boxes, above the list, to reduce and reorder the list, to find the Shopping Cart that interests you: 1. Click in the sort by drop-down menu, and select from: 136 Procurement Help Organization is the Buying Organization to which the creator of this Shopping Cart belongs. If that buyer belongs to more than one Buying Organization, then this shows which Buying Organization the buyer Filter the List selected in the Choose your Organization drop-down menu before starting this Shopping Cart. Shopping Cart Name is the unique identifier assigned to the Shopping Cart when created, unless the buyer chose to name the Shopping Cart. Requester is the name of the buyer who created the Shopping Cart (the real name not a logon ID. For example, Doris Smith, not User28, or DSmth.) Creation Date is established when the Shopping Cart is created. Status of the Shopping Cart, which can be: Open, if the buyer has not yet submitted the Shopping Cart Awaiting Approval, if the total cost exceeds the buyer’s Spending Limit Pending Action, if there are unresolved issues, such as a special request, requiring action from an approver / approval group or administrator. Order Created, if the Shopping Cart satisfies the Procurement application workflow, is approved and Orders have been created Cancelled by the buyer Rejected by the Approver 2. Click in the filter by status drop-down menu, and select from: All Open Awaiting Approval Pending Action Rejected Cancelled Order Created 3. Click in the filter by requester text box, and type the name of the user whose Shopping Carts you want to see. 4. Click in the filter by organization text box, and type the name of a Buying Organization (one of those shown in the Procurement Home Page Organization Menu). Remember that each buyer may be a member of one or more Buying Organizations. In combination, these two filters allow great selectivity. 5. Click [Go]. The Procurement application selects all of the available Shopping Carts that meet your filter selections and re-displays the Shopping Carts List. Shopping Cart Status 137 Process Map Process Map The Process Map shows all steps a document has passed through, or needs to pass through in order to be approved. The Process Map can be found on the Status page. Click [Approval Preview] in the Shopping Cart or Online Form page, or Click the View Approval Map Action icon in any row of the Shopping Carts List or Online Form List: Click to view the Procurement application Process Map, showing all the workflow steps through which the Shopping Cart has passed with explanations and comments. The Status page displays: Basic information identifying the document, A Print icon, allowing you to print the Process Map, The text of any Notes to Approver added to the Shopping Cart or Online Form. A Process Map of Shopping Cart or Online Form approval with the status of each workflow node and comments on any completed nodes. If appropriate, there may also be [Buttons] you can click to: Add an Approver / Approval Group, Add a Reviewer, and [Close] the page and return to your previous task. Note: Approvers may be an individual approver or a member of an approval group. The Process Map can be used to display: A preview of the approval for an Open (un-submitted) Shopping Cart or Online Form with the ability to add an ad hoc Approver / Approval Group or Reviewer to improve the approval process. A preview of the re-approval process required for an Open or Awaiting Approval Shopping Cart that has been edited by the original submitter or an Approver. The current status of a Shopping Cart in process with Pending, or Awaiting Approval Status. The complete history of a Shopping Cart that has been Approved or Rejected. Each node shown in the Process Map contains: 138 Procurement Help A brief explanation of its purpose. Process Map Click on any node, and the Procurement application displays more detailed information in a text box above. Color-coding and icons indicating the actual status of the approval process: Icon Node Color Status Green Approved Yellow Pending Gray Action Suspended Red Rejected Plain The designated Approver/ Approval Group or Reviewer has not yet received the Shopping Cart. Add an Approver / Approval Group 1. Click [Add Approver / Approval Group] The Procurement application displays the Add Approver / Approval Group dialog box. 2. Use the Name Search Page to search for and select the name of the approver or Approval Group you wish to add to the workflow. 3. Click a radio button to place the ad hoc Approver or Approval Group in the workflow, before, after, or in parallel with your designated Approver or Approval Group: Before After Parallel (not an option for ad-hoc approvers) When one button is clicked, the other two are automatically cleared. 4. Click: [Save] to save your selection, or Shopping Cart Status 139 History Log [Cancel] to discard the selection. Add a Reviewer 1. Click [Add Reviewer] The Procurement application displays the Add Reviewer dialog box. 2. Use the Name Search Page to search for and select the name of the approver or approval group you wish to add to the workflow. 3. Click: [Save] to save your selection, or [Cancel] to discard the selection. History Log Click the History Action icon in any row of the Shopping Carts List: to view the Shopping Cart History Log of workflow steps and actions. The Procurement application displays the Shopping Cart History Log, containing a list of all actions taken on the Shopping Cart, with: The buyer’s name, The name of the buyer’s assigned Approver or Approval Group, Ad hoc Approvers or Approval Group, and Reviewers who have been nominated by the buyer or Approver / Approval Group, Higher-level Approvers or Approval Group (if the designated Approver or Approval Group’s Approval Limit was exceeded and approval escalated to a higher level), Automatic routing steps performed by the Procurement application. This is an historical record, so: You cannot change any of the actions recorded here. You cannot cause or request any other actions to be taken on a Shopping Cart Click [Close] to leave the log and return to the Shopping Cart List. If, after reviewing a Shopping Cart History Log, you want to edit, cancel or initiate some other action on a Shopping Cart, you must: 140 Procurement Help Find the Shopping Cart in the Shopping Carts List or the Open Shopping Cart History Log List, Select the Shopping Cart Click the appropriate Action icon. Shopping Cart Status 141 History Log 142 Procurement Help 17 Order Status In the Order Status Help To view help, click a help topic title in the list in the left-hand frame, or click: Order Status Page Orders List Order Contents Filter the List Status Codes Order Shipping Information Tracking Numbers List Order History Order Transaction History Order Detail Order Status Page Approvers/approval groups can click Order Status, in the Procurement Home Page Orders Menu. The Procurement application displays the Order Status page containing: Tabs allowing you to view: Orders List Orders to suppliers (this page is to the front, by default) Create a Change Request Change Requests and Supplier Updates A group of drop-down menus and text boxes, used to Filter the Lists: A list of documents, information about them, and actions you can perform. Order Status 143 Orders List Depending on your system role, your may see documents relevant to one or more Buying Organizations or users. Orders List The Orders tab is selected by default when you first open the Order Status Page. At other times, you can click the Orders tab to: Create a sorted and filtered list of Orders, View the Order buyer, supplier, contents, status and other detail, and Perform actions on an order, such as copy, print, check history or receive some or all of its content. Note: Approvers/Approval Groups and Reviewers can also view submitted Shopping Carts awaiting approval, by clicking Approval and Review, in the Procurement Home Page Orders Menu. The Orders List has columns, as follows: Click this icon to expand the Order and view its contents, prices, and total cost (including tax.) Click to close up the Order again and hide its contents. Organization The Buying Organization to which the creator of the Order (from which this Order was created) belongs. Order A unique identifier assigned to the Order. Number Order Name 144 A combination of the Order's unique identifier and the original Shopping Cart name. Requester The buyer's name. Order Date Date of the buyer's Shopping Cart was approved and Orders created. Cost Total Cost (including taxes). Supplier The name of the supplier Procurement Help Orders List Status The Buyer, Supplier and Transmission Status Codes for the Order. If the status indicates that changes are pending, click the Pending Changes tab to display the Click the appropriate Action icon., with more information and available actions. Action Click an icon to perform various actions on the selected item. Note: If you mouse-over an icon, the browser displays a tool tip containing a few words explaining the action represented by the icon. If an Action is not available in any situation, its Action icon is not displayed. Actions include: Duplicates the contents of this Order and creates a new Shopping Cart. This is displayed in the Shopping Cart page. (This action creates a single copy; it does not create a template from which multiple copies can be made.) Displays details of this Order: Billing and Shipping Addresses, Payment Method, Cost Distribution, and so on, taken from the Shopping Cart and Item Details. Display the Order History Log containing a log of all actions performed on the Order. Set-up a printed report on this Order. Refresh the status information for this Order. Cancel the selected Order. Create a Change Request to adjust this Order. Order Status 145 Filter the List Use Receipt Entry to receive the items in this Order. Display the Receipt History Log for this Order, showing items that have been received from this Order and those that are outstanding. Display the Order Shipping Information page, containing a list of all Advance Ship Notices (ASN) received for items in this Order. You may filter and sort the list, and choose an ASN to view in detail. Manually close the Order. Filter the List The Orders List displays all available Orders. Depending on your system privilege, your may see Orders for one or more Buying Organizations, or just those created from your own Shopping Carts. By default, the list is sorted by Order Date. If there are enough Orders for the list to fill several pages, use the Navigation Controls to move forward and backward through the pages. Use the drop-down menus and text entry boxes, above the list, to reduce and reorder the list, to find the Order that interests you: 1. Click in the sort by drop-down menu, and select from: Organization Order Number Order Name Requester Order Date Supplier Order Status Total 2. Click in the filter by buyer status drop-down menu, and select from: 146 Procurement Help All Accepted By Supplier Filter the List Approved Canceled By Buyer Change Pending Change Rejected Closed By Buyer Emailed to Supplier Faxed to Supplier Invalid Data Order Printed Pending Action Rejected By Supplier Supplier Process Failed Supplier Update Received Waiting for Response 3. Click in the filter by supplier status drop-down menu, and select from: All Accepted Accepted With Changes Canceled Completed New Order No Status Not Accepted Other Prepayment Required Processing 4. Click in the filter by transmission status drop-down menu, and select from: All Being Transmitted Failed to E-mail Failed to Fax Failed to Print Order Status 147 Order Contents Failed at Supplier Invalid Data No Status Ready to Send Retry Sent to E-mail Sent to Fax Sent to MarketSite Sent to Printer Sent to Supplier 5. Click in the filter by order number text box, and type the Order number you want to see. 6. Click in the filter by requester text box, and type the name of any registered buyer. 7. Click in the filter by organization text box, and type the name of a Buying Organization (one of those shown in the Home page Choose your Organization drop-down menu). Remember that each buyer may be a member of one or more Buying Organizations. In combination, these two filters allow great selectivity. 8. Click [Go]. The system selects all of the available Orders that meet your filter selections and re-displays a new list. Order Contents Click at the left-hand side of any row in the Orders List, to expand the Order and view its contents: Click this icon to expand the Order and view its contents, prices, and total cost (including tax.) Click to close up the Order again and hide its contents. The displayed order contents are: 148 Procurement Help Status Codes Item Description Catalog descriptions of the items in the Order. Quantity Quantities ordered. Unit Unit of measurement used for ordering the item, for example, PK is package, CT is carton, EA is each. The item description indicates how many of each item is contained in the unit of measurement. Manufacturer Manufacturer of the item. Part Number The manufacturer's part number for the item. Status Codes In the Orders List, the Procurement application displays for each Order: Buyer Status, Supplier Status, and Transmission Status Some of these statuses, such as Accepted by Supplier, refer to purchasing transactions, and can be used to track routine business items. Others, such as Change Pending, refer to problems delivering ordered goods, and can be used to locate and respond to Change Requests and updates from suppliers. Others, such as Failed to Send, indicate types of system and network problems and should not be required by a normal user. These are normally only used by an Administrator, when troubleshooting problems. In addition to these statuses, the system also assigns a Payment Status and a Receive Status to every Order, but these are not displayed in this list. Buyer Status Accepted by Supplier Approved Cancelled by Buyer Change Pending Completed Failed to Send Invalid Data Order Status 149 Status Codes Other Pending Action Received Rejected by Supplier Waiting for Response Supplier Status Accepted Accepted With Changes Cancelled Completed New Order No Status Not Accepted Prepayment Required Processing Transmission Status 150 Being Transmitted Failed to E-mail Failed to Fax Failed to Print Failed at Supplier Invalid Data Ready to Send Retry Sent to E-mail Sent to Fax Sent to MarketSite Sent to Printer Sent to Supplier Procurement Help Order Shipping Information Order Shipping Information On the Order Status Page page, click the Shipping Information Action icon next to any displayed Order: The Shipping Information Action icon. The Procurement application displays the Order Shipping Information page, containing: Tabs to select the Order Shipping Information page (to the front, by default) or the Tracking Numbers List. A list of Advance Ship Notices (ASN), information about them, and actions you can perform. Depending on your system privilege, your may see ASNs for one or more Buying Organizations. The Order Shipping Information page has non-editable data text boxes and a Results table listing all relevant ASNs, as follows: Order Number Order Date Order Name Supplier Latest Ship Notice Date The Results table has non-editable columns: Advance Ship Notice Number Type - Planned or Actual Issue Date Ship Date Carrier Term of Delivery If there are enough tracking numbers for the list to fill several pages, use the Navigation Controls to move forward and backward through the pages. Click at the left-hand side of any row in the Order Shipping Information page, to expand the ASN and view its contents: Order Status 151 Tracking Numbers List Click this icon to expand the ASN and view its contents. Click to close up the ASN again and hide its contents. The displayed order contents are: Item Description Catalog descriptions of the items in the Order. Manufacturer’s Part Number Quantity Shipped Total Quantity Shipped Ship Unit of Measure At the right-hand side of each row in the table, Action icons indicate other actions you can perform on the selected ASN: Click to display the ASN Detail Pages, containing a summary of the information in the selected ASN. Click to respond to the ASN. When you have finished viewing ASNs, click [Close] to return to the Order Status page. Tracking Numbers List On the Order Status Page page, click the Tracking Numbers Action icon next to any displayed Order: The Shipping Information Action icon. 152 Procurement Help Order History The Procurement application displays the Order Shipping Information page, containing: Tabs to select the Order Shipping Information page (to the front, by default) or the Tracking Numbers List. A list of Advance Ship Notices (ASN), information about them, and actions you can perform. Depending on your system privilege, you may see ASNs for one or more Buying Organizations. Click the Tracking Numbers List tab to view the Order Tracking Numbers page. This page has non-editable data fields and a Results table listing all relevant ASNs, as follows: Order Number Order Date Order Name Supplier Latest Ship Notice Date The Results table has non-editable columns: Advance Ship Notice Number Carrier Tracking Code Tracking Number Carrier Term of Delivery If there are enough tracking numbers for the list to fill several pages, use the Navigation Controls to move forward and backward through the pages. Order History Click the Order History Action icon in any row of the Order Status page: Display the Order History Log containing a log of all actions performed on the Order. Order Status 153 Order Transaction History The Procurement application displays the Order History Log page. This page has two tabs: History Log Transaction History The History Log page displays a log of all actions that have been taken since creation of the Order, and when they were taken by the approver / approval group, administrator or supplier. This is an historical record, so you cannot change any of the actions recorded here. Click [Close] to leave the log and return to the Order Status Page. You cannot cause or request any other actions to be taken on an Order. If, after reviewing an Order History, you want to change, cancel or initiate some other action on an Order, you must: Find the Order in the Order Status Page, Select the Order, and Click the appropriate Action icon. Order Transaction History Click the Order History Action icon in any row of the Order Status page: Display the Order History Log containing a log of all actions performed on the Order. The Procurement application displays the Order History Log page. This page has two tabs: History Log Transaction History The Transaction History page contains a list of all change documents affecting the selected Order. 1. Click in a check box to select one or two text documents. 2. Click: [View Selected Differences], to view the difference between two change documents, or [Compare Selection and Current Order], to view the difference between the selected Order and a single change document. 3. Click [Close] to leave the Transaction History page. 154 Procurement Help Order Detail Order Detail Click the Order Details Action Icon beside any Order on the Order Status Page: The Details Action icon The Procurement application displays the Order Details page, containing, for the selected Order: Basic Order and Shopping Cart information Status Codes: Buyer, Supplier and Transmission Description of the item, cost, quantity ordered and shipped Supplier comments This is an historical record, so: You cannot change any of the actions recorded here, and You cannot cause or request any other actions to be taken on an Order. Click [Close] to leave the Order Details page and return to the Order Status page. If, after reviewing Order Detail, you want to change, cancel or initiate some other action on an Order, you must: Find the Order in the Order Status Page page Select the Order Click the appropriate Action icon. Order Status 155 Order Detail 156 Procurement Help 18 Change Request In the Change Request Help Change Orders, or Requests, are documents that contain changes to an Order that is initiated by the buyer, while a Supplier Update contains changes to an Order and is initiated by the supplier. To view help, click a help topic title in the list in the left-hand frame, or click: Create a Change Request View Pending Changes List Edit a Change Request Add Items to a Change Request Delete a Change Request Internal Change Requests Respond to a Supplier Update View Supplier Update Details Compare Documents Cancel an Order Create a Change Request To make a change to a currently pending Order: 1. From the Procurement Home page, click the Order Status link. The Order Status Page displays a list of all Orders to suppliers that are accessible to you. 2. Sort or filter the list of Orders, if necessary, to find a specific Order. 3. Select the Request a Change icon from the Actions column. Change Request 157 View Pending Changes List Request a Change icon. 4. You can update the Order by changing the: Quantity of an item, or Price of an item (only if Services Procurement is enabled, or if the item is a Special Request item) An Order requesting a Service, rather than a catalog item, contains an estimated price that may not reflect the actual cost, thereby requiring an update to the final Service Order. See Edit Price to change the Expected Unit Price. 5. Click the Update Total button to reflect any adjustments in price, or click the View Differences button for a side-by-side comparison of the current Order and your Change Request, and then click Close. 6. Click Submit to continue with the Change Request. A pop-up messages confirms that your Change Request was sucessfully submitted. 7. Click OK. You are returned to the Order Status page. View Pending Changes List 1. From the Procurement Home page, click the Order Status link. 2. Select the Pending Changes tab. A list of currently pending Change Requests and Supplier Updates displays. Depending on your Procurement application privilege, you may see documents for one or more Buying Organizations. The Change Request and Supplier Update List contains the following: 158 Table Column Description Organization Buying Organization name. Procurement Help View Pending Changes List Document Type Which may be: Change Request - a change requested or originated by the buyer Cancel Request - a request for cancellation requested or originated by the buyer Supplier Update - a change requested or originated by the supplier Reference Number Number of the Request or Update. Associated Order Number The identifier of the Order from which this document originated. Associated Order Name The name of the Order from which this document originated. Associated Order Requester The buyer’s name. Date Date of document creation. Total Total cost (including taxes) of the Order after proposed changes. Supplier The supplier’s name. Status Which may be: Actions Approved Invalid Data Open Pending Buyer response Pending Supplier Response Response Received Supplier Process Failed Click an icon to perform various actions on the selected item. Note: If you mouse-over an icon, the browser displays a tool tip containing a few words explaining the action represented by the icon. If an Action is not available in any situation, its Action icon is not displayed. Icons You can complete the following Actions by clicking on these icons from the Change Request and Supplier Update List page: Change Request 159 View Pending Changes List Edit Change Request Click this icon in a Pending Changes list to open a current Change Request, view its contents, and if necessary, edit the information. Delete Change Request View Approval Map Use this icon to view the workflow approval process set up for a Change Request or Supplier Update document. Print Use this icon to set up a printed report for this document. Respond to Update Use this icon to respond to a Supplier Update. View Differences Use this icon to compare this change document with the original Order. View Order History Use this icon to display the Order History Log, which contains a log of all actions performed on the Order. Filter the Change Request and Supplier Update List The Change Request and Supplier Update List page displays all available change documents. By default, the list is sorted by the date of the most recent Change Request or Supplier Update. If there are enough Orders for the list to fill several pages, use the Navigation Controls to move forward and backward through the pages. To sort or filter the list and return a more refined list of pending changes: 1. From the Change Request and Supplier Update List page, use the drop-down menus and text-entry fields above the list to: a. Select values from the sort by, filter by change request status, or filter by document type drop-down menus, or b. Click in the: filter by associated order number, filter by reference number, filter by associated order requester, filter by organization, and/or filter by 160 Procurement Help Edit a Change Request associated order name text boxes, and enter the appropriate filtering information. Remember that each buyer may be a member of one or more Buying Organizations. In combination, these two filters allow great selectivity. 2. Click Go. Procurement selects all of the available change documents that meet your filter selections and refreshes with a new list. Edit a Change Request You can edit a Change Request in the following ways: Change the Quantity of an item Add Comments Add Attachments View or Delete Attachments Change Header Details Add an Approver View Item Details/Item Attachments Edit Cost Distribution Or, you can View Estimated Tax Details If the Services Procurement feature is enabled (see Setup Feature Registration), you may also: Edit Price Add Items to a Change Request Choose whether or not to send the Change Request to the Supplier. See Internal Change Requests for more information. To edit an existing Change Request: 1. From the Procurement Home page, click the Order Status link. 2. Select the Pending Changes tab. The Change Request and Supplier Update page displays. 3. Sort or filter the Change Request and Supplier Update list, if necessary, to find a specific Change Request. 4. For the desired Change Request, click the Edit Change Request icon in the corresponding Actions column. The Edit Change Request page displays. Change Request 161 Edit a Change Request 5. Make any necessary edits. 6. Click Update Total to reflect any differences in quantity or price, if applicable. 7. Click Submit. A pop-up messages confirms that your Change Request was sucessfully submitted. 8. Click OK. You are returned to the Change Request and Supplier Update List page. Add Attachments Attachments may be used to assist approvers as the Change Request moves through workflow, or in some cases, convey pertinent information to a supplier. These attachments are at the header level. You can also attach documents to a specific item in the View Item Details/Item Attachments section. To attach a document to your Change Request: 1. From the Edit Change Request page, click the attachments hyperlink. The Attachments page displays. 2. Click New to add an attachment. The New Attachment page opens. 3. Enter a file name or click Browse to access your files. Select the file you wish to include with the Change Request. 4. Services Procurement Only - If you check the “Send to Supplier” checkbox, the attachment will be sent to the supplier only if the Change Request is going to be sent to the Supplier. 5. Type the purpose of the attachment in the text field. 6. Click Save to add the attachment or Cancel to return to the Attachments page. View or Delete Attachments To see a list of documents attached to a Change Request, or to remove an attachment from a Change Request: 1. From the Edit Change Request page, click the attachments hyperlink. The Attachments page displays a list of any currently attached documents. 2. Click Delete All to remove all the attachments, or click the Delete icon for an attachment to remove a specific attachment, from the Change Request. A pop-up window opens to confirm your choice. 3. Click OK to confirm the deletion. 4. Click Close to return to the Edit Change Request page. 162 Procurement Help Edit a Change Request Change Header Details To change header details such as your billing or shipping address, contact details or payment method: 1. From the Edit Change Request page, click the header details hyperlink. The Change Request Header Details page displays with the most recent information for the Order or Change Request. 2. Make any necessary changes to: Change Bill to Address or Ship to Address Information Use the Search icon next to the Bill to Address or Ship to Address fields to search for a company name, address, or contact. A secondary window opens a Bill To Search page or the Ship To Search page displays and you can search for and select a company to populate the Bill to or Ship to Address fields. Change the F.O.B. destination Type the F.O.B. (Free On Board) destination for shipping charges in the F.O.B. text box. Change the Payment Method Select a payment method from the Payment Method drop-down menu. 3. Click: Save - to save your changes in the Change Request for submission to the supplier Cancel - to leave the Header Details page, without making any changes Reset - to reset all of the details to their last-saved values. Add an Approver To add an additional approver to the Change Request: 1. From the Edit Change Request page, click the approval preview hyperlink. The Approval Preview page displays with details about the Change Order and an Approval map. 2. Click Add an Approver. A secondary window opens to search for an approval group or an individual approver. 3. Enter a name, partial name, or an asterisk (*) to search for the approval group or approver, and click Search. 4. Click the Select icon in the Actions column for the Approver you wish to add. A pop-up window opens to confirm your choice. Change Request 163 Edit a Change Request 5. Click OK to add the approver. 6. Click Close. View Item Details/Item Attachments 1. From the Edit Change Request page, click the Item Details icon next to the appropriate item. The Item Details page displays. 2. You can edit this page as follows: Request a delivery date Enter Comments Enter Shipping Instructions Select the Delivery Method Enter any Special Instructions Specify whether the item is taxable and, Enter the tax percentage For all fields, you can choose to apply these changes to all items in the Change Request by checking the “Apply to All Items” checkbox. If left unchecked, the change applies only to this item. 3. Click Save to save your changes, Reset to clear all fields, or Cancel to return to the Edit Change Request page. 4. To view item attachments, select the Item Attachments tab. The Item Attachments page lists any documents attached to an item. 5. To view Cost Distribution for the item, select the Item Cost Distribution tab. Add an Item Attachment 1. From the Item Details page, select the Item Attachments tab. The Item Attachments page lists any documents attached to an item. 2. Click New to open the New Item Attachments page. 3. Enter a file name or click Browse to access your files. Select the file you wish to include with the Change Request. 4. Services Procurement Only - If you check the “Send to Supplier” checkbox, the attachment will be sent to the supplier only if the Change Request is going to be sent to the Supplier. 5. Click Save to add the attachment, or Cancel to return to the Item Attachments page. 164 Procurement Help Edit a Change Request Delete Item Attachments 1. From the Item Details page, select the Item Attachments tab. The Item Attachments page displays. 2. Click Delete All to remove all the attachments, or click the Delete icon next to an attachment to remove it from that item. A pop-up window opens to confirm your choice. 3. Click OK to confirm the deletion. Edit Cost Distribution By default, the cost center(s) for all items in a Change Request are the same as the cost centers used by the Shopping Cart at the time the Order was created. When adding new items to a Change Request (see Add Items to a Change Request), the application defaults to a single cost center and you may need to edit the cost distribution. There are no defaults if you are using the Flexible UI Method. You can change the cost centers for each item in a Change Request if Cost Distribution is configured as editable in Procurement Administration for your buying organization. If Cost Distribution is not editable for your organization, you will not see the Item Cost Distribution tab when editing Item Details or Item Attachments. To assign cost distribution for an item on a Change Request with multiple items: 1. From the Edit Change Request page, click the Item Details icon next to the appropriate item. The Item Details page displays. 2. Select the Item Cost Distribution tab. The Item Cost Distribution tab displays the basic information for the selected item and the Total of all allocations between cost centers, which must equal 100%. 3. Select whether this cost distribution will apply to this item only or to all items in the Change Request: Click the checkbox for “Apply Percentage Distribution to All Items in the Change Request” if you want to apply this cost distribution to all items in the Change Request. Leave the check box unchecked if you want to apply this cost distribution to just one item. 4. To adjust the cost distribution, follow the instructions in the appropriate sections: Default Method or Flexible UI Method. 5. Click Save to save the new Cost Distribution or Cancel to return to the Edit Change Request 165 Edit a Change Request Change Request page without saving any changes. If the Total of all allocations does not equal 100%, the Procurement application displays an error message and continues to display the Cost Distribution page, so that you can make the correct allocation changes. Default Method The default method (used by the Procurement application standard configuration) for selecting cost distribution is as follows: 1. Click the Search icon to the right of the Cost Center text box. The Cost Center Search page displays in a secondary window. 2. Search for a cost center, or enter an asterisk (*) to return a list of all available cost centers. Click the Select Action icon to add the Cost Center. The Procurement application displays the selected cost center and updates the Allocated Totals field. The Unallocated Totals field displays the remaining values. 3. Enter either: Percentage, Quantity, or Amount values. When you enter the value in any one of these text boxes, the other text boxes are automatically calculated. 4. You may choose to select the Distribute Evenly or Recalculate button: Click Distribute Evenly to evenly distribute the values across all input cost centers. You do not need to enter values into the Percentage, Quantity or Amount text fields. Click Recalculate to recalculate all the fields. You can also do this by pressing the Tab key on your keyboard. 5. Verify the Allocated Totals equals 100%. If it does not equal 100% the values are red. 6. You may click the Clear icon to remove an unnecessary Cost Center from your list. Clear This icon removes the Cost Center from the Distribution Preferences. 7. Click Save to save the new Cost Distribution or Cancel to return to the Edit Change Request page without saving any changes. If the Total of all allocations does not equal 100%, the Procurement application displays an error message and continues to display the Cost Distribution page, so that you can make the correct allocation changes. 166 Procurement Help Edit a Change Request Flexible UI Method In this configuration, you assign cost allocation to a Change Request and its contents by: 1. Selecting an assigned account (see Account Assignment). 2. Allocating a percentage, quantity, or amount of the cost to that account. 3. Repeat steps 1 and 2 until the total of all allocated percentages equals 100%. 4. Save the cost allocation. Before allocating cost distribution to a Change Request, you must first perform Item Cost Allocation for all accounts to be used in the allocation. Item Cost Allocation To assign cost allocation: 1. Click the Item Cost Distribution tab. The Procurement application displays the Item Cost Distribution page showing item information, and the Total of all distribution preferences made, which must equal 100% before you may save the cost allocation and exit the page. For each account currently assigned to the Buying Organization, you may: Click to edit assigned account. Click to delete the assigned account. Click Add Account Assignment to add a new account to the item. 2. Enter either the Percentage (a whole number between 1 and 100, or a decimal), Quantity, or Amount values and click Enter. When you enter the value in any one of these text boxes, the other text boxes are automatically calculated. The application calculates the values in the Allocated Totals text box. 3. You may choose to select the Distribute Evenly or Recalculate button: Click Distribute Evenly to evenly distribute the values across all input cost centers. You do not need to enter values into the Percentage, Quantity or Amount text fields. Change Request 167 Edit a Change Request Click Recalculate to recalculate all the fields. You can also do this by pressing the Tab key on your keyboard. 4. Click Save to save the new Cost Distribution or Cancel to return to the Edit Change Request page without saving any changes. If the Total allocation does not equal 100%, the Allocated Totals is in red and an error message appears. The Cost Distribution page continues to be displayed, so that you can make necessary allocation changes. Account Assignment Before allocating cost distribution to a Change Request, you must first perform Account Assignment for all accounts to be used in the allocation. This may require you to: Create a New Account Assignment Edit an Existing Account Assignment Delete an Account Assignment Search for ERP Values Create a New Account Assignment 1. In the Item Cost Distribution page, click Add Account Assignment: Add Account Assignment The Account Assignment page displays. 2. Click beside the Account Assignment drop-down menu, and: Select an entry, or Type a new entry. 3. Click the Search icon beside the Cost Center text box, and the Procurement application displays a Cost Center Search page in which you can search for and Select a Cost Center. 4. Click the Next button to move to the next page: Next 168 Procurement Help Edit a Change Request Your selected Account Assignment and Cost Center, as well as text-entry fields for child values, are displayed. 5. Click the Search icon beside the next child value text box, and search for and select another child value. 6. Repeat these steps until you have added all necessary values. 7. When you are finished adding values, click Save to save the new Account Assignment or Cancel to discard the Account Assignment and return to the Item Cost Distribution page. Edit an Existing Account Assignment 1. In the Item Cost Distribution page, click the Edit Account Assignment icon beside the Account Assignment: Edit Account Assignment icon The Account Assignment page displays the selected Account Assignment, and associated values of Cost Center, GLCode, and GLCode2. 2. Edit the Account Assignment information using the data entry fields explained in the Create a New Account Assignment Help page. 3. When you are finished editing values, click Save to save the new Account Assignment or Cancel to discard the Account Assignment and return to the Item Cost Distribution page. Delete an Account Assignment In the Item Cost Distribution page, click the Delete icon beside the Account Assignment: The Delete icon The Procurement application deletes the Account Assignment. Search for ERP Values Use the ERP Search Value page to search for ERP values by ERP ID or by Description: 1. Click beside the Search by text box, and select either ERP ID or Description. 2. Click in the Search <value> values text box, and type a criteria to search by. Change Request 169 Edit a Change Request This can be: To search by ERP ID, you can type any number of text characters followed by a wild card character. The Procurement application will search for any value beginning with the entry. For example: the entry 4-3* will return the values: 4-3, 4-3a, 4-300, 4-3000 and so on. To search by Description, you can type any combination of text and Wild Card Characters. The Procurement application will search for any value containing the entry. For example: The entry 4-3* will return the values: 4-3, 4-3a, 4-300, 4-3000 and so on. The entry 4*-3* will return the values: 4-3, 42-3a, 421-3, 44-3056 and so on. 3. When you are finished selecting criteria, click: Search to search for values, or Cancel to cancel the search and return to the Account Assignment page. The Procurement application displays a Results table of all matching values. 4. Click beside the value you want to use. 5. The ERP Value Search page closes. The value you selected is displayed in the Account Assignment page. View Estimated Tax Details For any Order or Change Request, the application lists: Subtotal (Currency) 170 Procurement Help The total cost of all quantities of all items in the Order, expressed in the currency used by your Buying Organization. The actual price may vary from this if the supplier uses a different currency or if you are able to take advantage of tiered pricing. Edit a Change Request Estimated Tax (Currency) The estimated tax due on all items in the Order, expressed in the currency used by your Buying Organization. Click on Estimated Tax (Currency) link to display tax details. Total (Currency) The amount due, expressed in the currency used by your Buying Organization. This price may be adjusted after submission, if you are able to take advantage of tiered pricing. If the total price changes, the Procurement application compares the amount with your Spending Limit and, if this is exceeded, the Shopping Cart is routed to an Approver/Approval Group. To view the estimated tax details: 1. From the Edit Change Request page, click the Estimated Tax link at the bottom of your Change Request. The Estimated Tax Details page displays. You can view the: Tax Payment Method Tax Type Tax Jurisdiction Tax Category Tax Rate Estimated Tax Amount Any error codes or warnings created by the Tax Engine used to estimate the tax due This is for your information only. If you need to change any of these values, you must contact the Procurement Administrator. 2. Click Close. Edit Price This applies only to those organizations with the Services Procurement feature enabled and authorized for use. In Services Procurement, you can change the price of an item in a Change Request if you have the Change Request - Edit Expected Unit Price privilege and if your buying organization is configured in such a way that prices are editable. Change Request 171 Add Items to a Change Request To edit the price, the Expected Unit Price column must be an editable text field. To its left, the Unit Price column contains the original catalog price so that you can view any price differences. 1. From the Edit Change Request page, click in the Expected Unit Price (Currency) field. 2. Enter the revised price. 3. Click the Update Total button to reflect new pricing totals. 4. Make any other edits and click Submit. Add Items to a Change Request This applies only to those organizations with the Services Procurement feature enabled and authorized for use. Use the Special Request tab on the Edit Change Request page to add an item to your Change Request. Adding an item to a Change Request eventually adds the item to the Order, after the Change Request is approved. You may: Add a Special Request Item, Edit a Special Request Item or, Cancel or Restore a Special Request Item Icons Click to search for the name of a likely manufacurer for your special request item. Use to view Item Details Cancel Item icon - Cancels the item from the Change Request Edit Special Request icon - Use to edit the details of the Special Request item(s) on your Change Request Restore Cancelled Item icon - Once you cancel an item from the Change Request, you can restore it using this icon. 172 Procurement Help Add Items to a Change Request Add a Special Request Item 1. From the Procurement Home page, click the Order Status link. 2. Select the Pending Changes tab. The Change Request and Supplier Update page displays. 3. Sort or filter the Change Request and Supplier Update list, if necessary, to find a specific Change Request. 4. For the desired Change Request, click the Edit Change Request icon in the corresponding Actions column. The Edit Change Request page displays. 5. Select the Special Request tab. The Special Request form displays. 6. Enter the quantity of the item you want to purchase in the Quantity text box. Use whole numbers, using 0 through 9 only. Note: You may enter decimal or fractional amounts, and this information will be used when resolving your special request into a specific item and quantity. For example, to request a fractional Blanket Order Release. 7. Select a Unit of Measure (UOM) from the available UOMs in the drop-down menu. 8. Type your best estimate of the unit price in the Unit Price text box using the Change Request currency. 9. Type a part number in the Supplier Part Number box. If you do not know the supplier part number, leave this field empty. 10. Select a Manufacturer: a. Click the Search icon to the right of the Manufacturer field. The Manufacturer Search page displays. b. Search for the likely manufacturer of the item you want to buy and click Select. 11. Select the Commodity type for the item in the Commodity drop-down menu. 12. Type a description of the item you want to buy in the Item Description text box. You must enter a description, and it is helpful to be as detailed as possible. 13. Click Add to add the item, or Reset to cancel and clear the fields. If you have entered all the correct information, the item is added to the Change Request and is visible on the Change Request tab. After the Change Request is routed through the approval process, the item will be added to the associated Purchase or Service Order. Change Request 173 Delete a Change Request Edit a Special Request Item To edit an existing Special Request item: 1. From the Edit Change Request page, click the Edit Special Request icon next to the item you wish to edit. The Special Request form containing the previously entered information displays. 2. Edit the information as needed. 3. Click Save to save the changes or Cancel to return to the Edit Change Request page. The Price can also be changed in the Expected Unit Price column on the Change Request tab. Cancel or Restore a Special Request Item If, while you are still on the Edit Change Request page, you decide not to add your item to the Change Request, you can: 1. Click the Cancel Item icon in the Actions column for the item you wish to cancel. The application crosses out the Special Request item on your Change Request, although it remains visible in the list of items. All icons are replaced with the Restore Cancelled Item icon. 2. To undo the item cancellation, click the Restore Cancelled Item icon. The page refreshes and the item is re-listed as before. After either action, you may also click the Update Total button to update pricing information. 3. Click Submit to submit your changes. Delete a Change Request 1. From the Procurement Home page, click the Order Status link. 2. Select the Pending Changes tab. The Change Request and Supplier Update page displays. 3. Sort or filter the Change Request and Supplier Update list, if necessary, to find a specific Change Request. 4. Select the Delete Change Request icon in the Actions column for the Change Request you would like to cancel. A pop-up message appears to confirm your choice. 5. Click OK or Cancel. 174 Procurement Help Internal Change Requests The Change Request is cancelled and removed from the Change Request and Supplier Update list. Internal Change Requests This applies only to those organizations with the Services Procurement feature enabled and authorized for use. Internal Change Requests are Change Requests initiated by the buyer that will not be sent to the supplier. This provides a way to immediately update an Order, unless a Workflow is in place that first requires internal approvals. Without the back-and-forth transaction with the supplier to confirm changes to an order, a budget manager can be made aware of changes to a previously approved Order much faster. A Change Request becomes internal once a checkbox labeled “Submit to Supplier” is unchecked on the Edit Change Request page. This checkbox is never visible to users who are not using the Services Procurement functionality. The checkbox is visible and/or editable to Services Procurement users as determined by the configuration of their system, and their supplier’s system. Internal Change Requests are allowed, or not allowed, depending upon the following conditions: Checkbox editable? Checkbox Default is: User has privilege to Create Change Requests User has privilege to Create Internal Change Requests Order status allows Change Requests to be created Order status allows Internal Change Requests to be created Supplier supports Change Requests? Not visible Checked Yes No Yes Yes or No Yes Not visible Unchecked No Yes Yes or No Yes Yes or No Yes Checked Yes Yes Yes Yes Yes No Unchecked Yes Yes Yes Yes No No Unchecked Yes Yes No Yes Yes or No For example, if an Order has a status of “accepted by supplier”, and the user has privileges to create both internal and external Change Requests, and the supplier is configured to accept Change Requests, the “Send to Supplier” checkbox will be checked by default, and the user must uncheck it to keep the change internal. Change Request 175 Respond to a Supplier Update Hoewever, if the system and users have all the correct flags and privileges, but the supplier is not configured to accept Change Requests, the checkbox will appear unchecked and read-only. In this scenario, the Change Request is automatically internal because the user has the correct privileges to request a change, but the request cannot be sent externally because the supplier cannot accept it. Send Change Request to Supplier If you are able to see and edit the “Send to Supplier” checkbox on the Edit Change Request page, you can choose whether or not to send the Change Request to the Supplier. Checking the “Send to Supplier” checkbox means that the Change Request will be sent to the Supplier, as well as to any internal Approvers. Unchecking the “Send to Supplier” checkbox means that the Change Request will only route internally, and your Order will be updated once the Change Request is approved. If you can see the checkbox, but are unable to edit it, the Change Request will be sent to the Supplier if it is checked by default. See the matrix in Internal Change Requests for reasons why the “Send to Supplier” checkbox may or may not default to a certain behavior. Respond to a Supplier Update 1. From the Procurement Home page, click the Order Status link. 2. Select the Pending Changes tab. The Change Request and Supplier Update page displays. 3. Sort or filter the Change Request and Supplier Update list, if necessary, to find a specific Supplier Update. 4. For the desired Supplier Update, click the Respond to Update icon in the Actions column. Respond to Update icon The Procurement application displays the Respond to Supplier Update page containing: 176 Procurement Help Non-editable Order and Shopping Cart information: Order Name Order Number Respond to a Supplier Update Organization Supplier Requester Order Date Current Order Total Supplier Update Status Details: Order status Payment status (if applicable) Shipping status (if applicable) Ship Date Item Information: Supplier Comments Item Description -- Click the hyperlink to see more details about the item. Order Quantity Unit of measure Manufacturer name Part Number Unit Price (currency) Expected Unit Price (currency) Cost Information: Subtotal (currency) Estimated Tax (currency) Total (currency) 5. Based on the changes proposed by the Supplier, you may choose to: Close - Click Close to leave the Respond to Supplier Update page and return to the Create a Change Request, without taking any action. Accept - Click Accept to accept the changes proposed by the supplier and return to the Create a Change Request. Reject - Click “Reject Update by Requesting a Change” to reject the proposed change and propose alternative action on the Create a Change Request. Cancel Order - Click Cancel Order to reject the proposed change and Cancel an Order. Compare Documents - Click View Difference to compare the difference Change Request 177 View Supplier Update Details between the Order and the terms proposed in the Supplier Update. View Supplier Update Details 1. From the Procurement Home page, click the Order Status link. 2. Select the Pending Changes tab. The Change Request and Supplier Update page displays. 3. Sort or filter the Change Request and Supplier Update list, if necessary, to find a specific Supplier Update. 4. For the desired Supplier Update, click the Details icon in the Actions column. Details icon The Supplier Update Details page displays, containing: 178 Procurement Help Non-editable Order and Shopping Cart information: Order Name Order Number Organization Supplier Requester Order Date Current Order Total Supplier Update Status Details: Order status Payment status (if applicable) Shipping status (if applicable) Ship Date Item Information: Supplier Comments Item Description -- Click the hyperlink to see more details about the item. Order Quantity Unit of measure Compare Documents Manufacturer name Part Number Unit Price (currency) Expected Unit Price (currency) Cost Information: Subtotal (currency) Estimated Tax (currency) Total (currency) Based on the changes proposed by the supplier, you may choose to: Close - Click Close to leave the Respond to Supplier Update page and return to the Create a Change Request, without taking any action. Accept - Click Accept to accept the changes proposed by the supplier and return to the Create a Change Request. Reject - Click “Reject Update by Requesting a Change” to reject the proposed change and propose alternative action on the Create a Change Request. Cancel Order - Click Cancel Order to reject the proposed change and Cancel an Order. Compare Documents - Click View Difference to compare the difference between the Order and the terms proposed in the Supplier Update. Compare Documents Click the View Differences icon to compare Orders with Change Requests or Supplier Updates: View Differences icon The Order Change Document Differences page shows the differences (in editable fields only) between: An Order and a change document, for example: An Order and a Change Request An Order and a Supplier Update Two change documents, for example: Change Request 179 Cancel an Order A Supplier Update and a Change Request issued in response to it A Change Request and a later Change request (both referring to the same Order.) For each document, the Procurement application also displays: The issuing party’s name The issuing party’s action (to create the document) Any Issuing Party’s comments You cannot change any information on this page, or initiate any actions here. After viewing the comparison, click Close to return to your original page. Cancel an Order 1. From the Procurement Home page, click the Order Status link. The Order Status Page displays a list of all Orders to Suppliers that are accessible to you. 2. Sort or filter the list of Orders, if necessary, to find a specific Order. 3. For the Order you wish to Cancel, select the Cancel icon from the Actions column. The Cancel Action icon The Cancel Order page displays with Order items and details crossed out, indicating that they are to be cancelled. 4. Click in the Enter Comments text box and type any information or instructions for the supplier. 5. Click Submit. The Order is cancelled, along with any follow-up documents, such as Change Requests and Supplier Updates. To keep the order: 6. Click Close. The page is closed without canceling the Order. Any comments you may have typed are discarded. 180 Procurement Help 19 Advance Ship Notice In the ASN Help To view help, click a help topic title in the list in the left-hand frame, or click: Shipping Notification ASN List Filter the List ASN Detail Pages ASN Tracking Details ASN Material Details ASN Package Details ASN Transport Details Shipping Notification The ASN is not used directly by the Procurement application workflow. It is a transfer of helpful information between the supplier and buyer. An ASN can contain: The shipping date, The quantity and description of goods in the shipment, The number, type of packages, contents and identifiers, and The carrier used and carrier-specific tracking identification. The Supplier has the option to send: An ASN containing planned shipment information, on receipt (and acceptance) of an order An ASN containing actual shipment information, when goods are actually Advance Ship Notice 181 Shipping Notification shipped Both, or Neither The user can: View a List of Available ASNs, and Select to View an ASN in Detail. You are not required to acknowledge receipt of an ASN. If you want to respond to an ASN or request shipping changes, you may send a reply to the supplier by Email (outside of the Procurement application.) View a List of Available ASNs 1. Click Advance Ship Notice in the Procurement Home Page Orders Menu. The Procurement application displays the Advance Ship Notice page containing the ASN List of all current Advance Ship Notices. You may filter and sort the list, and choose an Advance Ship Notice to view in detail. Or 2. On the Order Status List page, click the View Order Shipping Information icon. The Procurement application displays the Order Shipping Information page, containing a list of all Advance Ship Notices received for items in the selected Order. You may filter and sort the list, and choose an Advance Ship Notice to view in detail. View an ASN in Detail 1. Click beside any Advance Ship Notice displayed in the list (on the Order Shipping Information page or ASN List page.) The Procurement application displays the Advance Ship Notice Detail page, containing a summary of the information in the selected Advance Ship Notice. By default, the ASN Detail Pages Summary page is displayed in front. 2. Click the tabs on the Detail page to see additional pages containing detailed information: 182 Procurement Help ASN Tracking Details, ASN Material Details, ASN Package Details, and ASN Transport Details. ASN List ASN List The Advance Ship Notice List page displays all available Advance Ship Notices. Depending on your Procurement application privilege, your may see Advance Ship Notices for one or more Buying Organizations. By default, the list is sorted by Issue Date. If there are enough Advance Ship Notices for the list to fill several pages, use the Navigation Controls to move forward and backward through the pages. Use the drop-down menus and text entry boxes, above the list, to Filter the List, and find the Advance Ship Notice that interests you. The Advance Ship Notice List has columns, as follows: Type Which can be: Actual An Advance Ship Notice sent after shipment and containing known information. Planned An Advance Ship Notice sent before shipment and containing expected information. Advance Identification number Ship Notice Number Supplier Supplier name Status Which can be: Current An Advance Ship Notice for a shipment that has not yet been received Received An Advance Ship Notice containing items that have already been received Issue Date Issue Date of the Advance Ship Notice Ship Date Actual or estimated Carrier Freight carrier name Terms of Delivery Terms, such as COD (Cash on Delivery) Advance Ship Notice 183 Filter the List Action Click an icon to perform various actions on the selected item. Note: If you mouse-over an icon, the browser displays a tool tip containing a few words explaining the action represented by the icon. If an Action is not available in any situation, its Action icon is not displayed. Actions include: to view the ASN Detail Pages Filter the List By default, the ASN List is sorted by Issue Date. Use the drop-down menus and text entry boxes, above the list, to reduce the list, and find the Advance Ship Notice that interests you: 1. Click in the filter by type drop-down menu, and select from: All Display all Advance Ship Notices. Actual Display only Advance Ship Notices sent after shipment and containing known information. Planned Display only Advance Ship Notices sent before shipment and containing expected information. 2. Click in the filter by status drop-down menu, and select from: Current Display Advance Ship Notices for shipments that have not yet been received. Received Display Advance Ship Notices containing items that have already been received. 3. Click in the filter by carrier text box, and type the name of a carrier. 4. Click in the filter by supplier text box, and type the name of a supplier. 184 Procurement Help ASN Detail Pages 5. Click to select a filter by radio button: issue date ship date When one is selected, the other is automatically de-selected. 6. In the From menus, select (or type) an earliest date for Advance Ship Notices to be displayed. 7. In the To menus, select (or type) a latest date for Advance Ship Notices to be displayed. 8. Click [Go]. The Procurement application selects all of the available Advance Ship Notices that meet your filter selections and re-displays a new list. ASN Detail Pages The Advance Ship Notice Detail pages can display all of the data contained in an Advance Ship Notice selected from the list of Advance Ship Notices on the Advance Ship Notice List or Order Shipping Information page. At the top of each page are tabs. By default, the Summary tab is displayed in front. Click another tab to display a different Detail page: Tracking - the ASN Tracking Details page Material - the ASN Material Details page Package - the ASN Package Details page Transport - the ASN Transport Details page Click Summary, to re-display the ASN Detail Pages Summary page. When you have finished viewing Detail pages, click [Close] to return to the ASN List page or the Order Shipping Information page. The Advance Ship Notice Summary page, contains panels labeled: General Total Weights & Measures Notes Information in the Advance Ship Notice Detail pages is for your information only. It cannot be edited or communicated back to the supplier. If you want to comment or respond to any information in the Advance Ship Notice Detail pages, you must contact the supplier, outside of the Procurement application, using E-mail or telephone. Advance Ship Notice 185 ASN Detail Pages General The General panel has non-editable data fields, as follows: Advance Ship Notice Number Type Which can be: Actual An Advance Ship Notice sent after shipment and containing known information Planned An Advance Ship Notice sent before shipment and containing expected information Purpose Code Which can be: Original Cancellation Replacement Status Which can be: Current Received Issue Date ASN issue date Ship to Your address (as specified in your Shopping Cart or Order) Supplier Supplier name Ship Date and Time Shown in both the supplier’s and buyer’s time zones Reference Number Identification Terms of Delivery Code Ship from Suppliers shipping address Total The Total panel has non-editable data fields, as follows: 186 Shipping Cost Miscellaneous Charges Procurement Help ASN Tracking Details Tax Category Tax Type Tax Total Weights & Measures The Weights & Measures panel has six non-editable data fields, as follows: Total Packages number of packages Total Gross Weight of packaging and contents Total Net Weight of contents only Net Net Weight Tare Weight Weight Gross Volume used for shipping cost calculation Notes The Notes panel has non-editable data fields, as follows: General comments Special Handling instructions acknowledgement ASN Tracking Details The Advance Ship Notice Detail pages can display all of the data contained in an Advance Ship Notice selected from the list of Advance Ship Notices on the Advance Ship Notice List or Order Shipping Information page. At the top of each page are tabs. By default, the Summary tab is displayed in front. Click another tab to display a different Detail page: Material - the ASN Material Details page Package - the ASN Package Details page Transport - the ASN Transport Details page Summary - the ASN Detail Pages Summary page When you have finished viewing Detail pages, click [Close] to return to the ASN List page or the Order Shipping Information page. Advance Ship Notice 187 ASN Tracking Details The Tracking Number Detail page has non-editable data text boxes and a results table listing all carriers and their tracking numbers, as follows: Advance Ship Notice Number Type Which can be: Actual An Advance Ship Notice sent after shipment and containing known information Planned An Advance Ship Notice sent before shipment and containing expected information Purpose Code Which can be: Original Cancellation Replacement Status Which can be: Current Received Issue Date ASN issue date Ship to Your address (as specified in your Shopping Cart or Order) Supplier Supplier name Ship Date and Time Shown in both the supplier’s and buyer’s time zones The table has columns of non-editable data: Order Number Carrier name Tracking Code document type Tracking Number If there are enough tracking numbers for the list to fill several pages, use the Navigation Controls to move forward and backward through the pages. 188 Procurement Help ASN Material Details ASN Material Details The Advance Ship Notice Detail pages can display all of the data contained in an Advance Ship Notice selected from the list of Advance Ship Notices on the Advance Ship Notice List or Order Shipping Information page. At the top of each page are tabs. By default, the Summary tab is displayed in front. Click another tab to display a different Detail page: Tracking - the ASN Tracking Details page Package - the ASN Package Details page Transport - the ASN Transport Details page Summary - the ASN Detail Pages Summary page When you have finished viewing Detail pages, click [Close] to return to the ASN List page or the Order Shipping Information page. The Material Detail page has non-editable data fields and a results table of shipment contents, as follows: Advance Ship Notice Number Type Which can be: Actual An Advance Ship Notice sent after shipment and containing known information Planned An Advance Ship Notice sent before shipment and containing expected information Purpose Code Which can be: Original Cancellation Replacement Status Which can be: Current Received Issue Date ASN issue date Ship to Your address (as specified in your Shopping Cart or Order) Advance Ship Notice 189 ASN Material Details Supplier Supplier name Ship Date and Time Shown in both the supplier’s and buyer’s time zones The table has columns of non-editable data: Order Number Automatically sequenced identifier Click this icon to expand the Order and view its contents: Item Description Quantity Shipped Total Quantity Shipped to Date Hazard Code Hazard Packaging Code Package Description Destination Location Estimated Arrival Date Actual Arrival Date Click to close up the Order again and hide its contents. Order Name Optionally customizable identifier Order Date Date of the order Partial Order Code which can be: Complete Partial 190 Procurement Help ASN Package Details Action Click an icon to perform various actions on the selected item. Note: If you mouse-over an icon, the browser displays a tool tip containing a few words explaining the action represented by the icon. If an Action is not available in any situation, its Action icon is not displayed. Actions include: Display the Order Shipping Information page, containing a list of all Advance Ship Notices (ASN) received for items in this Order. You may filter and sort the list, and choose another ASN to view in detail. If there are enough Orders for the list to fill several pages, use the Navigation Controls to move forward and backward through the pages. ASN Package Details The Advance Ship Notice Detail pages can display all of the data contained in an Advance Ship Notice selected from the list of Advance Ship Notices on the Advance Ship Notice List or Order Shipping Information page. At the top of each page are tabs. By default, the Summary tab is displayed in front. Click another tab to display a different Detail page: Tracking - the ASN Tracking Details page Material - the ASN Material Details page Transport - the ASN Transport Details page Summary - the ASN Detail Pages Summary page When you have finished viewing Detail pages, click [Close] to return to the ASN List page or the Order Shipping Information page. The Packaging Detail page has non-editable data fields and a results table listing all packages included in the shipment, as follows: Advance Ship Notice 191 ASN Package Details Advance Ship Notice Number Type Which can be: Actual An Advance Ship Notice sent after shipment and containing known information Planned An Advance Ship Notice sent before shipment and containing expected information Purpose Code Status Which can be: Original Cancellation Replacement Which can be: Current Received Issue Date ASN issue date Ship to Your address (as specified in your Shopping Cart or Order). Supplier Supplier date Ship Date and Time Shown in both the supplier’s and buyer’s time zones. The table has non-editable columns of non-editable data: Package Description Click this icon to expand the Package Description, and view: 192 Procurement Help Document Category Document Type Document Title ASN Transport Details Click to close up the Package Description again and hide its contents. Container Count Number of containers Upper Level Container Count Number of container groups Special Handling Note Comments and explanations Hazard Packaging Code Safety and Hazard codes Returnable Container Part Number Identification number If there are enough Orders for the list to fill several pages, use the Navigation Controls to move forward and backward through the pages. ASN Transport Details The Advance Ship Notice Detail pages can display all of the data contained in an Advance Ship Notice selected from the list of Advance Ship Notices on the Advance Ship Notice List or Order Shipping Information page. At the top of each page are tabs. By default, the Summary tab is displayed in front. Click another tab to display a different Detail page: Tracking - the ASN Tracking Details page Material - the ASN Material Details page Package - the ASN Package Details page Summary - the ASN Detail Pages Summary page When you have finished viewing Detail pages, click [Close] to return to the ASN List page or the Order Shipping Information page. The Transport Detail page has non-editable data fields and a results table listing all transportation modes and documents, as follows: Advance Ship Notice 193 ASN Transport Details Advance Ship Notice Number Type Which can be: Actual An Advance Ship Notice sent after shipment and containing known information Planned An Advance Ship Notice sent before shipment and containing expected information Purpose Code Status Which can be: Original Cancellation Replacement Which can be: Current Received Issue Date ASN issue date Ship to Your address (as specified in your Shopping Cart or Order). Supplier Supplier name Ship Date and Time Shown in both the supplier’s and buyer’s time zones. The table has non- editable columns of data: Carrier Equipment ID Equipment Notes Seal Number Seal Issuer Seal Status which can be: 194 Intact Missing Other (with explanation) Procurement Help Respond to ASN If there are enough Orders for the list to fill several pages, use the Navigation Controls to move forward and backward through the pages. Respond to ASN Information in the Advance Ship Notice Detail pages is for your information only. It cannot be edited or communicated back to the supplier. If you want to comment or respond to any information in the Advance Ship Notice Detail pages, you must contact the supplier, outside of the Procurement application, using E-mail, Fax or telephone. Advance Ship Notice 195 Respond to ASN 196 Procurement Help 20 Confirm Goods Received In the Desktop Receiving Help To view help, click a help topic title in the list in the left-hand frame, or click: Desktop Receiving Receiving List Filter the List Receipt Entry Receipt History Log Desktop Receiving In the Procurement application, you can use Desktop Receiving to acknowledge receipt of goods after comparing the following: Items in the shipment, Contents of the Packing Slip accompanying the shipment Contents of an Advance Ship Notice that preceded the shipment, Contents of the Shopping Cart and Orders that originated the purchase. Desktop Receiving assumes that shipments go directly to the buyer who ordered the items, although receiving procedures may vary between organizations. Receiving may involve a combination of: Dock receiving, Dock distribution, and Desktop receiving. The Procurement application handles only the desktop receiving version of this process, in which shipments may pass through the dock, but are not actually received at the dock. Confirm Goods Received 197 Receiving List Organizations that have existing dock receiving and dock distribution processes, and receive products on the dock, may regard desktop receiving as optional. If you are responsible for Desktop Receiving: 1. Click Confirm Goods Received in the Procurement Home Page Orders Menu. The Procurement application displays the Receiving List page with a list of Orders with items ready to be received. You can click on the Receive Action icon to begin receiving: Click this icon to Receive the items in this Order. If an Order does not yet contain any receivable items: It does not appear in the Receiving List. It is displayed in the Order Status page, but does not have a Receive Action icon beside it. Note: You may also go directly to Desktop Receiving by clicking the Receive Action icon in the Orders List page. Note: Administrators can prevent overreceiving with the “PreventOverReceiving” setting in Advanced Administration Organization Settings. Overreceiving occurs when a user enters receipt quantities that are greater than quantities listed on the Order. If this setting is enabled, the Procurement application will display a message explaining that the quantity of items received cannot exceed the expected quantity in the Order. The user must modify the Order by creating a Change Request before receiving can be completed. Receiving List Click Confirm Goods Received in the Procurement Home Page Orders Menu. The Procurement application displays the Receiving List page with a list of Orders with items ready to be received. Depending on your Procurement application role, you may see Orders for one or more Buying Organizations. By default, the list is sorted by Order Date, with the most recent Order at the top of the list. If there are enough Orders for the list to fill several pages, use the Navigation Controls to move forward and backward through the pages. Use the drop-down menus and text entry boxes, above the list, to Filter the List, and find the Order that interests you. 198 Procurement Help Receiving List The Order List has columns, as follows: Click this icon to expand the Order and view its contents: Supplier Part Number Item Description Manufacturer name Order Quantity Quantity Received so far and processed through Desktop Receiving. Click to close up the Order again and hide its contents. Organization The Buying Organization to which the creator of the Shopping Cart (from which this Order was created) belongs. Order Number A unique identifier assigned to the Order. Requester The full name of the buyer who created the Shopping Cart from which this order was created. Order Date Date on which the buyer’s Shopping Cart was approved and Orders created. Supplier The name of the supplier. Order Status The Buyer Status code for the Order. Receiving Status The Receiving status for items in the for the Order which may be: None Partial Complete Confirm Goods Received 199 Filter the List Actions Icons indicating actions you can perform on the Order. Note: If you mouse-over an icon, the browser displays a tool tip containing a few words explaining the action represented by the icon. If an Action is not available in any situation, its Action icon is not displayed. Actions include: View the Receipt Entry page, to receive items from this order. View this Order’s Receipt History Log page containing a log of all items received, with shipping details and dates. Filter the List By default, the list is sorted by Order Date. Use the drop-down menus and text entry boxes, above the list, to reduce and reorder the list, to find the Order that interests you: 1. Click in the sort by drop-down menu, and select from: Organization Order Number Requester Order Date Supplier Order Status Receiving Status 2. Click in the filter by order number text box, and type the number of the order you want to receive. 3. Click in the filter by Receiving status drop-down menu, and select from: 200 Procurement Help All None/Partial Receipt Entry None Partial Complete 4. Click in the filter by user text box, and type the name of any registered buyer. 5. Click in the filter by organization text box, and type the name of a Buying Organization (one of those shown in the Procurement Home Page Organization Menu). Remember that each buyer may be a member of one or more Buying Organizations. In combination, these two filters allow great selectivity. 6. Click [Go]. The Procurement application selects all of the available Orders that have items to be received, and also meet your other filter selections, and re-displays a new list. Receipt Entry Click the Receive Action icon beside an order in: The Receiving List, or The Order Status page. Click this icon to Receive the items in this Order. Note: If an Order does not yet contain any receivable items: It does not appear in the Receiving List. It is displayed in the Order Status page, but does not have a Receive Action icon beside it. This read-only icon indicates that the item has been fully received and this item is complete. The Procurement application displays the Receipt Entry page, containing: Basic Order Information Shipment Information and data entry form Confirm Goods Received 201 Receipt Entry Quantity, Descriptions and other Item Details A Data Entry Form for reporting date, quantities and condition of items received. Order Information For every order in the Receipt Entry, the Procurement application displays: Order Number Organization name Supplier name Delivery Attention contact This information is not editable. Shipment Information Obtain the necessary information from the documentation that accompanied the shipment and shipping documentation. Then: 1. Click in the Date Received menus and select (or type) a month, day and year receipt of the shipment. 2. Click in the Carrier text box, and type the name of the carrier who delivered the shipment. 3. Click in the Freight Bill # text box, and type the carrier’s waybill number. 4. Click in the Carton Count text box, and type the number of containers received in the shipment. 5. Click in the Packing Slip # text box, and type the carrier’s packing slip number. 6. Click in the Comment text box, and type (at the insertion point, to a maximum of 2000 characters and spaces) any comments relevant to the entire shipment or Order. Item Details For each item in the Order, the Procurement application displays: Quantity Ordered Received to Date Quantity Item Description Supplier Part Number This information is not editable. 202 Procurement Help Receipt History Log Data Entry Form If this shipment contains all outstanding items for the Order, click [Receive All]. If all items in this shipment have already been received, a Complete icon is displayed below the Status drop-down menu: Receiving for this order is complete. No more items may be received. Otherwise, if this is a partial shipment, and for each item received: 1. Click in the Received Quantity text box, and type the number of items in the current shipment. 2. Click in the Packing Slip Quantity text box, and type the number of items reported on the packing slip received with the shipment. 3. Click in the Status drop-down menu and select from: OK Goods Damaged Pkg Damaged Poor Quality Wrong Item Substitute Item Overage Wrong Location 4. Click in the Comment text box, and type (at the insertion point, to a maximum of 2000 characters and spaces) any comments relevant to this item. 5. Click [Submit] to save your information and leave the form. Or, click [Cancel] to leave the page without making any changes. Receipt History Log Click beside any order in the: Receiving List page, or Order Status Page. The Procurement application displays the Receipt History Log page, containing: Confirm Goods Received 203 Receipt History Log Basic Order Information A Receipt List of every receipt of items in this Order Order Information The Procurement application displays: Order Number Organization Name Supplier Name Receiving Status, which can be: All None/Partial None Partial Complete After viewing the Receipt History Log page, click: [Close] to close this page. [Print] to set-up a printed report of the information on this page. Receipt List Each row in the Receipt List represents one receipt of items in the order. For each receipt, the columns display: 204 Procurement Help Receipt History Log Click this icon to expand the Order and view its contents: Item Number Description Ordered Quantity Received Quantity in this shipment Packing Slip Quantity reported for this shipment Status of the items in the shipment, which may be: OK Goods Damaged Pkg Damaged Poor Quality Wrong item Substitute Item Overage Wrong Location Comments relevant to this shipment Click to close up the Order again and hide its contents. Receipt Number The number of the receipt for the order (1 is the first, 2 is the second, and so on.) Date Received The date of the receipt. Received By The full name of the user who reported the receipt. Packing Slip Number The identifying number of the supplier’s packing slip. Carrier The name of the carrier delivering the shipment. Freight Bill # The identifying number of the carrier’s packing slip. Carton Count The number of cartons or containers received. Comments Any comments relevant to this receipt. Confirm Goods Received 205 Receipt History Log This is historic information. It cannot be edited. After viewing the Receipt History Log page, click: 206 [Close] to close this page. [Print] to set-up a printed report of the information on this page. Procurement Help 21 New Blanket Order In the New Blanket Order Help To view help, click a help topic title in the list in the left-hand frame, or click: Catalog Views Blanket Order Authorize Organizations Approval Preview Manage Items Catalog Views 1. Go to the Procurement application Procurement Home Page. 2. Click New Blanket Order in the Procurement Home Page Manage Purchasing Menu. The Procurement application displays the New Blanket Order page containing a list of all Suppliers’ Catalog Views from which you may create a new Blanket Order. Each Catalog View is a limited version of a single supplier’s Procurement application catalog, containing only the limited number of products for which your Buying Organization has a Blanket Order purchasing contract with the Supplier. For each Catalog View, the Procurement application displays: Catalog You cannot modify or rename a Catalog View. View Name Catalog View Description The description supplied by the administrator who created the Catalog View. Supplier The name of the Supplier supporting this catalog view. New Blanket Order 207 Blanket Order Action Click an icon to perform various actions on the selected item. Note: If you mouse-over an icon, the browser displays a tool tip containing a few words explaining the action represented by the icon. If an Action is not available in any situation, its Action icon is not displayed. Actions include: Click to select the Catalog View from which you want to create a Blanket Order. The Procurement application displays the Blanket Order page for the selected Catalog View. 3. If there are enough items for the list to fill several pages, use the Navigation Controls to move forward and backward through the pages. 4. To reduce the number of templates displayed, click in one the text boxes, above the list, and type all or part of (with Wild Card Characters) a preferred: catalog view name catalog view description (a maximum of 255 characters) supplier name Blanket Order When you are creating a New Blanket Order, you may click the Select Action icon, in the Catalog Views list: Click to select the Catalog View from which you want to create a Blanket Order. When you are editing an Existing Blanket Order, you may click the Edit Action icon, in the Blanket Order List page: Click to edit the Blanket Order. 208 Procurement Help Blanket Order In either case, the Procurement application displays the Blanket Order page for the Blanket Order. This page is divided into data display and entry panels for: Catalog View, Contract, General Information Date Ranges Currency Amounts E-mail Notification, and Notes It also contains hyperlinks and buttons to: View the Authorize Organizations page (this link is only displayed when creating a New Blanket Order, not editing), View an Approval Preview, Add items from the catalog to the Manage Items, [Save] your new Blanket Order for later additions, and return to the Catalog Views page, [Submit] your new Blanket Order for Approval and Review, and return to the Catalog Views page. Catalog View This panel contains the non-editable information for the selected: Catalog View Name Catalog View Description Supplier name Contract This panel contains only the Number Free-form Text Entry box. You must enter the supplier contract number, under which the Blanket Order is to be made. Click in the Number text box, and type a contract identifier (up to 35 characters of text and numbers). General Information Click in the Free-form Text Entry boxes and Drop-down Menus, and specify, select or edit conditions for your new Blanket Order: New Blanket Order 209 Blanket Order Name For a New Blanket Order, click in this text box, and type a unique identifying name for the Blanket Order. Number For a New Blanket Order, click in this text box, and type a unique identifying number for the Blanket Order. See the documentation for your organization regarding Blanket Order naming and numbering rules. For an Existing Blanket Order, the Blanket Order Name and Number are displayed for your information only. You cannot change them. Type Click in the drop-down menu and select from the list of available Blanket Order Types. By default, these are: Asset No Receipt Required Other Receipt Required Blanket Order Type names may be modified in the Advanced Administration application’s Codes section. Description Click in this text box, and type a few words (up to 100 characters) of description for the Blanket Order. Allow Catalog Search Click in this check box to indicate that the buyer can Search the Catalog and add items to a Blanket Order Release. If this is checked, the Catalog Search tab is displayed in the Shop page when creating a Blanket Order Release. 210 Procurement Help Blanket Order Allow Special Request Click in this check box to indicate that the buyer can add a Special Request to a Blanket Order Release. If this is checked, the Special Request tab is displayed in the Shop page when creating a Blanket Order Release. Allow Round Trip Click in this check box to indicate that the buyer can make a RoundTrip and add items to a Blanket Order Release. If this is checked, the RoundTrip tab is displayed in the Shop page when creating a Blanket Order Release. New Blanket Order 211 Blanket Order Date Ranges Begin Date For a New Blanket Order, click in the drop-down menus and select a date for the Blanket Order to begin operation. This must not be a date earlier than today (it can be today’s date or a date in the future). For an Existing Blanket Order, this box contains the original Begin Date. If that date is in the future, you may use the drop-down menus to change it to a different future date. If the Begin Date is already passed, the text box cannot be edited. End Date and End Date Enforcement Click in the drop-down menus and select a date for the Blanket Order to expire. This must be a date in the future and later than the Begin Date. The creator of the Blanket Order can specify this End Date threshold. From the End Date Enforcement drop-down box, choose one of the following thresholds: High - Deny All Activities Beyond End Date If selected, no release activities beyond End Date is allowed. Medium - Only Allow Change Requests and Order Responses Beyond End Date - If selected, only Change Request and Order Responses are allowed beyond End Date. None- Allow All Release Activities Beyond End Date - All release activities are allowed beyond End Date. Currency Amounts 212 Currency Code Click in the drop-down menus and select a currency code to be associated with the Blanket Order. Maximum Amount per Release Enter the total maximum monetary amount that can be released in each Blanket Order Release. The creator of the Blanket Order can specify this threshold. By default, a 0 (zero) is in this field, which signifies that there is no Maximum Release Amount placed on each Release. Procurement Help Blanket Order Maximum Amount Per Release Enforcement From the drop-down box, choose one of the following thresholds: High - Deny All Activities Beyond Limit - If selected, no release activities may be above the specified Maximum Amount per Release. Medium - Only Allow Change Requests and Order Responses Beyond Limit - If selected, only Change Request and Order Responses may exceed the specified Maximum Amount per Release. None- Allow All Release Activities Beyond Limit - All releases, Orders, Change Requests, and Order Responses may exceed the specified Maximum Amount per Release. Blanket Order Total Amount Enter a Total Amount for the Blanket Order not to exceed. The creator of the Blanket Order can specify this Total Amount threshold. By default, a 0 (zero) is in this field, which signifies that there is no amount placed on each Release. Total Blanket Order Amount Enforcement From the drop-down box, choose one of the following thresholds: High - Deny All Activities Beyond Limit - If selected, no release activities may cause the specified Total Amount to be exceeded. Medium - Only Allow Change Requests and Order Responses Beyond Limit - If selected, only Change Request and Order Responses may cause the specified Total Amount to be exceeded. None- Allow All Release Activities Beyond Limit - All releases, Orders, Change Requests, and Order Responses may cause the specified Total Amount to be exceeded. E-mail Notification Click in the text boxes and menu to setup the method for notification of Blanket Order activity: New Blanket Order 213 Authorize Organizations User Name Click the Search icon and use the Search Page to locate the name of a user to receive notifications. Alternatively, you may click the Clear icon to clear the User Name and enter a new one. If left blank, no E-mail notifications, of any kind, are sent. Notify For Releases Beyond End Date When User Name is specified and this box is checked, an email notification is sent for every release submitted beyond this end date. This applies only to submissions of releases. Notify When Maximum Amount Per Release is Exceeded When User Name is specified and this box is checked, an email notification is sent for releases and Change Requests that cause this release amount threshold to be exceeded. Notify When Total Blanket Order Amount is Exceeded. When User Name is specified and this box is checked, an email notification is sent for releases and Change Requests that cause this release amount threshold to be exceeded. Notify Prior to Blanket Order End Date When Number of Days to prior Blanket Order end date are specified, an E-mail notification is sent. Number of Days Click in this text box, and type the number of days prior to Blanket Order expiration that an E-mail notification should be sent. If left blank, no notification of expiration is sent. Notes You may click in this text box, and type any optional notes or comments. Authorize Organizations Use this page to specify which Buying Organizations have access to the Blanket Order. The user must select each specific Buying Organization which may have access to the Blanket Order. The Authorize Organizations page displays: Basic Information about the Blanket Order, Buttons and icons to Add Authorization: 214 Procurement Help To An Organization, and Authorize Organizations To All Child Organizations of that Organization Buttons and icons to Unauthorize: An Organization, All Child Organizations of that Organization, or All Organizations A list of Buying Organizations currently authorized to access the Blanket Order. If the list of organizations has several pages, use the Navigation Controls to move forward and back. When you have completed authorizing Buying Organizations, click [Close] to save the authorization and return to the Blanket Order page. Basic Information This panel displays: The Blanket Order Name, The Blanket Order Number, The Contract Number, and The Supplier name. This is for information only. It cannot be edited. Add Authorization To add authorization: To An Organization To add authorization for a single Buying Organization: 1. Click [Authorize Organization], above the list of Authorized Organizations. The Procurement application displays the Organization Search Page. 2. Click in the Organization Name text box, and type all or part of a Buying Organization name, or Wild Card Characters, and click [Search]. The Procurement application displays a list of matching Buying Organizations. 3. Click the Authorize Action icon beside an Organization Name: Authorize the Buying Organization to access the Blanket Order. New Blanket Order 215 Authorize Organizations The Procurement application re-displays the Authorize Organizations page, with your selected Buying Organization added to the list. To All Child Organizations To add authorization for all of the child organizations of an authorized Buying Organization: 1. Find the appropriate parent Buying Organization in the Authorized Organizations list. 2. Click the Authorize all child Organizations Action icon to the right of the parent Buying organization: Add all of the Child Organizations of this Buying Organization to the Authorized Organization list. The Procurement application adds all child organizations of the selected organization to the list of authorized organizations and displays a confirmation message box. Unauthorize To unauthorize: An Organization To remove authorization for a single Buying Organization: 1. Find the appropriate Buying Organization in the Authorized Organizations list. 2. Click the Delete Action icon to the right of the Buying organization: Remove this Buying Organization from the Authorized Organization list. The Procurement application removes the Buying Organization from the Authorized Organizations list and displays a confirmation message box. All Child Organizations To remove authorization from all of the child organizations of an authorized Buying Organization: 1. Find the appropriate parent Buying Organization in the Authorized Organizations list. 2. Click the Unauthorize all child Organizations Action icon to the right of the 216 Procurement Help Approval Preview parent Buying organization: Unauthorize all the child organizations of this Buying Organization from the Authorized Organization list. The Procurement application removes all child organizations of the selected organization from the list of authorized organizations and displays a confirmation message box. All Organizations To remove all Buying Organization from the Authorized Organizations list, click [Unauthorize All Organizations], above the list of Authorized Organizations. The Procurement application displays a confirmation message box and removes all Buying Organizations from the list. Approval Preview Click [Approval Preview] to see the Procurement application workflow needed to approve your Blanket Order. The Procurement application displays the Blanket Order Preview Map containing: An Approval List showing workflow nodes, responsible approvers/approval groups, and other comments, Buttons to Add an Approver / Approval Group or Add a Reviewer. Note: Approvers may be an individual approver or a member of an approval group. Manage Items Click [Manage Items] in the Blanket Order page to view the Blanket Order Item List page. On this page you can: Create a list of items that are available for purchase in a New Blanket Order, or Edit the list of items that are available for purchase in an Existing Blanket Order. The page has tabs for: The Item List page (which by default is to the front), and The Search Catalog page. The Item List page displays: New Blanket Order 217 Manage Items Basic Information about the Blanket Order, A [Delete All] button, to remove all items from the Item List, A [Close] button, to save any changes and return to the Blanket Order page, and A list of all items that have been specified to be available in the Blanket Order: Unit The unit of measurement (UOM) for this item. For example, PK is package, CT is carton, EA is each. The Item Description includes an explanation of how many of each item is contained in the Unit of measurement. Item Description This short description is a hyperlink. Click on it to view a longer Item Description, and other information such as pictures, technical drawings, animations, web page links, and so on. Action Click an icon to perform various actions on the selected item. Note: If you mouse-over an icon, the browser displays a tool tip containing a few words explaining the action represented by the icon. If an Action is not available in any situation, its Action icon is not displayed. Actions include: Remove a selected item from your Blanket Order. Manufacturer Manufacturer name Supplier Part Number Supplier part number Unit Price (Currency) The unit price of the item expressed in the currency used by your Buying Organization. The actual price may vary from this if the supplier uses a different currency or if you are able to take advantage of tiered pricing. If the list of items has several pages, use the Navigation Controls to move forward and back. 218 Procurement Help Manage Items Search Catalog Click the Search Catalog tab to display a page on which you can: Search the Catalog, or Browse the Catalog This page functions in the same manner as Search Catalog on The Shop Page with some small differences: Searching or browsing is limited to supplier specified in the Blanket Order page. The Quantity column is not displayed. The only Action icon displayed is: Add the item to the Blanket Order Item List. New Blanket Order 219 Manage Items 220 Procurement Help 22 Existing Blanket Order In the Existing Blanket Order Help To view help, click a help topic title in the list in the left-hand frame, or click: Blanket Order List Filter the List History Release History Blanket Order List 1. Go to the Procurement application Procurement Home Page. 2. Click Existing Blanket Order in the Procurement Home Page Manage Purchasing Menu. The Procurement application displays the Existing Blanket Order page containing a Blanket Order List of all current Blanket Orders and available actions. 3. Use the text boxes and drop-down menus above the Blanket Order List to sort and Filter the List. 4. If there are enough Blanket Orders for the list to fill several pages, use the Navigation Controls to move forward and backward through the pages. For each Blanket Order, the list displays: Existing Blanket Order 221 Blanket Order List Click this icon to expand the Blanket Order and view its contents: For the Blanket Order: Amount Used (Currency) Number of Releases Last Release Date Begin Date End Date and for each item in the Blanket Order: Item Description Unit of Measure Unit Price (Currency) Manufacturer Supplier Part Number Click to close up the Blanket Order again and hide its contents. Blanket Order Number Blanket Order Number Blanket Order Name Blanket Order Name Requester Requester name Blanket Order Description Blanket Order Description Contract Number Contract Number Supplier Supplier name Status Which can be: Active Awaiting approval Cancelled Inactive Open Rejected 222 Procurement Help Blanket Order List Action Click an icon to perform various actions on the selected item. Note: If you mouse-over an icon, the browser displays a tool tip containing a few words explaining the action represented by the icon. If an Action is not available in any situation, its Action icon is not displayed. Actions include: To select a Blanket Order and display its details in the Blanket Order page, in order to view or edit the details or Manage Items of the Blanket Order. To delete a Blanket Order, if its Begin Date is later than today’s date. The Blanket Order will not become active. To cancel a Blanket Order, if its Begin Date has already passed. The Blanket Order is deactivated and permanently removed from the Procurement application. To de-activate a Blanket Order and make it temporarily unavailable in the Procurement application. To re-activate a Blanket Order and make it available to users of the Procurement application. To display the Authorize Organizations page where you can add or remove authorization for a Buying Organization to access the Blanket Order. To make a copy of the Blanket Order that you can use as a template to create a new Blanket Order. To view the Blanket Order History and Release History pages. Existing Blanket Order 223 Filter the List Filter the List At the top of the Blanket Orders page work area, there are drop-down menus and text entry boxes. You can use these to define, sort, and filter the list: 1. To filter by status, click in the status drop-down menu and select from: All Active Awaiting approval Cancelled Inactive Open Rejected 2. To filter by the Blanket Order creator’s user name, click in the filter by creator text box, and type the user name of a Procurement application user. 3. To display only Blanket Orders created for a single supplier, click in the filter by supplier text box, and type the name of a supplier recognized by the Procurement application. 4. To sort the filtered list of Blanket Orders, click in the sort by drop-down menu and select from: Blanket Order Name Blanket Order Number Contract Number Requester Supplier 5. Click [Go]. The results are re-displayed, filtered and sorted alpha-numerically according to the selected criteria. History Click the View History Action icon on the Blanket Order List page to view the Blanket Order History page: 224 Procurement Help Release History To view the Blanket Order History and Release History pages. The page has tabs for: The History page (which by default is to the front), and The Release History page. The History page displays: Basic Information about the Blanket Order, A log of all activities involving the Blanket Order since creation and the names of users involved, The types of activities logged include: Create Approval Awaiting Approval Rejection Cancel Delete Activate In-activate This is for information only. You cannot edit or query the log, and A [Close] button, to return to the Blanket Order List page. Release History 1. Click the View History Action icon on the Blanket Order List page to view the Blanket Order History page: To view the Blanket Order History and Release History pages. 2. Click the Release History tab. The Procurement application displays the Release History page, containing: Existing Blanket Order 225 Release History Basic Information about the Blanket Order, A list of all releases against the selected Blanket Order, and A [Close] button, to return to the Blanket Order List page. If there are enough Blanket Orders for the list to fill several pages, use the Navigation Controls to move forward and backward through the pages. The list contains, for each release: Click this icon to expand the Blanket Order and view its contents: For each item in the Blanket Order: Item Description Release Quantity Unit of measure Unit Price (Currency) Manufacturer Supplier Part Number Click to close up the Blanket Order again and hide its contents. 226 Release Number Sequence number of releases from the Blanket Order. Order Number Issue number of the order sent to the supplier. Order Name Identifier given to of the order sent to the supplier. Requester User name of the buyer requesting the Blanket Order Release. Order Date Date on which the Release was approved and an order created for the supplier. Cost (Currency) Total cost for the release. Procurement Help Release History Action Click an icon to perform various actions on the selected item. Note: If you mouse-over an icon, the browser displays a tool tip containing a few words explaining the action represented by the icon. If an Action is not available in any situation, its Action icon is not displayed. Actions include: To make a copy of the Blanket Order Release that you can use as a template to create a new Blanket Order Release. To set-up a printable copy of the Release. Use Receipt Entry to receive the items in this Order. Display the Receipt History Log for this Order, showing items that have been received from this Order and those that are outstanding. Existing Blanket Order 227 Release History 228 Procurement Help 23 Approval and Review In the Approval and Review Help To view help, click a help topic title in the list in the left-hand frame, or click: Approval Workflow Approval Preview Approval Inbox Approval List Approve with Changes Review List Workflow History History Log View Differences Approval Workflow The Procurement application automatically checks submitted Shopping Carts, Blanket Orders, Blanket Order Releases and Online Forms, using: The buyer’s User Profile, The rules of the buyer’s Buying Organization, The Blanket Order Details and authorizations, or The workflow rules and approval responsibilities for the Online Form. It then: Creates Orders for valid Shopping Carts, and dispatches them to the selected suppliers, and Routes Shopping Carts that require attention to an Approver page for resolution, or Approval and Review 229 Approval Preview Routes the Online Form to the appropriate Approver / Approval Group and internal department for the requested action. The most common reasons that Shopping Carts are routed to an Approver are: A Non-sourced Special Request item for which no supplier (or a nonauthorized supplier) is specified is included in the Shopping Cart, The dollar total for the Shopping Cart exceeds the Spending Limit for the submitting user, or An Approval-flagged Commodity is included which requires approval regardless of the buyer’s Spending Limit. The submitting user is not authorized to create an Order (i.e. has a Spending Limit of zero.) After submission, but before all workflow processes have been completed, the buyer or any approver may make further changes to the Shopping Cart contents, by: Changing quantities of items, Selecting alternative items, or Selecting an item from the catalog to meet a buyer’s Special Request. When this happens, an new version of the workflow routing is automatically created, so that: New approval steps are added, and Completed workflow steps can be repeated for changed items or quantities. Approval Preview Before Check Out, a buyer can click on approval preview on the Shopping Cart Page to display the Status page containing the Process Map for their Shopping Cart or Blanket Order Release. This map shows each of the workflow steps through which the document must pass in order to be approved so that Orders can be created to suppliers. This information is for information only. It cannot be edited. The only action the buyer can take on this page is to: Add an Approver / Approval Group Select an additional approver or approval group to assist the approval process. Add a Reviewer Add the name of a person who will not have authority to approve the document, but who needs to know about, or may be able to comment on the proposed purchases. 230 Procurement Help Approval Inbox When the buyer has viewed the information, they can click [Close] to return to the page they accessed it from. Approval Inbox To begin approval: 1. Go to the Procurement Home Page. 2. In the Approve and Review Menu, click Approval Inbox. The Procurement application displays the Approval Inbox with the Approval List tab to the front, containing a list of all documents awaiting approval. You may click the Review List tab, to display a list of documents awaiting review. Approval List 1. Click the Approval List tab, in the Approval Inbox page. The Procurement application displays the Approval Inbox page with the Approval List to the front, containing a list of documents awaiting approval, which may be: Shopping Cart, Blanket Order, Blanket Order Release, Online Form and so on. 2. Use the drop-down menus, above the list, in the Approval Inbox, to sort and filter the list and the Navigation Controls to navigate the list. 3. Click [Go]. The Procurement application re-displays the Approval List containing your selected types of document, appropriately sorted. 4. Find the row containing the document that interests you. 5. Use the Contents icons to expand and examine the contents of the document and the Action icons to view the reason why the document was referred for approval, and take other actions. For every document, the list shows: Approval and Review 231 Approval List Click this icon to expand the document and view: Items, Quantities, Unit prices, Total cost (including tax), and so on (depending on the document type). Click to close up the document again and hide its contents. All Selecting the topmost checkbox allows the user to choose all selections to be approved or rejected. Choosing this box will override all other checkbox selections. Alternatively, the user may individually click each checkbox next to each item to be approved or rejected. Organization The Buying Organization to which the creator of this document belongs. If any approver is a member of multiple organizations, all documents for all organizations appear in the Approval Inbox/List regardless of which organization the user is logged into. Document Type Which may be: Shopping Cart, Blanket Order, Blanket Order Release, Online Form, and so on. 232 Document Name This is the unique identifier assigned to the document when created, unless the buyer chose to re-name the document. Requester This is the name of the user who originated the document (the real name not a logon ID. For example, Doris Smith, not User28, or DSmth.) Procurement Help Approval List Submitter This is the name of the user who submitted the document to the Procurement application workflow, resulting in this required approval (for example, an Approver / Approval Group who approved a Shopping Cart that exceeded the Approval Limit, causing it to be routed to a higher level Approver / Approval Group). Submit Date This is the date of the most recent submission of the document to the Procurement application workflow. Date Received This is the date that the document was received in the current Approver’s Approval Inbox. Workflow Rule The reason why the document was referred for approval, that can be: Spending Limit Commodity Ad-Hoc Special Request Blanket Order Release over maximum New Blanket Order and so on (depending on the document type). Approval Group Name of the approval group to which the approver belongs, if any. An approval group is a set of approvers, any one of which can approve or reject. Actions Click an icon to perform various actions on the selected item. Note: If you mouse-over an icon, the browser displays a tool tip containing a few words explaining the action represented by the icon. If an Action is not available in any situation, its Action icon is not displayed. Actions include: Click to prepare a printable report on the document and display it for printing. Click to view the Approval Process Map, showing all the workflow steps through which the document has passed with explanations and comments. Approval and Review 233 Approve with Changes If you have the necessary privilege, you may change the contents of a Shopping Cart, or edit the information on an Online Form, before approving it with changes. (see Approve with Changes) View a read-only version of the Item Details Page, containing shipping, delivery, billing and payment information for individual items and the whole Shopping Cart. View the Workflow History of the document: the users and workflow nodes it has passed between, and the actions taken. Notes to Approver Notes of explanation provided by the buyer for your assistance. Enter Comments Click in this box, and type (at the insertion point) any comments: On rejection, for the Requester. On approval, if the Shopping Cart is to be routed to a higher-level Approver. [Approve] Click this button to approve the document and return it to the Procurement application workflow. If necessary, the document is routed to the next higher-level Approver’s Approval Inbox. A secondary window opens allowing the user to enter comments if desired. Click in this box, and type (at the insertion point) any comments. Click the Accept button to continue with approval or the Cancel button to cancel approval. [Reject] Click this button to reject the document. A secondary window opens allowing the user to enter comments. Comments are required if rejecting . Click in this box, and type (at the insertion point) comments. Click the Reject button to continue with rejection or the Cancel button to cancel rejection. Approve with Changes If you want to make changes to a Shopping Cart before approving it (and you have the necessary privilege to do so): 1. Click the Edit Shopping Cart icon, beside a Shopping Cart, in the Approval List: 234 Procurement Help Review List Change the contents of a Shopping Cart, or edit the information on an Online Form, before approving it with changes. The Procurement application displays a Shopping Cart Page, similar to the one used for Check Out, with these differences: The [Submit] button is replaced by an [Approve with Changes] button, An Enter Comments text box is added at the lower left of the page, and The notes to approver hyperlink is not displayed on this page. 2. Make any necessary changes to the Shopping Cart and its contents (as you would before Check Out.) 3. Click in the Enter Comments text box and type (at the insertion point) any necessary comments or explanation for your changes. 4. When you are satisfied with your actions, click [Approve with Changes]. The document is returned it to the Procurement application workflow for creation of orders (or higher-level approval). The new status is shown beside the Shopping Cart in the Shopping Cart Status page. Review List 1. Click the Review List tab, in the Approval Inbox page. The Procurement application displays the Approval Inbox page with the Review List to the front, containing a list of documents awaiting approval, which may be: Shopping Cart, Blanket Order, Blanket Order Release, Online Form, and so on. 2. Use the drop-down menus, above the list, in the Approval Inbox, to sort and filter the list and the Navigation Controls to navigate the list. 3. Click [Go]. The Procurement application re-displays the Review List containing your selected types of document, appropriately sorted. 4. Find the row containing the document that interests you. 5. Use the Contents icons to expand and examine the contents of the document Approval and Review 235 Review List and the Action icons to take other actions. For every document, the list shows: Click this icon to expand the document and view: Items, Quantities, Unit prices, Total cost (including tax), and so on (depending on the document type). Click to close up the document again and hide its contents. Organization The Buying Organization to which the creator of this document belongs. If that user belongs to more than one Buying Organization, then this shows which Buying Organization the buyer selected in the Organization drop-down menu when starting the Procurement application. Document Type Which may be: Shopping Cart, Blanket Order, Blanket Order Release, Online Form, and so on. 236 Document Name This is the unique identifier assigned to the document when created, unless the buyer chose to re-name the document. Requester This is the name of the user who originated the document (the real name not a logon ID. For example, Doris Smith, not User28, or DSmth.) Create Date This is the date on which the document was first created as a new or duplicate document. Submitter This is the name of the user who submitted the document to the Procurement application workflow, resulting in this required review. Procurement Help Workflow History Submit Date This is the date of the most recent submission of the document to the Procurement application workflow. Action Click an icon to perform various actions on the selected item. Note: If you mouse-over an icon, the browser displays a tool tip containing a few words explaining the action represented by the icon. If an Action is not available in any situation, its Action icon is not displayed. Actions include: Click to prepare a printable report on the document and display it for printing. View a read-only version of the Item Details Page, containing shipping, delivery, billing and payment information for individual items and the whole Shopping Cart. Notes to Approver Notes of explanation provided by the buyer for your assistance. Enter Comments Click in this box, and type (at the insertion point) any comments. [Add Comments] Click in this box to add your review comments to the document. Workflow History To view the Workflow History page: 1. Click the Workflow History Action icon beside a Shopping Cart in the Approval List page. View the Workflow History page. The Procurement application displays the Workflow History page, containing: The History tab which you can click to display the Shopping Cart History Log page, and Approval and Review 237 Workflow History The Workflow History tab to the front by default, containing list of steps in the workflow history: Shopping Cart Name: Shopping Cart Number: Basic Shopping Cart information. Shopping Cart Date: Organization: Requester: Status: Select Click in this check box (so that check mark is displayed) to select a Shopping Cart for comparison in the View Differences page. User The originator of the Shopping Comment and comments. Action The action taken at each stage of the workflow history: Start, Approved, Approved with Changes and so on. Version The version of the Shopping Cart: Original - as created Revision 1 - as modified by the originator or an approver, after the approval process has begun. And so on. Date 238 Procurement Help Date of the workflow step History Log Action Click an icon to perform various actions on the selected item. Note: If you mouse-over an icon, the browser displays a tool tip containing a few words explaining the action represented by the icon. If an Action is not available in any situation, its Action icon is not displayed. Actions include: Click to prepare a printable report on the document and display it for printing. 2. To compare different versions of the Shopping Cart workflow: a. Click the Select check boxes beside the versions. b. Click [View Selected Differences]. The Procurement application displays the View Differences page. 3. When you have completed viewing the Workflow History page, click [Close] to return to the Approval List page. History Log To view the Shopping Cart History Log page: 1. Click the Workflow History Action icon beside a Shopping Cart in the Approval List page. View the Workflow History page. The Procurement application displays the Workflow History page, with the Workflow History tab to the front by default. 2. Click the History tab. The Procurement application displays the Shopping Cart History Log page, containing: Approval and Review 239 View Differences Shopping Cart Name: Shopping Cart Number: Basic Shopping Cart information. Shopping Cart Date: Organization: Requester: Status: Date of action Action taken For each step in the Shopping Cart History. Person who took the action 3. When you have completed viewing the Shopping Cart History Log page, click [Close] to return to the Approval List page. View Differences To compare different versions of the Shopping Cart workflow: 1. Click the Select check boxes beside the versions. 2. Click [View Selected Differences]. The Procurement application displays the Shopping Cart Differences page, containing for each compared version: Shopping Cart Name: Shopping Cart Number: Shopping Cart Date: Basic information from the original version of the Shopping Cart. Organization: Requester: Status: Version The version of the Shopping Cart: Original - as created Revision 1 - as modified by the originator or an approver, after the approval process has begun. And so on. 240 Date Date of creation of the version. Shopping Cart Name Name of the Shopping Cart version. Procurement Help View Differences Status The status of the versions at the stage of comparison. Commodity Name of the commodity of each of the items contained in the Shopping Cart. 3. When you have completed viewing the Shopping Cart Differences page, click [Close] to return to the Approval List page. Approval and Review 241 View Differences 242 Procurement Help 24 Online Forms In the Online Forms Help Online Forms provide the capability to generate specific types of internal request or information documents. Online Forms are routed by the Procurement application workflow, but they do not use the Shopping Cart-Order process. An Online Forms document does not result in the creation of a purchase order and does not travel outside the Enterprise. Examples of Online Forms are: Check Request IT Request This help module explains how to: Online Form Template Complete the Form Preview Approval Submit the Form Online Form Template Online Forms templates enable you to set up and use various Online Forms configuration processes to create Form types, such as a check request or vacation request form type. To select an Online Form template: 1. Go to the Procurement application Procurement Home Page. 2. Click New Online Form in the Online Forms Menu. The Procurement application displays the Online Forms Type List containing, for each Online Form Template: Online Forms 243 Complete the Form Form Type The name of the form, such as Check Request, or Time Sheet. Description A brief description of how the form type is used. Action Click an icon to perform various actions on the selected item. Note: If you mouse-over an icon, the browser displays a tool tip containing a few words explaining the action represented by the icon. If an Action is not available in any situation, its Action icon is not displayed. Actions include: to create a blank copy of the form to be filled-out and submitted. 3. If there are enough form templates for the list to fill several pages, use the Navigation Controls to move forward and backward through the pages. 4. Click the Create Form icon for the template you want to fill-out. The Procurement application displays a blank form of the selected type. You may now Complete the Form. Complete the Form You may enter: New information into a blank Online Form, or Edit information in an existing, but not yet submitted, Online Form. 1. Select an Online Form Template. The Procurement application displays a form of the selected type. 2. Enter or select information in all of the required fields in the form. 3. Click: [Save] to save the completed (or partially completed) form. The form is saved under a unique name, and re-displayed. 244 Procurement Help [Cancel] to abandon the form. Edit the Form 4. After saving the form, you can click: [Approve Preview] to submit the form for Preview Approval. [Submit] to Submit the Form to the Procurement application workflow and your Approver, for approval and action. [Save] to re-save the un-submitted form with additional or modified information. [Delete] to abandon the form and delete the saved copy. [Cancel] to abandon the form without making any changes to the saved copy. Edit the Form Online forms, that have not yet been submitted to the Procurement application workflow, can be edited: After you Complete the Form and save it, you can continue to enter additional information into the Online Form. Select a saved, but un-submitted online form in the Online Form List, re-open the form and edit it. When the Procurement application displays the form and the information you have previously entered into it, click: [Approve Preview] to submit the form for Preview Approval. [Submit] to Submit the Form to the Procurement application workflow and your Approver, for approval and action. [Save] to re-save the un-submitted form with additional or modified information. [Delete] to abandon the form and delete the saved copy. [Cancel] to abandon the form without making any changes to the saved copy. Preview Approval You also preview the approval chain before submitting an online form. 1. Display your online form, by: Selecting an Online Form Template, Complete the Form and save it, or Select a saved, but un-submitted online form in the Online Form List. 2. Click [Approve Preview] to submit the form for Preview Approval. The Procurement application displays the Process Map for your online form. This map shows each of the workflow steps through which your online form Online Forms 245 Submit the Form must pass in order to be approved so that requested action can be taken. This information is for your information only. It cannot be edited. 3. When you have viewed the information, click [Close] to return to the Online Forms page. Submit the Form When you have reviewed the information entered into the Online Form page, and made any necessary changes, you may submit it: 1. Confirm that all necessary changes have been made to the information. 2. Click [Submit]. The Procurement application sends your online form to the Procurement application for: Approval, Review, and Dispatch for necessary action by internal departments. If you are not yet ready to submit the online form, you may save it and select it later from theOnline Form List for later additions or changes before submitting it. After you submit a form, the workflow engine uses the Form Type Rule Template to generate the approval process for that form. You may check on the progress of your form by viewing the Online Form Status. 246 Procurement Help 25 Online Form Status In the Online Form Status Help After you have submitted your Online Form, it is routed through the Procurement application workflow for approval. You can track the progress of your online form on the Online Form Status page: Check Status Online Form List Filter the List Process Map History Log Check Status Click Online Form Status in the Procurement Home Page Online Forms Menu. The Procurement application displays the Online Forms Status page, containing the Online Form List. This list contains all currently open (un-submitted) and submitted Online Forms. Depending on your Procurement application role, your may see Online Forms for one or more buyers or Buying Organizations, or just your own. In this list you can: View the status of all current Online Forms, View and edit the contents of all current Online Forms, View the workflow history of all current Online Forms, Select an un-submitted Online Form and edit its contents, Delete an Open (un-submitted) Online Form, and Request cancellation of a submitted Online Form. Online Form Status 247 Online Form List Approvers and Reviewers can also view submitted Online Forms awaiting approval, by clicking Approval and Review, in the Approve menu, on the Procurement Home Page. Online Form List 1. Go to the Procurement Home Page. 2. Click Online Form Status in the Online Forms Menu, on the Procurement Home Page. The Procurement application displays the Online Form Status page, containing the Online Form List. This list contains: A group of text boxes and menus, used to Filter the List of Online Forms, and All currently open and submitted Online Forms. Depending on your Procurement application role, your may see Online Forms for one or more buyers or Buying Organizations, or just your own. The Online Forms List has columns, as follows: Form name The name of this Online Form copy. Template name The name of the Online Form template type used to create the form. Creator name This is the name of the user who created the Online Form (the real name not a logon ID. For example, Doris Smith, not User28, or DSmth.) Create date This is the date on which the Online Form was first created. Submit date This is the date on which the Online Form was submitted for its current workflow process. Status The current status of the Online Form, which can be: Open, if the user has not yet submitted the Online Form Awaiting Approval, if the Online Form is on hold for an Approver. Complete, if the Online Form satisfies the Procurement application workflow, is approved and has been routed for action. Cancelled by the user. Rejected by the Approver. 248 Procurement Help Filter the List Actions Click an icon to perform various actions on the selected item. Note: If you mouse-over an icon, the browser displays a tool tip containing a few words explaining the action represented by the icon. If an Action is not available in any situation, its Action icon is not displayed. Actions include: to view and edit an un-submitted (Open) Online in the Online Forms page. to view the contents of a submitted Online Form, which cannot be edited. to cancel a submitted (Awaiting Approval or Pending Action) Online Form and remove it from the workflow. to delete an un-submitted (Open) Online Form. to view the Online Form History Log of workflow steps and actions. to view the Online Process Map, showing all the workflow steps through which the Online Form has passed with explanations and comments. Filter the List By default, the list is sorted by Creation Date, with the most recent Online Form at the top of the list. If there are enough Online Forms for the list to fill several pages, use the Navigation Controls to move forward and backward through the pages. Online Form Status 249 Process Map Use the drop-down menus and text entry boxes, above the list, to reduce and reorder the list, to find the Online Form that interests you: 1. Click in the sort by drop-down menu, and select from: Form name Template name Creator name Create date Submit date Status (These terms are defined in the Online Form List Help.) 2. Click in the filter by Status drop-down menu, and select from: Open, if the user has not yet submitted the Online Form. Complete, if the Online Form satisfies the Procurement application workflow, is approved and has been routed for action. Awaiting Approval, if the Online Form is on hold for an Approver. Cancelled by the user. Rejected by the Approver. All Form Status(es). 3. Click in the filter by form name text box, and type the name of the form you want to see. 4. Click [Go]. The Procurement application selects all of the available Online Forms that meet your filter selections and re-displays the Online Form List. Process Map Click the View Approval Map Action icon in any row of the Online Form List: Click to view the Online Form Process Map, showing all the workflow steps through which the Online Form has passed with explanations and comments. The Status page displays: 250 Basic information identifying the Online Form, A Print icon, allowing you to print the Process Map, Procurement Help History Log A Process Map of Online Form approval with the status of each workflow node and comments on any completed nodes. You may click to [Close] the page and return to your previous task. The Process Map can be used to display: A preview of the approval for an Open (un-submitted) Online Form. The current status of a Online Form in process with Pending, or Waiting. The complete history of a Online Form that has been Completed or Rejected. Each node shown in the Process Map contains: A brief explanation of its purpose. Click on any node, and the Procurement application displays more detailed information in a text box above. Color-coding and icons indicating the actual status of the approval process: Icon Node Color Status Green Approved Yellow Pending Gray Suspended Red Rejected History Log Click the History Action icon in any row of the Online Form List: to view the Online Form History Log of workflow steps and actions. Online Form Status 251 History Log The Procurement application displays the Online Form History Log, containing: Basic data for the Online Form: Form Type, Description Create Date Submit Date Current Status A list of all actions taken on the Online Form, with: This is an historical record, so: You cannot change any of the actions recorded here. You cannot cause or request any other actions to be taken on a Online Form Click [Close] to leave the log and return to the Online Form List. If, after reviewing a Online Form History Log, you want to edit, cancel or initiate some other action on a Online Form, you must: 252 Find the Online Form in the Online Form List, Select the Online Form Click the appropriate Action icon. Procurement Help 26 Invoice Presentment In the Invoice Presentment Help A buyer sends an Order to a supplier to purchase goods. The supplier fills the Order and sends an Invoice back to the buyer. Invoice Presentment enables you to receive, store, view, and report xCBL Invoice documents. To view help, click a help topic title in the list in the left-hand frame, or click: Invoice List Page Invoice Details Page Click the Close button to return to the Invoice List page from the Invoice Details page. Invoice List Page The Invoice List page lists all invoices accessible to you for viewing. All records display if search criteria filters are left blank. Sort or Filter Invoices Control Buttons Buttons and Icons Click the Close button to return to the Invoice List page from the Invoice Details page. Sort or Filter Invoices Use the sort or filter menus to refine and sort the list. When using filters, you can specify partial information or use the wildcard ‘*’ asterisk. Sort by - sorts the list according to Due Date, Currency, Invoice Date, Invoice Number, Invoice Status, Status Date, or Supplier. Due Date is the default value. Filter by Status - Enter a status and click Go. All invoices of this specified Invoice Presentment 253 Invoice List Page status will display. The filter status choice is Received. Filter by Due Date (range) - Specify date ranges and click Go. All invoices that fall into this due date range will display. Filter by Invoice Number - Enter a specific invoice number and click Go. A matching invoice will display or, if you used an ‘*’ asterisk following an incomplete number, the closest matches will display. Filter by Supplier - Enter a Supplier and click Go. The invoice with this Supplier will display. Wildcard searches with an ‘*’ asterisk are accepted in this field. Control Buttons Go — Use the Go button after entering search criteria in the Sort By Field or Filter By Field menus to return a list of invoices that fall within the specified parameters. Reset — Use the Reset button to erase all values and start over. Buttons and Icons Expand/Collapse Icon, Drop-down − Expands or collapses the list to show more details about an invoice. Navigation Buttons − Point to the First, Previous, Next, Last record in the list. There are two sets of buttons. Actions shown by the Action icons − View Details Icon. Invoice Presentment Report Creates a report that includes an Invoice Summary, which is sorted by Invoice Date and Supplier. To create a report for Invoice Presentment: 1. Go to the Procurement Home Page. 2. Under the Invoice Presentment tab, click View Invoice. The Invoice List page opens. 3. Click the Reports tab. The Report List page opens. 4. Click on the report name to select it. Invoice Summary Report Parameters The following table lists the parameters that can be set to create a report: 254 Procurement Help Invoice Details Page Parameter Description From Invoice Date The beginning date for the invoice period. To Invoice Date The ending date for the period covered by the invoice. Supplier Name of Supplier. Column Description The following table lists the column names and descriptions of the report: Column Description Invoice Date Date the invoice was created. Supplier Name Name of supplier as registered in the Procurement database. Invoice Number Number that identifies the invoice, generated by the application. Invoice Received On The date when the Procurement system received the electronic invoice. Payment Due Date The date the invoice is due for payment. Invoice Amount Total amount to be paid. Currency Specifies the monetary currency code of the total amount to be paid. Control Buttons Submit — Click to run the report. Reset — Click to reset all values. Close — Click to return to the Report List page from the Report Parameter page. Invoice Details Page You can access further details for an invoice by using the Action icons on the Invoice List page. To see further details for a specific invoice, select the drop-down Expand/Collapse icon. Or, from the Invoice List page, click the “View Details” Action icon linking to the Invoice Details page. Buttons and Icons Invoice Presentment 255 Invoice Details Page Buttons and Icons Expand/Collapse Icon, Drop-down This icon expands or collapses the list to show or hide further details about an invoice. This includes: Order Number Supplier Part Number Item Description Quantity Unit Price Sub Total Currency View Details Action Icon Select the “View Details” Action icon on the Invoice List page to view the Invoice Details page. This display includes: Invoice Number Total Due Date Supplier: Supplier Name Supplier Address: Includes up to two address lines, as well as the City, State, Zip/Postal Code, Country Supplier Contact Name Supplier email Supplier phone Invoice Reference: 256 Procurement Help payment term Bill To: Contact Name Address: City, State/Province, Zip/Postal Code, Country Ship To: Contact Name Address: City, State/Province, Zip/Postal Code, Country Order Number Invoice Details Page Item Description Supplier Part Number Quantity Unit Price Sub Total Total Invoice Total Allowance and Charge: Charge Basis Service Code Money Close Button Click the Close button to return to the Invoice List page from the Invoice Details page. Invoice Presentment 257 Invoice Details Page 258 Procurement Help 27 Timecards In the Timecards Help A Timecard contains both a Timesheet and an Expense Report. When it is time to submit a Timecard, click the Create New Timecard link on the Procurement home page. The New Timecard page displays and lists available reporting periods to choose from. Each Worker should select the earliest period available, as indicated by the icons available in the Actions column. A Timecard can be updated and saved throughout a reporting period until you are ready to submit the Timecard for a supervisor’s approval. Note: The user needs to be a Worker or Worker Proxy in order to create a new Timecard or to edit an open Timecard. To view help, click a help topic title in the list in the left-hand frame, or click: Create a New Timecard Record Your Time Create an Expense Report Edit an Expense Report Edit a Timecard Skip a Timecard Submit a Timecard Create a Timecard On Behalf Of a Worker Timecard Approval View the Status of a Timecard Cancel a Timecard Print a Timecard Timecards 259 Create a New Timecard Create a New Timecard 1. From the Procurement Home page, click the Create New Timecard link. The New Timecard page displays a list of available Reporting Periods for which you have not already submitted or skipped a Timecard. 2. Click the New Timecard icon in the Actions column for the applicable reporting period. The Timecard Summary page opens with four tabs: Summary, Timesheet, Expense Report, and Comments. At this point, your Timecard has been created and you can either continue filling it out, or save to return to at a later date. To continue filling it out: 3. Select the Timesheet tab to enter your hours and click Calculate Totals, and then Save. 4. Select the Expense Report tab to enter your receipts/expenses and click Save. 5. Select the Comments tab if you want to add any explanation for time or expenses and click Save. 6. Click the Summary tab to return to the Timecard Summary page and review the information you entered. If you click the Pre-Validate button, the system checks your Timecard for any errors that might prevent it from being submitted and returns errors, warning messages, or validation that the Timecard is okay to submit. If you click the Approval Preview button, the system maps the workflow steps required for this Timecard. From the Approval Preview page, you may also: View Timecard Report - Displays a Timecard Report in a new browser window. View History Log - Details the Workflow and Timecard history. Click Close when finished viewing the Approval Preview page. 7. On the Timecard Summary page, click Close to save the Timecard for later access, or Submit if you are finished making changes for this reporting period. See Submit a New Timecard for more information. Record Your Time The Timesheet allows you to record hours for each available Time Category (for example: Regular Time, Overtime, Holidays). In some cases, a Worker may need to report hours, and will not have any expenses. 1. From the Procurement Home page, select the Create New Timecard link or the Edit Open Timecard link. 260 Procurement Help Create an Expense Report 2. Click the New Timecard or Edit icon in the Actions column for the applicable reporting period. The Timecard Summary page appears. 3. Select the Timesheet tab. 4. Enter the number of hours worked, according to the type of time you are reporting, for each day. 5. Click Calculate Totals. This summarizes the total hours reported for each type of entry and cumulatively over the week. 6. Click Save to save your hours or Cancel if need to make modifications. You may also enter Comments by using the Comments tab if you need to explain any hours. See Edit a Timecard for more information. Note: You can save the new card without submitting, and still be able to edit and add to your Timecard. However, after submitting, you will no longer be able to edit your timesheet. See Submit a Timecard for more details. Create an Expense Report The Expense Report allows you to record your expenses for each available Expense Category (for example: Meals or Travel) within a designated reporting period. 1. From the Procurement Home page, select the Create New Timecard link or the Edit Open Timecard link. 2. Click the New Timecard or Edit icon in the Actions column for the applicable reporting period. 3. Select the Expense Report tab. 4. Choose the appropriate category from the Assignment Expense Category dropdown menu. For example: Meals 5. Enter a description of the expense, such as the name of a restuarant or a detail that easily identifies the specific expense. 6. Specify the month, day, and year of the transaction using the drop-down Date menus. 7. Choose the applicable expense type from the Type drop-down menu. For example: Lunch 8. Enter the amount spent. Negative values are not allowed. 9. Click Save. The expense now appears at the bottom of the page. You can continue entering and saving expenses, to form a list. Three icons also become available for each Timecards 261 Edit an Expense Report expense: Edit, Attachments, and Delete. With these icons you can: Edit an Expense Report Add Attachments Delete an Expense Item Add Attachments Attachments are used to assist the approver when approving an Expense Report. An approver views the content of the Attachment by clicking on the link. Attachments can be added after saving your expense item. 1. On the Expense Report page, click the Attachments icon next to the line item you wish to add an attachment to. 2. Click New. 3. Enter the file name or click Browse to access your files. Select the file you wish to include with your report. 4. Check the Send to Supplier checkbox to send this attachment to the Supplier. If you do not want this attachment to be sent to the supplier, uncheck this box. 5. Enter a description of the attachment. 6. Click Save to save the attachment or Cancel and return to the Expense Attachment List page. 7. Click Close. Edit an Expense Report You can edit an Open Timecard that has been created and saved, but not yet submitted. When editing an expense report, you may accomplish the following tasks: Add Expense Items Delete an Expense Item View Attachments Edit Attachments Delete Attachments To edit existing expense items: 1. From the Procurement Home page, select Edit Open Timecards. The list of available Timecards displays. 2. Click the Edit icon in the Actions column next to the applicable Timecard. 262 Procurement Help Edit an Expense Report The Timecard Summary page displays, giving you access to the Timesheet, Expense Report, and Comments tabs. 3. Select the Expense Report tab, and click the Edit icon next to the expense item you wish to alter. 4. Make necessary edits. 5. Click Save. Add Expense Items You can add additional expense items to an Open Timecard that has been created and saved, but not yet submitted. 1. From the Procurement Home page, select Edit Open Timecards. The list of available Timecards displays. 2. Click the Edit icon in the Actions column next to the applicable Timecard. The Timecard Summary page displays, giving you access to the Timesheet, Expense Report, and Comments tabs. 3. Select the Expense Report tab. 4. Add new expense items by: a. Choose the appropriate category from the Assignment Expense Category drop-down menu. b. Enter a description of the expense, such as the name of a restuarant or a detail that easily identifies the specific expense. c. Specify the month, day, and year of the transaction using the drop-down Date menus. d. Choose the applicable expense type from the Type drop-down menu. e. Enter the amount spent. Negative values are not allowed. 5. Click Save. The new expense item will be added to the end of your Saved Expenses list at the bottom of the screen. Delete an Expense Item 1. From the Procurement Home page, select Edit Open Timecards (or View Timecard Status). The list of available Timecards displays. 2. Click the Edit icon in the Actions column next to the applicable Timecard. The Timecard Summary page displays, giving you access to the Timesheet, Expense Report, and Comments tabs. Timecards 263 Edit an Expense Report 3. Select the Expense Report tab 4. Click the Delete icon next to the expense item you wish to delete. A pop-up window appears to confirm your choice. Click OK to confirm the deletion. View Attachments 1. From the Procurement Home page, select Edit Open Timecards (or View Timecard Status). The list of available Timecards displays. 2. Click the Edit icon in the Actions column next to the applicable Timecard. The Timecard Summary page displays, giving you access to the Timesheet, Expense Report, and Comments tabs. 3. Select the Expense Report tab, and click the Attachments icon for a particular expense item. The Expense Attachment List page opens, containing a list of all attached documents, with hyperlinks to view the attachments. 4. You can add or delete attachments, or click Close to return to the Expense Report tab on your Timecard. Edit Attachments 1. From the Procurement Home page, select Edit Open Timecards (or View Timecard Status). The list of available Timecards displays. 2. Click the Edit icon in the Actions column next to the applicable Timecard. The Timecard Summary page displays, giving you access to the Timesheet, Expense Report, and Comments tabs. 3. Select the Expense Report tab, and click the Attachments icon for a particular expense item. The Expense Attachment List page opens. 4. Click the Edit icon for the appropriate attachment. 5. Then: a. To view the attachment, select the filename link. b. Check or uncheck the “Send to Supplier” checkbox, as desired, if you would like the supplier to see this particular attachment. c. Change your description of the attachment. 6. Click Save to save your edits or Cancel to return to the Expense Attachment 264 Procurement Help Edit a Timecard List page. 7. Click Close to return to the Expense Report tab on your Timecard. Delete Attachments 1. From the Procurement Home page, select Edit Open Timecards (or View Timecard Status). The list of available Timecards displays. 2. Click the Edit icon in the Actions column next to the applicable Timecard. The Timecard Summary page displays, giving you access to the Timesheet, Expense Report, and Comments tabs. 3. Select the Expense Report tab, and click the Attachments icon for a particular expense item. The Expense Attachment List page opens. 4. Click Delete All to remove all attachments, or click the Delete icon for an attachment to remove a specific attachment. A pop-up message appears to confirm your choice. 5. Click OK to delete the attachment. Edit a Timecard You can edit an Open Timecard that has been created and saved, but not yet submitted. 1. From the Procurement Home page, select Edit Open Timecards. The list of available Timecards displays. 2. Click the Edit icon in the Actions column next to the applicable Timecard. The Timecard Summary page displays, giving you access to the Timesheet, Expense Report, and Comments tabs (see Enter Comments). 3. Make necessary edits within the pages, saving your work as appropriate. 4. After you are done making edits, select the Summary tab to verify the new summary totals. 5. Click Close to save the Timecard for later access, or Submit if you are finished making changes for this reporting period. See Submit an Open Timecard. Enter Comments Comments may be entered for your Timecard to provide an explanation as to why a certain number of hours or expense amounts have been reported. These explanations are especially helpful during the approval process. Timecards 265 Skip a Timecard To add a comment: 1. From the Timecard Summary page, select the Comments tab. 2. Enter your comments in the Comments field. 3. Click Save. The comments display for this Timecard. For security reasons, it is not possible to edit an existing comment, although you may delete an existing comment and add one in its place. The Save button is accessible only to the Worker or Worker Proxy filling out the Timecard. Skip a Timecard If you do not want to submit a Timecard for a specific reporting period, you can skip the associated Timecard by clicking the Skip Timecard icon in the Actions column for that Timecard. This icon is only available if your Contract Labor Administrator has enabled the “May Skip Timecard” option for you. A Timecard might be skipped for a period during which you did not or will not work. Once a Timecard has been skipped, it cannot be recovered. To skip a Timecard: 1. From the Procurement Home page, select the Create New Timecard link to return a list of available Timecards and reporting periods. 2. Click the Skip Timecard icon in the Actions column for the desired Timecard. A pop-up window opens to confirm your choice. The action of skipping a Timecard is irreversible. 3. Click OK or Cancel. Submit a Timecard Both New Timecards and Open Timecards can be submitted for approval once all hours and expenses have been entered for a reporting period. You can create a New Timecard and save your progress, so that it becomes an Open Timecard that can be edited and submitted at a later date. Submit a New Timecard Submit an Open Timecard Submit a New Timecard To submit a New Timecard, you must first create the new Timecard and complete all relevant timesheet and expense sections. See Create a New Timecard if you have not yet done this. Then: 1. Select the Summary tab to review the information you entered on your 266 Procurement Help Submit a Timecard Timesheet, Expense Report, and Comments tabs. The Timecard Summary page allows several options before submitting your timecard: If you click the Pre-Validate button, the system checks your Timecard for any errors that might prevent it from being submitted and returns errors, warning messages, or validation that the Timecard is okay to submit. If you click the Approval Preview button, the system maps the workflow steps required for this Timecard. From the Approval Preview page, you may also: - View Timecard Report - Displays a Timecard Report in a new browser window. - View History Log - Details the Workflow and Timecard history. Click Close when finished viewing the Approval Preview page. 2. Click Submit. A pop-up message appears to confirm that the Timecard was successfully submitted. You will also receive an email confirming that your Timecard has begun the workflow process, and has been sent to your designated approver(s). Submit an Open Timecard 1. From the Procurement Home page, select Edit Open Timecard. The list of open Timecards, not yet submitted, displays. 2. Click the Edit icon next to the Timecard you wish to update or submit. Edit the hours or expenses, if necessary. 3. Select the Summary tab to review the information you entered on your Timesheet, Expense Report, and Comments tabs. The Timecard Summary page allows several options before submitting your timecard: If you click the Pre-Validate button, the system checks your Timecard for any errors that might prevent it from being submitted and returns errors, warning messages, or validation that the Timecard is okay to submit. If you click the Approval Preview button, the system maps the workflow steps required for this Timecard. From the Approval Preview page, you may also: - View Timecard Report - Displays a Timecard Report in a new browser window. - View History Log - Details the Workflow and Timecard history. Click Close when finished viewing the Approval Preview page. 4. Click Submit. A message appears to confirm that the Timecard was successfully submitted. You will also receive an email confirming that your Timecard has begun the Timecards 267 Create a Timecard On Behalf Of a Worker workflow process, and has been sent to your designated approver(s). Create a Timecard On Behalf Of a Worker A user who is defined as a Proxy on behalf of other Workers has a choice of Workers for which to create and edit Timecards. The list of Workers displayed contains all the Workers the user is defined as a Proxy for. Note: If a user that is defined as a Proxy is also a Contract Labor Worker, a checkbox for “Proxy on behalf of” is visible. The user can uncheck the box if they want to fill out a Timecard for themselves. If the user is not a Contract Labor Worker, this check-box is not visible. To choose a Worker to create or edit a Timecard for, the Proxy should: 1. From the Procurement Home page, select the Create New Timecard link. The New Timecard page displays, with a list of Workers to select. 2. Check the “Proxy on Behalf of” checkbox. 3. Select the Worker from the drop-down list, and click Go. This brings up the available reporting periods for the Worker. As Proxy, you are able to access and edit the Open Timecards for the Worker in the same manner. Simply select the Edit Open Timecard link on the Procurement Home page and choose the Worker from the Proxy On Behalf of list. Timecard Approval A Timecard is submitted to Workflow Approval if a user has Project or Worker Approvers assigned to approve a Worker’s time or expenses on a designated Project. Workflow Approval only occurs if the Timecard Workflow Template is configured and enabled in Procurement by an Administrator. A Worker cannot edit a Timecard while it is in workflow. The Worker can, however, cancel the Timecard. This returns control of the Timecard back to the Worker. The Worker can then edit the Timecard and resubmit it. Any time a Timecard is resubmitted, either because it was cancelled by the Worker or rejected by an approver, the Timecard starts at the beginning of the workflow, even if an Approver has previously approved it. This is to ensure all Approvers have visibility to any changes to the Timecard. Note: Only users who are either Project or Worker Approvers can access pending Timecards for review and approval. 268 Procurement Help Timecard Approval Escalation and Delegation of Approvers Escalation If a Project Approval or Worker Approval is ignored, the approval is escalated to the Spending Limit Approver of the Project or Worker Approver. These escalations continue through the remainder of the Approvers within the buying organization. See Set-up Approval Escalation for more details. Delegation Project and Worker Approvers can be delegated. See Delegation or Assign Delegates for more information. Approve a Timecard Each Approver in the approval chain can approve a Timecard outright, or approve with comments that are visible to other approvers in the chain and the Worker. To approve a Timecard: 1. From the Procurement Home page, select Approval Inbox. The Approval Inbox page displays the Timecards that are awaiting your approval. 2. Use the Sort by or Filter by Document type to search for a Timecard and click Go. For each Timecard submitted, the Timecard Approval List displays the Organization, Document Type, Document Name, Requestor, Submitter, Submit Date, Workflow Rule, Approval Group, and Actions. You now have several options to choose from: View a Timecard View the Approval Map Reject a Timecard 3. If you are ready to approve the Timecard, check the checkbox next to the Timecard you wish to approve, or the checkbox marked All at the top of the list to approve everything in your queue. 4. Enter comments and click Approve, or Cancel to cancel the approval. View a Timecard 1. From the Approval Inbox, choose the Timecard to be reviewed and click the View Timecard icon. The Timecard Summary page opens with four tabs to choose from: Summary, Timesheet, Expense Report, and Comments. These allow you to view a Timecard in greater detail. Timecards 269 Timecard Approval 2. Click the Timesheet tab to view the hours recorded by the Worker. 3. Click the Expense Report tab to view the expenses reported for that period. If there are attachments, you can select the Attachments icon to view them. 4. Click the Comments tab to review any comments written by the Worker. 5. You can also choose to view the Timesheet Line Item Cost Distribution by selecting the Line Item Cost Distribution icon. A secondary window opens displaying the cost distribution. Click Close when finished. 6. Click Close to return to the Approval Inbox. View the Line or Expense Item Cost Distribution A user can view the time or expense line item distribution for the cost center and percent allocation that a Timesheet report is linked to if the user has the Manage Timecards privilege. To view the Line or Expense Item Cost Distribution: 1. From the Approval Inbox, choose a Timecard and click the View Timecard icon. The Timecard Summary page opens. 2. Click the Timesheet Line Item Cost Distribution icon or the Expense Report Line Item Cost Distribution icon from the appropriate Cost Distribution column. A secondary window displays the percent of the amount that is allocated to a specific Cost Center. 3. Click Close to collapse the window. View the Approval Map To review the approval process: 1. From the Approval Inbox, choose the Timecard you wish to review, and click the View Approval Map icon. On the Approval Map page, colored boxes display the routing of approval workflow through the various Approvers in the approval process for this Timecard. The colors of the boxes displaying the submitter and approvers within the Approval Map are significant: 270 Procurement Help Yellow boxes indicate approvers whose actions are pending within the approval chain process. Gray boxes indicate approvers who have not yet taken action within the process. View the Status of a Timecard Green boxes indicate that the approver successfully approved the Timecard. If a Timecard is rejected, the Approver who rejected it is shown in red. If a Timecard is rejected, its remaining pending approvers are shown in blue. The approval process begins with the Worker who submitted the Timecard, and is followed by each Approver in the approval chain. Each box indicates the Approver type, such as Project Approver or Worker Approver. If both Workers and Project Approvers are set up, approvals are displayed based on Timecard Workflow Template configuration. A red flag indicates a current item that is awaiting your review. 2. If desired, you can enter comments and approve or reject a Timecard from this page by selecting the appropriate Approve or Reject button. If the Timecard is rejected, it is returned to the Worker for changes or updates. The Timecard does not continue in the approval process and must be edited and resubmitted. 3. To view the Timecard report, select the View Timecard Report icon. 4. To view the history of the Timecard, select the View History Log icon. Select Close when finished. 5. When finished with the Approval Map page, click Close to return to the Approval Inbox. Reject a Timecard Each Approver in the approval chain can reject the Timecard. As soon as one Approver rejects a Timecard, the Timecard returns to the Worker. The Worker can then edit the Timecard and resubmit it. In addition, the Worker can view the history of the Timecard to see any comments made by Approvers. As soon as a Timecard is rejected, it is removed from the queues of all Approvers. To reject a Timecard: 1. From the Approval inbox, check the checkbox next to the Timecard you wish to reject. 2. Enter comments and click Reject, or click Cancel to cancel the rejection. View the Status of a Timecard To view the Timecard status and history: 1. From the Procurement home page, click View Timecard Status. 2. Use the filter and sort menus to search for the Timecard and click Go. Timecards 271 View the Status of a Timecard When your Timecard displays, you may have several items to choose from, depending upon the status of the Timecard: View Approval Map — Displays the approval process. View History Log — Here you can: - View Timecard History - View Workflow History View Timecard — Displays the Timecard Summary, which includes the Timesheet, Expense Report, and Comments. When your Timecard has completed the approval process, you will receive an email notification similar to the following: Your Timecard has completed the approval process. A Shopping Cart will be created by the TC2Req service later on. The email provides a summary of Timecard and Approval details, and includes any comments entered by an Approver. No further action is necessary. View Timecard History To view the history of a specific Timecard: 1. From the Timecard Status page, click the View History Log icon in the Actions column for the appropriate Timecard. The Timecard History page displays a log of any actions taken on a particular Timecard, such as the dates when this Timecard was created, updated, submitted, and/or approved. This information is not editable. 2. Click Close to return to the Timecard Status page, or select the Workflow History tab to View Workflow History. View Workflow History To view the Workflow history of a specific Timecard: 1. From the Timecard Status page, click the View History Log icon in the Actions column for the appropriate Timecard. The Timecard History page opens. 2. Select the Workflow History tab. A table displays a log of any Workflow-specific actions taken on a particular Timecard, such as the date the Timecard began routing for approval. The log also includes any approver comments. 3. Click Close to return to the Timecard Status page. 272 Procurement Help Cancel a Timecard Cancel a Timecard If the Timecard is still within workflow and awaiting approval (i.e., it is neither approved nor rejected), the Worker can cancel the Timecard. Cancelling the Timecard gives control back to the Worker, and the Worker can then edit the Timecard and resubmit it. If a Timecard is canceled, the hours and expense amounts associated with the Timecard are deducted from the consumed amounts of the respective Assignment Time and Expense Categories. To cancel a Timecard: 1. From the Procurement Home page, click View Timecard Status. 2. Use the filter and sort menus to search for the Timecard and click Go. 3. Next to the Timecard you wish to cancel, click the Cancel icon in the Actions column. 4. Click OK. Print a Timecard You can print a Timecard from the Timecard Summary page of any new or open Timecard by clicking the Print icon or button, as well as from the Timecard Status page. To print an open or submitted Timecard: 1. From the Procurement Home page, select the View Timecard Status link. The Timecard Status page displays a list of open or previously submitted timecards, in order of the most recent reporting period. You may also sort or filter your list by using the drop-down menus and search fields, and click Go to narrow your results. 2. You can either: a. Click the Print icon in the Actions column, or b. Click the View Timecard or Edit icon in the Actions column, and then select the Print button. A Timecard Report is created in a separate window that can be printed by choosing File | Print from the browser toolbar. Timecards 273 Print a Timecard 274 Procurement Help 28 Reports In the Reports Help To view help, click a help topic title in the list in the left-hand frame, or click: Print Report Run Reports Predefined Reports Add Custom Report Print Report You can create a printable report from any of the Procurement application pages containing the Print Action icon: Print the selected document: Shopping Cart, Order, Blanket Order, and so on. The Procurement application opens a secondary browser window, and displays a formatted document containing information from the selected document. In this window, you may also view attachments to the selected document, if any. Click [Print], to send the formatted report to a local or networked printer. Run Reports 1. Go to the Procurement application Home Page. 2. Under the Administration tab, click Run Reports: The Procurement application displays the Run Reports page, containing a list of all the Report Categories of Reports that are available in the Procurement application at your site. Reports 275 Predefined Reports 3. Click the Expand icon beside a category name: Expand the selected category and display a list of reports. The Procurement applications displays a list of reports available in that category with a brief description of each. 4. Click on the name of a report to select it. The Report Parameters page opens and displays a form requesting set up information for the report: start date, end date, and so on. 5. Supply any requested information or make selections to set up the report. 6. In the displayed text boxes and drop-down menus, type and select the necessary parameters. These are discussed in Predefined Reports. 7. Click the [Submit] button. The Procurement application displays the report as a formatted document in a secondary browser window. 8. Click [Print], to send the formatted report to a local or networked printer. It is possible to Add Custom Reports and Report Categories to the Procurement application so that you can select, generate and print them from the Reports menu. Predefined Reports This section provides details for the predefined reports delivered with the Procurement application. The predefined reports are divided into the following report categories: Orders Orders By Organization Orders By Commodity / Organization Orders By Cost Center Shopping Carts Shopping Carts By Status Shopping Cart Items By Requester Receipts 276 Procurement Help Receipts By Part / Supplier Predefined Reports Commodities Receipts By Supplier / Part Commodities Ranking By Committed Amount Suppliers Orders By Supplier - Summary Orders By Supplier - Detail Other Reports Privileges by Organization / User Orders By Organization Creates a report that consists of Orders for a given Organization(s), created within the time period selected, grouped by organization and submitter, and sorted by create date. Parameters The following table lists the parameters that can be set to create a report: Parameter Description Organization One or more organizations from a list comprised of the session organization and its children organizations, if any. Currency To Convert To The currency into which all Order amounts will be converted, for the Converted Amount column of the report. Create Date - From The beginning date for the report's period. Create Date - To The ending date for the period covered by the report. Column Description The following table lists the column names and descriptions of the report: Column Description Date Created Date when the Order was created. Order Number The number assigned to the Order. Supplier Name of Order’s supplier. Reports 277 Predefined Reports Column Description Actual Amount The amount of the Order, expressed in the original currency of the Order. Converted Amount The amount of the Order, converted into the currency the user selected on the report's parameters page. Orders By Commodity / Organization Creates a report that consists of Orders for a given Organization(s), for a given commodity, created within the time period selected, grouped by Organization, commodity and submitter, and sorted by create date. Parameters The following table lists the parameters that can be set to create a report: Parameter Description Organization One or more organizations from a list comprised of the session organization and its children organizations, if any. Currency To Convert To The currency into which all Order amounts will be converted, for the Actual Price and Extended columns of the report. Create Date - From The beginning date for the report's period. Create Date - To The ending date for the period covered by the report. Commodity One or more commodities from a list comprised of the top-level commodities used by all outstanding Orders. Column Description The following table lists the column names and descriptions of the report: 278 Column Description Date Created When the Order was created. Order Number The number assigned to the Order. Supplier Name of Order’s supplier. Part Number Number assigned by the buyer to the part being ordered. Procurement Help Predefined Reports Column Description Part Description Name of the part being ordered (buyer's description.) Quantity Number of parts being ordered. Converted Price The unit price for the item, converted into the currency the user selected on the report's parameters page. Extended Price The Converted Price multiplied by the Quantity. Orders By Cost Center Creates a report that consists of Orders by a given Organization(s) and Cost Center(s), created within the time period selected, grouped by Cost Center, and sorted by Order Number. Parameters The following table lists the parameters that can be set to create a report: Parameter Description Cost Center Using the Search icon, users can search for one or more specific Cost Centers (wildcards (*) are allowed), out of a list of all available Cost Centers. Organization One or more organizations from a list comprised of the session organization and its children organizations, if any. Currency To Convert To The currency into which all Order amounts will be converted, for the Converted Amount column of the report. Create Date - From The beginning date for the report's period. Create Date - To The ending date for the period covered by the report. Column Description The following table lists the column names and descriptions of the report: Reports 279 Predefined Reports Column Description Order Number The number assigned to the Order. Date Created Date when the Order was created. Supplier Name of the Order’s supplier. Currency The code of the currency used in the Order. Order Amount The amount of the Order, expressed in the original currency of the Order. Amount Applied to Cost Center How much out the Order amount is applied to the specific Cost Center, expressed in the original currency of the Order. Converted Amount The amount applied to the Cost Center, converted into the currency the user selected on the report's parameters page. Subtotals The column Converted Amount is totaled for each organization and cost center. Shopping Carts By Status Creates a report that consists of Shopping Carts by a given organization(s), with a given current status, created within the time period selected, grouped by organization, status and requester, and sorted by status date and create date. Parameters The following table lists the parameters that can be set to create a report: 280 Parameter Description Organization One or more organizations from a list comprised of the session organization and its children organizations, if any. Create Date - From The beginning date for the report's period. Create Date - To The ending date for the period covered by the report. Requisition Status One or more statuses from a list of all possible Shopping Cart statuses. Procurement Help Predefined Reports Column Description The following table lists the column names and descriptions of the report: Column Description Status Date When this particular status came into effect for this Shopping Cart. Date Created The date Shopping Cart created. Date Submitted The date the Shopping Cart was submitted. Shopping Cart Number The number assigned to the Shopping Cart. Shopping Cart Name Name given to the Shopping Cart. Shopping Cart Items By Requester Creates a report that consists of Shopping Carts by a given organization(s) created within the time period selected, grouped by organization and requester, and sorted by submission date. Parameters The following table lists the parameters that can be set to create a report: Parameter Description Organization One or more organizations from a list comprised of the session organization and its children organizations, if any. Currency To Convert To The currency into which amounts will be converted on the Unit Price and Converted Price columns of the report. Create Date - From The beginning date for the report's period. Create Date - To The ending date for the period covered by the report. Column Description The following table lists the column names and descriptions of the report: Reports 281 Predefined Reports Column Description Date Submitted Date the Shopping Cart was submitted. Shopping Cart Number The number assigned to the Shopping Cart. Supplier Name of the supplier of the item. Part Number Number assigned by the buyer to the part being ordered. Description Buyer’s description of the part being ordered. Unit The unit of measure used for this part. For example, each or case. Quantity Number of parts being ordered. Unit Price Cost of each unit, expressed in its original currency. Converted Price The price of the part, converted into the currency the user selected on the report's parameters page. Receipts By Part / Supplier Creates a report that consists of a list of all items received by a given organization (or organizations), from a given supplier (or suppliers), within the time period selected, grouped by organization, part number and supplier, and sorted by Order number. Parameters The following table lists the parameters that can be set to create a report: 282 Parameter Description Organization One or more organizations from a list comprised of the session organization and its children organizations, if any. Create Date - From The beginning date for the report's period. Procurement Help Predefined Reports Parameter Description Create Date - To The ending date for the period covered by the report. Supplier One or more suppliers from a list of all available suppliers. Column Description The following table lists the column names and descriptions of the report: Column Description Order Number The number assigned to the Order. Order Name Name given to the Order. Quantity Ordered The number of parts ordered. Quantity Received The number of parts received. Date Ordered Date Order was placed. Date Received Date Order was received. Number of Days Number of days between the Date Ordered and the Date Received. Receipts By Supplier / Part Creates a report that consists of a list of all items received by a given organization(s), from a given supplier(s), within the time period selected, grouped by organization, supplier and part number, and sorted by Order number. Parameters The following table lists the parameters that can be set to create a report: Parameter Description Organization One or more organizations from a list comprised of the session organization and its children organizations, if any. Create Date - From The beginning date for the report's period. Reports 283 Predefined Reports Parameter Description Create Date - To The ending date for the period covered by the report. Supplier One or more suppliers from a list of all available suppliers. Organization One or more organizations from a list comprised of the session organization and its children organizations, if any. Column Description The following table lists the column names and descriptions of the report: Column Description Order Number The number assigned to the Order. Order Name Name given to the Order. Quantity Ordered The number of parts ordered. Quantity Received The number of parts received. Date Ordered Date Order was placed. Date Received Date Order was received. Number of Days Number of days between the Date Ordered and the Date Received. Commodities Ranking By Committed Amount Creates a report that consists of Commodities ordered ranked by amount, in descending order (largest amount first). Parameters The following table lists the parameters that can be set to create a report: 284 Procurement Help Predefined Reports Parameter Description Organization One or more organizations from a list comprised of the session organization and its children organizations, if any. Currency To Convert To The currency into which amounts will be converted on the Committed Amount column of the report. Create Date - From The beginning date for the report's period. Create Date - To The ending date for the period covered by the report. Column Description The following table lists the column names and descriptions of the report: Column Description Commodity The name of the commodity being ranked. Number of Orders The number of Orders made for this commodity. Committed Amount The aggregate amounts ordered for this commodity, converted into the currency the user selected on the report's parameters page. Orders By Supplier - Summary Creates a report that consists of a summary list of Orders placed with a supplier(s), by a given organization(s), within the time period selected, grouped by organization, supplier and currency. Parameters The following table lists the parameters that can be set to create a report: Reports 285 Predefined Reports Parameter Description Organization One or more organizations from a list comprised of the session organization and its children organizations, if any. Currency To Convert To The currency into which amounts will be converted on the Converted Price column of the report. Create Date - From The beginning date for the report's period. Create Date - To The ending date for the period covered by the report. Supplier One or more suppliers from a list of all available suppliers. Column Description The following table lists the column names and descriptions of the report: Column Description Supplier Name of the Order’s supplier. Currency The code of the currency used in the Order. Number of Orders Number of Orders created. Actual Amount The summation of the Orders’ amounts, expressed in the Orders’ currency. Converted Amount The Orders’ amounts sum, converted into the currency the user selected on the report's parameters page. Orders By Supplier - Detail Creates a report that consists of a list of Orders placed with a supplier(s), by a given organization(s), within the time period selected, grouped by organization, supplier and currency. Optionally, the user can limit the scope of the report to a single Order. Parameters The following table lists the parameters that can be set to create a report: 286 Procurement Help Predefined Reports Parameter Description Organization One or more organizations from a list comprised of the session organization and its children organizations, if any. Currency To Convert To The currency into which amounts will be converted on the Converted Amount column of the report. Create Date - From The beginning date for the report's period. Create Date - To The ending date for the period covered by the report. Supplier One or more suppliers, from a list of available suppliers. Order Number The number assigned to the Order. This is used if the user prefers to restrict the listing to a particular Order. Column Description The following table lists the column names and descriptions of the report: Column Description Supplier Name of supplier. Order Number The number assigned to the Order. Date Created Date the Order was created. Currency The code of the currency of the Order. Actual Amount The Order amount, expressed in the Order's currency. Converted Amount The Order amount, converted into the currency the user selected on the report's parameters page. Privileges by Organization / User Creates a report that consists of a list of privileges held by users within a given organization(s) grouped by organization and user. Parameters The following is the parameter that can be set to create a report: Reports 287 Add Custom Report Organization - One or more organizations from a list comprised of the session organization and its children organizations, if any. Column Description The following table lists the column names and descriptions of the report: Column Description Role Name of the role under which this privilege is held. Scope The scope under which the privilege is exercised. Privilege Name of the privilege. Add Custom Report The Procurement application does not include any standard reports, but it possible to create and add site-specific reports to the application. See your Administrator for more information about the custom reports available to you, and how to use them. Contact Commerce One Professional Services for more information and training programs on creating custom reports. 288 Procurement Help 29 Services In the Services Help The Procurement application can integrate with other Commerce One Services, such as Auctions, and third-party services. Depending on the available services, and your system privilege, you can use these service to access other buying, selling and collaboration applications. The Services menu is only visible if your system administrator has added additional services or products to your system. To view help, click a help topic title in the list in the left-hand frame, or click: Select a Service Select a Service On the Procurement Home Page, the Services Menu contains all the additional services available in from your Procurement application installation. 1. Click in the Services drop-down menu, and select any available Commerce One or third-party service, such as Auctions. The Procurement application may display information in the main window, or open a secondary browser window displaying the Log On or Start page for the selected service. 2. Using the separately-supplied logon information and operating instructions, you can use this service to set-up and participate in auctions, reverse-auctions (RFPs), and so on. 3. Help for add-on and third-party services is not available here. To get help for a service, click the help icon in the service’s browser window, or see the user guide for the service. Refer to your the Procurement application Administrator for the necessary information and authorization to use available add-on and third-party services. Services 289 Select a Service 290 Procurement Help 30 User Profile In the User Profile Help To view help, click a help topic title in the list in the left-hand frame, or click: View Profile General Delegation Preferences Change Password ORDER CONFIRMATION If you have the Account Administration privilege, you may be able to view and modify other information for your Buying Organization, by clicking Account Administration, on the Procurement Home Page Application Administration Menu. View Profile Your User Profile identifies you to the Procurement application when you Log In. It also informs the Procurement application about: Your system privileges, such as whether you are allowed to approve other buyer’s Shopping Carts, create Blanket Orders, request order changes from Suppliers, administer Users, Buying Organizations or suppliers, and so on. Your most commonly used payment and shipping information, such as credit card numbers, billing and shipping addresses, and cost centers for your purchases. Which Buying Organizations you belong to. Your spending limit, and approval limit (if you have the approval privilege). User Profile 291 General How to route your Shopping Carts for approval, through the Procurement application workflow. Some of this information can only be viewed and edited by your Procurement application administrator. Other information is available to you: 1. Go to the Procurement Home Page. 2. Click User Profile, in the Profiles Menu. The Procurement application displays the User Profile page with the General tab to the front. ORDER CONFIRMATION If you have Account Administration privilege, you may be able to view and modify other information for your Buying Organization, by clicking Account Administration, on the Procurement Home Page Application Administration Menu. 3. Click a tab to view and edit various pages of information from your User Profile: General, Delegation, Preferences, or Change Password. 4. When you have finished viewing or editing information on each of these pages, click: [Save] to save the new information in your User Profile. [Reset] to cancel any changes you have made and re-display the original values from your User Profile. A different tab, to abandon making changes and view a different type of information, or home, to abandon viewing and editing your User Profile and select a new activity in the Procurement Home Page menus. General 1. Go to the Procurement Home Page. 2. Click User Profile, in the Profiles Menu. The Procurement application displays the User Profile page with the General 292 Procurement Help General tab to the front. The General page contains: Non-editable ID & Spending Limit information, Editable Contact Information, and Editable Credit Card Information. ID & Spending Limit This is for your information only. It cannot be edited: User Login ID An abbreviated version of your name that the Procurement application uses to recognize your access to the system. Maximum Spending Limit The maximum total dollar amount for which your Shopping Carts receive automatic approval. Any Shopping Cart that exceeds this amount is routed for approval. Maximum Approval Limit If you have the Approval privilege, this is the maximum total dollar amount for which you may approve a Shopping Cart. If you approve a Shopping Cart that exceeds this amount, the cart is routed to a higher level approver / approval group. Spending Limit Approver The name of a more senior member of your Buying Organization who can approve Shopping Carts that exceed your Spending Limit. Contact Information This information is displayed in editable text boxes. Click in any text box to change: Phone Number Your office area code, phone number and extension. Fax Number Your fax machine area code, phone number and extension. Mail Stop Your office mail stop or office number. E-mail Address Your business E-mail address. User Profile 293 General [Save] Click this button to save the changes to your User Profile. [Reset] Click this button to abandon the changes and redisplay the existing values from your User Profile. Credit Card Information Below your contact information, there is a table showing information for each credit or charge card you use for purchasing: Credit Card Name An informal name used when selecting the card, e.g. Bob Smith’s Favorite VISA Card. Type The type of card: VISA, Mastercard or MC, American Express or AMEX, etc. Priority Your preference for the order of use of the card, 1= use first, and so on. Action Click an icon to perform various actions on the selected item. Note: If you mouse-over an icon, the browser displays a tool tip containing a few words explaining the action represented by the icon. If an Action is not available in any situation, its Action icon is not displayed. Actions include: to edit a credit card’s information. You cannot add a new card. That must be done by an Administrator. To edit a credit card information: 1. Select the credit card you want to edit, and click the Edit Action icon next to it. The Procurement application displays the Credit Card page. 2. Select a date using the Credit Card Expiration drop-down menus. 3. Select a priority number from the Priority drop-down menu. 4. Click [Save] (or [Cancel] to cancel the operation.) The Procurement application re-displays the User Profile General page. 294 Procurement Help Delegation 5. Click [Save] to save your contact and credit card information (or [Cancel] to cancel the operation.) Delegation 1. Go to the Procurement Home Page. 2. Click User Profile, in the Profiles Menu. The Procurement application displays the User Profile page with the General tab to the front. 3. Click the Delegation tab to display the Approval Delegation page. On this page, you can: Delegate Approval responsibility for a period you plan to be out of the office. Temporarily Disable Delegation, and take back your Approval responsibility for a short time. Delegate Approval To prevent workflow stoppages, an approver or approval group member may delegate their responsibility while they are out of the office or unavailable. Note: If an approval group member delegates approval to another approver, that approver becomes a member of the approval group for the duration of the delegation period. To delegate your approval responsibility to another user: 1. Select Profile in the General menu on the Procurement Home Page. The Procurement application displays your User Profile. 2. Click the Delegation tab. The Procurement application displays the Delegation page. 3. Click the Search icon, next to the Delegate’s Name text box, and use the Search Page to select the name of your delegate from the list: Click to search a list of user for a suitable delegate. 4. Select the Start Date and End Date of the delegation period, from the dropdown menus. 5. Click [Save] (or [Reset] to cancel the operation.) For the period of delegation, all Shopping Carts routed for your approval, go to User Profile 295 Preferences your delegate instead. Your Approval Limit is also assigned to the delegate (if theirs is lower) for this period. Disable Delegation To temporarily turn-off delegation for a short period: 1. Select User Profile in the Profiles Menu menu on the Procurement Home Page. The Procurement application displays your User Profile. 2. Click the Delegation tab. The Procurement application displays the Delegation page. 3. Click in the Disable Delegation check box. 4. Click [Save] (or [Reset] to cancel the operation.) 5. When you are ready to re-enable delegation, click again in the Disable Delegation check box. Preferences 1. Go to the Procurement Home Page. 2. Click User Profile, in the Profiles Menu. The Procurement application displays the User Profile page with the General tab to the front. 3. Click the Preferences tab to display the Buying Preferences page. On this page, you can select various payment and shipping information to be used as defaults when shopping. NOTES: The values selected here are used as defaults on all Shopping Carts you create. You may change the information used on any single item or Shopping Cart on the Item Details page. You may select values from lists of available choices. You cannot add a new value or change any of the existing ones. This must be done by an Administrator. To view and edit your preferences: 1. Click the Search icon, next to the Bill to Address text box, and use the Search Page to select your default billing address from the list: 296 Procurement Help Change Password Click to search for a Bill To Address, by company name, address or contact name. Note: When typing a search string into the Address field, type all or part of the street address only. Do not include City, locality, or postal codes. The Procurement application updates all of the Bill to information. 2. Click the Search icon, next to the Ship to Address text box, and use the Search Page to select your default shipping address from the list: Click to search for a Ship To Addresses, by company name, address or contact name. Note: When typing a search string into an Address field, type all or part of the street address only. Do not include City, locality, or postal codes. The Procurement application updates all of the Ship to information. 3. Click the Search icon, next to the Cost Center text box, and use the Search Page to select your default cost center from the list: Click to search a list of cost centers. The Procurement application updates the Cost Center to which your purchases are to be billed by default. 4. Select your default locale (a combination of geographical location and language zone) from the Locale drop-down menu. 5. Select your default time zone from the Time zone drop-down menu. 6. Click [Save] (or [Reset] to cancel the operation.) Change Password Before changing your password, contact your Administrator to find out your organization’s rules about creating or issuing passwords, the minimum number of characters it must include, and so on. You cannot change your Logon name. User Profile 297 Change Password 1. Go to the Procurement Home Page. 2. Click User Profile, in the Profiles Menu. The Procurement application displays the User Profile page with the General tab to the front. 3. Click the Change Password tab. Three text boxes are displayed. You may type into these text boxes, but your entries are shown in an encoded form (as asterisks, like this *****.) 4. Click in the Old Password text box and type the password you used to Log In to this session. 5. Click in the New Password text box and type the password you want to use in future. 6. For confirmation, click in the Re-Type New Password text box and type the password you want to use in future, again. 7. Click [Save] (or [Reset] to cancel the operation.) If you typed the same new password both times, the Procurement application permanently changes your password and displays confirmation. If the two new password entries do not agree, Procurement application reports an error. Return to step 4, and try again. 298 Procurement Help 31 Advanced Administration In the Advanced Administration Help To view help, click a help topic title in the list in the left-hand frame, or click: Administration Tools Codes Setup Administer Users Administer Organizations Administer Roles Administer Suppliers Administer Contract Labor Administration Log Administration Tools If you have Administrator privilege, to access the Advanced Administration Application, you must: 1. Start the Procurement application. 2. Log In using a Log In name that has Administrator privilege. 3. Click Advanced Administration, on the Procurement Home Page Application Administration Menu. The Advanced Administration Application displays the Advanced Administration Home page, containing: The Tree Menu on the left-hand side, in which you can select a Setup action, enter or edit configuration information. You can Add to Menu regularly configured objects such as Users, Organizations, Suppliers or Roles, or Remove from Menu objects no longer Advanced Administration 299 Administration Tools required. To avoid clutter, you can also remove unwanted, rarely used objects from the menu. The Configuration Forms, which are displayed on the right-hand side of the page. These forms include text-entry fields, drop-down menus and check lists you use to configure users, suppliers and other aspects of the Procurement application. Note: You can simplify Administrator access to Buying Organizations by assigning a Home Organization to each Advanced Administration Application task. Tree Menu The left-hand side of the Advanced Administration Application page contains a menu that you can expand or collapse. Menu items may be: Configuration actions the Advanced Administration Application can perform, or The names of users, user groups, roles, suppliers, and so on, that can be configured by the configuration tools. Some menu items are nested, and can be expanded to show other lower-level items, like this: Click this icon to expand the menu and show the lowerlevel items. Click this icon to close up the document again and hide its contents. When you click on a menu item, the Advanced Administration Application displays information in the Configuration Form, on the right-hand side of the page. Administrative tasks that you can perform appear in red or blue text in the expanded Tree Menu: 300 Actions that enable you to add or create new items appear in red text. Other actions appear in blue text. Procurement Help Administration Tools Add to Menu Some sections of the menu may have a large list of objects, many of which are not necessary. For example, a list of users in an enterprise is usually large. To eliminate long lists from appearing in the left-hand frame of the browser window, you can customize the expanded Tree Menu by adding only those items that you need to access regularly: 1. Click on a Tree Menu item that contains a long list. 2. Click Add <Item Name> to Menu. 3. Find and click that item’s name in the displayed check list. 4. Click Add to Menu. Remove from Menu Some sections of the menu may have a large list of objects, many of which are not necessary. For example, a list of users in an enterprise is usually large. To eliminate an item that you do not need in the expanded Tree Menu: 1. Click on an item that contains a long list. The Advanced Administration Application displays a checklist of items. 2. Click on a Tree Menu item that contains a long list. 3. Click Remove <Item Name> to Menu. 4. The Advanced Administration Application displays a list of items currently in the menu. 5. Find and click that item’s name in the displayed check list. 6. Click Remove from Menu. Home Organization Certain Advanced Administration tasks allow you to assign a Home Organization to the task, so that: Users can view information for only those organizations for which they have View Organization privilege naming the assigned home organization. Users do not see restricted information for any organizations for which they do not have View Organization privilege to that organization. You can assign a Home Organization to the following Advanced Administration tasks: Setup Addresses Setup Archive Status Setup Ship To Addresses Advanced Administration 301 Codes Setup Contacts Setup Cost Centers Administer Suppliers Codes The codes that you administer in Commerce One Procurement application serve two different purposes: Some codes only appear within the Commerce One Procurement application to encapsulate information about a Shopping Cart. Other codes translate information in Commerce One Procurement application into information that the Commerce One MarketSite software (running at an e-Marketplace) can process. Most of the codes are predefined in the seed data that is part of the Procurement application installation, such as: Commerce One Payment Type Document Type Blanket Order Type Ship Method Tax Category Status Codes Each code consists of: A Short Description used in the Procurement application, and A Long Description, explaining the full meaning of the code (maximum 255 characters). You do not need to add codes or delete them. However, you can access the codes and make changes to the code’s Short Description or Long Description. Commerce One Payment Type Payment Type codes correspond to valid methods of payment in MarketSite. To use these in Commerce One Procurement application, you need to create an Commerce One Procurement application payment type which corresponds to a Commerce One Payment Type. To View and Edit these codes: View 1. In the Tree Menu, select Codes | Commerce One Payment Type. The Advanced Administration Application displays the Commerce One 302 Procurement Help Codes Payment Type form, containing a table of: Underlined (hyperlink) Short Descriptions used in the Procurement application, and Long Descriptions, explaining the full meaning of the code (maximum 255 characters). 2. If there are too many codes to be viewed in a single page, click the Short Description hyperlink to view the next batch of codes. 3. When you reach the end of the list, click the Short Description hyperlink again, to go back to the top of the list. Edit 1. Click Edit to the left of the code you wish to modify. The Advanced Administration Application displays the Edit: Commerce One Payment Type form. 2. Click in either the Short Description or Long Description text box and type any new text you want (maximum 255 characters). 3. Click: [Save] to save the description and leave the Edit: Commerce One Payment Type form, or [Cancel] to leave the Edit: Commerce One Payment Type form without making any changes. Document Type The Document Type code identifies the types of document that Procurement application can process. To View and Edit these codes: View 1. In the Tree Menu, select Codes | Document Type. The Advanced Administration Application displays the Document Type form, containing a table of: Underlined (hyperlink) Short Descriptions used in the Procurement application, and Long Descriptions, explaining the full meaning of the code (maximum 255 characters). 2. If there are too many codes to be viewed in a single page, click the Short Description hyperlink to view the next batch of codes. 3. When you reach the end of the list, click the Short Description hyperlink again, to go back to the top of the list. Advanced Administration 303 Codes Edit 1. Click Edit to the left of the code you wish to modify. The Advanced Administration Application displays the Edit: Document Type form. 2. Click in either the Short Description or Long Description text box and type any new text you want (maximum 255 characters). 3. Click: [Save] to save the description and leave the Edit: Document Type form, or [Cancel] to leave the Edit: Document Type form without making any changes. Blanket Order Type The Blanket Order Type code identifies the types of blanket order documents that the Procurement application can process. To View and Edit these codes: View 1. In the Tree Menu, select Codes | Blanket Order Type. The Advanced Administration Application displays the Blanket Order Type form, containing a table of: Underlined (hyperlink) Short Descriptions used in the Procurement application, and Long Descriptions, explaining the full meaning of the code (maximum 255 characters). 2. If there are too many codes to be viewed in a single page, click the Short Description hyperlink to view the next batch of codes. 3. When you reach the end of the list, click the Short Description hyperlink again, to go back to the top of the list. Edit 1. Click Edit to the left of the code you wish to modify. The Advanced Administration Application displays the Edit: Blanket Order Type form. 2. Click in either the Short Description or Long Description text box and type any new text you want (maximum 255 characters). 3. Click: 304 Procurement Help [Save] to save the description and leave the Edit: Blanket Order Type form, or Codes [Cancel] to leave the Edit: Blanket Order Type form without making any changes. Ship Method The Ship Method codes for the Procurement application and MarketSite is a set of numeric codes indicating each of the valid methods for shipping used by suppliers. To View and Edit these codes: View 1. In the Tree Menu, select Codes | Ship Method. The Advanced Administration Application displays the Code form, containing a table of: Underlined (hyperlink) Short Descriptions used in the Procurement application, and Long Descriptions, explaining the full meaning of the code (maximum 255 characters). 2. If there are too many codes to be viewed in a single page, click the Short Description hyperlink to view the next batch of codes. 3. When you reach the end of the list, click the Short Description hyperlink again, to go back to the top of the list. Edit 1. Click Edit to the left of the code you wish to modify. The Advanced Administration Application displays the Edit: Ship Method form. 2. Click in either the Short Description or Long Description text box and type any new text you want (maximum 255 characters). 3. Click: [Save] to save the description and leave the Edit: Ship Method form, or [Cancel] to leave the Edit: Ship Method form without making any changes. Tax Category Tax Category codes indicate the categories of taxes to be assigned to purchases. To View and Edit these codes: View 1. In the Tree Menu, select Codes | Tax Category. The Advanced Administration Application displays the Tax Category form, Advanced Administration 305 Codes containing a table of: Underlined (hyperlink) Short Descriptions used in the Procurement application, and Long Descriptions, explaining the full meaning of the code (maximum 255 characters). 2. If there are too many codes to be viewed in a single page, click the Short Description hyperlink to view the next batch of codes. 3. When you reach the end of the list, click the Short Description hyperlink again, to go back to the top of the list. Edit 1. Click Edit to the left of the code you wish to modify. The Advanced Administration Application displays the Edit: Tax Category form. 2. Click in either the Short Description or Long Description text box and type any new text you want (maximum 255 characters). 3. Click: [Save] to save the description and leave the Edit: Tax Category form, or [Cancel] to leave the Edit: Tax Category form without making any changes. Status Codes Status Codes identify types of: Approval Change Request Payment Order Receive Shopping Cart Shipment Approval To View and Edit these status codes: View 1. In the Tree Menu, select Codes | Status Codes | Approval. The Advanced Administration Application displays the Approval Status form, containing a table of: 306 Procurement Help Codes Underlined (hyperlink) Short Descriptions used in the Procurement application, and Long Descriptions, explaining the full meaning of the code (maximum 255 characters). 2. If there are too many codes to be viewed in a single page, click the Short Description hyperlink to view the next batch of codes. 3. When you reach the end of the list, click the Short Description hyperlink again, to go back to the top of the list. Edit 1. Click Edit to the left of the code you wish to modify. The Advanced Administration Application displays the Edit: Approval Status form. 2. Click in either the Short Description or Long Description text box and type any new text you want (maximum 255 characters). 3. Click: [Save] to save the description and leave the Edit: Approval Status form, or [Cancel] to leave the Edit: Approval Status form without making any changes. Change Request To View and Edit these codes: View 1. In the Tree Menu, select Codes | Status Codes | Change Request. The Advanced Administration Application displays the Change Request Status form, containing a table of: Underlined (hyperlink) Short Descriptions used in the Procurement application, and Long Descriptions, explaining the full meaning of the code (maximum 255 characters). 2. If there are too many codes to be viewed in a single page, click the Short Description hyperlink to view the next batch of codes. 3. When you reach the end of the list, click the Short Description hyperlink again, to go back to the top of the list. Edit 1. Click Edit to the left of the code you wish to modify. Advanced Administration displays the Edit: Change Request form. Advanced Administration 307 Codes 2. Click in either the Short Description or Long Description text box and type any new text you want (maximum 255 characters). 3. Click: [Save] to save the description and leave the Edit: Change Request Status form, or [Cancel] to leave the Edit: Change Request Status form without making any changes. Payment To View and Edit these status codes: View 1. In the Tree Menu, select Codes | Status Codes | Payment. The Advanced Administration Application displays the Payment Status form, containing a table of: Underlined (hyperlink) Short Descriptions used in the Procurement application, and Long Descriptions, explaining the full meaning of the code (maximum 255 characters). 2. If there are too many codes to be viewed in a single page, click the Short Description hyperlink to view the next batch of codes. 3. When you reach the end of the list, click the Short Description hyperlink again, to go back to the top of the list. Edit 1. Click Edit to the left of the code you wish to modify. The Advanced Administration Application displays the Edit: Payment Status form. 2. Click in either the Short Description or Long Description text box and type any new text you want (maximum 255 characters). 3. Click: [Save] to save the description and leave the Edit: Payment Status form, or [Cancel] to leave the Edit: Payment Status form without making any changes. Order To View and Edit these status codes: 308 Procurement Help Codes View 1. In the Tree Menu, select Codes | Status Codes | Order. The Advanced Administration Application displays the Order Status form, containing a table of: Underlined (hyperlink) Short Descriptions used in the Procurement application, and Long Descriptions, explaining the full meaning of the code (maximum 255 characters). 2. If there are too many codes to be viewed in a single page, click the Short Description hyperlink to view the next batch of codes. 3. When you reach the end of the list, click the Short Description hyperlink again, to go back to the top of the list. Edit 1. Click Edit to the left of the code you wish to modify. The Advanced Administration Application displays the Edit: Order Status form. 2. Click in either the Short Description or Long Description text box and type any new text you want (maximum 255 characters). 3. Click: [Save] to save the description and leave the Edit: Order Status form, or [Cancel] to leave the Edit: Order Status form without making any changes. Receive To View and Edit these status codes: View 1. In the Tree Menu, select Codes | Status Codes | Receive. The Advanced Administration Application displays the Receive Status form, containing a table of: Underlined (hyperlink) Short Descriptions used in the Procurement application, and Long Descriptions, explaining the full meaning of the code (maximum 255 characters). 2. If there are too many codes to be viewed in a single page, click the Short Description hyperlink to view the next batch of codes. 3. When you reach the end of the list, click the Short Description hyperlink again, to go back to the top of the list. Advanced Administration 309 Codes Edit 1. Click Edit to the left of the code you wish to modify. The Advanced Administration Application displays the Edit: Receive Status form. 2. Click in either the Short Description or Long Description text box and type any new text you want (maximum 255 characters). 3. Click: [Save] to save the description and leave the Edit: Receive Status form, or [Cancel] to leave the Edit: Receive Status form without making any changes. Shopping Cart To View and Edit these status codes: View 1. In the Tree Menu, select Codes | Status Codes | Shopping Cart. The Advanced Administration Application displays the Shopping Cart Status form, containing a table of: Underlined (hyperlink) Short Descriptions used in the Procurement application, and Long Descriptions, explaining the full meaning of the code (maximum 255 characters). 2. If there are too many codes to be viewed in a single page, click the Short Description hyperlink to view the next batch of codes. 3. When you reach the end of the list, click the Short Description hyperlink again, to go back to the top of the list. Edit 1. Click Edit to the left of the code you wish to modify. The Advanced Administration Application displays the Edit: Shopping Cart Status form. 2. Click in either the Short Description or Long Description text box and type any new text you want (maximum 255 characters). 3. Click: 310 Procurement Help [Save] to save the description and leave the Edit: Shopping Cart Status form, or [Cancel] to leave the Edit: Shopping Cart Status form without making any changes. Setup Shipment To View and Edit these status codes: View 1. In the Tree Menu, select Codes | Status Codes | Shipment. The Advanced Administration Application displays the Shipment Status form, containing a table of: Underlined (hyperlink) Short Descriptions used in the Procurement application, and Long Descriptions, explaining the full meaning of the code (maximum 255 characters). 2. If there are too many codes to be viewed in a single page, click the Short Description hyperlink to view the next batch of codes. 3. When you reach the end of the list, click the Short Description hyperlink again, to go back to the top of the list. Edit 1. Click Edit to the left of the code you wish to modify. The Advanced Administration Application displays the Edit: Shipment Status form. 2. Click in either the Short Description or Long Description text box and type any new text you want (maximum 255 characters). 3. Click: [Save] to save the description and leave the Edit: Shipment Status form, or [Cancel] to leave the Edit: Shipment Status form without making any changes. Setup Use the Setup menu to view and make changes to many of the Procurement application operating parameters, such as: Setup Addresses Setup Application Settings Setup Archive Status Setup Bill To Addresses Setup Catalog Updates Setup Catalog Views Setup Contacts Advanced Administration 311 Setup Setup Cost Centers Setup Currency Exchanges Setup MarketSite Setup Online Form Setup Order Tolerances Setup Payments Setup Reports Setup Ship To Addresses Setup a Smart Form Setup Taxes Setup Units of Measure Setup Feature Registration Setup Commodity Settings The information collected when you defined your business rules can be configured and entered under the Setup menu. Because there are dependencies across data values, you must configure this data in the following order: 1. Addresses 2. Contacts 3. Bill To Addresses 4. Ship To Addresses 5. Cost centers 6. Currency exchange 7. Credit Cards 8. Payment terms 9. Payment types 10. Order Tolerance There are other items that appear under the Setup menu, but do not require configuration in any particular order. This includes: 312 Catalog Update, see Setup Catalog Updates Catalog Views, see Setup Catalog Views Reports, see Setup Reports Smart Forms, see Setup a Smart Form Units of measure codes, see Setup Units of Measure Procurement Help Setup Addresses Application Setting, which initializes the system application and defines system behaviors. See Setup Application Settings Taxes, this includes Tax Instance, Tax Entity, Usage Codes and Direct Pay Product Exemptions. See Setup Taxes Setup Addresses The Procurement application requires address information in order to: Setup Archive Status, Setup Ship To Addresses, and Administer Suppliers’ addresses. In Setup Addresses, you can: View Address Edit Address New Address Delete Address After using Setup Addresses, you can assign the addresses as Ship To, Bill To or Supplier addresses. You can also Setup Contacts for communications at each of the addresses. View Address 1. In the Tree Menu, select Setup | Addresses. The Advanced Administration Application displays the Address form. 2. Click in either the Company Name 1 text box and type all or part of a company name or Wild Card Characters. 3. Click [Search]. The Advanced Administration Application displays a list of all company names and addresses matching your search criteria. 4. If there are too many addresses to be viewed in a single page, click the Company Name 1 hyperlink to view the next batch of addresses. 5. When you reach the end of the list, clicking the Company Name 1 hyperlink again takes you back to the top of the list. 6. Click Edit beside any company name to Edit Address. 7. Click Delete beside any company name to Delete Address. Advanced Administration 313 Setup Addresses Edit Address 1. In the Tree Menu, select Setup | Addresses. The Advanced Administration Application displays the Address form. 2. Click in either the Company Name 1 text box and type all or part of a company name or Wild Card Characters. 3. Click [Search]. The Advanced Administration Application displays a list of all company names and addresses matching your search criteria. 4. Click Edit to the left of the Name and Address you wish to modify. The Advanced Administration Application displays the Edit: Address form, containing: Company Name (1, 2, and 3) text boxes Address (1, 2, 3, 4, 5) text boxes City text box State text box Zip text box Locale drop-down menu Country drop-down menu Comment Home Organization drop-down menu 5. Click in any of the text boxes and type any new or changed text you want. 6. Click in the Locale and Country drop-down menus and select an appropriate location, nationality or language group for the address. 7. Click in the Home Organization drop-down menu and select from the list of available Buying Organizations. 8. Click in the Comment text box and type any optional comments or explanation. 9. Click [Save] to save the description and leave the Edit: Address form, or [Cancel] to leave the Edit: Address form without making any changes. New Address 1. In the Tree Menu, select Setup | Addresses. The Advanced Administration Application displays the Address form. 314 Procurement Help Setup Addresses 2. Click [New Address]. The Advanced Administration Application displays a blank New Address form, containing: Company Name (1, 2, and 3) text boxes Address (1, 2, 3, 4, 5) text boxes City text box State text box Zip text box Locale drop-down menu Country drop-down menu Comment Home Organization drop-down menu 3. Click in any of the text boxes and type any new or changed text you want. 4. Click in the Locale and Country drop-down menus and select an appropriate location, nationality or language group for the address. 5. Click in the Home Organization drop-down menu and select from the list of available Buying Organizations. Note: You may not be able to assign a Home Organization at this point, but rather accept the default setting. This is because this field may only contain seed data. In order to populate this field, you must first create your Buying Organizations, see New Organization. Once you set up your organizations, the Home Organization box populates with available organizations. See Restrict Visibility. For more information on Home Organizations, see Key Concepts. 6. Click in the Comment text box and type any optional comments or explanation. 7. Click [Save] to save the description and leave the Edit: Address form, or [Cancel] to leave the Edit: Address form without making any changes. Tax Edit 1. In the Tree Menu, select Setup | Addresses. The Advanced Administration Application displays the Address form. 2. Click in either the Company Name 1 text box and type all or part of a company name or Wild Card Characters. 3. Click [Search]. The Advanced Administration Application displays a list of all company names Advanced Administration 315 Setup Addresses and addresses matching your search criteria. 4. Click Tax Edit to the left of the Name and Address you wish to modify. The Advanced Administration Application displays the Address Geocodes form, containing: Company Name (1, 2, and 3) Address (1, 2, 3, 4, 5) City State Zip Locale Country Comment None of this information is editable. 5. Click in any of the Taxware Geocode text box, and type the value required by the Taxware Tax Engine for this location. 6. Click [Save] to save the description and leave the New Address form, or [Cancel] to leave the New Address form without making adding an address. Identifier Edit 1. In the Tree Menu, select Setup | Addresses. The Advanced Administration Application displays the Address form. 2. Click in either the Company Name 1 text box and type all or part of a company name or Wild Card Characters. 3. Click [Search]. The Advanced Administration Application displays a list of all company names and addresses matching your search criteria. 4. Click Tax Edit to the left of the Name and Address you wish to modify. The Advanced Administration Application displays the Address Geocodes form, containing: 316 Procurement Help Company Name (1, 2, and 3) Address (1, 2, 3, 4, 5) City State Setup Application Settings Zip Locale Country Comment None of this information is editable. 5. Click in any of the Identifier text box, and type an identifier to be used for the contact at this company location. 6. Click [Save] to save the description and leave the New Address form, or [Cancel] to leave the New Address form without making adding an address. Delete Address 1. In the Tree Menu, select Setup | Addresses. The Advanced Administration Application displays the Address form. 2. Click in either the Company Name 1 text box and type all or part of a company name or Wild Card Characters. 3. Click [Search]. The Advanced Administration Application displays a list of all company names and addresses matching your search criteria. 4. Click Delete to the left of the Name and Address you wish to delete. If the address is associated with other system items, such as a Bill To address, the system does not remove the address, and produces an error message. To remove the address, you must first modify the item that uses it. Select another address for the Bill To address, Ship To address, or supplier address, then delete the address. Setup Application Settings The Application Settings are global settings used to control the Procurement application. These settings initialize a system application and define the system behaviors. The Application Settings can help you to: Manage and log database changes when you perform a catalog update. For more information, see Use Application Settings in the Setup Catalog Updates Help. Modify parameters which define Workflow Service behavior. For more information, see the Procurement Installation Guide. Advanced Administration 317 Setup Application Settings Modify parameters defining RoundTrip behavior. For more information, see Supplier RoundTrip. You can modify parameters to adjust aspects of Procurement operation and performance, but this is not recommended without the assistance of Commerce One Professional Services. Setup Application Settings allows you to: View Application Settings Edit Application Settings It is not possible to add or remove Application Settings. View Application Settings 1. In the Tree Menu, select Setup | Application Settings. The Application Settings page displays a list of all Application Settings, containing: Section - The section of the application for which the setting applies. Name - The name of the setting. Value - The current value of the setting (either the default value or a replacement value entered by you) in the appropriate units or text format. Description - A description of the setting, including such information as the default value, acceptable formats and options for values, and so on. Scroll down the list to view all Application Settings, or to find a specific Application Setting. 2. There is not need to Close or Cancel out of the screen. Simply use the tree menu in the left-hand frame to navigate to another part of the application. Edit Application Settings 1. In the Tree Menu, select Setup | Application Settings. The Application Settings page displays a list of all Application Settings, containing: 318 Procurement Help Section - The section of the application for which the setting applies. This value cannot be modified. Name - The name of the setting. This value cannot be modified. Value - The current value of the setting (either the default value or a replacement value entered by you) in the appropriate units or text format (to a maximum of 255 characters). Description - A description of the setting, including such information as the default value, acceptable formats and options for values, and so on (to a Setup Archive Status maximum of 255 characters). 2. Click Edit to the left of the setting you wish to modify. 3. Enter a new value or description in the appropriate text box. 4. Click Save to save the new setting and return to the Application Settings page, or Cancel to return to the Application Settings page without making any changes. Setup Archive Status Archive Status allows you to view the status of a currently-running Archive process (see Archive Database Records for more information). If you have never archived your database records, there will be no archive status information to display. This page retains data from the most recent archive, and empties at the beginning of each new archive process. To view the status of your archive: 1. Under Administration, select Advanced Administration. 2. From the tree menu, click on Setup | Archive Status. 3. Click Refresh to see the most current information. Setup Bill To Addresses Bill To Addresses describes where a supplier can send bills for purchases. You can create or modify this information. Before you can create a new Bill To Address, use: Setup Addresses to add some addresses to the Procurement application database, and Setup Contacts to assign contact names at those addresses. In Setup Bill To Addresses, you can: View Bill To Addresses Edit Bill To Addresses Add New Bill To Addresses Delete Bill To Addresses View Bill To Addresses 1. In the Tree Menu, select Setup | Bill To Addresses. The Advanced Administration Application displays the Bill To Address Search form. Advanced Administration 319 Setup Bill To Addresses 2. Click in the Contact Name text box, or the Company Name1 text box, and type all or part of the name of a company, or use Wild Card Characters. 3. Click [Search] The Advanced Administration Application displays all contacts matching your query. 4. Click: The Contact Name hyperlink to sort the list in Contact Name order, or The Company Name 1 hyperlink to sort the list in Company Name order 5. If there are too many contacts to be viewed in a single page, use the browser scroll bar, at the right of the window, to move the display up and down. 6. Click: Edit to change address information Delete to remove the Bill To address from the database. Edit Bill To Addresses 1. In the Tree Menu, select Setup | Bill To Addresses. The Advanced Administration Application displays the Bill To Address Search form. 2. Click in the Contact Name text box, or the Company Name1 text box, and type all or part of the name of a company, or use Wild Card Characters. 3. Click [Search] The Advanced Administration Application displays all contacts matching your query. 4. Click Edit beside the Bill To Address you want to modify. The Advanced Administration Application displays the Edit Bill To Address form. 5. Click [Select Contact] to select from a list of alternative contacts available at this Bill To Address. 6. Click [Select Address] to select from a list of alternative mailing addresses for this company. 7. Click in the Notes text box and type any optional comments or explanation (to a maximum of 255 characters). 8. Click in the Home Organization drop-down menu and select from the list of available Buying Organizations. Note: You may not be able to assign a Home Organization at this point, but rather accept the default setting. This is because this field may only contain seed data. In order to populate this field, you must first create your Buying 320 Procurement Help Setup Bill To Addresses Organizations, see New Organization. Once you set up your organizations, the Home Organization box populates with available organizations. See Restrict Visibility. For more information on Home Organizations, see Key Concepts. 9. Click: [Save] to save the changed Bill To Address information and leave the Edit Bill To Address form, or [Cancel] to leave the Edit Bill To Address form without making any changes. Add New Bill To Addresses 1. In the Tree Menu, select Setup | Bill To Addresses. The Advanced Administration Application displays the Bill To Address Search form. 2. Click [New Bill To Address]. The Advanced Administration Application displays the New Bill To Address form. 3. Click [Select Contact] to select from a list of alternative contacts available at this Bill To Address. 4. Click [Select Address] to select from a list of alternative mailing addresses for this company. 5. Click in the Notes text box and type any optional comments or explanation (to a maximum of 255 characters). 6. Click in the Home Organization drop-down menu and select from the list of available Buying Organizations. Note: You may not be able to assign a Home Organization at this point, but rather accept the default setting. This is because this field may only contain seed data. In order to populate this field, you must first create your Buying Organizations, see New Organization. Once you set up your organizations, the Home Organization box populates with available organizations. See Restrict Visibility. For more information on Home Organizations, see Key Concepts. 7. Click: [Save] to save the new Bill To Address information and leave the Edit Bill To Address form, or [Cancel] to leave the Edit Bill To Address form without adding a Bill To Address. If the contact/address combination already exists as a Bill To address, the system produces an error message. Otherwise, the system adds the new Bill To address into the system. Advanced Administration 321 Setup Catalog Updates Delete Bill To Addresses Before removing a Bill To address, you must first remove its associations. If the Bill To address is associated with a Buying Organization, the system cannot remove the Bill To address, and the Advanced Administration Application displays an error message. 1. In the Tree Menu, select Setup | Bill To Addresses. The Bill To Address Search form displays. 2. Click in the Contact Name text box, or the Company Name1 text box, and type all or part of the name of a company, or use Wild Card Characters. 3. Click [Search] The Advanced Administration Application displays all contacts matching your query. 4. Click [Delete] beside the Bill To Address you want to delete. If the address is associated with other system items, such as a Bill To address, the system does not remove the address, and produces an error message. To remove the address, you must first modify the item that uses it. Select another address for the Bill To address, then delete the address. Setup Catalog Updates You can use the Advanced Administration application to monitor and manage your catalog update process for one or more of the two different methods for updating the Procurement application catalog (see your site specifications or administration documentation to confirm which one, or both, of these is available at your site). Use the Catalog Process Status option to monitor the status of processing and database changes that occur during catalog update of Catalog Update Packages. Use the Catalog Update Files option to view available update packages and browse the contents of Catalog Update Packages. Catalog Update Packages are stored in the folder specified in the Application Setting table, see Setup Application Settings for information on how to view and navigate through these folder and to Use Application Settings. In order to view the Catalog Update Files link you must have the Setup privilege and the View Organization privilege at Enterprise scope. The Setup privilege is located under Admin Setup category. The Enterprise scope is located under Admin Organization | View Organization. Catalog Process Status 1. In the expanded Tree Menu, select Setup | Catalog Update | Catalog Process 322 Procurement Help Setup Catalog Updates Status The Advanced Administration Application displays the Catalog Process Status log of each step in the process that updates catalog information: Duration Out Text of status messages Section Start Time 2. Click [Refresh] as the update continues, to view additional results and messages. Catalog Update Files 1. In the expanded Tree Menu, select Setup | Catalog Update | Catalog Update Files The Advanced Administration Application displays the root directory for Catalog Update (CUP) files. 2. Click on a folder to expand it and show the available file names, dates and sizes. 3. Click on a file name, to view the file details and browse its contents. Note: You can only view the contents of the CUP files. You cannot edit the contents of a CUP file in this application. Use Application Settings You can configure some aspects of the CUP process through Administration. Items that you can modify in the Catalog section: Advanced Administration 323 Setup Catalog Updates Item Default UpdatePackageDir Description Directory for Catalog Update Packages. The directory must be readable by your web server. There are two formats for specifying the UpdatePackageDir setting: MaxErrorDisplay 25 Use a folder that is local to the web server machine. For example, you may use the format “C:\Cup\Data”. You can use this format without setting up the Windows file sharing on the folder. Specify the folder in UNC format to reference a folder on a different machine. For example, you could use “\\MyHost\Cup\Data”. In this case, you must configure the folder on the MyHost machine to allow the web server to share data. Maximum errors to display on completion, 0= All. This entry is reserved for future use. Altering this value currently has no effect on the catalog update/load process. 324 Procurement Help Setup Catalog Views Item Default Description RecreateCUPIndexes True Recreate CUP indexes to reduce CUP load time. To do this, you must be the database owner. In order to improve loading performance, CUP creates certain indexes on the CUP tables and drops them when they are no longer necessary. However, when the CUP process is executed as a user other than the database owner, this is not possible. If you execute the CUP process as a non-database owner user, then set this value to False, and execute the stored procedure, CatLoad_CreateIndexes. StopAfterError True Do not process valid rows in CUP if any rows fail validation. The CUP process validates individual parts in the CUP tables. Any parts that cannot be validated will be flagged. If the StopAfterError option is set to True, and any parts are flagged with an error, then the CUP process will not continue. Set this value to False if it is desirable to process valid parts, ignoring any parts that produce errors. 1. In the tree menu, select Setup | Application Setting. The system displays a list of variables that you can modify. 2. Click Edit next to the variable you wish to modify. 3. Edit information in the Value or Description fields. 4. Click Save. Setup Catalog Views Catalog Views are essentially a view of the contents of catalogs. These could be a buying organization’s purchase items that are available to the users of that particular buying organization. You will be able to create and modify these Catalog Views. In addition, Buyer Accounts must be created for Catalog Views and Commodity Filters specified. Views into a catalog are defined at the organizational level. You can: New Catalog View and assign a Home Organization to it, Edit Catalog View, Advanced Administration 325 Setup Catalog Views Add Buyer Accounts or Edit Buyer Accounts that associate a supplier account with an organization, and Configure Commodity Filters to restrict access to certain commodities for a particular supplier or for all supplier catalogs. For later convenience when accessing the Catalog View, you can: Add View to Menu, and Remove View from Menu. New Catalog View 1. In the expanded Tree Menu, click Setup | Catalog Views | New Catalog View. The Advanced Administration Application displays a blank New Catalog View form, displaying: Name text box Description text box Supplier Home Organization drop-down menu 2. Click in the Name text box, and type a name for the new catalog view. 3. Click in the Description text box, and type a description for the new catalog view (maximum 255 characters). 4. If you want to assign a Home Organization to this Catalog View, click in the Home Organization drop-down menu and select from the list of available Buying Organizations. Note: You may not be able to assign a Home Organization at this point, but rather accept the default setting. This is because this field may only contain seed data. In order to populate this field, you must first create your Buying Organizations, see New Organization. Once you set up your organizations, the Home Organization box populates with available organizations. See Restrict Visibility. For more information on Home Organizations, see Key Concepts. 5. If the Catalog View must access only a single, specified supplier (for example, if it is to be used for Blanket Orders), click [Change]. The default selection is <Multiple Suppliers>. The Advanced Administration Application displays the Set Supplier form. 6. Click in the Supplier Name text box, and type all or part of the name of a supplier company, or use Wild Card Characters. 7. Click [Search] The Advanced Administration Application displays all suppliers matching your query. 326 Procurement Help Setup Catalog Views 8. Click a supplier name and click [Select]. The Advanced Administration Application re-displays the New Catalog View form, with the selected supplier’s name added. 9. Click [Save] to save the new Catalog View and leave the New Catalog View form. Edit Catalog View You can edit the name and description of a Catalog View (but not its home organization or supplier) of an existing catalog view 1. In the expanded Tree Menu, click Setup | Catalog Views | Catalog View Name. The Advanced Administration Application displays an Edit Catalog View form, already containing, for the Catalog View: Name Description Supplier Home Organization 2. Click in the Name text box, and type a new name for the catalog view. 3. Click in the Description text box, and type a new description for the catalog view (maximum 255 characters). You may not edit the Home Organization or Supplier fields. 4. Click: [Save] to save the edited Catalog View and leave the Edit Catalog View form, or [Delete] to remove the Catalog View from the installation. Add View to Menu 1. In the expanded Tree Menu, select Setup | Catalog Views | Add Catalog View To Menu. The Advanced Administration Application displays the Add Catalog View To Menu form. 2. Type all or part of an existing catalog view name into the Catalog View text box, or use Wild Card Characters. 3. Click [Search] The Advanced Administration Application displays a list of all catalog views matching your search text. 4. Click on a Catalog View name and click [Add To Menu]. Advanced Administration 327 Setup Catalog Views The Advanced Administration Application adds the catalog view name to the Tree Menu under Catalog Views. Remove View from Menu 1. In the expanded Tree Menu, select Setup | Catalog Views | Remove Catalog View From Menu The Advanced Administration Application displays the Remove Catalog View From Menu form containing a list of all catalog views in the Tree Menu. 2. Click on a Catalog View name and click [Remove From Menu]. The Advanced Administration Application removes the catalog view name from the Tree Menu under Catalog Views. Add Buyer Accounts You use buyer accounts to define the relationship between a Catalog View and a supplier. You create a buyer account when you associate a supplier account with a Catalog View. After you create a buyer account, you can specify what commodities are visible in the Catalog View. See Configure Commodity Filters. 1. In the expanded Tree Menu, select Setup | Catalog Views | Catalog View Name | Buyer Accounts | Buyer Account Name | Add Buyer Account. The Advanced Administration Application displays the New Buyer Account form, containing: Supplier Account name Buyer TPID (Trading Partner ID) Sub-Account Number Description 2. To select a Supplier Account, click Change to the right of the empty Supplier Account field. The Advanced Administration Application displays the Set Supplier Account form. 3. Click in the Supplier Name text box, and type: All or part of the Supplier Name, or Wild Card Characters 4. Click [Search] The Advanced Administration Application displays all Suppliers matching your query. 5. In the Results list, click Select next to the Supplier you want to associate with 328 Procurement Help Setup Catalog Views the catalog view. The Advanced Administration Application re-displays the New Buyer Account form with the selected supplier account and the associated Buyer TPID. 6. Type a unique name or number for the new account in the Sub-Account Number text box. 7. Type a description of the account in the Description text box (to a maximum of 255 characters). 8. Click [Save] to save the new buyer account and leave the New Buyer Account form. Edit Buyer Accounts You can edit existing buyer account information (but not the account name or identifier.) 1. In the expanded Tree Menu, select Setup | Catalog Views | Catalog View Name | Buyer Accounts | Buyer Account Name. The Advanced Administration Application displays the Buyer Account Edit form, containing: Supplier name Supplier Account name Buyer TPID (Trading Partner ID) Buyer Catalog name Sub-Account Number Description 2. To select a different Supplier Account, click Change to the right of the empty Supplier Account field. The Advanced Administration Application displays the Set Supplier Account form. 3. Click in the Supplier Name text box, and type: All or part of the Supplier Name, or Wild Card Characters 4. Click [Search] The Advanced Administration Application displays all Supplier Accounts matching your query. 5. In the Results list, click Select next to the Supplier Account you want to associate with the catalog view. The Advanced Administration Application re-displays the Buyer Account form Advanced Administration 329 Setup Catalog Views with the selected supplier account and the associated Buyer TPID. 6. Select a new catalog from the Buyer Catalog drop-down menu. 7. Type a new identifying name or number for the account in the Sub-Account Number text box. 8. Change or add to the description of the account in the Description text box (to a maximum of 255 characters). 9. Click [Save] to save the modified buyer account and leave the Buyer Account Edit form. Configure Commodity Filters For each organization, you can restrict access to certain commodities. This restriction can be for a particular supplier or for all supplier catalogs. Select Setup | Catalog Views | Catalog View Name | Commodity Filters from the tree menu to edit the name and description of an existing commodity filter. The Advanced Administration application displays the Commodities form on which you may: List Commodity Filters and, Edit Commodity Filters List Commodity Filters 1. Click the List Commodity Filter hyperlink, to view a list of all currently selected filters. 2. Click [Delete All Commodity Filters] to delete the displayed list. The Advanced Administration application requests confirmation before deleting. Edit Commodity Filters 1. Click the Edit Commodity Filter hyperlink, to display a form used to select filters. 2. Enable the View All Commodities check box to display all commodities recognized by the Procurement application. 3. Disable the View All Commodities check box again to display only commodities in the Catalog View’s buyer accounts. 4. If you want to specify a particular supplier’s commodities, click Change and select a supplier from the search form. 5. In the Results list, click the name of the supplier you want to display or All Suppliers. 6. Click the expand icon next to Commodities to expand the commodity tree. 330 Procurement Help Setup Contacts 7. At the top commodity level select, in the Include Setting drop-down menu: Exclude this and all below, which excludes that commodity level and all its sub-levels. Include this and all below, which includes that commodity level and all its sub-levels. Note: The highest commodity level in the commodity tree contains only two settings in the drop-down box: Include this and all below, and Exclude this and all below. 8. Click [Save] for the top commodity level. 9. For each lower commodity level that you wish to configure, select the commodity level. 10. In the Include Setting drop-down menu, select one of the following: Exclude, which excludes just that commodity level. Exclude this and all below, which excludes that commodity level and all its sub-levels. Include, which includes just that commodity level. Include this and all below, which includes that commodity level and all its sub-levels. No Settings selected, which indicates that the commodity inherits the filter of its parent. 11. Click [Save] for that commodity level. 12. Continue, until you have configured all necessary commodities and levels. 13. You can click the List Commodity Filters hyperlink at any time to review a list of all your selections. 14. Click [Regenerate Runtime Table] to update the runtime table with the modified filters. 15. Click [Test Catalog Configuration] to test the filter configuration for errors. Setup Contacts Contacts identify the names and locations of people responsible for communications between buyers and suppliers. You can nominate a contact at each: Supplier’s location Buying Organization’s Ship To Address Buying Organization’s Bill To Address Advanced Administration 331 Setup Contacts In Setup Contacts you can: View Contact Edit Contact Add a New Contact Delete Contact View Contact 1. In the Tree Menu, select Setup | Contacts. The Advanced Administration Application displays the Contact form. 2. Click in the Contact Name text box, or the Contact Location text box, and type all or part of the name of a contact, or use Wild Card Characters. 3. Click [Search] The Advanced Administration Application displays all contacts matching your query and their contact information. 4. Click: The Contact Name hyperlink to sort the list in Contact Name order, or The Mail Stop hyperlink to sort the list in location order 5. If there are too many contacts to be viewed in a single page, use the browser scroll bar, at the right of the window, to move the display up and down. 6. To view all of the information for a contact, use the browser scroll bar, at the bottom of the window, to move the display left and right. 7. Click: Edit to change contact information, or Delete to remove the Contact from the database. Add a New Contact 1. In the Tree Menu, select Setup | Contacts. The Advanced Administration Application displays the Contact form. 2. Click [New Contact]. The Advanced Administration Application displays a blank New Contact form. 3. Click in each of the text boxes, and type the necessary contact information: 332 Procurement Help Contact Name Mail Stop Telephone Setup Contacts Fax E-mail 4. Click in the Home Organization drop-down menu and select from the list of available Buying Organizations. Note: Do not try to assign a Home organization until you have created your Buying Organizations. Only after you have done this will the Home Organization drop-down menu be populated with a list of available organizations. If necessary, you can return later and assign a Home Organization. You may not be able to assign a Home Organization at this point, but rather accept the default setting. This is because this field may only contain seed data. In order to populate this field, you must first create your Buying Organizations, see New Organization. Once you set up your organizations, the Home Organization box populates with available organizations. See Restrict Visibility. For more information on Home Organizations, see Key Concepts. 5. Click: [Save] to save the new contact and leave the New Contact form, or [Cancel] to leave the New Contact form without adding a contact. Edit Contact 1. In the Tree Menu, select Setup | Contacts. The Advanced Administration Application displays the Contact form. 2. Click in the Contact Name text box, or the Contact Location text box, and type all or part of the name of a contact or location, or use Wild Card Characters. 3. Click [Search] The Advanced Administration Application displays all contacts matching your query and their contact information. 4. Click: The Contact Name hyperlink to sort the list in Contact Name order, or The Mail Stop hyperlink to sort the list in location order 5. If there are too many contacts to be viewed in a single page, use the browser scroll bar, at the right of the window, to move the display up and down. 6. To view all of the information for a contact, use the browser scroll bar, at the bottom of the window, to move the display left and right. 7. Click Edit to the left of the Contact you want to modify. The Advanced Administration Application displays the Edit Contact form containing the information for: Advanced Administration 333 Setup Contacts Contact Name Mail Stop Telephone Fax E-mail 8. Click in each of the text boxes, and type any necessary changes to the contact information. 9. Click in the Home Organization drop-down menu and select from the list of available Buying Organizations. Note: Do not try to assign a Home organization until you have created your Buying Organizations. Only after you have done this will the Home Organization drop-down menu be populated with a list of available organizations. If necessary, you can return later and assign a Home Organization. You may not be able to assign a Home Organization at this point, but rather accept the default setting. This is because this field may only contain seed data. In order to populate this field, you must first create your Buying Organizations, see New Organization. Once you set up your organizations, the Home Organization box populates with available organizations. See Restrict Visibility. For more information on Home Organizations, see Key Concepts. 10. Click: [Save] to save the changes to the contact information and leave the Edit Contact form, or [Cancel] to leave the edit Contact form without modifying the contact. Delete Contact Before removing a Contact, you must first remove its associations. If the Contact is associated with a supplier or Buying Organization, the Advanced Administration Application displays an error message if you try to delete it. Select a replacement Contact for the supplier or Buying Organizations use. After that, you can delete the Contact. 1. In the Tree Menu, select Setup | Contacts. The Advanced Administration Application displays the Contact form. 2. Click in the Contact Name text box, or the Mail Stop text box, and type all or part of the name of a contact or location, or use Wild Card Characters. 3. Click [Search] The Advanced Administration Application displays all contacts matching your query and their contact information. 334 Procurement Help Setup Cost Centers 4. Click: The Contact Name hyperlink to sort the list in Contact Name order, or The Mail Stop hyperlink to sort the list in location order 5. If there are too many contacts to be viewed in a single page, use the browser scroll bar, at the right of the window, to move the display up and down. 6. To view all of the information for a contact, use the browser scroll bar, at the bottom of the window, to move the display left and right. 7. Click Delete to the left of the Contact you want to remove. Setup Cost Centers The Procurement application uses cost centers to identify parts of an Enterprise to which expense are accounted. When checking out, buyers can assign the cost of a purchased item to a cost center, or distribute the cost between several cost centers. In Setup Cost Centers you can: View Cost Center Add a New Cost Center Edit Cost Center Delete Cost Center After you add a new Cost Center in Commerce One Procurement application, you can add the Cost Center to an existing Buying Organization. View Cost Center 1. In the Tree Menu, select Setup | Cost Centers. The Advanced Administration Application displays the Cost Center form. 2. Click in the Contact Center Name text box, and type all or part of a Cost Center name, or Wild Card Characters. 3. Click [Search] The Advanced Administration Application displays all Cost Centers matching your query and their information. 4. If there are too many Cost Centers to be viewed in a single page, use the browser scroll bar, at the right of the window, to move the display up and down. 5. To view all of the information for a Cost Centers, use the browser scroll bar, at the bottom of the window, to move the display left and right. 6. Click: Advanced Administration 335 Setup Cost Centers Edit to change Cost Center information Delete to remove the Cost Center from the database. Add a New Cost Center 1. In the Tree Menu, select Setup | Cost Centers. The Advanced Administration Application displays the Cost Center form. 2. Click [New Cost Center]. The Advanced Administration Application displays the New Cost Center form. 3. Click in the Cost Center ID text box and type an integer that uniquely identifies a Cost Center to the Procurement application. The Cost Center ID must be an integer that uniquely identifies a cost center in the system. If you enter a value other than an integer, Administration produces an error message. 4. Click in the ERP Cost Center ID text box and type the value that identifies this same Cost Center to your Enterprise Resources Planning (ERP or “back office”) software. ERP CostCenter ID identifies this cost center in your enterprise resources planning software. 5. Click in the Cost Center Name text box and type the name you want the Procurement application to use to identify this Cost Center to users (maximum 255 characters). 6. Click in the Home Organization drop-down menu and select from the list of available Buying Organizations. Note: Do not try to assign a Home organization until you have created your Buying Organizations. Only after you have done this will the Home Organization drop-down menu be populated with a list of available organizations. If necessary, you can return later and assign a Home Organization. You may not be able to assign a Home Organization at this point, but rather accept the default setting. This is because this field may only contain seed data. In order to populate this field, you must first create your Buying Organizations, see New Organization. Once you set up your organizations, the Home Organization box populates with available organizations. See Restrict Visibility. For more information on Home Organizations, see Key Concepts. 7. Click: 336 Procurement Help [Save] to save the new Cost Center and leave the New Cost Center form, or [Cancel] to leave the New Cost Center form without adding a Cost Center. Setup Cost Centers Edit Cost Center 1. In the Tree Menu, select Setup | Cost Centers. The Advanced Administration Application displays the Cost Center form. 2. Click in the Contact Center Name text box, and type all or part of a Cost Center name, or Wild Card Characters. 3. Click [Search] The Advanced Administration Application displays all Cost Centers matching your query and their information. 4. If there are too many Cost Centers to be viewed in a single page, use the browser scroll bar, at the right of the window, to move the display up and down. 5. To view all of the information for a Cost Centers, use the browser scroll bar, at the bottom of the window, to move the display left and right. 6. Click Edit to the left of the Cost Center you want to modify. The Advanced Administration Application displays the Edit Cost Center form containing: Cost Center ID non-editable field ERP Cost Center ID editable text box (maximum 255 characters) Cost Center Name editable text box (maximum 255 characters) Home Organization drop-down menu 7. Click in the ERP Cost Center ID text box and type the value that identifies this same Cost Center to your Enterprise Resources Planning (ERP or “back office”) software. 8. Click in the Cost Center Name text box and type the name you want the Procurement application to use to identify this Cost Center to users. 9. If you want to assign a Home Organization to this Cost Center, click in the Home Organization drop-down menu and select from the list of available Buying Organizations. Note: Do not try to assign a Home organization until you have created your Buying Organizations. Only after you have done this will the Home Organization drop-down menu be populated with a list of available organizations. If necessary, you can return later and assign a Home Organization. You may not be able to assign a Home Organization at this point, but rather accept the default setting. This is because this field may only contain seed data. In order to populate this field, you must first create your Buying Organizations, see New Organization. Once you set up your organizations, the Home Organization box populates with available organizations. See Restrict Visibility. For more information on Home Organizations, see Key Concepts. Advanced Administration 337 Setup Cost Centers Click: [Save] to save the changed Cost Center and leave the Edit Cost Center form, or [Cancel] to leave the Edit Cost Center form without making any changes. Delete Cost Center 1. In the Tree Menu, select Setup | Cost Centers. The Advanced Administration Application displays the Cost Center form. 2. Click in the Contact Center Name text box, and type all or part of a Cost Center name, or Wild Card Characters. 3. Click [Search] The Advanced Administration Application displays all Cost Centers matching your query and their information. 4. If there are too many Cost Centers to be viewed in a single page, use the browser scroll bar, at the right of the window, to move the display up and down. 5. To view all of the information for a Cost Centers, use the browser scroll bar, at the bottom of the window, to move the display left and right. 6. Click Delete to remove the Cost Center from the database. Ship To Cost Center Before removing a Cost Center, you must first remove its associations. If the Cost Center is associated with a Buying Organization, the Advanced Administration Application cannot remove the Cost Center, and displays an error message. First select a replacement Cost Center for the Buying Organization use. After that, can you delete the Cost Center. 1. In the Tree Menu, select Setup | Cost Centers. The Advanced Administration Application displays the Cost Center form. 2. Click in the Contact Center Name text box, and type all or part of a Cost Center name, or Wild Card Characters. 3. Click [Search] The Advanced Administration Application displays all Cost Centers matching your query and their information. 4. If there are too many Cost Centers to be viewed in a single page, use the browser scroll bar, at the right of the window, to move the display up and down. 5. To view all of the information for a Cost Centers, use the browser scroll bar, at 338 Procurement Help Setup Currency Exchanges the bottom of the window, to move the display left and right. 6. Click Delete to the left of Cost Center you want to delete from the database. Setup Currency Exchanges Currency Exchange Groups enable buyers and suppliers to conduct transactions with different international currencies. To establish currency exchange, you must: Create a Currency Exchange Group, which contains rules for currency conversions. Add a New Group, or Edit Group Establish or modify currency transaction rules for that group. Exchange Rates Assign the Currency Exchange group to one or more Buying Organizations. Add a New Group To create a new Currency Exchange Group: 1. In the Tree Menu, select Setup | Currency Exchange. The Advanced Administration Application displays the New Currency Exchange Group form. 2. Click New Currency Exchange Group. The Advanced Administration Application displays the New Currency Exchange Group form. 3. Click in the Description text box and type the name you want the Procurement application to use to identify this Currency Exchange group to users. 4. Click: [Save] to save the new Currency Exchange Group and leave the New Currency Exchange Group form, or [Cancel] to leave the New Currency Exchange Group form without adding a Currency Exchange Group. The Advanced Administration Application displays the Currency Exchange Group: Group Name Modify form. After you create the Currency Group, you must establish currency Exchange Rates for the group. This is done with the Edit Group procedure. You can do this now or, if necessary, return later to set or change these rules. Advanced Administration 339 Setup Currency Exchanges 5. After setting rules for the Currency Exchange Group, click [Save] again. Edit Group After you create the Currency Group, you must establish currency transaction rules for the group. For example: The currencies to be converted, The conversion rate, and The effective date of the conversion rate. You must do this when you create the new group (Add a New Group) and, when necessary, later to set or change these rules. 1. In the Tree Menu, select Setup | Currency Exchange. The Advanced Administration Application displays the Currency Exchange form. 2. Click in the Description text box, and type all or part of a Currency Exchange Group name, or Wild Card Characters. 3. Click [Search] The Advanced Administration Application displays all Currency Exchange Groups matching your query and their information. 4. Click [Edit] to the left of the group that you want to modify. The Advanced Administration Application displays the Currency Exchange Group: Group Name Modify form. 5. Use this form to add Exchange Rates for the Group. 6. After setting rules for the Currency Exchange Group, click [Save] again. Exchange Rates After you create a Currency Exchange Group, you must set currency transaction rules for the group: Identify the currencies to be converted from and to Specify the exchange rate Specify the date and time at which that rate become effective Later, you may return and modify the Currency Exchange Group rules. In the Currency Exchange Group: Group Name Modify form: 1. Click [New] next to the group that you want to modify. The Advanced Administration Application displays any rules and information for that currency group. 2. If necessary, change the Group Description. 340 Procurement Help Setup MarketSite 3. Click: Disabled to disable the group, or Click again to de-activate Disabled and re-enable this group. 4. Click [New]. 5. Click in the drop-down menu, and select the name of the currency which the Buying Organization will convert from. 6. Click in the drop-down menu, and select the name of the currency which the Buying Organization will convert into. 7. Edit the date when the conversion rate becomes effective. Note: the Advanced Administration Application uses a Java filter in this text box which allows spaces before the date, but not after the date. 8. Click in the Conversion Rate text box, and type the conversion rate between the currencies. 9. Click in the Create Reciprocal Currency Exchange check box, to create exchange rates for both forward and backward conversion. 10. Click [Save]. The Advanced Administration Application re-displays the Currency Exchange Group: Group Name Modify form, with the new exchanges rate (or rates) added to the list. 11. Click [Insert] to the left of any rate, to add an additional exchange rate between the same 2 currencies. Repeat steps 7, 8, 9 and 10. 12. Click [Save] to save the group. Note: European Monetary Union law forbids direct conversion between EMU country currencies. They must be converted via the common currency the Euro. In the Procurement application, you must establish one Currency Exchange Group to convert the from currency to Euro, and another to convert from Euro to the to currency. For example, to convert from Lira to Euro, and then from Euro to Francs. The Procurement application automatically manages the implied Lira to Franc conversion. Setup MarketSite When you register with your e-marketplace, you receive certain information that you must provide to the Procurement application to allow it to perform operations such as configuring the Dispatcher to the e-marketplace address. Advanced Administration 341 Setup MarketSite The following defines the information required by Administration that you receive when you register with MarketSite: Item Definition DDID Document Destination identification number DDName Name of Document Destination MarketSite ID The organization’s MarketSite identification number MarketSite Name The standard length name assigned to MarketSite MarketSite Short Name Short name assigned to MarketSite MarketSite TPID Trading partner identification number for the organization URL MarketSite URL Protocol This is how the actual transfer of the document is conducted. Currently we support https and SonicMQ. Https is the default. MS Queue Inbound This is the MarketSite queue to which all documents are sent. MSB Service ID This ID gets the information on the Trading Partner from MarketSite TP Short Name Trading Partner Short Name TP Name Trading Partner Name Organization ID MarketSite user name Buyer Password MarketSite password You can: New information for a new e-marketplace Edit the information for an existing e-marketplace Delete an existing e-marketplace New 1. In the Tree Menu, select Setup | MarketSite. 342 Procurement Help Setup MarketSite The Advanced Administration Application displays the MarketSite List form containing all of the currently stored MarketSite software configuration information (if any). 2. Click [New]. 3. Click in each of the text boxes and type in the values you received with your emarketplace registration for: MarketSite ID The organization’s e-marketplace identification number MarketSite Name The standard length name assigned to the e-marketplace (a maximum of 100 characters). MarketSite Short Name Short name assigned to the e-marketplace MarketSite TPID Trading partner identification number for the organization MSB Service ID URL The e-marketplace URL (a maximum of 100 characters). Protocol Click in the drop-down menu and select from a list of available communication protocols. MarketSite Queue Inbound A maximum of 100 characters. 4. Click [Save]. 5. Use Administer Organizations to assign your Buying Organizations to the correct e-marketplace. 6. Use Administer Suppliers to assign your suppliers to the correct emarketplace. Edit 1. In the Tree Menu, select Setup | MarketSite. The Advanced Administration Application displays the MarketSite List form containing all of the currently stored MarketSite software configuration information (if any). 2. Click [Edit] beside a name in the list. Advanced Administration 343 Setup MarketSite The Advanced Administration Application displays the MarketSite Edit form containing: MarketSite ID The organization’s e-marketplace identification number. This is not editable. MarketSite Name The standard length name assigned to the e-marketplace (a maximum of 100 characters). MarketSite Short Name Short name assigned to the e-marketplace MarketSite TPID Trading partner identification number for the organization MSB Service ID URL The e-marketplace URL (a maximum of 100 characters). Protocol Click in the drop-down menu and select from a list of available communication protocols. MarketSite Queue Inbound A maximum of 100 characters. 3. Click in each of the editable fields and type, or select new values. 4. Click: [Save] to save your changes. [Cancel] to leave the form without making any changes. Delete 1. In the Tree Menu, select Setup | MarketSite. The Advanced Administration Application displays the MarketSite List form containing all of the currently stored MarketSite software configuration information (if any). 2. Click [Delete] beside a name in the list. The Advanced Administration Application requests confirmation, and then removes the name and associated information from the system. 344 Procurement Help Setup Online Form Setup Online Form Online Forms are used to gather information and submit to an approver in order to support a special request such as issuance of a check, equipment maintenance or repair. When the Online Form has been completed, the information that has been collected, goes to the assigned Approver for approval, and sent the appropriate internal department to initiate the requested action. Online Forms do not lead to the creation of Orders and are not dispatched outside the Enterprise. Online form templates describe the structure of the online form. You can create new Online Form Templates externally using a text editor. You then use the Advanced Administration Application to add or change the information included about the new Online Form Template to the Online Forms menu in the Procurement application: New Form Template Edit Template Delete Template New Form Template 1. Create the new Online Form Template JSP file using an external editor. You can get more information and training in custom Online Form Template creation from Commerce One Professional Services or Educational Services. 2. Copy the JSP file to the Web Server .. \WEBROOT\Online_Forms\ directory. 3. Select Advanced Administration from the Procurement home page. 4. In Tree Menu, select Setup | Online Form. The Advanced Administration Application displays the Online Form form containing a list of all available Online Form Templates. 5. Click [New Online Form]. The Advanced Administration Application displays the New Online Form form. 6. Click in the Online Form Name text box and type a name for the Online Form Template. 7. Click the Active check box to make the Online Form Template available to users. 8. Click in the JSP Name text box and type the name of the file for the Online Form Template. You do not need to supply a path to the file, because Online Form Template files must always be stored in the Web Server ..\WEBROOT\Online_Forms\ Advanced Administration 345 Setup Online Form directory. 9. Click in the XML File Path text box and type the pathname of the XML file for the Online Form Template. 10. Click in the Description text box and type a brief explanation of the Online Form Template, for other administrators (a maximum of 2000 characters). 11. Click in the Protection Domain text box and type the name of the domain for the Online Form Template. 12. If necessary, click in the Symbolic Class Name text box and type the class of the file. For Online Forms, the class is OLFDocument by default. 13. If necessary, click in the DocType text box and type the type identifier of the file. For Online Forms, the type is 10 by default. 14. Click: [Save] to save the new Online Form Template information and leave the New Online Form form, or [Cancel] to leave the New Online Form form without adding new Online Form information. Edit Template 1. In the Tree Menu, select Setup | Online Form. The Advanced Administration Application displays the Online Form form containing a list of all Online Form Templates in the Procurement application, and information about them. 2. Click [Edit] beside a Online Form Template name. The Advanced Administration Application displays the Edit Online Form form. 3. Click in any of the text boxes, and type in similar information to that you supplied to New Form Template to the Online Forms menu: Online Form Name JSP Name Creation Date 4. Click in the Active check box (to add a check mark). The Online Form Template is now active, and is visible to users. 5. Click a second time in the Active check box (to remove the check mark). The Online Form Template is now inactive. The Online Form Template JSP file remains in place, and the Online Form information remains in the database, but the Online Form is not visible to users. This is an alternative to Delete Template. 346 Procurement Help Setup Order Tolerances 6. Click: [Save] to save the modified Online Form Template information and leave the Edit Online Form form, or [Cancel] to leave the Edit Online Form form without changing Online Form Template information. Delete Template 1. In the Tree Menu, select Setup | Online Form. The Advanced Administration Application displays the Online Form form containing a list of all Online Form Templates in the Procurement application, and information about them. 2. Click [Delete] beside an Online Form Template. Setup Order Tolerances Using the Advanced Administration Application, you can: View Tolerances New Order Tolerance Edit Tolerances Delete Tolerance Order Tolerances allow automatic order processing to continue even when there are minor price discrepancies, for example: 1. A user adds two boxes of an item, costing $5.55/box, to their Shopping Cart, 2. The Procurement application creates an Order, adds this and other items, and sends it to a supplier, via an e-marketplace, 3. The supplier checks the item’s price and finds it to be $5.57/box, 4. The supplier checks availability and finds that only one box is available for immediate shipment. Without tolerances, a supplier must cancel the entire order, delaying to purchase of this and other items in the Order. With order tolerances: 5. The Commerce One Procurement software compares the difference in price between current order amd Supplier Update with the tolerances you have specified: If the differences are more than the permitted tolerance, the Supplier Update has a pending buyer response. The buyer can accept or reject by creating a Change Request or cancelling the request. If the differences are less than the permitted tolerance, the order proceeds and the item is shipped, Advanced Administration 347 Setup Order Tolerances 6. One box of the item can be shipped at an adjusted price, 7. A second box is back-ordered for later shipment. Tolerances can be set as: Currency amounts, such as plus/minus $0.50 Percentages of the item price, such as plus/minus 5.0% Quantities, such as plus/minus 5 boxes (or the appropriate UOM of the item) Percentage of the ordered quantity, such as plus/minus 5.0% Zero tolerance No limit Tolerances can be associated with a Buying Organization for each commodity. Enter the Order Tolerance name and enter the following in the appropriate fields: 348 Field Description Order Tolerance Name Name for the tolerance. Unit Price Type Tolerance types include: Procurement Help No Limits — The system processes all orders regardless of any price discrepancies. Percentage Tolerance — The system accepts discrepancy within a designated percentage range, for example ±5. If you choose this type see note below. Relative Tolerance — The system accepts a price discrepancy within a designated number of units, for example ±$5. 00. If you choose this type see note below. Zero Tolerance — The system rejects orders with any price discrepancies. Setup Order Tolerances Field Description Order Quantity Type Tolerance for discrepancies between quantity ordered and the quantity the supplier can deliver. Tolerance types include: Back Order Quantity Type Shipping Days Type No Limits — The system processes all orders regardless of any quantity discrepancies. Percentage Tolerance — The system accepts quantity discrepancy within a designated percentage range, for example ±5. If you choose this type see note below. Relative Tolerance — The system accepts discrepancy within a designated number of units, for example ±5. If you choose this type see note below. Zero Tolerance — The system rejects orders with any discrepancies. Tolerance for discrepancies between quantity ordered and the quantity on back order. Tolerance types include: No Limits — The system processes all orders regardless of any quantity discrepancies. Percentage Tolerance — The system accepts a quantity discrepancy within a designated percentage range, for example ±5. If you choose this type see note below. Relative Tolerance — The system accepts a quantity discrepancy within a designated unit amount, for example ±5. If you choose this type see note below. Zero Tolerance — The system rejects orders with any quantity discrepancy. No Limits — The system processes all orders regardless of the shipping date. Relative Tolerance — The system accepts an order provided the shipment transit time is within a specified number of days, for example 5≤ shipping days ≤10. If you choose this type see note below. Note: If you have chosen Relative or Percentage Tolerance you will see additional options to be filled in: Advanced Administration 349 Setup Order Tolerances Field Description of Percentage and Relative Tolerance Options Unit Price Type Unit Price Below and Above — This is the amount (percentage or absolute) that the final unit price can differ from the price at the time the order originated. Order Quantity Type Order Quantity Above and Below —This is the amount the quantity can differ from the quantity at the time the order originated. Back Order Quantity Type Back Order Quantity Max — This is the maximum units of the object ordered that can be placed on back order. Shipping Days Type Shipping Days Max and Min — Indicates the number of days the order can be in transit from supplier to buyer. As long as the supplier ships the order within a range of days prior to the DeliverByDate, the order is acceptable. View Tolerances 1. Select Advanced Administration from the Procurement home page. 2. In the Tree Menu, select Setup | Tolerances. The Advanced Administration Application displays the Order Tolerance form showing all currently assigned order tolerances: Order Tolerance Name Unit Price Type Order Quantity Type Back Order Quantity Type Shipping Days Type 3. Click: Edit to change Order Tolerances, or Delete to remove Order Tolerances from the database. New Order Tolerance 1. In the Tree Menu, select Setup | Tolerances. The Advanced Administration Application displays the Order Tolerance form. 2. Click [New Order Tolerance]. 350 Procurement Help Setup Order Tolerances The Advanced Administration Application displays the New Order Tolerance form. 3. Click in the Order Tolerance Name text box and type the name to be used for this item. 4. Click in the Unit Price Type drop-down menu, and select a tolerance for price variations: No Limits The Procurement application processes all Orders regardless of price discrepancies. This is the default. Percentage Tolerance You must designate a percentage (a number between 1 and 100). The Advanced Administration Application processes the Order if the price is within the range defined by plus and minus the designated percentage. Relative Tolerance You must designate a currency amount. The Advanced Administration Application processes the Order if the price is within the range defined by plus and minus the designated amount. Zero Tolerance The Procurement application rejects Orders with any price discrepancy 5. Click in the Order Quantity Type drop-down menu, and select a tolerance for variations in the quantity of items available: No Limits The Procurement application processes all Orders regardless of availability discrepancies. This is the default. Percentage Tolerance You must designate a percentage (a number between 1 and 100). The Procurement application processes the Order if the back-ordered quantity is less than the designated percentage of the ordered quantity. Relative Tolerance You must designate a number (of Units of Measure) of the item. The Procurement application processes the order if the back-ordered quantity is less than the designated amount. Zero Tolerance The Procurement application rejects orders with any availability discrepancy. 6. Click in the Back Order Quantity Type drop-down menu, and select a tolerance Advanced Administration 351 Setup Order Tolerances for variations in the number of items available only on back-order: No Limits The Procurement application processes all orders regardless of availability discrepancies Percentage Tolerance You must designate a percentage (a number between 1 and 100). The Procurement application processes the order if the quantity available on back-order is within the range defined by plus and minus the designated percentage. Relative Tolerance You must designate a number (of Units of Measure) of the item. The Procurement application processes the order if the quantity available on back-order is within the range defined by plus and minus the designated amount. Zero Tolerance The Procurement application rejects orders with any availability discrepancy. This is the default. 7. Click in the Shipping Days Type drop-down menu, and select a tolerance for the number of days before items can be shipped: No Limits The Procurement application processes all orders regardless of shipping delays. This is the default. Relative Tolerance You must designate a minimum and maximum number of days before the deliver by date. The Procurement application processes the order if the supplier can ship within the days range defined by the minimum and maximum number of days, after acceptance of the order. Zero Tolerance The Procurement application rejects orders if immediate shipment is not available. 8. Click: 352 Procurement Help [Save] to save the new Order Tolerance and leave the New Order Tolerance form, or [Cancel] to leave the form without adding a Tolerance. Setup Order Tolerances Edit Tolerances 1. In the Tree Menu, select Setup | Tolerances. The Advanced Administration Application displays the Order Tolerance form showing all currently assigned order tolerances. 2. Click Edit to the left of any Tolerance. The Advanced Administration Application displays the Edit Order Tolerance form. 3. Click in the Unit Price Type drop-down menu, and select a tolerance for price variations: No Limits The Procurement application processes all Orders regardless of price discrepancies. Percentage Tolerance You must designate a percentage (a number between 1 and 100). The Advanced Administration Application processes the Order if the price is within the range defined by plus and minus the designated percentage. Relative Tolerance You must designate a currency amount. The Advanced Administration Application processes the Order if the price is within the range defined by plus and minus the designated amount. Zero Tolerance The Procurement application rejects Orders with any price discrepancy. 4. Click in the Order Quantity Type drop-down menu, and select a tolerance for variations in the quantity of items available: No Limits T he Procurement application processes all Orders regardless of availability discrepancies. Percentage Tolerance You must designate a percentage (a number between 1 and 100). The Procurement application processes the Order if the back-ordered quantity is less than the designated percentage of the ordered quantity. Relative Tolerance You must designate a number (of Units of Measure) of the item. The Procurement application processes the order if the back-ordered quantity is less than the designated amount. Advanced Administration 353 Setup Order Tolerances Zero Tolerance The Procurement application rejects orders with any availability discrepancy. 5. Click in the Back Order Quantity Type drop-down menu, and select a tolerance for variations in the number of items available only on back-order: No Limits The Procurement application processes all orders regardless of availability discrepancies Percentage Tolerance You must designate a percentage (a number between 1 and 100). The Procurement application processes the order if the quantity available on back-order is within the range defined by plus and minus the designated percentage. Relative Tolerance You must designate a number (of Units of Measure) of the item. The Procurement application processes the order if the quantity available on back-order is within the range defined by plus and minus the designated amount. Zero Tolerance The Procurement application rejects orders with any availability discrepancy. 6. Click in the Shipping Days Type drop-down menu, and select a tolerance for the number of days before items can be shipped: No Limits The Procurement application processes all orders regardless of shipping delays. Relative Tolerance You must designate a minimum and maximum number of days before the deliver by date. The Procurement application processes the order if the supplier can ship within the days range defined by the deliver by date minus the minimum and maximum number of days, after acceptance of the order. Zero Tolerance The Procurement application rejects orders if immediate shipment is not available. If you make no selection, the Advanced Administration Application defaults to No Limits. 354 Procurement Help Setup Payments 7. Click: [Save] to save the modified Order Tolerance and leave the Edit Order Tolerance form, or [Cancel] to leave the Edit Order Tolerance form without making any changes. Delete Tolerance Before removing an Order Tolerance, you must first remove its associations. If the Order Tolerance is associated with a Buying Organization or a commodity, the Advanced Administration Application cannot remove the Order Tolerance, and displays an error message. First, select a replacement Order Tolerance for the Buying Organization or commodity use. After that, you can you delete the Order Tolerance. 1. In the Tree Menu, select Setup | Tolerances. The Advanced Administration Application displays the Order Tolerance form showing all currently assigned order tolerances. 2. Click Delete to the left of a Tolerance to remove it from the database. Setup Payments In the Advanced Administration Application, you can view and modify: Payment Terms which describe the due date for payments, discounts available and so on. Payment Types which describe the methods, recognized by Commerce One Procurement application and the Commerce One MarketSite software. that users can use to pay for a purchase. Credit Card names, numbers and other information. Payment Term Payment Terms describe the due date for payments, discounts available and so on. You can New, Delete, or Edit a Payment Term. If you add a new payment term to the Procurement application, it must be one recognized by the Commerce One MarketSite software. New 1. In the Tree Menu, click Setup | Payments | Payment Terms. The Advanced Administration Application displays the Payment Terms form displaying all current Payment Terms with their Short and Long Descriptions. 2. Click [New Payment Term]. Advanced Administration 355 Setup Payments The Advanced Administration Application displays the New Payment Term form. 3. Click in each of the text boxes, and type (at the insertion point): Short Description of the payment terms Long Description to be viewed by the user (maximum 255 characters) Commerce One Code, an identifier recognized by the Commerce One MarketSite software Commerce One Description, a standard brief description recognized by the Commerce One MarketSite software (a maximum of 255 characters) Discount Percent to be given, if payment is received within a specified period of time Discount Days Due number days in which payment must be received, in order to qualify for a discount Discount Time Reference allowed number of days Discount Due Date (mm/dd/yyyy) due date for discount Net Days Due to receive payment Net Time Reference for Net Days Due 4. Click: [Save] to save the new payment term and leave the New Payment Term form, or [Cancel] to leave the New Payment Term form without adding a new payment term. Delete 1. In the Tree Menu, click Setup | Payments | Payment Terms. The Advanced Administration Application displays the Payment Terms form displaying all current Payment Terms with their Short and Long Descriptions. 2. Click the Short Description hyperlink to sort the list in Short Description order. 3. Click Delete beside a Payment Term to remove it from the database. The Advanced Administration Application requests confirmation before removing the Payment Term. Edit 1. In the Tree Menu, click Setup | Payments | Payment Terms. The Advanced Administration Application displays the Payment Terms form displaying all current Payment Terms with their Short and Long Descriptions. 2. Click the Short Description hyperlink to sort the list in Short Description 356 Procurement Help Setup Payments order. 3. Click: Delete beside a Payment Term to Delete it from the database or Edit beside a Payment Term to change it. If you selected Edit, The Advanced Administration Application displays the Edit Payment Term form. 4. Enter (or change) the same information you entered to New a Payment Term. 5. Click: [Save] to save the modified payment term and leave the Edit Payment Term form, or [Cancel] to leave the Edit Payment Term form without making any changes. Payment Type Payment types describe the methods, recognized by Commerce One Procurement application and the Commerce One MarketSite software, that users can use to pay for a purchase. If you add a new payment type to Commerce One Procurement application, it must be one recognized by the Commerce One MarketSite software. You may New, Delete or Edit a Payment Type. After you add or modify a payment type, you can specify it as a payment method for any supplier. New 1. In the Tree Menu, click Setup | Payments | Payment Type. The Advanced Administration Application displays the Payment Type form displaying all current Payment Terms with their Short Descriptions and Commerce One Payment Type identifiers. 2. Click [New Payment Type]. The Advanced Administration Application displays the New Payment Type form. 3. Click in each of the text boxes, and type the following information and click [Save]. Short Description of the payment type Long Description to be viewed by the user (maximum 255 characters) Commerce One Code, a standard identifier recognized by the Commerce One MarketSite software Commerce One Description, a standard brief description recognized by the Commerce One MarketSite software (a maximum of 255 characters) Advanced Administration 357 Setup Payments 4. Click in the Is Credit Card? check box if this is so. 5. Click in the Commerce One Payment type drop-down menu, and select from the list of payment types recognized by the Commerce One MarketSite software. 6. Click: [Save] to save the new payment type and leave the New Payment Type form, or [Cancel] to leave the New Payment Type form without adding a new payment type. Delete 1. In the Tree Menu, click Setup | Payments | Payment Type. The Advanced Administration Application displays the Payment Type form displaying all current Payment Types with their Short and Long Descriptions. 2. Click: The Short Description hyperlink to sort the list in Short Description order, or The Commerce One Payment Type hyperlink to sort the list in standard payment type order. 3. Click Delete beside a Payment Type to Delete it from the database. Note: Before removing a Payment Type, you must first remove its associations. If the Payment Type is associated with a Supplier, the Advanced Administration Application cannot remove the Payment Type, and displays an error message. Select a replacement Payment Type for the supplier’s use. Only then, can you delete the Payment Type. The Advanced Administration Application requests confirmation before removing the Payment Type. Edit 1. In the Tree Menu, click Setup | Payments | Payment Type. The Advanced Administration Application displays the Payment Type form displaying all current Payment Types with their Short and Long Descriptions. 2. Click: The Short Description hyperlink to sort the list in Short Description order, or The Commerce One Payment Type hyperlink to sort the list in standard payment type order. 3. Click: 358 Procurement Help Delete beside a Payment Type to Delete it from the database or Setup Payments Before removing a Payment Type, you must first remove its associations. If the Payment Type is associated with a Supplier, the Advanced Administration Application cannot remove the Payment Type, and displays an error message. Select a replacement Payment Type for the supplier’s use. Only then, can you delete the Payment Type. Edit beside a Payment Type to change it. If you selected Edit, The Advanced Administration Application displays the Edit Payment Type form. 4. Enter (or change) the same information you entered to New a Payment Type. 5. Click: [Save] to save the modified payment type and leave the Edit Payment Type form, or [Cancel] to leave the Edit Payment Type form without making any changes. Credit Card In the Advanced Administration application you can add, modify or delete credit card information. You may New, Delete, or Edit a Credit Card. To add a new credit card, you must first add the credit card names, numbers and other information. Buyers can use their assigned credit card to make purchases. New 1. In the Tree Menu, click Setup | Payments | Credit Card The Advanced Administration Application displays the Credit Card form. 2. Click [New Credit Card]. The Advanced Administration Application displays the New Credit Card form. 3. Click in each of the text boxes or drop-down menus, and type or select: Payment Type Name on Card Credit Card Number Expiration Date (mm/dd/yyyy) Credit Card Limit Currency Description a brief description of the card and its purpose (maximum 255 characters) Advanced Administration 359 Setup Payments Card Authorization Code if required for use Card Reference Number 4. Click [Select Bill to Address]. The Advanced Administration Application displays the Select Bill to Address form. 5. Click in the Search for Name text box, and type all or part of the name of a recognized Procurement application address, or use Wild Card Characters. 6. Click [Search] The Advanced Administration Application displays all addresses matching your query. 7. In the Results text box, click the appropriate address, and click [Select]. The Advanced Administration Application re-displays the Credit Card form showing the selected billing address. 8. Click in the Corporate Card check box, to add a check mark, to indicate that this is a Corporate Credit Card. 9. Uncheck the check box if this a Personal Credit Card. If this is a personal card, you must select the name of the user. Click [Select User] to assign a user to the card. The Advanced Administration Application displays the Enterprise User form. 10. Click in the User Name text box, and type all or part of the name of a recognized Procurement application user, or use Wild Card Characters. 11. Click [Search] The Advanced Administration Application displays all user names matching your query. 12. In the Results text box, click the Name of the appropriate user, and click [Select]. The Advanced Administration Application re-displays the Credit Card form showing the selected user name. 13. Click: [Save] to save the new credit card and leave the New Credit Card form, or [Cancel] to leave the New Credit Card form without adding a new credit card. Delete 1. In the Tree Menu, select Setup | Payments | Credit Cards. 2. Click in the Name on Card text box, and type all or part of the name appearing on the card, or use Wild Card Characters. 360 Procurement Help Setup Payments 3. Click [Search] The Advanced Administration Application displays the information for all Credit Cards matching your query. 4. Click Delete to the left of a Credit Card to remove it from the database. The Advanced Administration application request confirmation before deleting the credit card. Note: Before removing a Credit Card, you must first remove its associations. If the Credit Card is associated with a supplier as a Payment Type, the Advanced Administration Application cannot remove the Credit Card, and displays an error message. First, New a replacement Payment Type for the supplier. After that, can you delete the Credit Card. Edit 1. In the Tree Menu, select Setup | Payments | Credit Cards. 2. Click in the Name on Card text box, and type all or part of the name appearing on the card, or use Wild Card Characters. 3. Click [Search] The Advanced Administration Application displays the information for all Credit Cards matching your query. 4. Click: Delete to the left of a Credit Card to Delete it from the database. Edit the left of a Credit Card you want to modify. If you selected Edit, the Advanced Administration Application displays the Edit Credit Card form. 5. Click in each of the text boxes or drop-down menus, and type or select new values for: Payment Type Name on Card Credit Card Number Expiration Date (mm/dd/yyyy) Credit Card Limit Currency Description a brief description of the card and its purpose (maximum 255 characters) Card Authorization Code if required for use Card Reference Number 6. Click [Select Bill to Address]. Advanced Administration 361 Setup Payments The Advanced Administration Application displays the Select Bill to Address form. 7. Click in the Search for Name text box, and type all or part of the name of a recognized Procurement application address, or use Wild Card Characters. 8. Click [Search] The Advanced Administration Application displays all addresses matching your query. 9. In the Results text box, click the appropriate address, and click [Select]. The Advanced Administration Application re-displays the Credit Card form showing the selected billing address. 10. Click in the Corporate Card check box, to add a check mark, to indicate that this is a Corporate Credit Card. 11. Uncheck the check box if this a Personal Credit Card. If this is a personal card, you must select the name of the user. Click [Select User] to assign a user to the card. The Advanced Administration Application displays the Enterprise User form. 12. Click in the User Name text box, and type all or part of the name of a recognized Procurement application user, or use Wild Card Characters. 13. Click [Search] The Advanced Administration Application displays all user names matching your query. 14. In the Results text box, click the Name of the appropriate user, and click [Select]. The Advanced Administration Application re-displays the Credit Card form showing the selected user name. 15. Click: [Save] to save the new credit card and leave the New Credit Card form, or [Cancel] to leave the New Credit Card form without adding a new credit card. Personal Credit Card 1. In the New Credit Card form: Uncheck the Corporate Card check box, and Click [Select User]. The Advanced Administration Application displays the Enterprise User Search form. 2. Click in the User Name text box, and type all or part of the name of a 362 Procurement Help Setup Payments recognized Procurement application user, or use Wild Card Characters. 3. Click [Search] The Advanced Administration Application displays all user names matching your query. 4. In the Results text box, click the Name of the appropriate user. 5. Click [Select]. 6. In the Priority text box, enter an integer value. This Priority allows a user with more than one credit card assigned to choose a preference for a card when they pay for a purchase. A priority level of zero (0) means that the credit card is the first one presented when a user pays for the purchase. 7. Click: [Save] to save the credit card user name, or [Cancel] to exit without making any changes. Corporate Credit Card 1. In the New Credit Card form: Uncheck the Corporate Card check box, and Click [Select Organization]. The Advanced Administration Application displays the Organization Search form. 2. Click in the Search for Name text box, and type all or part of the name of a Buying Organization, or use Wild Card Characters. 3. Click [Search] The Advanced Administration Application displays all Buying Organization names matching your query. 4. In the Results text box, click the Name of the appropriate organization. 5. Click [Select]. 6. In the Priority text box, enter an integer value. This Priority allows a user with more than one credit cards assigned to choose a preference for a card when they pay for a purchase. A priority level of zero (0) means that the credit card is the first one presented when a user pays for the purchase. 7. Click: [Save] to save the credit card Buying Organization name, or [Cancel] to exit without making any changes. Advanced Administration 363 Setup Reports Setup Reports Commerce One Procurement application is able to manage externally created reports through the Reports menu. This menu, organized by Report Category, displays all Report formats available at your site. The reports listed in the Reports menu may be standard formats supplied by Commerce One, and new or modified report formats created by or for your site. You can create additional reports using any third-party reporting tool that is able to create reports viewable in a web browser. When you have created a new report, you can: Update the Report menu by adding the new report name to an existing report category (or creating a new Report Category), and Supply the URL of the page containing the report. In the Advanced Administration application, there are tools to: New Report Category Edit Report Category Delete Category New Report Edit Report Delete Report New Report Category In the Commerce One Procurement application Reports menu, reports are organized by report category. When you add a new custom report to the menu, you must assign it to an existing category. If no suitable category exists, then you must create one before adding the new report. 1. In the Tree Menu, select Setup | Reports | New Report Category. The Advanced Administration Application displays the New Report Category form. 2. Click in the Report Category Name text box and type the name for the category that will be displayed in the Reports menu. 3. Enter the Name Resource ID. This is used to obtain translated text for other languages. 4. Click in the Report Category Description text box and type any additional information needed to administer the category (this information will not be seen by users). 5. Click in the Privilege Code drop-down menu, and select the minimum privilege 364 Procurement Help Setup Reports level required by a user to access this category of reports. 6. Click [Save] to save the new category and leave the New Report Category form. Edit Report Category 1. In the Tree Menu, select Setup | Reports | Report Category Name The Advanced Administration Application displays the Edit Report Category form, containing the information for the named category. 2. Click [Delete] to remove the category and all contained reports. 3. Enter the Report Category Name. 4. Enter the Name Resource ID. This is used to obtain translated text for other languages. 5. Enter the Report Category Description in the text boxes. 6. Click the Privilege Code drop-down menu, and select a new the minimum privilege level required by a user to access this category of reports. 7. Click [Save] to save the modified category and leave the Edit Report Category form. Delete Category 1. In the Tree Menu, select Setup | Reports | Report Category Name The Advanced Administration Application displays the Edit Report Category form, containing the information for the named category. 2. Click [Delete] to remove the category and all contained reports. New Report 1. Create the new report using a third-party reporting tool. You can get more information and training in custom report creation from Commerce One Professional Services or Educational Services. 2. Select Advanced Administration from the Procurement home page. 3. In the Tree Menu, select Setup | Reports | Category Name | New Report. (where Category Name is the menu category into which you want to put the new report. If there is no suitable category, you must first add a New Report Category.) The Advanced Administration Application displays the New Report form, with the Category Name shown. 4. Click in the Report Name text box and type the title of your new report (to a maximum of 50 characters). Advanced Administration 365 Setup Reports 5. Enter the Name Resource ID. This is used to obtain translated text for other languages. 6. Click in the Page Name text box and type the full URL of the HTML page containing the report (to a maximum of 255 characters). 7. Click in the Report Description text box and type a description of the report. This description will be displayed next to the report name in the Reports menu (to a maximum of 255 characters). 8. Enter the Description Resource ID. This is used to obtain translated text for other languages. 9. Click in the Privilege Code drop-down menu, and select the minimum privilege level required by a user to access this report. 10. Click [Save] to save the new report and leave the New Report form. Edit Report You cannot edit a report inside Commerce One Procurement application. You must modify the report externally using a HTML (or text) editor. After doing this, you can change the URL, name or descriptive text about the report format. 1. In the Tree Menu, select Setup | Reports | Report Category Name | Report Name The Advanced Administration Application displays the Edit Report form, containing the information stored for the report named Report Category Name | Report Name. 2. Click [Delete] to remove the report completely (see Delete Report), or 3. Click in the Report Name or the Report Description text boxes and type a new report title or descriptive information for the Run Reports. 4. Enter the Name Resource ID. This is used to obtain translated text for other languages. 5. Click in the Page Name text box and type a new pathname to the location and file name of the report HTML page. 6. Enter the Description Resource ID. This is used to obtain translated text for other languages. 7. Click in the Privilege Code drop-down menu, and select a privilege level for access to the report. 8. Click [Save] to save the modified report description and leave the Edit Report form. 366 Procurement Help Setup Ship To Addresses Delete Report You cannot edit a report inside Commerce One Procurement application. You must modify the report externally using a HTML (or text) editor. After doing this, you can change the URL, name or descriptive text about the report format. 1. In the Tree Menu, select Setup | Reports | Report Category Name | Report Name The Advanced Administration Application displays the Edit Report form, containing the information stored for the report named Report Category Name | Report Name. 2. Click [Delete] to remove the Report from the Reports menu. Setup Ship To Addresses Ship To Addresses describe where a supplier can send purchased items. You can create or modify this information. Before you can create a new Ship To Address, use: Setup Addresses to add some addresses to the Procurement application database, and Setup Contacts to assign contact names at those addresses. In Setup Ship To Addresses, you can: View Ship To Addresses Edit Ship To Addresses New Ship To Addresses Delete Ship To Addresses View Ship To Addresses 1. In the Tree Menu, select Setup | Ship To Addresses. The Advanced Administration Application displays the Ship To Address Search form. 2. Click in the Contact Name text box, or the Company Name1 text box, and type all or part of the name of a company, or use Wild Card Characters. 3. Click [Search] The Advanced Administration Application displays all contacts matching your query. 4. Click: The Contact Name hyperlink to sort the list in Contact Name order, or The Company Name 1 hyperlink to sort the list in Company Name order Advanced Administration 367 Setup Ship To Addresses 5. If there are too many contacts to be viewed in a single page, use the browser scroll bar, at the right of the window, to move the display up and down. 6. Click: Edit to change the Ship To address information Delete to remove the Ship To address from the database. Edit Ship To Addresses 1. In the Tree Menu, select Setup | Ship To Addresses. The Advanced Administration Application displays the Ship To Address Search form. 2. Click in the Contact Name text box, or the Company Name1 text box, and type all or part of the name of a company, or use Wild Card Characters. 3. Click [Search] The Advanced Administration Application displays all contacts matching your query. 4. Click Edit beside the Ship To Address you want to modify. The Advanced Administration Application displays the Edit Ship To Address form. 5. Click [Select Contact] to select from a list of alternative contacts available at this Ship To Address. 6. Click [Select Address] to select from a list of alternative mailing addresses for this company. 7. Enable the Taxable check box to indicate that shipments to this is address are subject to sales tax. 8. If the Taxable text box is checked, click in the Tax Rate Percentage text box and type a percentage rate (between 0.0 and 100 percent) for sales tax. 9. If the Taxable text box is checked, enable the Direct Pay check box to indicate that this is a direct pay tax situation. 10. Click in the FOB text box and type the FOB location. 11. Click in the Shipping text box and type shipping information. 12. Click in the Notes text box and type any necessary additional notes or instructions (to a maximum of 255 characters). 13. Click in the Home Organization drop-down menu and select from the list of available Buying Organizations. Note: Do not try to assign a Home organization until you have created your Buying Organizations. Only after you have done this will the Home Organization drop-down menu be populated with a list of available 368 Procurement Help Setup Ship To Addresses organizations. If necessary, you can return later and assign a Home Organization. You may not be able to assign a Home Organization at this point, but rather accept the default setting. This is because this field may only contain seed data. In order to populate this field, you must first create your Buying Organizations, see New Organization. Once you set up your organizations, the Home Organization box populates with available organizations. See Restrict Visibility. For more information on Home Organizations, see Key Concepts. 14. Click: [Save] to save the changed Ship To Address information and leave the Edit Ship To Address form, or [Cancel] to leave the Edit Ship To Address form without making any changes. New Ship To Addresses 1. In the Tree Menu, select Setup | Ship To Addresses. The Advanced Administration Application displays the Ship To Address Search form. 2. Click [New Ship To Address]. The Advanced Administration Application displays the New Ship To Address form. 3. Click [Select Contact] to select from a list of alternative contacts available at this Ship To Address. 4. Click [Select Address] to select from a list of alternative mailing addresses for this company. 5. Enable the Taxable check box to indicate that shipments to this is address are subject to sales tax. The Taxable check box indicates if all items sent to this address are subject to a tax. Check this box if all the items sent to this shipping address are taxable. 6. If the Taxable text box is checked, click in the Tax Rate Percentage text box and type a percentage rate (between 0.0 and 100 percent) for sales tax. Tax Rate Percentage represents the percent sales tax, if a sales tax is applicable. 7. If the Taxable text box is checked, enable the Direct Pay check box to indicate that this is a direct pay tax situation. Select the Direct Pay box if you would like taxes to be paid directly to the tax authority rather than to the supplier for items shipped to this address. 8. Click in the FOB text box and type the FOB location. Advanced Administration 369 Setup Ship To Addresses The FOB field indicates the Freight On Board location, if any. 9. Click in the Shipping text box and type shipping information. 10. Click in the Notes text box and type any necessary additional notes or instructions (to a maximum of 255 characters). 11. Click in the Home Organization drop-down menu and select from the list of available Buying Organizations. Note: Do not try to assign a Home organization until you have created your Buying Organizations. Only after you have done this will the Home Organization drop-down menu be populated with a list of available organizations. If necessary, you can return later and assign a Home Organization. You may not be able to assign a Home Organization at this point, but rather accept the default setting. This is because this field may only contain seed data. In order to populate this field, you must first create your Buying Organizations, see New Organization. Once you set up your organizations, the Home Organization box populates with available organizations. See Restrict Visibility. For more information on Home Organizations, see Key Concepts. 12. Click: [Save] to save the new Ship To Address information and leave the Edit Ship To Address form, or [Cancel] to leave the Edit Ship To Address form without adding a Ship To Address. Delete Ship To Addresses Before removing a Ship To address, you must first remove its associations. If the Ship To address is associated with a Buying Organization, the system cannot remove the Ship To address, and the Advanced Administration Application displays an error message. 1. In the Tree Menu, select Setup | Ship To Addresses. The Advanced Administration Application displays the Ship To Address Search form. 2. Click in the Contact Name text box, or the Company Name1 text box, and type all or part of the name of a company, or use Wild Card Characters. 3. Click [Search] The Advanced Administration Application displays all contacts matching your query. 4. Click Delete beside the Ship To Address you want to delete. 370 Procurement Help Setup a Smart Form Setup a Smart Form Smart Forms are used to gather information about products and services that require configuration options, choices, customization or other special instructions. When the Smart Form has been completed, the information that has been collected, travels with the Shopping Cart for approval, and is sent with the resulting Order to the supplier. Many products or services require different information, and so different Smart Forms must be created and saved for each type item in the catalog. Smart Forms are stored in Java Server Page (JSP) files and are stored on the same machine as the Web Server and the Web Application Server. You can create new Smart Forms externally using a text editor. You then use the Advanced Administration Application to add the new Smart Form to the Procurement application. To do this, you must select a name for the Smart Form, associate it with a catalog item and supplier, and activate it: New Smart Form Edit Smart Form Delete Smart Form Associate Item Cancel Association New Smart Form 1. Create the new Smart Form JSP file using an external editor. You can get more information and training in custom Smart Form creation from Commerce One Professional Services or Educational Services. 2. Copy the JSP file to the Web Server.. \WEBROOT\Smart Forms\ directory. 3. Select Advanced Administration from the Procurement home page. 4. In Tree Menu, select Setup | Smart Form. The Advanced Administration Application displays the Smart Form form containing a list of all available Smart Forms: Smart Form Name Active status JSP Name XML File Path Creation Date 5. Click [New Smart Form]. Advanced Administration 371 Setup a Smart Form The Advanced Administration Application displays the New Smart Form form. 6. Click in the Smart Form Name text box and type a name for the Smart Form. 7. Click the Active check box to make the Smart Form available to users. 8. Click in the JSP Name text box and type the name of the JSP file for the Smart Form. You do not need to supply a path to the file, because Smart Form JSP files must always be stored in the Web Server.. \WEBROOT\Smart Forms\ directory. 9. Click in the XML File Path text box and type the pathname of the XML file for the Smart Form. 10. Click in the Description text box and type a brief explanation of the Smart Form, for other administrators. 11. Click: [Save] to save the new Smart Form information and leave the New Smart Form form, or [Cancel] to leave the New Smart Form form without adding new Smart Form information. 12. Before your users are able to use the Smart Form, you must Associate Item it with a catalog item. Edit Smart Form 1. In the Tree Menu, select Setup | Smart Form. The Advanced Administration Application displays the Smart Form form containing a list of all Smart Forms in the Procurement application, and information about them. 2. Click [Edit] beside a Smart Form. The Advanced Administration Application displays the Edit Smart Form form’s: Smart Form Name Active status JSP Name XML File Path Creation Date 3. Click in the Smart Form Name text box and type a new name for the Smart Form. 4. Click the Active check box: 372 Procurement Help to remove a check mark and make an inactive Smart Form available to Setup a Smart Form users. to add a check mark and make an active Smart Form unavailable to users. This is an alternative to Delete Smart Form. 5. Click in the JSP Name text box and type the name of a different JSP file for the Smart Form. You do not need to supply a path to the file, because Smart Form JSP files must always be stored in the Web Server.. \WEBROOT\Smart Forms\ directory. 6. Click in the XML File Path text box and type a new pathname of the XML file for the Smart Form. 7. Click in the Description text box and type a new explanation of the Smart Form, for other administrators. 8. Click: [Save] to save the modified Smart Form information and leave the New Smart Form form, or [Cancel] to leave the New Smart Form form without modifying Smart Form information. Delete Smart Form 1. In the Tree Menu, select Setup | Smart Form. The Advanced Administration Application displays the Smart Form form containing a list of all Smart Forms in the Procurement application, and information about them. 2. Click [Delete] beside a Smart Form. Associate Item To use a Smart Form in Commerce One Procurement application, it must be associated with at least one catalog item. If a user chooses that catalog item, the Procurement application displays the appropriate Smart Form. 1. Select Setup | Smart Form. The Advanced Administration Application displays the Smart Form form containing a list of all Smart Forms in the Procurement application, and information about them. 2. Click Association, beside a Smart Form. The Advanced Administration Application displays the Smart Form Association form containing a list of the names, part numbers and UOM of all catalog items that use this Smart Form. 3. Click [New Association]. The Advanced Administration Application displays the New Association form. Advanced Administration 373 Setup Taxes 4. Click in the Supplier Name drop-down menu, and select the name of a supplier in the Buying Organization catalog. 5. Click in the Supplier Part Number text box and type the supplier’s (not the manufacturer’s) part number for this item. 6. Click in the Supplier Part Number Ext text box and type any extension to the supplier’s part number for this item. 7. Click in the Unit of Measure drop-down menu, and select the name of a unit of measure (UOM) for purchasing this item. 8. Click: [Save] to save the Smart Form association and leave the New Association form, or [Cancel] to leave the New Association form without adding the Smart Form association. 9. View the Smart Form information and, if necessary, use Edit Smart Form, to make the Smart Form Active. Cancel Association 1. In the Tree Menu, select Setup | Smart Form. The Advanced Administration Application displays the Smart Form form containing a list of all Smart Forms in the Procurement application, and information about them. 2. Click Association, beside a Smart Form. The Advanced Administration Application displays the Smart Form Association form containing a list of the names, part numbers and UOM of all catalog items that use this Smart Form. 3. Click [Delete] beside an item. The association between the item and the Smart Form is now cancelled. The Smart Form is still in the Procurement application and can be associated with other items. The item is still in the catalog but, when it is selected by a user, this Smart Form is no longer displayed. Setup Taxes Only specially privileged administrators have access to the tax administration tools: 374 Procurement Help Tax Instance Setup defines a method of tax calculation used for a Tax Entity: New Tax Instance Edit Tax Instance Setup Taxes Tax Entity Setup defines a part of an Enterprise that has its own, unique tax treatment. Each Buying Organization must be assigned to one or more Tax Entity: New Tax Entity Edit Tax Entity Tax Usage Code Setup define exemptions to tax rules based on the intended use of a purchased item: New Usage Code Edit Usage Code Direct Pay Product Exemptions Setup defines catalog items that are exempt from direct payment of tax to state tax authorities: New Direct Pay Product Exemption Edit Direct Pay Product Exemption New Tax Instance Once named and described each Tax Entity must be associated with a Tax Instance, which define the actual, installed tax engines that contain the physical implementation of an entity's rules. You must first create a Tax Instance before you create a Tax Entity, by defining the Tax Engine and Enterprise. Only after doing this, can you associate each Tax Entity with an appropriate Tax Instance: 1. In the Tree Menu, click Setup | Taxes | Tax Instance. The Advanced Administration Application displays the Tax Instance List form. 2. Click [New Tax Instance]. The Advanced Administration Application displays the New Tax Instance form. 3. Click in the Description text box and type a brief description of the tax instance. 4. Click in the Tax Engine drop-down menu, and select the name of an available Tax Engine, for example TaxWare. If no other tax engine is selected, Commerce One Simple Tax is used by default. Depending on the tax engine selected, other data entry text boxes may be added to the page. 5. Click in the Tax Type drop-down menu, and select the type of tax to be calculated, for example VAT (value added tax) or SUT (sales/use tax). 6. Click in the Host Machine Name text box and type name of the network machine on which the selected tax engine is running. Advanced Administration 375 Setup Taxes 7. Click in the Company ID text box and type the company’s tax identification. 8. Click in the Location ID text box and type the company location identification. 9. Click in the Product Code Conversion text box and type the code value. 10. Click: [Save] to save the tax instance and leave the New Tax Instance form, or [Cancel] to leave the New Tax Instance form without adding the Smart Form association. Edit Tax Instance 1. In the Tree Menu, click Setup | Taxes | Tax Instance. The Advanced Administration Application displays the Tax Instance List form. 2. Click in the Description text box, and type all or part of the text appearing in an instance description, or use Wild Card Characters. 3. Click [Search] The Advanced Administration Application displays all tax instances matching your query and their information. 4. To sort the list by columns, click: The Tax Type hyperlink, or The Tax Engine hyperlink 5. If there are too many instances to be viewed in a single page, use the browser scroll bar, at the right of the window, to move the display up and down. 6. To view all of the information for an instance, use the browser scroll bar, at the bottom of the window, to move the display left and right. 7. Click [Delete] beside a Tax Instance to remove it from the database, or 8. Click [Edit] beside a Tax Instance. The Advanced Administration Application displays the Edit Tax Instance form. 9. Click in the displayed text boxes and drop-down menus, and make similar selections to those the New Tax Instance form. 10. Click: 376 Procurement Help [Save] to save the modified tax instance and leave the Edit Tax Instance form, or [Cancel] to leave the Edit Tax Instance form without making any changes. Setup Taxes New Tax Entity Most larger companies can be viewed as a collection of organizational entities that each have their own distinct set of tax rules. Whether the distinction between these different parts of the company is geographical or functional, they will have special tax treatments that are not universal. In Administration, we call these different parts of a company Tax Entities. After creating your Tax Instances, you can create Tax Entities and assign them to Instances: 1. In the Tree Menu, click Setup | Taxes | Tax Entity. The Tax Entity List form displays. 2. Click New Tax Entity. The New Tax Entity form displays. 3. Click in the Name text box and type a brief name to identify the tax entity 4. Click in the Description text box and type a brief description of the tax entity. 5. Click in each of the Tax Instances drop-down menus, and select the name of a Tax Instance for each tax type. A drop-down menu in displayed for every Tax Type entry in the database, for example: SUT (sales/use tax), VAT (value added tax) or Goods and Service Tax. Each drop-down menu has an option for every Tax Instance of that type in the database, for example: TaxWare, or Commerce One Simple Tax. If no other tax instance is selected, an instance using Commerce One Simple Tax is used by default. 6. Click Save to save the new tax entity and leave the form, or Cancel to leave the form without making any changes. Edit Tax Entity 1. In the Tree Menu, click Setup | Taxes | Tax Entity. The Tax Entity List form displays. 2. Click in the Name text box, and type all or part of an entity name, or use Wild Card Characters. 3. Click Search. All tax entities matching your query and their information display. 4. To sort the list by columns, click: Advanced Administration 377 Setup Taxes The Name hyperlink, or The Description hyperlink, or 5. If there are too many entities to be viewed in a single page, use the browser scroll bar, at the right of the window, to move the display up and down. 6. To view all of the information for an entity, use the browser scroll bar, at the bottom of the window, to move the display left and right. 7. Click Delete beside a Tax Entity to remove it from the database, or 8. Click Edit beside a Tax Entity. The Edit Tax Entity form displays. 9. Click in the displayed text boxes and drop-down menus, and make similar selections to those the New Tax Entity form. 10. Click Save to save the modified tax entity and leave the form, or Cancel to leave the form without making any changes. New Usage Code Usage Codes are used to define purchasing categories. Usage Codes will also be associated with line items in Shopping Carts and Orders. To manage exemptions to tax rules based on the intended use of a purchased item, you must set up codes defining different types of usage: 1. In the Tree Menu, click Setup | Taxes | Usage Codes. The Usage Code form displays. 2. Click New Usage Code. The New Usage Code form displays. 3. Click in the Usage Code text box and type a brief name to identify the usage code 4. Click in the Description text box and type a brief description of the type of item usage defined by the code. 5. Click Save to save the new usage code and leave the form, or Cancel to leave the form without making any changes. Edit Usage Code 1. In the Tree Menu, click Setup | Taxes | Usage Code. The Usage Code form displays. 2. Click Delete beside a Usage Code to remove it from the database, or 3. Click Edit beside a Usage Code. 378 Procurement Help Setup Taxes The Edit Usage Code form displays. 4. Click in either the Usage Code text box or the Description text box, and type new information similar to that you supplied in the New Usage Code form. 5. Click Save to save the modified usage code and leave the form, or Cancel to leave the form without making any changes. New Direct Pay Product Exemption The Direct Pay location remits all sales tax directly to the tax authority rather than sending the tax to the supplier. By creating a Direct Pay Product Exemption, products are exempt from the Direct Pay tax payment method. Therefore, the taxes must be sent to the supplier regardless of any Direct Pay status of the location. To manage exemptions to direct tax payment based on types of item: 1. In the Tree Menu, click Setup | Taxes | Direct Pay Product Exemption. The Direct Pay Product Exemptions form displays. 2. Click New Exemption. The New Direct Pay Product Exemption form displays. 3. In the State text box, click on a code, representing a state, group of states or nations for which an exemption should apply. Note: The application comes pre-populated with a number of common states and provinces. If your locale has additional jurisdictions, please have your database administrator add those jurisdictions to the "Tax_State_Province" table. 4. Click in the UNSPSC Code text box and type an UNSPSC code representing the type of item that is to be exempt from direct payment of tax. 5. Click Save to save the new exemption and leave the form, or Cancel to leave the form without making any changes. Edit Direct Pay Product Exemption 1. In the Tree Menu, click Setup | Taxes | Direct Pay Product Exemption. The Advanced Administration Application displays the Direct Pay Product Exemption form. 2. Click in the State text box or UNSPSC Code text box, and type all or part of state name, abbreviation or UNSPC code, or use Wild Card Characters. Note: The application comes pre-populated with a number of common states and provinces. If your locale has additional jurisdictions, please have your database administrator add those jurisdictions to the "Tax_State_Province" table. Advanced Administration 379 Setup Units of Measure 3. Click Search. All Exemptions matching your query and their information display. 4. To sort the list by columns, click: The State hyperlink, or The UNSSPSC Code hyperlink, or 5. If there are too many Exemptions to be viewed in a single page, use the browser scroll bar, at the right of the window, to move the display up and down. 6. To view all of the information for an Exemptions, use the browser scroll bar, at the bottom of the window, to move the display left and right. 7. Click Delete beside an Exemption to remove it from the database, or 8. Click Edit beside an Exemption. The Edit Direct Pay Product Exemption form displays. 9. In the State text box, click on a different code, representing a state, group of states or nations for which an exemption should apply, or 10. Click in the UNSPSC Code text box and type a different UNSPSC code representing the type of item that is to be exempt from direct payment of tax. 11. Click Save to save the modified exemption and leave the form, or Cancel to leave the form without making any changes. Setup Units of Measure Commerce One provides many standardized (ISO) Units of Measure (UOM) with the Procurement application. You can modify any of these standard units to suit the needs of your system. To add new units of measure, consult with Commerce One Professional Services. To modify a unit of measure: 1. In the Tree Menu, select Setup | Units of Measure. The Unit of Measure form displays with a list of Procurement application UOM Short and Long Descriptions. 2. Click Edit beside a UOM. The Edit UOM form displays. 3. Click in the Short Description text box and type a short name for the UOM to be used internally. 4. Click in the Long Description text box and type a more descriptive name for the UOM (maximum 255 characters). This is the description seen by users. 380 Procurement Help Setup Feature Registration 5. Click the Active check box to make the UOM available to users. 6. Click Save to save the modified UOM and leave the form, or Cancel to leave the form without making any changes. Setup Feature Registration Services Procurement and Contract Labor are additional features that are enabled in Commerce One Procurement with separate security keys. Registration Information and keys are provided by Commerce One after purchase of one or both of these features. You will need your Registration Key and Registration Information before enabling either feature. Feature Registration allows you to: Enable a Feature Authorize Organizations Icons You can use the following icons on the Feature Registration page: Authorize Organizations Click this icon to authorize organizations in Procurement to use Services Procurement or Contract Labor. Register Click this icon to register Services Procurement or Contract Labor on the Feature Registration page. Authorize Click this icon to authorize a single organization from the Authorize Organizations page. Authorize All Child Organizations Click this icon to Authorize all Child Organizations within an organization. Unauthorize All Child Organizations Click this icon to unauthorize all child organizations within an organization. Delete Click this to delete an organization from your list of authorized organizations. Advanced Administration 381 Setup Feature Registration Overview Services Procurement Services Procurement is a feature of the Procurement application that allows you to shop for services provided by a supplier. This functionality extends your ability to manage and control spending beyond goods and supplies, and includes but is not limited to purchasing repairs, rentals, consulting, catering, travel, and/or construction services. Contract Labor Contract Labor works with Commerce One Procurement to allow you to administer, create, and track time and expenses for your company's contractors. With Contract Labor, you can assign contractors to Projects, and report their hours and expenses. Procurement Shopping Carts are generated for Timecards. This functionality helps the user control expenses by enforcing limits on hour and expense values that are reported. Enable a Feature To enable Services Procurement or Contract Labor: 1. Log into Procurement as the Procurement Administrator. 2. Under Administration, select Advanced Administration. 3. From the tree menu, click on Setup | Feature Registration. 4. Select the Register icon in the Actions column for the feature you wish to enable. 5. Register your security key by entering: Registration Key - This is a system-generated key provided by Commerce One. Copy and paste, or type it exactly as it appears, into the field. Save this key for future reference. Registration Information - This is a name assigned by Commerce One to identify your company. For example: Commerce One LLC 6. Click Save. You are returned to the Feature Registration page. The Enabled column now reads “Yes” for the feature you registered. Expiration dates are only visible if your Registration Key is temporary. Temporary access to Services Procurement or Contract Labor will expire on this date. 7. Continue by selecting the Authorize Organizations icon from the Actions column for the desired feature. See Authorize Organizations for more information. 382 Procurement Help Setup Feature Registration Note: Once a feature is registered and authorized for use within an organization, the administrator has access to all privileges associated with each feature. The administrator must then create a new role for the feature with one or more of these new privileges selected, and then assign the role to a user. At this stage, the feature becomes visible and available for further configuration and use. Authorize Organizations After enabling Services Procurement or Contract Labor, you must authorize the organizations that will use these features. Organizations are created in Procurement Administration. See New Organization to add organizations. Once you have authorized organizations for Services Procurement or Contract Labor, the feature appears in the left-hand tree menu of Advanced Administration and is available for configuration. The appearance and functionality of various screens throughout the Procurement application also change once a feature is authorized for use within an organization. For example, employees of an organization using Contract Labor may see links on the Procurement Home page allowing them to create, edit, or view their Timecard(s). Or, organizations using Services Procurement find new options for editing Change Requests. To authorize an organization to use the feature you just enabled: 1. Log into Procurement as the Procurement Administrator. 2. Under Administration, select Advanced Administration. 3. From the tree menu, click on Setup | Feature Registration. 4. From the Actions column for the feature you enabled, select the Authorize Organizations icon. The Authorize Organizations page displays. Then, you can: Authorize All Organizations Authorize Individual Organizations Authorize Child Organizations Authorize All Organizations By authorizing all organizations in Services Procurement or Contract Labor, you authorize all organizations at all levels, both parent and children organizations. To do so: 1. Click the Authorize All Organizations button. 2. A pop-up message appears to confirm your choice. The Close button returns you to the Feature Registration page. Advanced Administration 383 Setup Feature Registration Authorize Individual Organizations Individual organizations can only be authorized one at a time. As you authorize organizations, you can then choose to authorize each organization’s child organizations. In this scenario, you may have one organization whose child organizations are unauthorized and another whose child organizations are authorized. For more details, see Authorize Child Organizations. 1. Click the Authorize Organization button. An Organization Search window opens. 2. Enter an organization’s name, or partial name, for a list of possible matches. You can also enter an asterisk (*) to return a list of all available organizations. 3. Click the Authorize icon for the organization you wish to authorize. You are returned to the Authorize Organizations page. Repeat steps 1 - 3 to add additional organizations. When you are finished adding organizations, the Close button returns you to the Feature Registration page. Authorize Child Organizations You can always search for a specific organization to authorize, but in general, authorization occurs at a high-level and often applies to the organizations below. You can authorize all child organizations for a buying organization at once: 1. From the Actions column, click the Authorize All Child Organizations icon that corresponds with the organization whose child organizations you wish to authorize. 2. A pop-up message appears to confirm your choice. 3. You may continue authorizing child organizations for other organizations from this page, or can click Close to return to the Feature Registration page. Clicking the Authorize Organization button allows you to search for another parent organization to authorize. Unauthorize Organizations To stop an organization from using a feature such as Services Procurement or Contract Labor, you must unauthorize them. To do so: 1. Log into Procurement as the Procurement Administrator. 2. Under Administration, select Advanced Administration. 3. From the tree menu, click on Setup | Feature Registration. 4. From the Actions column for the feature you enabled, select the Authorize Organizations icon. 384 Procurement Help Setup Feature Registration The Authorize Organizations page displays. The Authorize Organizations page displays. Then, you can: Unauthorize All Organizations Unauthorize Individual Organizations Unauthorize Child Organizations Unauthorize All Organizations No users will be able to use Services Procurement or Contract Labor unless their organization is authorized. Organizations can be unauthorized and later reauthorized, if needed. To unauthorize all organizations: 1. Click the Unauthorize All Organizations button. 2. A pop-up message appears to confirm your choice. The Close button returns you to the Feature Registration page. Unauthorize Individual Organizations Deleting one or more organizations does not permanently remove them from your list of available organizations. It simply unauthorizes them. To do so: 1. From the Actions column, click the Delete icon to delete all organizations or an individual organization from your list of authorized organizations. Note: If you delete an organization that previously had all child organizations authorized, you are deleting only the parent organization and the child organizations will remain authorized. If you want to unauthorize an organization and all organizations below it, make sure to Unauthorize Child Organizations first, then delete the parent organization as instructed here. 2. A pop-up message appears to confirm your choice. 3. You may continue unauthorizing organizations or can click Close to return to the Feature Registration page. Unauthorize Child Organizations You can always search for a specific organization to authorize or unauthorize, but in general, authorization occurs at a high-level and often applies to the organizations below. To delete all child organizations: 1. From the Actions column, click the Unauthorize All Child Organizations icon to delete all child organizations for an organization. The parent organization remains authorized. 2. A pop-up message appears to confirm your choice. Advanced Administration 385 Setup Commodity Settings 3. You may continue unauthorizing child organizations for other organizations, or can click Close to return to the Feature Registration page. Setup Commodity Settings If Services Procurement is enabled (see Setup Feature Registration), a Commodity Settings page is accessible through the Advanced Administration | Setup tree menu. The Commodity Settings page allows you to view all commodities recognized by your organization, and to edit each commodity or sub-commodity so that Procurement will recognize it as a Service item, rather than goods or supplies. To navigate to this page: 1. Log into Procurement as the Procurement Administrator. 2. Under Administration, select Advanced Administration. 3. From the tree menu, click on Setup | Commodity Settings. The Commodity Settings page displays. 4. Click the expand icon next to Commodities to display the commodity tree. The page returns all top-level commodities, but you can continue expanding each commodity to view the sub-commodities within. You may: Edit Commodity Settings, or List or View Commodity Settings Edit Commodity Settings Each commodity can be edited so that Services Procurement will recognize that commodity, or any sub-level within it, as a Service. By default, all commodities are considered goods, purchased using a standard Purchase Order. Editing the commodity settings allows Procurement to automatically create a Service Order instead. To label a commodity as a Service: 1. From the Commodity Settings page, you can edit a top-level commodity or any sub-commodity below it, by clicking directly on the link. The Edit Commodity Settings page displays. 2. In the Services Commodity drop-down menu, select one of the following: 386 Procurement Help Exclude - Excludes just that commodity level. This assumes that a parent commodity has been identified as a Service. Exclude this and all below - Excludes that commodity level and all its sublevels. This assumes that a parent commodity has been identified as a Setup Commodity Settings Service, but a grouping of sub-commodities should be excluded from the same classification. Include - Includes just that commodity level as a Service, but not the commodities below. Include this and all below - Includes that commodity level and all its sublevels as Services. No Setting selected - Indicates that the commodity inherits the setting of its parent commodity. 3. Click Save. You are returned to the Commodity Settings page. Continue, until you have configured all necessary commodities. 4. Click the Regenerate Runtime Table button to update the runtime table with the modified settings. List or View Commodity Settings 1. From the Commodity Settings page, click the List Settings button. The application returns a list of all commodities labeled as Services. 2. You may Delete All Commodity Settings at once from here, or click Close to return to the Commodity Settings page. To adjust or delete specific commodity settings, use the Edit Commodity Settings instructions. To remove/delete a commodity setting, simply select “No Settings selected”. Advanced Administration 387 Setup Commodity Settings 388 Procurement Help 32 Administer Users In the Administer Users Help Users include everyone allowed to log on to the Procurement applications. By being assigned privileges, roles and membership of buying Organizations, users can take on different buying approval and administration activities. To administer users, go to the Advanced Administration Application Tree Menu, and click: The Expand icon beside Users to expand the menu and display a list of available actions. Search to display information about a selected user and make changes to: Details Organizations Roles Approval Assignments Approval Groups New User to add a new user to the system and enter basic user Details. You must configure users in the following order: 1. Define users within the Enterprise All users that you create in the Enterprise must have unique Login IDs. 2. Assign new users to a default organization You must assign each new user a default organization, called the Home Organization. 3. Assign new users to Buying Organizations You can then assign them to zero, one or more Buying Organizations. 4. Assign roles to the user You can now assign Roles to the user. Administer Users 389 New User New User 1. In the expanded Tree Menu, select Users | New User. The Advanced Administration Application displays the Enterprise User: Add form. 1. Click in the text boxes, and type values for: Login ID (unique for each EBO) Password Confirmation password Name Mail Stop Phone number Fax number E-mail From Date (dd-mmmm-yyyy hh:mm AM or PM) To Date (dd-mmmm-yyyy hh:mm AM or PM) 2. Click in the drop-down menus, and pick from lists of available: Home Organization Locale Time Zone 3. Click the Account never expires check box, so that a check mark is displayed, if you do not want the account to require periodic renewal. 4. Click [Save] to save the entered data and leave the form. Search 1. In the expanded Tree Menu, select Users | Search. The Advanced Administration Application displays the Enterprise User Search form. 2. Click in the User Name text box, and type: All or part of the first line of a user name, or Wild Card Characters. 3. Click [Search] The Advanced Administration Application displays all user names matching your query. 390 Procurement Help Search 4. If there are too many addresses to be viewed in a single page, use the browser scroll bar, at the right of the window, to move the display up and down. 5. Click a user name and then click Select. The Advanced Administration Application displays the Enterprise User form and displays your selected User Name. 6. In the Tree Menu, select Users | Login ID (User Name). If there are many users in an organization, the Tree Menu does not display all the users’ names. Instead, you must click Select Users | Search to locate and select a user. 7. Edit information for the user. 8. Click the expand icons to view your choice of user information. 9. Click [Save] to save the entered data and leave the form. Details 1. Click [Delete] to delete the user form the Procurement application. 2. Click [Set New Password] to set and confirm a new user log on password.Click in the text boxes, and type values for: Name Mail Stop Phone number Fax number E-mail 3. Click in the drop-down menus, and pick from lists of available: Home Organization Locale Time Zone 4. Click the Account never expires check box, so that a check mark is displayed, if you do not want the account to require periodic renewal. 5. Click [Save] to save the entered data and leave the form. 6. Click the expand icons to view other user information. Organizations This page displays a list of all the Buying Organizations to which the user belongs. This information is not editable. To assign users to Buying Organizations, or to un-assign them, use Administer Organizations. Administer Users 391 Search Click the expand icons to view your other user information. Roles This page displays a list of all the Roles to which the user belongs. This information is not editable. To assign users to Roles, or to un-assign them, use Administer Organizations. Click the expand icons to view your other user information. Approval Assignments This page displays a list of all the Approval types and which, if any, are assigned to the user. This information is not editable. To assign approval responsibilities to users, or to un-assign them, use Administer Organizations. Click the expand icons to view your other user information. Approval Groups This page displays a list of all the Approval Groups and to which, if any, the user belongs. This information is not editable. To assign users to approval groups, see Approval Groups. 392 Procurement Help 33 Administer Organizations In the Administer Organizations Help Buying Organizations represent units within an Enterprise. Buyers must be members of organizations in order to view catalogs or blanket orders, and to purchase items. After you create new organizations, you can specify an association with several defined properties. To do this, you must select each Buying Organization individually and add these properties to the organization. To administer Buying Organizations, click the Advanced Administration link, and then select from the Tree Menu one of the following: The Expand icon beside Organizations to expand the menu and display a list of available actions and existing Organizations. An Existing Organization by name, to edit its: Attributes Child Organization New Organization to add a new Buying Organization to the system and enter basic information. Workflow to define workflow approval rules and assign approvers for an organization. This is explained in more detail in the Workflow Primer. Mass Change to move large numbers of users between Buying Organizations. Settlement, at the Enterprise Buying Organization and Buying Organization levels, if you are using the Reconciliation and Settlement applications. New Organization 1. From the tree menu, select Organizations | New Organization. 2. In the Name text box, enter the name of the new Buying Organization. 3. If this is a Child Organization, select the Parent Organization. Administer Organizations 393 Existing Organization 4. Select the Currency type. 5. Select the Location and language in the Locale drop-down box. 6. Select a Default User Role from the drop-down list. Choose a default role that all users in this organization have. 7. Select an Order Tolerance from the drop-down list. 8. Enter information for News. Enter any information that you want to appear on the Procurement Home Page that is displayed after a user signs into the Procurement application (to a maximum of 255 characters). 9. Enter information for Default Member Spending Limit. Enter the maximum amount that a user can spend, without approval. The amount that you enter is for the currency assigned to this organization. This spending amount applies to all members of the organization. If you wish to specify an individual spending for each member, see Users. 10. Select the following: Default Bill To address Default Ship To address Default Cost Center 11. Click Save to save the entered data and leave the form. Specify Additional Organization Attributes After you create new organizations, you can specify an association with several defined properties. To do this, you must select each Buying Organization individually and add these properties to the organization. Existing Organization To further configure Buying Organizations: 1. From the tree menu, select Organizations | Organization Name. 2. Click to expand Attributes to find and edit the attributes of the Buying Organization. 3. Click to expand Child Organization Name | Attributes, to find and edit the additional attributes of the Child Buying. Attributes From the expanded Tree Menu, click: 394 Procurement Help Existing Organization Home Users Users Bill To Addresses Ship To Addresses Cost Centers Customize IDs Organization Settings Change Request Edit Fields Workflow Catalog View Supplier Options Commodity Tolerance Currency Exchange Groups Organization MarketSite Organization DDIDs Usage Code Tax Entity Child Organization Workflow approval rules and approvers can be inherited, after they are enabled, by the children of a Buying Organization, and further children down the line. It is important to know how Inheritance works within various levels of the Buying Organization hierarchy. For example, any approver assigned to a rule must be a member of the Buying Organization for which the rule is being configured. If an approver isn’t designated for a rule within a Buying Organization, the Buying Organization will inherit approvers from its parent. However, an Administrator may override a configuration: Some configurations offer the “Propagate to all Child Organizations” checkbox as an option to share configurations with child organizations. A child Buying Organization can be re-configured to override configurations inherited from a parent Buying Organization. To configure a child Buying Organization independent of its parent: 1. From the tree menu, select Organization | Parent Buying Organization Name | Child Buying Organization Name. Administer Organizations 395 Edit Attributes 2. Select Attributes to view and edit the attributes of the Child Buying Organization. An organization must have child organizations in order to have the “Propagate to All Child Organizations” option. Also, only administrators with the Enterprise or SuperBorg Scope privilege have the “Propagate to All Child Organizations” checkbox available. See Users for information. Edit Attributes To edit attribute, in the expanded Tree Menu, go to Organizations | Organization Name | Attributes. From the expanded Tree Menu, click: Home Users Users Bill To Addresses Ship To Addresses Cost Centers Customize IDs Organization Settings Change Request Edit Fields Workflow Catalog View Supplier Options Commodity Tolerance Currency Exchange Groups Organization MarketSite Organization DDIDs Usage Code Tax Entity Home Users You can access the users who are members of a Buying Organization in two ways: 396 Select Organizations | Organization Name | Attributes | Home Users to search for a list of all members of the Buying Organization. Or, click on the name of a user from under Organizations | Organization Name | Attributes | Users to select a member of the Buying Organization you Procurement Help Edit Attributes have already added to the Tree Menu. Use the Home Users menu item to search for users who are members of this Buying Organization, but whose names have not been added to the Tree Menu. 1. From the Tree Menu, select Organizations | Organization Name | Attributes | Home Users. The Search form displays. 2. Click in the User Name text box, and type all or part of a user name, or use Wild Card Characters. 3. Click Search. Advanced Administration displays a Results list of Users matching your query who are members of this Buying Organization. 4. In the Results list, click a user name. 5. Click Select. The Enterprise User form displays with the following hyperlinks for the selected user: Details Organizations Roles Approval Assignments Details Click the Details hyperlink to display, or edit (if the Account is not locked.) User’s Login ID User’s Name User’s Home Organization User’s Mail Stop User’s Phone Number User’s Fax Number User’s Email address User’s term of validity: From Date and time To Date and time User’s Locale User’s Time Zone Account Locked (if checked the information is not editable) Administer Organizations 397 Edit Attributes Account never expires (if checked, User’s term of validity From Date and To Date are not required.) 1. Click Set New Password to change the user’s log on password. You are required to type a new password and repeat it as confirmation. 2. Click Save to save any changes you have made to the user’s information. Organizations Click the Organizations hyperlink to display a list of the Buying Organizations to which the user belongs. Roles Click the Roles hyperlink to display a list of all the Roles to which the user has been assigned, and in which Organizations. Approval Assignments Click the Approval Assignments hyperlink to display a list of Approval Types and the buyer’s approval responsibilities. Users You can access the users who are members of a Buying Organization in two ways: Select Organizations | Organization Name | Attributes | Home Users to search a list of all members of the Buying Organization. Or, click on the name of a user from under Organizations | Organization Name | Attributes | Users to select a member of the Buying Organization you have already added to the Tree Menu. After you create a user in an enterprise, you can then assign the user to a Buying Organization. When you assign them to an organization, you can set up spending limit approval rules (spending limits, spending limit approvers, and approval limits) Note: By default, you already assign each new user in the system to a Home Organization when you create the user. In this section, you assign the user to one or more organizations besides this one. For more information about Home Organizations, see Key Concepts. 1. In the expanded Tree Menu, select Organizations | Organization Name | Attributes | Users. 2. For any user, click on the User Name. Advanced Administration displays the Enterprise User form, containing: a. the following non-editable information: 398 Procurement Help The Buying Organization Name The User Name Edit Attributes b. and the following editable fields: The User’s Spending Limit - an editable text field The User’s Default Bill To Address - a drop-down list The User’s Default Ship To Address - a drop-down list The User’s Default Cost Center - click Change to search for and select a new value The User’s Spending Limit Approver - click Change to search for and select a new value The User’s Approval Limit - an editable text field, if the user has Approval Assignments. 3. Click Delete to remove the user from the organization. Advanced Administration asks you for confirmation before deleting. 4. Click Save to save any changes you have made to the user’s information. 5. Click the pointer to the left of the user’s name (in the expanded Tree menu) to expand the menu and display new options: the names of all the User’s Role Privileges Add Role 6. Click on a Role name, to display a page containing: Organization User Name Role Name Remove button- click to remove Role assignment from the user (and the Role name from the User’s name menu.) Note: If the roles of the associated user are changed through Administration so that the user no longer has all privileges, the Service User may not execute normally for the Enterprise Buying Organization. 7. Click Privileges to view a list of the user’s privileges. This information is not editable. 8. Click Add Role to: Search for and display a list of available Roles. Click on one and the click Select to add it to the User. 9. Click Add User to Organization to: Search for and display a list of users not yet assigned to this Buying Organization. Administer Organizations 399 Edit Attributes Click on a user name and then click Select to add it to the Buying Organization. 10. Click Add User to Menu to: Search for and display a list of users already assigned to this Buying Organization. Click on a user name and click Add to Menu to add the name to the tree menu. 11. Click Remove User from Menu to: Display a list of users currently in the Buying Organization menu. Click on a user name and then click Remove from Menu to remove the name from the tree menu. Bill To Addresses 1. In the expanded Tree Menu, go to Organizations | Organization Name | Attributes | Bill To Addresses. 2. Click on a Bill to Address. Advanced Administration displays the Bill To Addresses form. This information is not editable. To add to or change this information, use Setup Bill To Addresses. 3. Check the “Propagate to All Child Organizations” check box to share this information with all of this organization’s child organizations. This option is not available if: The organization has no child organizations, or You do not have Enterprise or SuperBorg Scope privilege. 4. Click Delete to remove this billing address from the Buying Organization. Note: The Delete button is not available if this is the default Bill To Address for the Buying organization. Add Bill To Address 1. In the expanded Tree Menu, go to Organizations | Organization Name | Attributes | Bill To Addresses. 2. Click on Add Bill To address. Advanced Administration displays the Bill To Addresses Search form. 3. Click in the Company Name 1 text box, and type all or part of a company name, or use Wild Card Characters. 4. Click Search. 5. Advanced Administration displays a Results list of Company Names matching 400 Procurement Help Edit Attributes your query. 6. In the Results list, click a company name. 7. Click Add. Advanced Administration associates the Bill To Address information with the Buying Organization and adds the Bill To Address to the Tree Menu. Ship To Addresses 1. In the expanded Tree Menu, go to Organizations | Organization Name | Attributes | Ship To Addresses. 2. Click on a Company Name. Advanced Administration displays the Ship To Addresses form. This information is not editable. To add to or change this information, use Setup Ship To Addresses. 3. Check the “Propagate to All Child Organizations” check box to share this information with all of this organization’s child organizations. This option is not available if: The organization has no child organizations, or You do not have Enterprise or SuperBorg Scope privilege. 4. Click Delete to remove this shipping address from the Buying Organization. Note: The Delete button is not available if this is the default Ship To Address for the Buying organization. Add Ship To Address 1. In the expanded Tree Menu, go to Organizations | Organization Name | Attributes | Ship To Addresses. 2. Click on Add Ship To address. Advanced Administration displays the Ship To Addresses Search form. 3. Click in the Company Name 1 text box, and type all or part of a company name, or use Wild Card Characters. 4. Click Search. Advanced Administration displays a Results list of Company Names matching your query. 5. In the Results list, click a company name. 6. Click Add. Advanced Administration associates the Ship To Address information with the Buying Organization and adds the Company Name to the Tree Menu. Administer Organizations 401 Edit Attributes Cost Centers After you specify a Buying Organization’s cost center, you can establish an approver for the cost center. 1. In the expanded Tree Menu, select Organizations | Organization Name | Attributes | Cost Centers | Search. Advanced Administration displays the Cost Center Search form. 2. Click in the Cost Center Name text box and type all or part of a Cost Center name, or use Wild Card Characters. 3. Click Search. Advanced Administration displays a Results list of Cost Centers matching your query. 4. In the Results list, click a Cost Center name. 5. Click Select. The Cost Center information form displays. 6. You can select a new Cost Center Approver from the drop-down list and click Save. All other information is not editable. To add to or change other Cost Center information, use Setup Cost Centers. 7. Check the “Propagate to All Child Organizations” check box to share this information with all of this organization’s child organizations. This option is not available if: The organization has no child organizations, or You do not have Enterprise or SuperBorg Scope privilege. 8. Click Delete to remove this Cost Center from the Buying Organization. Note: The Delete button is not available if this is the default Cost Center Approver for the Buying organization. Add Cost Center 1. In the expanded Tree Menu, go to Organizations | Organization Name | Attributes | Cost Centers. 2. Click on Please add a Cost Center. The Cost Center Search form displays. 3. Click in the Cost Center Name text box, and type all or part of a Cost Center name, or use Wild Card Characters. 4. Click Search. 402 Procurement Help Restrict Visibility Advanced Administration displays a Results list of Cost Centers matching your query. 5. In the Results list, click a Cost Center name. 6. Click Add. Advanced Administration associates the Cost Center with the Buying Organization. Restrict Visibility By assigning a Home Organization to each task, Administrators with the View Organization privilege for that Home Organization have access to the restricted information. If an Administrator does not have the View Organization privilege, then the pages containing the restricted information do not display on the screen. Restrict Cost Center Visibility To assign a Home Organization to Cost Centers: 1. In the tree menu, select Setup | Cost Centers. The Cost Center search screen appears. 2. In the Cost Center Name text field, enter a name of a Cost Center or an asterisk (*) for a list of all Cost Centers. Click Search. 3. For each Cost Center you wish to assign a Home Organization: a. Click Edit next to the Cost Center name. b. Select a Home Organization in the drop-down box. c. Click Save. Restrict Address Visibility To assign a Home Organization to a Company address: 1. In the tree menu, select Setup | Addresses. 2. In the Company Name1 text field, enter a company name or an asterisk (*) for a list of all companies. Click Search. 3. For each Company you wish to assign a Home Organization: a. Click Edit next to the Company name. b. Select a Home Organization in the drop-down box. c. Click Save. Administer Organizations 403 Restrict Visibility Restrict Contact Visibility 1. In the tree menu, select Setup | Contacts. The Contact search page appears. 2. Enter a Contact name or location in the text field, or enter an asterisk (*) in either text field for a list of all Contacts. Click Search. 3. For each Contact you wish to assign a Home Organization: a. Click Edit next to the Contact. 4. Select a Home Organization in the drop-down box. 5. Click Save. Restrict Bill To Address Visibility 1. In the tree menu, select Setup | Bill To Addresses. The Bill To search page appears. 2. Enter a Contact or Company name in the text field, or enter an asterisk (*) in either text field for a list of all Bill To addresses. Click Search. 3. For each Bill To entry: a. Click Edit next to the Bill To Address. b. Select a Home Organization in the drop-down box. c. Click Save. Restrict Ship To Address Visibility 1. In the tree menu, select Setup | Ship To Addresses. The Ship To search page appears. 2. Enter a Contact or Company name in the text field, or enter an asterisk (*) in either text fields for a list of all Ship To addresses. Click search. 3. For each Ship To entry: a. Click Edit next to the Ship To Address. b. Select a Home Organization in the drop-down box. c. Click Save. Customize IDs The Procurement application automatically names and numbers objects, such as Shopping Carts. The rules used by the Procurement application to generate these numbers can be customized to conform with your organization’s standard procedures. 404 Procurement Help Restrict Visibility Object numbers, for which customized numbering rules can be created, include: Change Request Number Order Number Shopping Cart Number Blanket Order Number Blanket Order Release Number The customized numbering rules allow each object number to include: An optional fixed prefix A variable sequence number An optional fixed suffix These three components can be formatted using a method selected from a number of options. Change Request Number 1. In the expanded Tree Menu, select Organizations | Organization Name | Attributes | Customize Change Request Number. The Customize Change Request Number form displays. 2. Click in the Change Request Prefix text box, and type a fixed text or number string to precede the variable portion of every Change Request number. 3. Click in the Change Request Suffix text box, and type a fixed text or number string to follow the variable sequence number of every Change Request number. 4. Select a rule for formatting Change Request numbers from the Change Request Rule drop-down menu. 5. Click Save to save the entered data. Order Number 1. In the expanded Tree Menu, select Organizations | Organization Name | Attributes | Customize Order Number. The Customize Order Number form displays. 2. Click in the Order Prefix text box, and type a fixed text or number string to precede the variable portion of every Order number. 3. Click in the Order Suffix text box, and type a fixed text or number string to follow the variable sequence number of every Order number. 4. Select a rule for formatting Order numbers from the Order Rule drop-down menu. 5. Click Save to save the entered data. Administer Organizations 405 Restrict Visibility Shopping Cart Number 1. In the expanded Tree Menu, select Organizations | Organization Name | Attributes | Customize Shopping Cart Number. The Customize Shopping Cart Number form displays. 2. Click in the Shopping Cart Prefix text box, and type a fixed text or number string to precede the variable portion of every Shopping Cart number. 3. Click in the Shopping Cart Suffix text box, and type a fixed text or number string to follow the variable sequence number of every Shopping Cart number. 4. Select a rule for formatting Shopping Cart numbers from the Shopping Cart Rule drop-down list. 5. Select a rule for formatting Shopping Cart names from the Shopping Cart Name Rule drop-down list. 6. Click Save to save the entered data. Blanket Order Number 1. In the expanded Tree Menu, select Organizations | Organization Name | Attributes | Customize Blanket Order Number. The Customize Blanket Order Number form displays. 2. Click in the Blanket Order Prefix text box, and type a fixed text or number string to precede the variable portion of every Blanket Order number. 3. Click in the Blanket Order Suffix text box, and type a fixed text or number string to follow the variable sequence number of every Blanket Order number. 4. Select a rule for formatting Blanket Order numbers from the Blanket Order Rule drop-down list. 5. Click Save to save the entered data. Blanket Order Release Number 1. In the expanded Tree Menu, select Organizations | Organization Name | Attributes | Customize Blanket Order Release Number. The Customize Blanket Order Release Number form displays. 2. Click in the Blanket Order Release Prefix text box, and type a fixed text or number string to precede the variable portion of every Blanket Order Release number. 3. Click in the Blanket Order Release Suffix text box, and type a fixed text or number string to follow the variable sequence number of every Blanket Order Release number. 4. Select a rule for formatting Blanket Order Release numbers from the Blanket Order Rule drop-down list. 406 Procurement Help Restrict Visibility 5. Click Save to save the entered data. Organization Settings You may configure certain application settings specific to each Buying Organization: 1. In the expanded Tree Menu, select Organizations | Organization Name | Attributes | Organization Settings. Advanced Administration displays a table of settings for that Organization that contains: Section - The section of the application for which the setting applies. This value cannot be modified. Name - The name of the setting. This value cannot be modified. Value - The current value of the setting (either the default value or a replacement value entered by you) in the appropriate units or text format (to a maximum of 255 characters). Description - A description of the setting, including such information as the default value, acceptable formats and options for values, and so on (to a maximum of 255 characters). 2. Click Edit to the left of the setting you wish to modify. 3. Enter a new value or description in the appropriate text box. 4. Check the “Propagate to All Child Organizations” check box if you would like to share this information with all of that organization’s child organizations. This option is not available if: The organization has no child organizations, or You do not have Enterprise or Super Org. Scope privilege. 5. Click Save to save the new setting and return to the Organization Settings page, or Cancel to return to the Organization Settings page without saving any changes. Change Request Edit Fields This feature allows the user to specify whether various attributes may be edited. To customize a Change request Edit Field: 1. In the expanded Tree Menu, select Organizations | Organization Name | Attributes | Customize Change Request Edit Fields. A list of all Order header and line item detail fields displays. To the right of each Field Description is a check box indicating whether the Administer Organizations 407 Restrict Visibility field is Editable (checked) by users, or not (unchecked). 2. Click a check box, so that a check mark is added, to make it editable by the user. 3. Click a check box, so that the check mark is removed, to make it non-editable by the user. 4. Check the “Propagate to All Child Organizations” check box if you would like to share this information with all of that organization’s child organizations. This option is not available if: The organization has no child organizations, or You do not have Enterprise or Super Org. Scope privilege. 5. Click Save to save the entered data. Workflow This section explains the Advanced Administration tools used to manage Workflow Services. Workflow Services are discussed in the next section. If you need a more detailed introduction to Workflow Administration, you should first read the Workflow Primer that is included with this Help document. The Advanced Administration tools are used to configure and assign: Templates Shopping Cart Approval Template Blanket Order Approval Template Blanket Order Release Approval Template Check Request Approval Template IT Request Approval Template Timecard Workflow Template Change Request Approval Template Approvers 408 Shopping Cart Total Approver Blanket Order Approver Special Request Approver Commodity Approver Check Request Approver IT Request Approver Procurement Help Restrict Visibility Approval Groups Approval Group Catalog View A single Catalog View needs to be assigned to each organization in order to associate catalogs and commodity filtering within the buying organization. To specify the catalog view for an organization: 1. In the expanded Tree Menu, click Organizations | Organization Name | Attributes | Catalog View. The Organization Catalog View form displays. 2. Click Change. The Set Catalog View form displays. 3. Click in the Catalog View Name text box, and type all or part of a catalog view name, or use Wild Card Characters. 4. Click Search. All Catalog Views matching your query display. 5. Click Select next to the Catalog View you want to use. 6. The Organization Catalog View form displays your selected Organization Catalog View form. 7. Check the “Propagate to All Child Organizations” check box if you would like to share this information with all of that organization’s child organizations. This option is not available if: The organization has no child organizations, or You do not have Enterprise or Super Org. Scope privilege. 8. Click Save to save the entered data. Supplier Options Us this attribute to set up the agreed business relationships between a supplier and your Buying Organization. Add 1. In the expanded Tree Menu, click Organization | Organization Name | Attributes | Supplier Options | New Supplier Options. The Organization New Supplier Options form displays. 2. Click Change. The Supplier Search form displays, allowing you to select a supplier name, and Administer Organizations 409 Restrict Visibility return to the Organization New Supplier Options form. 3. Select an option from the Supplier Dispatch drop-down list. 4. Select an option from the Order Tolerance drop-down list. 5. Click in the check boxes to enable or disable: Allow Back Order Allow Partial Shipment Preferred Supplier Change Request Notification by E-mail 6. Click in the Alternative E-mail for Notification, and type an optional alternative E-mail address for notification. 7. Check the “Propagate to All Child Organizations” check box if you would like to share this information with all of that organization’s child organizations. This option is not available if: The organization has no child organizations, or You do not have Enterprise or Super Org. Scope privilege. 8. Click Save to save the entered data. Edit 1. In the expanded Tree Menu, click Organization | Organization Name | Attributes | Supplier Options |Supplier Option Name. The Advanced Administration Application displays the Organization New Supplier Options form containing the information saved for that supplier option: 410 Procurement Help Supplier (non-editable label) Supplier Dispatch (drop-down menu) Order Tolerance (drop-down menu) Allow Back Order (check box) Allow Partial Shipment (check box) Preferred Supplier (check box) Change Request Notification by E-mail (check box) Alternative E-mail for Notification (editable text box) Supplier Approver (click [Change] to change) Default Approver (yes or no) Propagate to All Child Organizations (check box) Restrict Visibility 2. Select a new option from the Supplier Dispatch drop-down menu. 3. Select a new option from the Order Tolerance drop-down menu. 4. Click in the check boxes to enable or disable: Allow Back Order Allow Partial Shipment Preferred Supplier Change Request Notification by E-mail 5. Click in the Alternative E-mail for Notification, and type a new alternative Email address for notification. 6. Click [Change] to change the Supplier Approver selection. Note: After a Supplier Approver has been selected, the Default Approver field is not displayed. 7. Check the “Propagate to All Child Organizations” check box if you would like to share this information with all of that organization’s child organizations. This option is not available if: The organization has no child organizations, or You do not have Enterprise or Super Org. Scope privilege. Note: When the Propagate to All Child Organizations check box is checked, the Supplier Approver and Default Approver fields are not displayed. 8. Click Save to save the data and leave the form, or Delete to remove the supplier option from the organization. Add to Menu 1. In the expanded Tree Menu, click Organization | Organization Name | Attributes | Supplier Options | Add Supplier Options To Menu. The Add Supplier Options to Menu form displays. 2. Click in the Supplier Name text box, and type all or part of a Supplier Name, or Wild Card Characters. 3. Click Search. All Supplier names matching your query display. 4. Click on a Supplier Options name and then click Add To Menu. The Supplier Name is added to the Organization | Organization Name | Attributes | Supplier Options menu. Remove from Menu 1. In the expanded Tree Menu, click Organization | Organization Name | Attributes | Supplier Options | Remove Supplier From Menu. Administer Organizations 411 Restrict Visibility The Remove Supplier Options From Menu form displays containing a list of all supplier options in the Tree Menu. 2. Click Delete to remove the supplier option from the menu. The supplier options name is removed from under Supplier Options, in the Tree Menu. Commodity Tolerance For each organization, you can assign a tolerance level to a commodity level. This enables you to automatically process an Order if there is a price discrepancies for that commodity level that falls within the tolerance level. 1. In the expanded Tree Menu, select Organizations | Organization Name | Attributes | Commodity Tolerance 2. Enable the View All Commodities check box to display all commodities recognized by the Procurement application. 3. Click the View All Commodities check box again (so that the check mark is removed) to display only commodities available to the organization. 4. Click the arrow next to Commodities to expand the commodity tree. 5. For each commodity level to which you want to assign a tolerance: Select the commodity level. In the Tolerance drop-down menu, select the tolerance name. Click Save for that commodity level. Currency Exchange Groups 1. In the expanded Tree Menu, select Organization | Organization Name | Attributes | Currency Exchange Groups. 2. Click New. 3. Select an option from the Currency Group drop-down menu. 4. Click in the Start Date (dd-mmmm-yyyy hh:mm AM or PM) text box, and type an effective date for the Currency Exchange Group. 5. Click Save to save the entered data and leave the form. Organization MarketSite The Procurement application uses the MarketSite software information to communicate with a supplier via an e-marketplace. The following defines the information required by Administration that you receive when you register with MarketSite: 412 Procurement Help Restrict Visibility Item Definition DDID Document Destination identification number DDName Name of Document Destination MarketSite ID The organization’s MarketSite identification number MarketSite Name The standard length name assigned to MarketSite MarketSite Short Name Short name assigned to MarketSite MarketSite TPID Trading partner identification number for the organization URL MarketSite URL Protocol This is how the actual transfer of the document is conducted. Currently we support https and SonicMQ. Https is the default. MS Queue Inbound This is the MarketSite queue to which all documents are sent. MSB Service ID This ID gets the information on the Trading Partner from MarketSite TP Short Name Trading Partner Short Name TP Name Trading Partner Name Organization ID MarketSite user name Buyer Password MarketSite password New 1. In the expanded Tree Menu, click Organizations | Organization Name | Attributes | Organization MarketSite. The Organization MarketSite: Edit form displays. 2. Click in the Organization MarketSite drop-down list, and select a name from the available list. 3. Click a radio button to determine how you will select a TPID: Click the Enter TPID radio button, and type a value into the Buyer TPID text box, or Administer Organizations 413 Restrict Visibility Click the Select from Pending TPID radio button, and type a value from the Buyer TPID drop-down list. 4. Click in the TP Short Name text box, and type a brief trading partner name. 5. Click in the TP Name text box, and type the full trading partner name. 6. Click in the Organization ID text box, and type a value. 7. Click in the Organization Password text box, and type a value (it is displayed in an encrypted form.) 8. Click in the Confirmation Password text box, and type the same password again, for confirmation (it is displayed in an encrypted form.) 9. Click Save to save the entered data and leave the form. Edit 1. In the expanded Tree Menu, click Organizations | Organization Name | Attributes | Organization MarketSite. The Organization MarketSite: Edit form displays, containing: Organization MarketSite Buyer TPID TP Short Name TP Name Organization ID 2. Select a new option from the Organization MarketSite drop-down menu. 3. Click a radio button to determine how you will select a TPID: Click the Enter TPID radio button, and type a value into the Buyer TPID text box, or Click the Select from Pending TPID radio button, and type a value from the Buyer TPID drop-down list. 4. Click in the TP Short Name text box, and type a new or modified value. 5. Click in the TP Name text box, and type a new or modified value. 6. Click in the Organization ID text box, and type a ne or modified value. 7. Click Set New Password to enter a new organization password and confirmation. 8. Click Save to save the entered data and leave the form. Remove 1. In the expanded Tree Menu, click Organizations | Organization Name | Attributes | Organization MarketSite. The Organization MarketSite: Edit form displays. 414 Procurement Help Restrict Visibility 2. Click [Delete] to remove the information from the organization. The Organization MarketSite: Edit form displays, allowing you to enter new information. Organization DDIDs Supplier DDID’s and Organization DDID’s are Document Destination Identification names, which are used to correctly route documents to a supplier or buying organization. Note: You must define your Organization MarketSite before defining Organization DDID. Add 1. In the expanded Tree Menu, select Organization | Organization Name | Attributes | Organization DDIDs. Any existing Document Destination Identifiers for the Organization display. 2. Click New to enter a new DDID and DDName (maximum 100 characters). 3. Click Save to save the data and leave the form, or Cancel to leave the form without saving. Edit 1. In the expanded Tree Menu, select Organization | Organization Name | Attributes | Organization DDIDs. Any existing Document Destination Identifiers for the Organization display. 2. Click Edit beside any DDID. 3. Add or change the DDID or DDName. 4. Click Save to save the data and leave the form, or Cancel to leave the form without saving. Remove 1. In the expanded Tree Menu, select Organization | Organization Name | Attributes | Organization DDIDs. Any existing Document Destination Identifiers for the Organization display. 2. Click Delete beside any DDID to remove it from the organization. Usage Code To assign a Usage Code: 1. In the expanded Tree Menu, select Organizations | Organization Name | Attributes | Usage Code. The Select Allowable Usage Codes form displays with a list of all defined Usage Administer Organizations 415 Mass Change Codes. 2. For each Usage Code, click: the Allow check box, if the Usage Code is to be available to this Buying Organization. the Default radio button, for the Usage Code that is to be the default for this Buying Organization, or 3. Click the No Default Usage Code radio button if users are to be required to select a Usage Code for every Shopping cart item. 4. If you want this selection to also be assign to child organizations, click the check the “Propagate to All Child Organizations” check box. 5. Click Save to save the entered data and leave the form. Tax Entity To assign a Tax Entity: 1. In the expanded Tree Menu, select Organizations | Organization Name | Attributes | Tax Entity. The Edit Tax Entity form displays. 2. In the Tax Entity drop-down list, select the name of a Tax Entity to assign to this Buying Organization. 3. If you want this Tax Entity to also be assign to child organizations, click the check the “Propagate to All Child Organizations” check box. 4. Click Save to save the data and leave the form, or Delete to remove the tax entity from the organization. Mass Change Use Mass Change to copy or move multiple users and roles from one Buying Organization to another one. Before you do a Mass Change, the Buying Organization that you want to add users to should exist. Either verify that it exists, or create it. 1. In the Tree Menu, select Organizations | Mass Change. 2. Select a Source Organization in the drop-down menu. This is the Buying Organization from which you will move users and roles. 3. Click Load Source User List. 4. Select a Target Organization in the drop-down menu. This is the Buying Organization to which you add users. 5. Check the names of the users you want to add to the target organization. 416 Procurement Help Workflow Services 6. Check Copy Roles if you want to add the users and their roles. By default, Mass Change only add the users only. 7. Click: Copy to keep the users in the source organization, and add the users to the target organization. Move to remove the users from the source organization, and add them to the target organization. Workflow Services The planning and organization for Procurement workflow and approval are explained in detail in the Workflow Primer that is included with this Help document. After you create Buying Organizations, you must configure the approval processes for the organization: 1. Configure approval templates to enable the Procurement application Workflow Service. Shopping Cart Approval Template Blanket Order Approval Template Blanket Order Release Approval Template Check Request Approval Template IT Request Approval Template Timecard Workflow Template Change Request Approval Template 2. Select Approvers in the Buying Organization to implement the Approval process: Shopping Cart Total Approver Blanket Order Approver Special Request Approver Commodity Approver Check Request Approver IT Request Approver 3. Add, edit, or delete approval groups and members of approval groups: Approval Group Administer Organizations 417 Workflow Services Shopping Cart Approval Template After you create a Buying Organization, you can configure a Shopping Cart Approval Template to manage Shopping Carts through the workflow approval process. For more information, see the Workflow Primer. Consider this system behavior when you configure approval templates: If you create a Buying Organization that is at the highest level in a hierarchy of organizations, you must configure an Approval Template to enable Workflow Service. By default, the workflow business rules you establish for an organization will apply to Shopping Carts submitted for approval in the organization. If the rule is not established for a child organization, Workflow Service will search the parent Buying Organization for the rule. Therefore, you only need to configure the template for a Buying Organization at the highest level in a hierarchy. For more information about parent and child organizations, see Inheritance and Business Rules in the Overview Help. You may: Add, Edit, or Delete a Shopping Cart Approval Template. Add 1. In the expanded Tree Menu, select Organization | Organization Name | Attributes | Workflow | Templates | Shopping Cart Approval Template. The Advanced Administration Application displays the editable Shopping Cart Approval Template form for the following Approval Rules: Spending Limit Commodity Cost Center Supplier Special Request Shopping Cart Total 2. Click Create. The Advanced Administration Application creates the default template and displays the editable Shopping Cart Approval Template form. 3. For each Approval Rule: 418 Procurement Help Click in the Enabled check box, to enable or disable the rule. Workflow Services Click an Approval Steps radio button, to specify Parallel or Serial approval. Click in the Rule Order text box, and type an integer number for order to process the rule (1 for first, 2 for second, and so on.) Select a rule for re-approving edited Shopping Carts in the Re-Approval Rules drop-down list. 4. Click Save to save the entered data and leave the form. Edit 1. In the expanded Tree Menu, select Organization | Organization Name | Attributes | Workflow | Templates | Shopping Cart Approval Template. The Advanced Administration Application displays the read-only Shopping Cart Approval Template form for the following Approval Rules: Spending Limit Commodity Cost Center Supplier Special Request Shopping Cart Total 2. For each Approval Rule: Click in the Enabled check box, to enable or disable the rule. Click an Approval Steps radio button, to specify Parallel or Serial approval. Click in the Rule Order text box, and type an integer number for order to process the rule (1 for first, 2 for second, and so on.) Select a rule for re-approving edited Shopping Carts in the Re-Approval Rules drop-down list. 3. Click Save to save the entered data and leave the form. Delete 1. In the expanded Tree Menu, select Organization | Organization Name | Attributes | Workflow | Templates | Shopping Cart Approval Template. The Shopping Cart Approval Template form displays. 2. Click Delete to delete the template from the organization. Blanket Order Approval Template To configure a Blanket Order Approval Template for each organization: Administer Organizations 419 Workflow Services Add 1. In the expanded Tree Menu, select Organization | Organization Name | Attributes | Workflow | Templates | Blanket Order Approval Template. The Blanket Order Approval Template form displays for the following Approval Rules: Blanket Order Approval 2. Click Create. The default template is created and displays the editable Blanket Order Approval Template form. 3. For the Approval Rule: Click in the Enabled check box, to enable or disable the rule. Click an Approval Steps radio button, to specify Parallel or Serial approval. You do not need to enter the Rule Order text box, because there is only one rule. 4. Click Save to save the entered data and leave the form. Edit 1. In the expanded Tree Menu, select Organization | Organization Name | Attributes | Workflow | Templates | Blanket Order Approval Template. The Blanket Order Approval Template form displays for the following Approval Rules: Blanket Order Approval 2. For the Approval Rule: Click in the Enabled check box, to enable or disable the rule. Click an Approval Steps radio button, to specify Parallel or Serial approval. You do not need to change the Rule Order text box, because there is only one rule. 3. Click Save to save the entered data and leave the form. Delete 1. In the expanded Tree Menu, select Organization | Organization Name | Attributes | Workflow | Templates | Blanket Order Approval Template. The Blanket Order Approval Template form displays. 2. Click Delete to delete the template from the organization. Blanket Order Release Approval Template To configure a Blanket Order Release Approval Template for each organization: 420 Procurement Help Workflow Services Add 1. In the expanded Tree Menu, select Organization | Organization Name | Attributes | Workflow | Templates | Blanket Order Release Approval Template. The Blanket Order Release Approval Template form displays for the following Approval Rules: Spending Limit Commodity Cost Center Special Request Shopping Cart Total Supplier 2. Click Create. The default template is created and displays the Blanket Order Release Approval Template form. 3. For each Approval Rule: Click in the Enabled check box, to enable or disable the rule. Click an Approval Steps radio button, to specify Parallel or Serial approval. Click in the Rule Order text box, and type an integer number for order to process the rule (1 for first, 2 for second, and so on.) Select a rule for re-approving edited Blanket Order Releases in the ReApproval Rules drop-down list. 4. Click Save to save the entered data and leave the form. Edit 1. In the expanded Tree Menu, select Organization | Organization Name | Attributes | Workflow | Templates | Blanket Order Release Approval Template. The Blanket Order Release Approval Template form displays for the following Approval Rules: Spending Limit Commodity Cost Center Special Request Shopping Cart Total Supplier Administer Organizations 421 Workflow Services 2. For each Approval Rule: Click in the Enabled check box, to enable or disable the rule. Click an Approval Steps radio button, to specify Parallel or Serial approval. Click in the Rule Order text box, and type an integer number for order to process the rule (1 for first, 2 for second, and so on.) Select a rule for re-approving edited Blanket Order Releases in the ReApproval Rules drop-down list. 3. Click Save to save the entered data and leave the form. Delete 1. In the expanded Tree Menu, select Organization | Organization Name | Attributes | Workflow | Templates | Blanket Order Release Approval Template. The Blanket Order Release Approval Template form displays. 2. Click Delete to delete the template from the organization. Check Request Approval Template To configure a Check Request Approval Template for each organization: Add 1. In the expanded Tree Menu, select Organization | Organization Name | Attributes | Workflow | Templates | Check Request Approval Template. The Check Request Release Approval Template form displays for the following Approval Rule: Check Request Approval 2. Click Create. The default template is created and displays the editable Check Request Release Approval Template form. 3. For the Approval Rule: Click in the Enabled check box, to enable or disable the rule. Click an Approval Steps radio button, to specify Parallel or Serial approval. You do not need to enter the Rule Order text box, because there is only one rule. 4. Click Save to save the entered data. Edit 1. In the expanded Tree Menu, select Organization | Organization Name | Attributes | Workflow | Templates | Check Request Approval Template. 422 Procurement Help Workflow Services The Check Request Approval Template form displays for the following Approval Rule: Check Request Approval 2. For the Approval Rule: Click in the Enabled check box, to enable or disable the rule. Click an Approval Steps radio button, to specify Parallel or Serial approval. You do not need to change the Rule Order text box, because there is only one rule. 3. Click Save to save the entered data. Delete 1. In the expanded Tree Menu, select Organization | Organization Name | Attributes | Workflow | Templates | Check Request Approval Template. The Check Request Approval Template form displays. 2. Click Delete to delete the template from the organization. IT Request Approval Template To configure a IT Request Approval Template for each organization: Add 1. In the expanded Tree Menu, select Organization | Organization Name | Attributes | Workflow | Templates | IT Request Approval Template. The IT Request Approval Template form displays for the following Approval Rule: IT Request Approval 2. Click Create. The Advanced Administration Application displays the editable IT Request Approval Template form. 3. For the Approval Rule: Click in the Enabled check box to enable or disable the rule. Click an Approval Steps radio button to specify Parallel or Serial approval. You do not need to enter the Rule Order text box, because there is only one rule. 4. Click Save to save the entered data and leave the form. Edit 1. In the expanded Tree Menu, select Organization | Organization Name | Attributes | Workflow | Templates | IT Request Approval Template. Administer Organizations 423 Workflow Services The IT Request Approval Template form displays for the following Approval Rule: IT Request Approval 2. For the Approval Rule: Click in the Enabled check box to enable or disable the rule. Click an Approval Steps radio button to specify Parallel or Serial approval. You do not need to change the Rule Order text box, because there is only one rule. 3. Click Save to save the entered data and leave the form. Delete 1. In the expanded Tree Menu, select Organization | Organization Name | Attributes | Workflow | Templates | IT Request Approval Template. The IT Request Approval Template form displays. 2. Click Delete to delete the template from the organization. Timecard Workflow Template When using the Procurement Workflow engine, Contract Labor approval can utilize automatic approval routing, escalation, email notification, and clean up capabilities. Add 1. In the expanded tree menu, select Organization | Organization Name | Attributes | Workflow | Templates | Timecard Workflow Template. 2. Click Create. The Timecard Workflow Template form displays for the following Approval Rules: Project Approver Worker Approver 3. For each Approval Rule: a. Click in the Enabled check box to enable or disable the rule. b. Click an Approval Steps radio button to specify Parallel or Serial approval. c. Type an integer number in the Rule Order text box to specify the order to process the rule (1 for first, 2 for second, and so on). 4. Click Save to save the entered data and leave the form. Edit 1. In the expanded tree menu, select Organization | Organization Name | 424 Procurement Help Workflow Services Attributes | Workflow | Templates | Timecard Workflow Template. The Timecard Workflow Template form displays for the following Approval Rules: Project Approver Worker Approver 2. In these fields you can change the order, enable or disable a rule, and determine the approval steps. 3. Click Save to save the entered data and leave the form. Delete 1. In the expanded tree menu, select Organization | Organization Name | Attributes | Workflow | Templates | Timecard Workflow Template. The Timecard Workflow Template form displays. 2. Click Delete to delete the template from the organization. Change Request Approval Template To configure a Change Request Approval Template for each organization: Add 1. In the expanded tree menu, select Organization | Organization Name | Attributes | Workflow | Templates | Change Request Approval Template. 2. Click Create. The Change Request Approval Template form displays for the following Approval Rules: User Spend Per Cart Commodity Quantity Cost Center User Spend Per Cart (Changes Only) Commodity Quantity (Changes Only) Cost Center (Changes Only) 3. For each Approval Rule: a. Click in the Enabled check box to enable or disable the rule. b. Click an Approval Steps radio button to specify Parallel or Serial approval. c. Type an integer number in the Rule Order text box to specify the order to process the rule (1 for first, 2 for second, and so on). 4. Click Save to save the entered data and leave the form. Administer Organizations 425 Workflow Services Edit 1. In the expanded tree menu, select Organization | Organization Name | Attributes | Workflow | Templates | Change Request Approval Template. The Change Request Approval Template form displays for the following Approval Rules: User Spend Per Cart Commodity Quantity Cost Center User Spend Per Cart (Changes Only) Commodity Quantity (Changes Only) Cost Center (Changes Only) 2. In these fields you can change the order, enable or disable a rule, and determine the approval steps. 3. Click Save to save the entered data and leave the form. Delete 1. In the expanded tree menu, select Organization | Organization Name | Attributes | Workflow | Templates | Change Request Approval Template. The Change Request Approval Template form displays. 2. Click Delete to delete the template from the organization. Shopping Cart Total Approver To specify a Shopping Cart Total Approver: 1. In the expanded Tree Menu, select Organization | Organization Name | Attributes | Workflow | Approvers | Shopping Cart Total Approvers. The Shopping Cart Total Limit form displays. 2. Click Change. The Change Approver form displays. 3. Select an Approver Type, either Individual Approver or Approval Group. 4. Click in the Approver text box, and type all or part of a user or Approval Group’s name, or use Wild Card Characters. 5. Click Search. A Results list of all qualified users or Approval Groups that match your query displays. 6. Click on a user’s or Approval Group’s name and click Select. 426 Procurement Help Workflow Services The Approver form re-displays with the selected approver or Approval Group’s name. 7. Click in the Shopping Cart Total Limit text box, and type the maximum currency amount for approval. 8. Click Save to save the data and leave the form, or Delete to remove the shopping cart approval responsibility from this approver. Blanket Order Approver To specify a Blanket Order total approver. 1. In the expanded Tree Menu, select Organization | Organization Name | Attributes | Workflow | Approvers | Blanket Order Approvers. The Blanket Order Total Limit form displays. 2. Click Change. The Change Approver form displays. 3. Select an Approver Type, either Individual Approver or Approval Group. 4. Click in the Approver text box, and type all or part of a user or Approval Group’s name, or use Wild Card Characters. 5. Click Search. A Results list of all qualified users or Approval Groups that match your query displays. 6. Click on a user’s or Approval Group’s name and click Select. The Approver form re-displays with the selected approver or Approval Group’s name. 7. Click Save to save the data and leave the form, or Delete to remove the blanket order approval responsibility from this approver. Special Request Approver To specify a Special Request approver. 1. In the expanded Tree Menu, select Organization | Organization Name | Attributes | Workflow | Approvers | Special Request Approver. The Special Request Approver form displays. 2. Click Change. The Change Approver form displays. 3. Select an Approver Type, either Individual Approver or Approval Group. 4. Click in the Approver text box, and type all or part of a user or Approval Administer Organizations 427 Workflow Services Group’s name, or use Wild Card Characters. 5. Click Search. A Results list of all qualified users or Approval Groups that match your query displays. 6. Click on a user’s or Approval Group’s name and click Select. The Approver form re-displays with the selected approver or Approval Group’s name. 7. Click Save to save the data and leave the form, or Delete to remove the special request approval responsibility from this approver. Commodity Approver To assign an approver to a commodity level. 1. In the expanded Tree Menu, select Organization | Organization Name | Attributes | Workflow | Approvers | Commodity Approver. The Commodity Approver form displays. 2. Click Commodity Approver to display the list of commodities, or, click Commodity Approver List to display a list of commodities, approvers, approver type (individual or group), and order quantity. 3. Enable the View All Commodities check box to display all commodities recognized by the Procurement application. 4. Disable the View All Commodities check box to display only commodities available to the organization. 5. Click the expand icon next to Commodities to expand the commodity tree. 6. For each commodity level that you wish to assign an approver, select the commodity level. The Change Approver form displays. 7. In the Approval Type drop-down menu, select the approver or approval group for the commodity. The list of users and approval groups that appear in the Approver drop-down menu have the Approval Workflow privilege assigned to them. For more information, see Administer Roles. 8. In the Order Quantity text box, enter the maximum approval quantity. 9. Click Save for that commodity level. 10. Repeat for other commodity levels. 428 Procurement Help Workflow Services Check Request Approver To specify a Check Request approver: New 1. In the expanded Tree Menu, select Organization | Organization Name | Attributes | Workflow | Approvers | Check Request Approvers. The Check Request Approvers form displays with, for each existing approver: Action Approval Order Approver Name Approval Limit 2. Click New Approver. The Check Request Limit Approver Modify Approver form displays, containing: Approval Order - non-editable label Approver Name - click Change to select an approver Approval Limit - editable text box 3. Click Change. The Change Approver form opens. 4. Select an Approver Type, either Individual Approver or Approval Group. 5. Click in the Approver text box, and type all or part of a user or Approval Group’s name, or use Wild Card Characters. 6. Click Search. A Results list of all qualified users or Approval Groups that match your query displays. 7. Click on a user’s or Approval Group’s name and click Select. The Approver form re-displays with the selected approver or Approval Group’s name. 8. Click in the Approval Limit text box, and type a numeric value in the currency used by the Buying Organization. 9. Click Save to save the data and leave the form, or Cancel to leave the form without adding a new approver. Edit 1. In the expanded Tree Menu, select Organization | Organization Name | Attributes | Workflow | Approvers | Check Request Approvers. The Check Request Approvers form displays with, for each existing approver: Administer Organizations 429 Workflow Services Action Approval Order Approver Name Approval Limit 2. Click Edit beside an approver’s name. The Advanced Administration application displays the Check Request Limit Approver Modify Approver form, containing: Approval Order - non-editable label Approver Name - click Change to select an approver Approval Limit - editable text box 3. Click Change. The Change Approver form opens. 4. Select an Approver Type, either Individual Approver or Approval Group. 5. Click in the Approver text box, and type all or part of a user or Approval Group’s name, or use Wild Card Characters. 6. Click Search. A Results list of all qualified users or Approval Groups that match your query displays. 7. Click on a user’s or Approval Group’s name and click Select. The Approver form re-displays with the selected approver or Approval Group’s name. 8. Click in the Approval Limit text box, and type a numeric value in the currency used by the Buying Organization. 9. Click Save to save the data and leave the form, or Cancel to leave the form without adding a new approver. Delete 1. In the expanded Tree Menu, select Organization | Organization Name | Attributes | Workflow | Approvers | Check Request Approvers. The Check Request Approvers form displays with, for each existing approver: Action Approval Order Approver Name Approval Limit 2. Click Delete beside an approver’s name to remove that approver. 430 Procurement Help Workflow Services A pop-up confirmation window appears. 3. Click OK to confirm the deletion. IT Request Approver To specify a IT Request approver. 1. In the expanded Tree Menu, select Organization | Organization Name | Attributes | Workflow | Approvers | IT Request Approvers. The IT Request Approver form displays. 2. Click Change. The Change Approver form opens. 3. Select an Approver Type, either Individual Approver or Approval Group. 4. Click in the Approver text box, and type all or part of a user or Approval Group’s name, or use Wild Card Characters. 5. Click Search. A Results list of all qualified users or Approval Groups that match your query is returned. 6. Click on a user’s or Approval Group’s name and click Select. The Approver form re-displays with the selected approver or Approval Group’s name. 7. Click Save to save the data, or Delete to remove the IT Request approval responsibility from this approver. Approval Group An Approval Group is a set of individual approvers, any one of which can approve or reject a document. Approval Groups are created within buying organizations. The individual approvers assigned to Approval Groups must be users that have the Workflow Approval privilege within the buying organization or users with the SuperBORG scope Workflow Approval privilege in parent organizations. Child organizations inherit Approval Groups defined in parent organizations. Within an Approval Group, approvers with buying organization scope may only approve documents created in their own buying organization. Approvers with SuperBORG scope may approve documents created in their own and all child buying organizations. For each Approval Group, the administrator can define an approval spending limit and an over-limit approver or Approval Group. The Approval Group’s spending limit overrides the individual’s approval limit. Administer Organizations 431 Workflow Services Workflow Rules An Approval Group can be assigned to a Workflow Rule in the same manner as an individual approver. Each Workflow Rule can define its own escalation approver or an Approval Group. For predefined Workflow Rules, default escalation works as follows: If the work item is for an individual approver, it is escalated to the approver’s spending limit approver. If the work item is for an Approval Group, it is escalated to the group’s spending limit approver or Approval Group. Approval Inbox In the Approval Inbox, all members of the Approval Group receive the notification to approve or reject the document. Once any member of the group approves or rejects the document, the notification is removed from the Approval Inbox. Delegation When an approver within an Approval Group delegates to another approver, the delagatee acts as part of the original approver’s Approval Group for the duration of the delegation period. Create 1. In the Tree Menu, select Organizations | Organization Name | Workflow | Attributes | Approval Groups. 2. Click Create New. The Create Approval Group page appears. 3. Enter a unique name for the Approval Group. 4. Enter an Approval Limit north current organization’s currency. 5. Specify an Over Limit Approver or Approval Group by clicking Change and selecting from the list. 6. Click in the Approvers Filter text box, and type all or part of a user or, or use Wild Card Characters. 7. Click Search. A list of approvers appears that meet your search criteria and have either the Workflow Approval privilege in the current buying organization or have the SuperBORG scope Workflow Approval privilege in the parent organization. 8. Select users from the Approvers list (on the left) and click Add to add them to the Approvers in Group list (on the right). If necessary, you can also remove users from the Approvers in Group list by selecting the user and clicking Remove. 9. Click Save to save the data, or Cancel to discard your changes. 432 Procurement Help Workflow Services Edit 1. In the Tree Menu, select Organizations | Organization Name | Workflow | Attributes | Approval Groups. 2. Click in the Approval Group text box, and type all or part of an Approval Group’s name, or use Wild Card Characters. A list of Approval Groups appears. Those Approval Groups marked by an asterisk (*) belong to a parent organization and cannot be edited here. 3. Select an Approval Group and click Edit. The Edit Approval Groups page appears. 4. Edit the Approval Limit in the current organization’s currency. 5. Click in the Approvers Filter text box, and type all or part of a user or, or use Wild Card Characters. 6. Click Search. A list of approvers appears that meet your search criteria and have either the Workflow Approval privilege in the current buying organization or have the SuperBORG scope Workflow Approval privilege in the parent organization. 7. Select users from the Approvers list (on the left) and click Add to add them to the Approvers in Group list (on the right) or select user from the Approvers in Group list and click Remove. 8. When finished, click Save to save the data, or Cancel to discard your changes. Copy 1. In the Tree Menu, select Organizations | Organization Name | Workflow | Attributes | Approval Groups. 2. Click in the Approval Group text box, and type all or part of an Approval Group’s name, or use Wild Card Characters. A list of Approval Groups appears. 3. Select an Approval Group and click Copy. The Create Approval Group page appears, populated with data from the Approval Group you are copying. 4. Enter a uniques name for the Approval Group. 5. Edit the Approval Limit in the current organization’s currency. 6. Click in the Approvers Filter text box, and type all or part of a user or, or use Wild Card Characters. 7. Click Search. A list of approvers appears that meet your search criteria and have either the Workflow Approval privilege in the current buying organization or have the SuperBORG scope Workflow Approval privilege in the parent organization. Administer Organizations 433 Settlement 8. Select users from the Approvers list (on the left) and click Add to add them to the Approvers in Group list (on the right) or select user from the Approvers in Group list and click Remove. 9. When finished, click Save to save the data, or Cancel to discard your changes. Delete 1. In the Tree Menu, select Organizations | Organization Name | Workflow | Attributes | Approval Groups. 2. Click in the Approval Group text box, and type all or part of an Approval Group’s name, or use Wild Card Characters. A list of Approval Groups appears. 3. Select an Approval Group and click Delete. You are prompted to confirm that you want to delete the selected Approval Group. 4. Confirm that you want to delete the Approval Group. The Approval Group is deleted and the list of Approval Groups is refreshed. Note: The deleted Approval Group will not be used in any future approval Workflow process. If this Approval Group is currently in use in a running approval process, the work items for the Approval Group are escalated. Set-up Approval Escalation Escalation parameters are configured at the highest Organization level to keep Shopping Carts on track once they are in the approval process. This ensures that if a certain length of time passes before a particular approval has been made, the system will identify the missing step and send notification to the appropriate approver or Approval Group. To Set-up Approval Escalation, see the Workflow Primer. Settlement This configuration step is only required if you have installed the Reconciliation Integration Pack and registered the Reconciliation and Settlement application modules on MarketSite. The following configuration tasks must be performed to implement Settlement: at the Enterprise Buying Organization or EBO Level, at the Buying Organization Level, and at the Supplier Level. You also need to set Connect to Settlement for the supplier, in the supplier’s Supplier Options. 434 Procurement Help Settlement EBO Level 1. In the Tree Menu, select Setup | Application Settings. 2. Click Edit on ConnectToSettlement. 3. Set the value to 1 to enable Settlement. 4. Click Edit on DDID for EIPP. 5. Enter the DDID specified for the Reconciliation module after it has been registered on MarketSite. Buying Organization Level By default, enabling Settlement at the EBO level does not enable it at the buying organization level. You must enable each top level buying organization individually. 1. In the Tree Menu, select Organizations | Attributes | Organization Settings. 2. Click Edit on ConnectToSettlement. 3. Set the value to 1 to enable Settlement. 4. Check the “Propagate to All Child Organizations” box to share this information with child organizations. Leave the checkbox unchecked if this information islimited to the parent organization. Administer Organizations 435 Settlement 436 Procurement Help 34 Administer Roles In the Administer Roles Help In the Procurement application, a Role is a set of user privileges used to manage user access and, if necessary, modify data. To administer Roles, go to the Advanced Administration Application Tree Menu, and click: The Expand icon beside Roles to expand the menu and display a list of available actions and existing Roles. An Existing Role by name, to edit its name and privileges. New Role to add a new Role to the system, name it and enable privileges. To assign roles to a user, you must: Establish the role you want to assign. Create the user at the Enterprise level. Associate the user with at least one Buying Organization. Assign the role to users. New Role To create a new role: 1. In the Tree Menu, select Roles | New Role. The Advanced Administration Application displays the Role: Details form, with a Role Name text box, and a list of privileges containing, for each privilege: Category Privilege Scope Enable (check box) Administer Roles 437 Existing Role Description Only the Enable check box can be changed, all or the other fields are not editable. 2. Click in the Role Name text box, and type a name for the role. 3. Click an Enable check box, so that a check mark is displayed, to enable a privilege for this Role. 4. Click an Enable check box a second time, so that the check mark disappears, to disable a privilege for this Role. 5. Click [Save] to save the entered data and leave the form. The Advanced Administration Application adds the new role to the Tree Menu. 6. To assign users to the Role, use Administer Users. Existing Role To edit an existing role: 1. In the Tree Menu, select Roles | Role Name. The Advanced Administration Application displays the Role: Details form, with a Role Name text box and Expand icons for lists of privileges and users. When one list is expanded, the other is automatically collapsed. 2. Click in the Role Name text box, and type a new name for the role. 3. Click the Users Expand icon. The Advanced Administration Application displays the Users list containing, for each available user: User Login Organization 4. To assign different users to the Role, use Administer Organizations. 5. Click the Privileges Expand icon. The Advanced Administration Application displays the Privileges list containing, for each available privilege: 438 Procurement Help Category Privilege Scope Enable check box Existing Role Description 6. Click an Enable check box, so that a check mark is displayed, to enable a privilege for this Role. 7. Click an Enable check box a second time, so that the check mark disappears, to disable a privilege for this Role. 8. Click: [Save] to save the entered data and leave the form, or [Delete] to delete the role. Administer Roles 439 Existing Role 440 Procurement Help 35 Administer Suppliers In the Administer Suppliers Help To administer suppliers, use the Advanced Administration Tree Menu, and click: The Expand icon beside Suppliers to expand the menu and display a list of available actions and existing Suppliers. An Existing Supplier by name, to edit its information and account. New Supplier to add a new Supplier to the system and enter basic information. To assist with regularly accessed Suppliers, you may also perform these actions: Add to Menu, to add a regularly accessed Supplier’s name to the Tree Menu. Remove from Menu, to remove a Supplier’s name from the Tree Menu when it is no longer needed. You may also use this menu to Configure Settlement at the Supplier level, if you are using the Reconciliation and Settlement applications. There are many dependencies between data values, therefore, you must configure this data in the following order: 1. Create or edit your suppliers 2. Configure dispatch methods for suppliers 3. Configure supplier account information 4. Add or modify price catalogs for supplier accounts There are other administration tasks that you perform for suppliers. The order in which you perform these tasks does not depend upon other supplier configuration: Configure payment types that a supplier accepts Configure supplier ship methods Configure MarketSite information for a supplier, see Supplier MarketSite. Configure RoundTrip information for a supplier, see Supplier RoundTrip. Administer Suppliers 441 New Supplier To create a new supplier: 1. From the tree menu, select Suppliers | New Supplier. 2. Enter supplier information into the appropriate fields: Field Description Supplier Name Name of the supplier. Address An address which is already in Administration. For more information, see Setup Addresses. Ship Method Default method by which supplier sends products. Description Additional supplier information. Contact Contact information which is already in Administration. For more information, see Setup Contacts. Minority Specifies that the supplier is a minority business. Small Business Specifies that the supplier is a small business. Supplier Type Drop-down box which specifies the values of Single Supplier Catalog, Multiple Supplier Catalog, or Auction Supplier. Supports Change Requests Specifies that the supplier accepts Order Change Requests from the buyer. 3. Click Save. New Supplier Use supplier information to identify and describe the location of suppliers. 1. In the expanded Tree Menu, click Suppliers | New Supplier. 2. Enter a Supplier Name and Description to identify the new supplier. 3. Click in the drop-down menus and click from lists of available: Ship Method Supplier Type Note: You can only click from the lists in these menus. To add new menu options, you must add them using Setup. 4. Use the Select buttons to set the following information: 442 Procurement Help Existing Supplier Address Contact 5. Enable the check boxes for all items that apply to the new supplier: Minority Small Business Supports Change Requests 6. Click Save to save the entered data and leave the form. Existing Supplier The expanded Tree Menu contains, under Suppliers, a list of available actions and commonly accessed suppliers. Click the name of a Supplier to edit that Supplier’s Information, or for each Supplier, you can click: Accounts Supplier Ship Method Supplier Dispatch Supplier Payment Type Supplier MarketSite Supplier DDIDs Supplier RoundTrip Tax Registration Supplier Options Information 1. In the expanded Tree Menu, click Suppliers | Supplier Name. 2. Enter a new Supplier Name or Description to identify the supplier. 3. Click in the drop-down menus and click from lists of available: Ship Method Supplier Type Note: You can only click from the lists in these menus. To add new menu options, you must add them using Setup. 4. Use the Select buttons to set the following information: Address Administer Suppliers 443 Existing Supplier Contact 5. Enable the check boxes for all items that apply to the supplier: Minority Small Business Supports Change Requests 6. Click Save to save the changes and leave the form, or Delete to remove access to the supplier. Accounts Supplier accounts represent one or more sets of prices and products that a supplier can offer. Supplier accounts contain one or more price catalogs to specify these prices and products. From the tree menu, select Suppliers | Supplier Name | Accounts, and then click: New Account to add a new Supplier Account, Account Name to edit an existing Supplier Account. Account Name | Price Catalogs to remove a price catalog from an existing Supplier Account, or Account Name | Add Price Catalog to add a new price catalog to an existing Supplier Account. Supplier Ship Method Shipping information describes methods used by suppliers to send purchased items. 1. In the expanded Tree Menu, click Suppliers | Supplier Name | Supplier Ship Method. The Supplier Ship Method form displays, containing all available Ship Methods. If the supplier already has ship methods assigned, it displays as: A checked checkbox for all ship methods that are enabled, and A turned-on radio button beside the default ship method. 2. To change the default, click another default ship method. 3. To change enabled ship methods, uncheck or check the desired checkboxes. 4. Click Save to save the entered data and leave the form. 444 Procurement Help Existing Supplier Supplier Dispatch 1. In the expanded Tree Menu, select Suppliers | Supplier Name | Supplier Dispatch. The Supplier Dispatch List form displays. 2. Click Delete to remove any dispatch method from the list. 3. Click Edit to modify any dispatch method. The Supplier Dispatch Edit form displays, in which you can: Enter a different Dispatch Name, Description, or Priority Click Save to save your changes and close the form, or Cancel to return to the Supplier Dispatch List form without making any changes. 4. Click the New button to add a new dispatch method. The Supplier Dispatch New form displays. 5. Enter a Dispatch Name, Description, and Priority, and then choose a dispatch method, as detailed below: Field Description Dispatch Name Name for your dispatch method. Description Description for this method. Dispatch Type Method by which the system sends an Order. Select a method from the drop-down list. Priority (where number 1 is the default) Specifies your preference for this method of dispatch. If this method is your first choice, enter one (1), and so on. Select a Dispatch Type, such as: a. MarketSite - Dispatches an Order to a Supplier via MarketSite. b. E-Mail - Dispatches an Order to a Supplier via e-mail, for viewing only. c. E-Mail With Response - Dispatches an Order to a Supplier via e-mail and allows the Supplier to view and respond to the Order with a provided URL that links the Supplier to the Commerce One Supplier E-Mail Response application. d. FAX - Dispatches an Order to a Supplier by fax. e. PRINTER - Dispatches an Order to a Supplier’s printer. Note: Any dispatch type configured here can be overridden at the Supplier Options level. Administer Suppliers 445 Existing Supplier 6. Click Save to save your changes and close the form or Cancel to return to the Supplier Dispatch List form without making any changes. Configure E-Mail With Response Dispatch Type The Enterprise Buying Organization Administrator must configure some additional application settings if the E-Mail With Response dispatch type is selected. To find these settings, from the Procurement Home page: 1. Select Advanced Administration | Setup | Application Settings. 2. Here you can: a. Set the domain portion of the URL address using the POEmailReponse HostIdentifer setting. b. Register the Web Service-related information using the POEmailReponse ServiceTimeout setting. c. Set the polling interval for receiving Purchase Order responses using the POEmailReponse URL setting. The URL for the server containing the responses should appear similar to this: http://www.yoursupplierapp.com:8080/POResponse/index.jsp Configure Number of Days to Respond to Purchase Order You can set the number of a days a Supplier has to respond to a Purchase Order sent via the E-Mail with Response dispatch type to determine the “Respond by” date that is automatically generated and included in the Purchase Order e-mail. To configure this setting, from the Procurement Home page: 1. Select Advanced Administration | Organizations | Organization Name | Organization Settings. 2. Specify the number of days a Supplier has to respond to a Purchase Order using the POEmailResponse DaysToRespond setting. Note: This number must be a whole number equal to 1 or greater. Supplier Payment Type Payment types are the methods of payment accepted by a supplier accepts. 1. From the Tree Menu, select Suppliers | Supplier Name | Supplier Payment Type. The Supplier Payment Type form displays, containing: 446 Procurement Help Payment Type Priority (where number 1 is the default) Payment Term Existing Supplier Field Description Payment Type Select a payment type which appears in the drop-down list. These are default types that are provided in the system. To modify payment types which appear in this drop-down list, see Payment Type. Priority Preference for this payment type. Enter a number in this field, for example, enter zero (0) for the first choice. Payment Term Select a payment term which appears in the drop-down list. These are default terms which are provided in the system. To modify descriptions which appear in this drop-down list, see Payment Term. 2. Click Delete to the left of any payment type, to remove it from the list. 3. Click Edit to the left of any payment type, to modify it. The Edit Supplier Payment Type form displays. 4. You can: a. Type a different Priority b. Select a Payment Term 5. Click Save to save your changes and close the form, or Cancel to close the form. Then, click Add Supplier Payment Type to add a new method. The Add Supplier Payment Type form allows you to: Select a Payment Type from a drop-down menu, Type a Priority, Select a Payment Term and Click Save to add the new payment type to the Supplier Payment Type form, or Cancel to return to the Supplier Payment Type form without making any changes. Supplier MarketSite The Procurement application uses the MarketSite software information to communicate with a supplier via an e-marketplace. When a supplier registers with an e-marketplace, they obtain this information which they can pass on to you. Administer Suppliers 447 Existing Supplier The following defines the information required by Administration that you receive when you register with MarketSite: Item Definition DDID Document Destination identification number DDName Name of Document Destination MarketSite ID The organization’s MarketSite identification number MarketSite Name The standard length name assigned to MarketSite MarketSite Short Name Short name assigned to MarketSite MarketSite TPID Trading partner identification number for the organization URL MarketSite URL Protocol This is how the actual transfer of the document is conducted. Currently we support https and SonicMQ. Https is the default. MS Queue Inbound This is the MarketSite queue to which all documents are sent. MSB Service ID This ID gets the information on the Trading Partner from MarketSite TP Short Name Trading Partner Short Name TP Name Trading Partner Name Organization ID MarketSite user name Buyer Password MarketSite password 1. From the Tree Menu, select Suppliers | Supplier Name | Supplier MarketSite. The Supplier MarketSite Edit form displays, containing text boxes for: 448 Procurement Help TPID - Enter the partner ID for this supplier used by the Commerce One MarketSite software. TP Short Name - Enter the Trading Partner short name for this supplier. TP Name - Enter the Trading Partner name for this supplier. Existing Supplier 2. Click Delete to clear all of the text boxes. 3. Then enter the necessary information. 4. Click Save to save the entered data and leave the form. Supplier DDIDs Supplier DDID’s and Organization DDID’s are Document Destination Identification names, which are used to correctly route documents to a supplier or buying organization. 1. From the Tree Menu, select Suppliers | Supplier Name | Supplier DDIDs. The Supplier DDID List form displays, containing any existing Document Destination Identifiers for the Supplier with both: DDID DDName 2. Click New to enter and save a new DDID and DDName. 3. Click Edit beside any DDID to change and re-save the DDID or DDName. 4. Click Delete beside any DDID to delete it. Supplier RoundTrip RoundTrip enables a user to access a supplier’s own web site, view merchandise, make selections, add them to a Commerce One Procurement application Shopping Cart and submit it to the Commerce One Procurement application workflow. See What is RoundTrip and Supplier Minimum Requirements for a review of the requirements to establish a RoundTrip web site and connection. If a supplier has implemented the RoundTrip OCI (Open Catalog Interface), then the Procurement application must be supplied with the URL (web address) and other information needed to make the connection to the supplier’s web site. A similar user interface, with small differences, is used to: Set up a New RoundTrip configuration, or Edit an existing RoundTrip configuration. What is RoundTrip RoundTrip is a feature within Commerce One’s Procurement application. RoundTrip enables buyers to browse a supplier’s web site, access a supplier’s complete web based catalog, make product selections, create a shopping cart at a remote site, and have it imported back into the buying application. Administer Suppliers 449 Existing Supplier The RoundTrip protocol is based on the SAP Open Catalog Interface (OCI). Commerce One's RoundTrip implementation is described in the Commerce One Addendum to the OCI 3.0. In order for the RoundTrip feature to work, suppliers are required to make modifications to their transactable web site in accordance with the specifications mentioned. How Does RoundTrip Work When using Enterprise Desktop Edition, a RoundTrip transaction flows as follows: The buyer logs into the Procurement application via a web browser and selects Create | Create New Shopping Cart to begin the e-procurement process. From the Shopping Cart screen, the buyer selects the RoundTrip Service and views a list of RoundTrip-enabled suppliers. When the buyer selects a specific supplier to RoundTrip, a HTTP request is sent to the supplier’s web site to inform the supplier that a buyer would like to access their OCI/RoundTrip services. Once the proper buyer authentication takes place, the supplier service’s home page is displayed in a new window that is fully dedicated to the supplier web site. The buyer searches, selects, and configures products directly on the supplier’s web site.When the buyer is ready to order the items from the supplier, the buyer clicks on the Complete Order or Checkout button at the supplier’s web site. The order request, or shopping cart, information is sent back to the buying application. The Procurement application uses the Shopping Cart information to populate or update a Shopping Cart. The Shopping Cart is then routed through the appropriate approval workflow in the Procurement application before being converted into purchase orders. The Purchase Order is then sent to a Commerce One-powered e-marketplace. The transaction platform forwards the Purchase Order to the supplier to complete the RoundTrip process. Supplier Minimum Requirements The supplier will need to modify their web site to enable it to send and receive Open Catalog Interface (OCI) requests for Buyer authentication, session initiation, and shopping cart transmission back to the buyer’s e-procurement application. The supplier must be a registered trading partner and be configured within the buying application, see Supplier MarketSite. The Supplier web site must contain the following elements: 450 Ability to process outbound messages initiated from the Procurement Application. Ability to return shopping cart information in the inbound message to the Procurement Application. Procurement Help Existing Supplier Note: Modification typically requires JAVA and XML programming, and the length of time required is dependant on the web site architecture. Configuring OCI RoundTrip Information To configure RoundTrip, you must do the following: 1. Create roles that allow appropriate users access to the RoundTrip screens. See New Role, and choose the RoundTrip Catalog Access privilege. 2. Assign the new roles to the appropriate users. RoundTrip privileges include: RoundTrip Privilege, Auction Privilege, and On Demand Privilege. See Roles, give access to the appropriate administrators. 3. Configure your supplier information to enable RoundTrip. See the following section. Creating New Suppliers To create a new supplier: 1. In the tree menu, select Suppliers | New Supplier. 2. Enter supplier information into the appropriate fields: Field Description Supplier Name Name of the supplier. Address An address which is already in Administration. For more information, see Setup Addresses. Ship Method Default method by which supplier sends products. Description Additional supplier information. Contact Contact information which is already in Administration. For more information, see Setup Contacts. Minority Specifies that the supplier is a minority business. Small Business Specifies that the supplier is a small business. Administer Suppliers 451 Existing Supplier Field Description Supplier Type Single Supplier Catalog Type: Locally hosted (managed) catalog suppliers or RoundTrip suppliers that wish to receive orders for the goods offered on their site. (most suppliers fall into this category). Multiple Supplier Catalog Type: RoundTrip suppliers that offer goods from a variety of suppliers. For example: eMPC. These suppliers or aggregators (also called intermediaries) do not receive orders. Orders will be sent directly to the supplier of the items. Auction Supplier Catalog Type: RoundTrip suppliers that offer goods from a variety of suppliers through an auction setting. For example: Commerce One Auctions. These suppliers or aggregators (also called intermediaries) will not receive orders. Orders will be sent directly to the supplier of the items. Very similar to a multiple supplier catalog however, the distinction is made so that Auction suppliers can be differentiated and access to these types limited with the Auction Privilege. Supports Change Requests Specifies that the supplier accepts Order Change Requests from the buyer. 3. Click Save. Configuring RoundTrip Suppliers For each supplier: 1. To access supplier information, you must display the supplier name in the tree menu: Select Supplier | Add Supplier To Menu. The Supplier Search page appears. Enter the name of the supplier or enter an asterisk (*) for a list of all suppliers. Choose the supplier you wish to configure for RoundTrip and click Add To Menu. 2. From the tree menu, select Supplier | Supplier Name | Supplier RoundTrip. 3. In the Supplier RoundTrip screen, enter the following information: 452 Procurement Help Existing Supplier Item Definition RoundTrip Name Name of RoundTrip. RoundTrip Description Description for the catalog. Login ID The login ID to the supplier web site. Password Associated password to Login ID (optionally encrypted, see the Procurement application CryptoUtil). Confirmation Password Reenter password. After the first time you create a password the Password field and the Confirmation Password field are replaced by a Set New Password button once the information has been initially saved. Catalog URL URL of the RoundTrip Supplier web site. Catalog Parameters An optional set of name value pairs (in HTTP GET request format) sent to the catalog upon the start of the RoundTrip session with the catalog provider. An example might be: SERVICE=BigBlueCatalog&CONTRACTID =739028730&COLOR=yellow Document Protocol OCI Version 2.0b HTML cart format: Says that the supplier has implemented OCI version 2.0b and will deliver the shopping cart in HTML OCI Version 2.0b XML cart format: Says that the supplier has implemented OCI version 2.0b and will deliver the shopping cart in XML OCI Version 3.0 HTML cart format: Says that the supplier has implemented OCI version 3.0 and will deliver the shopping cart in HTML OCI Version 3.0 XML cart format: Support HTTP Post Says that the supplier has implemented OCI version 3.0 and will deliver the shopping cart in XML Specifies if the supplier is capable of receiving the RoundTrip start message via an HTTP POST rather than HTTP GET. Note: RoundTrip URL, Username, Password, Catalog Parameters, Document Protocol and HTTP Post support will be provided by the supplier. Administer Suppliers 453 Existing Supplier 4. Click Save. NOTE: The rest of the supplier information must also be configured. Even though Multiple Supplier Catalog type suppliers will not be filling orders directly, the Supplier MarketSite section must be completed with unique ‘dummy’ information. A supplier account must also be created and associated with a Catalog View and in turn to an Organization in order for the supplier to appear in the RoundTrip supplier list. See Setup Catalog Views, Edit Account and Add Buyer Accounts for more information. Using Application Settings You can configure some aspects of the RoundTrip process through the Setup Application Settings page. From Advanced Administration, select Setup | Application Settings and scroll down to find the following: Item Default Description RTTimeOutDelt a 30 The system session timeout extension, in minutes. In other words, how much extra time users are granted before a session times out when a RoundTrip session has been initiated. Supplier Defaults Table When performing a RoundTrip with intermediaries, occasionally an item will be returned with the Shopping Cart the supplier of which is not registered with the buying application. In this case, if the user has the On Demand supplier registration privilege, an attempt is made to acquire default supplier information from the marketplace trading partner directory and register that supplier at the buying application. Because the Trading Partner Directory (TPD) does not have the complete set of information required by the Procurement application for supplier registration, some information must be defaulted. These defaults are found in the table, Supplier_Default. This information must be configured in each enterprise database for each Buying organization. To do this you will need to use your database configuration tools and edit the table, as there is no interface in Administration. The following fields on this table are required (with the default value provided): Note: Once a supplier is added through this On Demand process, further administration will be required to set the specific buyer and supplier account information prior to order submittal. 454 BorgID (your Buying Organization ID) Minority (0) Procurement Help Existing Supplier SmallBusiness (0) ContactID (0) ShipMethodID (0) DispatchName (MarketSite) DispatchDescription (MS) DispatchTypeID (1) PriorityLevel (0) Priority (1) PaymentTermsID (0) PaymentTypeID (1) Currently the table is shipped with default basic values for EBO 0 and 1; these should be edited to include MarketSiteID, TPID, etc. and then customized for your default value. New 1. From the Tree Menu, select Suppliers | Supplier Name | Supplier RoundTrip. The Supplier RoundTrip Edit form displays, containing: RoundTrip Name - The name for this supplier to be displayed in the RoundTrip menu. RoundTrip Description - A brief description of the supplier products and services to be displayed in the RoundTrip menu. Login ID Password Confirmation Password - The identification to be used by the Buying Organization when logging into the supplier web site. Catalog URL - The URL of the suppliers web site. Catalog Parameters - Arguments required with the URL when connecting to the web site Document Protocol - A drop-down menu with available communications standards. Support HTTP Post - A check box (checked for yes) 2. Enter all necessary information into the text fields. 3. Select a Document Protocol. 4. Check or uncheck the Support HTTP Post check box, as desired. 5. Click Save to save the entered data and leave the form. Administer Suppliers 455 Existing Supplier Edit 1. From the Tree Menu, select Suppliers | Supplier Name | Supplier RoundTrip. The Supplier RoundTrip Edit form displays, containing: RoundTrip Name - The name for this supplier to be displayed in the RoundTrip menu. RoundTrip Description - A brief description of the supplier products and services to be displayed in the RoundTrip menu. Login ID Password - The identification to be used by the Buying Organization when logging into the supplier web site. Confirmation Password Catalog URL - The URL of the suppliers web site. Catalog Parameters - Arguments required with the URL when connecting to the web site Document Protocol - A drop-down menu with available communications standards. Support HTTP Post - A check box (checked for yes) 2. Enter all necessary information into the text fields. 3. Select a Document Protocol. 4. Check or uncheck the Support HTTP Post check box, as desired.. 5. Click Save to save the entered data and leave the form. Delete 1. From the Tree Menu, select Suppliers | Supplier Name | Supplier RoundTrip. The Supplier RoundTrip Edit form displays. 2. Click Delete to remove the Supplier RoundTrip setup. Tax Registration 1. From the Tree Menu, select Suppliers | Supplier Name | Tax Registration. The Supplier Tax Registration form displays, containing a checkbox for all available Registered States for tax purposes. If the supplier has already been configured, one or more of the checkboxes is checked. 2. Check or uncheck one or more Registered States checkboxes. 3. Click Save to save the entered data and leave the form. 456 Procurement Help Edit Account Supplier Options This form allows input or selection of other supplier options such as: Connect to Settlement - Click in this check box, if you have installed the Reconciliation and Settlement application modules. See the Configure Settlement section for more information. Edit Account From the Advanced Administration Tree Menu, you can: Create New Account, Edit Account, Delete Price Catalogs, and Add Price Catalog. New Account 1. From the Tree Menu, select Suppliers | Supplier Name | Accounts | New Account. The New Supplier Account form displays. 2. Enter the following information: Authorizing Organization - Click the name of a Buying Organization which can originate orders with this supplier. Account Code - Specify an identifier to represent this supplier. Description - Enter a description for the account. Active - Check the checkbox to activate or de-activate the account. 3. Click Save. Edit Account 1. From the Tree Menu, select Suppliers | Supplier Name | Accounts | Account Name. The Edit Supplier Account form displays. 2. Click Delete to remove a supplier account. 3. Edit the following information, as necessary: Authorizing Organization - Click the name of a Buying Organization which can originate orders with this supplier. Account Code - Specify an identifier to represent this supplier. Description - Enter a description for the account. Administer Suppliers 457 Configure Settlement Active - Check the checkbox to activate or de-activate the account. 4. Click Save. Price Catalogs Payment types describe the method of payments that a supplier accepts. Before you assign or configure a payment type for a supplier, it must already exist in the system. See Payment Type. The Catalog Update Package (CUP) may contain information that allows the catalog load process to automatically add a price catalog to a supplier account. You do not need to manually add the price catalog to the supplier account if the Catalog Update Package contains supplier account information. 1. From the Tree Menu, select Suppliers | Supplier Name | Accounts | Account Name | Price Catalog Name. The Current Price Catalog form displays. 2. Click Delete to remove the catalog. The Catalog Update Package (CUP) may contain information that allows the catalog load process to automatically remove a price catalog from a supplier account. You do not need to manually remove the price catalog from the supplier account if the Catalog Update Package contains information to delete the price catalog. Add Price Catalog 1. From the Tree Menu, select Suppliers | Supplier Name | Accounts | Account Name | Add Price Catalog. 2. Search for a price catalog. 3. Click the price catalog from the Results List. 4. Click Select. Configure Settlement This configuration step is only required if you have installed the Reconciliation Integration Pack and registered the Reconciliation and Settlement application modules on MarketSite. The following configuration tasks must be performed to implement Settlement: 458 at the Enterprise Buying Organization, or EBO Level, at the Buying Organization Level, and at the Supplier Level. Procurement Help Configure Settlement Supplier Level Each buying organization can have multiple suppliers. It is unlikely that all suppliers could support the EIPP solution. You can disable Settlement for selected suppliers. Only the EBO administrator may change this setting for the supplier. Settlement functionality is enabled for a specific order only if both the supplier and the buying organization of the order are enabled for Settlement. 1. From the Tree Menu, select Suppliers | Supplier Name | Supplier Options. 2. Check the “Connect To Settlement” checkbox to enable Settlement, or uncheck to disable Settlement. Administer Suppliers 459 Configure Settlement 460 Procurement Help 36 Administration Log In the Administration Log Help The Administration Log is a record of all events occurring when administering the Procurement application: Logged Events View Log Logged Events Use the Administration Log to view changes to Procurement application databases. For example, you can: View all new contacts that you added to an Enterprise View changes for a particular database object View changes made under a particular Administrator ID View changes that occurred over a certain time period Sort changes, according to object, Administrator ID, or date. View Log To view the Administration Log: 1. In the Tree Menu, select Admin Log. The Advanced Administration Application displays the Admin Log form. By default, the Advanced Administration Application displays database changes that occurred under your Administrator ID and only during your own sessions. 2. Select particular changes: Object View changes for a database object by selecting the Object name Administration Log 461 View Log User Name (Login ID) View changes made under a particular Administrator ID by selecting the Login ID From Date (the format depends on your locale) To Date View changes that occurred over a certain time period by entering a start and end date for that period. Note: In this field, the Advanced Administration Application uses a Java filter that allows spaces before the date, but not after. 3. Select a sorting methods in the Order By drop-down menus: Object User Name Change Date 4. Click [Search]. The Advanced Administration Application displays the Administration Log. 462 Procurement Help 37 Account Administration In the Account Administration Module To view help, click a help topic title in the list in the left-hand frame, or click: Start Account Administration Credit Card Tab Ship To Address Tab Bill To Address Tab Approval Tab Start Account Administration If you have the Account Administration privilege, you can use Account Administration to select and store default values of information commonly used by your Buying Organization, such as: The most commonly used credit card numbers, billing and shipping addresses. How to route Shopping Carts for approval, through the Procurement application workflow: what is the spending limit and who is the default approver. Depending on your privilege, you may be able: To view and modify some of this information, or Only view the information. If you do not have Account Administration privilege, you cannot access the Account Administration application. Depending on your privilege, you may be able to view and modify other buyer information, by clicking User Profile, on the Procurement Home Page Profiles Menu. Account Administration 463 Credit Card Tab Some of this information can only be viewed and edited by your Procurement application administrator. To start the Account Administration application: Other information is available to you: 1. Go to the Procurement Home Page. 2. Click Account Administration, in the Procurement Home Page Application Administration Menu. The Procurement application displays the Account Administration page with the Credit Card Tab to the front. If you do not have Account Administration privilege, you cannot access the Account Administration application. Depending on your privilege, you may be able to view and modify other buyer information, by clicking User Profile, on the Procurement Home Page Profiles Menu. 3. Click a tab to view and edit various pages of information: Ship To Address Tab, Bill To Address Tab, Approval Tab, or click to return to the Credit Card Tab. To change other information about yourself, you must contact your Procurement application Administrator. Credit Card Tab To view and edit your list of available Credit Cards and your preferred card: 1. Go to the Procurement Home Page. 2. Click Account Administration, in the Procurement Home Page Application Administration Menu. The Procurement application displays the Account Administration page with the Credit Card tab to the front. 3. If you are already running the Account Administration application, click the Credit Card tab to bring it to the front. On the Credit Card page, the Account Administration application displays for each credit card you are approved to use for purchases: 464 Procurement Help Credit Card Tab User Name The authorized user's name (or nothing if this is a corporate card). Name on Card The name, exactly as imprinted (or information imprinted in the Name space of a corporate card) on the card. Card Type The brand of credit card or charge card. Card Number The number of the card, of which only the last four digits are shown; the remainder of the number is encrypted and shown as asterisks (****). Card Description A description to be used when selecting from a list of cards, for example, Bill's Personal Visa Card, or Betty's Corporate MC Card. Corporate Icon Indicates that this is a corporate card. Action Icons Click an icon to perform various actions on the selected item. Note: If you mouse-over an icon, the browser displays a tool tip containing a few words explaining the action represented by the icon. If an Action is not available in any situation, its Action icon is not displayed. Actions include: To Edit Credit Card information in that row of the list. To delete the Credit Card information in that row of the list. Above the list, there is a [New Credit Card] button that (if you have been granted the appropriate privilege) you can click to add a New Credit Card to Account Administration 465 Credit Card Tab the list. 4. When you have finished viewing, adding and editing Credit Cards, click home. The Account Administration application re-displays the Procurement Home Page. New Credit Card To add a new Credit Card, and its associated information: 1. On the Credit Card page, click [New Credit Card] above the Credit Card list. The Account Administration application displays the Credit Card > New page, with empty text boxes for all the information required about the credit card. 2. Click in each of the empty text boxes and type, or select from drop-down menus, values for: Exact Name on Credit Card - the authorized user's name (or company designation if this is a corporate card). Credit Card Type - the brand of credit card or charge card. Card Number - the number of the card. Card Expiration - date Card Description - a description to be used when selecting from a list of cards, for example, Bill's Personal Visa Card, or Betty's Favorite Corporate Card. Corporate Credit Card - click to add a check mark if this is so. Bill to Address - click the Search icon to display a Search Page in which you can search for and select an appropriate name and billing address for the card. Click this icon to search a list of names and associated Bill to Addresses for the new credit card. Note: You can only select from the list of approved addresses. You cannot add a new address in this application. To add a new address to be used for any purpose in the Procurement application, you must use Setup Addresses in the Advanced Administration application, or contact someone who has the privilege to do so. 3. When you have finished adding information: 466 Procurement Help Click [Save] to confirm addition of the new card, or Click [Cancel] to leave the page without adding a new card. Credit Card Tab The Account Administration application re-displays the Credit Card page. 4. When you have finished viewing, adding and editing Credit Cards, click home. The Account Administration application re-displays the Procurement Home Page. Edit Credit Card To add a edit the information stored for a Credit Card, and its associated information: 1. On the Credit Card page, click the Edit action icon beside any credit card in the Credit Card list. Edit the credit card information. The Account Administration application displays the Credit Card > Edit page, with text boxes containing all of the editable information for the credit card. 2. Click in any of the text boxes, to be edited, and type, or select from drop-down menus, values for: Exact Name on Credit Card - the authorized user's name (or company designation if this is a corporate card). Card Expiration - date Card Description - a description to be used when selecting from a list of cards, for example, Bill's Personal Visa Card, or Betty's Favorite Corporate Card. Corporate Credit Card - click to add a check mark if this is so. Bill to Address - click the Search icon to display a Search Page in which you can search for and select an appropriate name and billing address for the card. Click this icon to search a list of names and associated Bill to Addresses for the new credit card. NOTE: You can only select from the list of approved addresses. You cannot add a new address in this application. To add a new address to be used for any purpose in the Procurement application, you must use Setup Addresses in the Advanced Administration application, or contact someone who has the Account Administration 467 Ship To Address Tab privilege to do so. 3. When you have finished changing information: Click [Save] to confirm the changes to the credit card, or Click [Cancel] to leave the page without changing anything. The Account Administration application re-displays the Credit Card page. 4. When you have finished viewing, adding and editing Credit Cards, click home. The Account Administration application re-displays the Procurement Home Page. Ship To Address Tab To view and edit your list of available Ship To Addresses and your preferred card: 1. Go to the Procurement Home Page. 2. Click Account Administration, in the Procurement Home Page Application Administration Menu. The Procurement application displays the Account Administration page with the Credit Card tab to the front. 3. Click the Ship To Address tab to bring it to the front. On the Ship To Address page, the Account Administration application displays for each shipping address you are approved to use for purchases: Company Name The name of the company and division. Address The address for deliveries. Contact Name The name of someone who can be contacted to discuss shipping problems. 468 Email The e-mail Telephone The business telephone number of the contact person. FAX The business FAX number of the contact person. Procurement Help address of the contact person. Ship To Address Tab Default Icon Indicates that this is your preferred Bill To address to be used as the default on all of your Shopping Carts (you can change this address for any shopping cart or any item before Check Out). Action Icons Click an icon to perform various actions on the selected item. Note: If you mouse-over an icon, the browser displays a tool tip containing a few words explaining the action represented by the icon. If an Action is not available in any situation, its Action icon is not displayed. Actions include: To Edit Ship To Address information in that row of the list. To delete the Ship To Address information in that row of the list. Above the list, there is a [New Address] button that (if you have been granted the appropriate privilege) you can click to add a New Ship To Address to the list. 4. When you have finished viewing, adding and editing shipping addresses, click home. The Account Administration application re-displays the Procurement Home Page. New Ship To Address To add a new Ship To Address, and its associated information: 1. On the Ship To Address page, click [New Address] above the Address list. The Account Administration application displays the Ship To Address > New Account Administration 469 Ship To Address Tab page, with empty text boxes for all the information required about the shipping address. 2. Click in each of the empty text boxes and type values for: Company Name - three separate lines of text and numbers are allowed Address - three separate lines of text and numbers are allowed City State - or locality Postal Code 3. Click in each of the empty text boxes and select from drop-down menus, values for: Country - you can only select from the list of available countries. You cannot add a new Country name. Contact - you can only select from the list of recognized contacts at the address. You cannot add a new contact in this application. To add a new contact to be used for any purpose in the Procurement application, you must use Setup Contacts in the Advanced Administration application, or contact someone who has the privilege to do so. 4. Click in the Default Address check box, to add a check mark, if this is to be your default shipping address. Note: You can have only one default shipping address. If you select a new one on the Ship To Address > New page, your previous selection is cancelled. 5. When you have finished adding information: Click [Save] to confirm addition of the new shipping address, or Click [Cancel] to leave the page without adding a new shipping address. The Account Administration application re-displays the Ship To Address page. 6. When you have finished viewing, adding and editing shipping addresses, click home. The Account Administration application re-displays the Procurement Home Page. Edit Ship To Address To edit a Ship To Address, and its associated information: 1. On the Ship To Address page, click the Edit action icon beside any shipping address in the Address list. 470 Procurement Help Ship To Address Tab Edit the Ship To Address information. The Account Administration application displays the Ship To Address > Edit page, with text boxes containing all of the editable information for the shipping address. 2. Click in any of the text boxes, to be edited, and type values for: Company Name - three separate lines of text and numbers are allowed Address - three separate lines of text and numbers are allowed City State - or locality Postal Code 3. Click in any of the text boxes, to be edited, and select from drop-down menus, values for: Country - you can only select from the list of available countries. You cannot add a new Country name. Contact - you can only select from the list of recognized contacts at the address. You cannot add a new contact in this application. To add a new contact to be used for any purpose in the Procurement application, you must use Setup Contacts in the Advanced Administration application, or contact someone who has the privilege to do so. 4. Click in the Default Address check box, to add a check mark, if this is to be your default shipping address. NOTE: You can have only one default shipping address. If you select a new one on the Ship To Address > Edit page, your previous selection is cancelled. 5. When you have finished changing information: Click [Save] to confirm your changes to the shipping address, or Click [Cancel] to leave the page without making any changes. The Account Administration application re-displays the Ship To Address page. 6. When you have finished viewing, adding and editing shipping addresses, click home. The Account Administration application re-displays the Procurement Home Page. Account Administration 471 Bill To Address Tab Bill To Address Tab To view and edit your list of available Bill To Addresses and your preferred card: 1. Go to the Procurement Home Page. 2. Click Account Administration, in the Procurement Home Page Application Administration Menu. The Procurement application displays the Account Administration page with the Credit Card tab to the front. 3. Click the Bill To Address tab to bring it to the front. On the Bill To Address page, the Account Administration application displays for each billing address you are approved to use for purchases: Company Name The name of the company and division. Address The address for deliveries. Contact Name The name of someone who can be contact to discuss billing problems. Email The e-mail Telephone The business telephone number of the contact person. FAX The business FAX number of the contact person. address of the contact person. Default Icon Indicates that this is your preferred Bill To address to be used as the default on all of your Shopping Carts (you can change this address for any shopping cart or any item before Check Out). 472 Procurement Help Bill To Address Tab Action Icons Click an icon to perform various actions on the selected item. Note: If you mouse-over an icon, the browser displays a tool tip containing a few words explaining the action represented by the icon. If an Action is not available in any situation, its Action icon is not displayed. Actions include: To Edit Bill To Address information in that row of the list. To delete the Bill To Address information in that row of the list. Above the list, there is a [New Address] button that (if you have been granted the appropriate privilege) you can click to add a New Bill To Address to the list. 4. When you have finished viewing, adding and editing billing addresses, click home. The Account Administration application re-displays the Procurement Home Page. New Bill To Address To add a new Bill To Address, and its associated information: 1. On the Bill To Address page, click [New Address] above the Address list. The Account Administration application displays the Bill To Address > New page, with empty text boxes for all the information required about the billing address. 2. Click in each of the empty text boxes and type values for: Company Name - three separate lines of text and numbers are allowed Address - three separate lines of text and numbers are allowed City State - or locality Postal Code 3. Click in each of the empty text boxes and select from drop-down menus, values Account Administration 473 Bill To Address Tab for: Country - you can only select from the list of available countries. You cannot add a new Country name. Contact - you can only select from the list of recognized contacts at the address. You cannot add a new contact in this application. To add a new contact to be used for any purpose in the Procurement application, you must use Setup Contacts in the Advanced Administration application, or contact someone who has the privilege to do so. 4. Click in the Default Address check box, to add a check mark, if this is to be your default billing address. NOTE: You can have only one default billing address. If you select a new one on the Bill To Address > New page, your previous selection is cancelled. 5. When you have finished adding information: Click [Save] to confirm addition of the new billing address, or Click [Cancel] to leave the page without adding a new billing address. The Account Administration application re-displays the Bill To Address page. 6. When you have finished viewing, adding and editing billing addresses, click home. The Account Administration application re-displays the Procurement Home Page. Edit Bill To Address To edit a Bill To Address, and its associated information: 1. On the Bill To Address page, click the Edit action icon beside any billing address in the Address list. Edit the Bill To Address information. The Account Administration application displays the Bill To Address > Edit page, with text boxes containing all of the editable information for the billing address. 2. Click in any of the text boxes, to be edited, and type values for: 474 Procurement Help Company Name - three separate lines of text and numbers are allowed Address - three separate lines of text and numbers are allowed City Approval Tab State - or locality Postal Code 3. Click in any of the text boxes, to be edited, and select from drop-down menus, values for: Country - you can only select from the list of available countries. You cannot add a new Country name. Contact - you can only select from the list of recognized contacts at the address. You cannot add a new contact in this application. To add a new contact to be used for any purpose in the Procurement application, you must use Setup Contacts in the Advanced Administration application, or contact someone who has the privilege to do so. 4. Click in the Default Address check box, to add a check mark, if this is to be your default billing address. NOTE: You can have only one default billing address. If you select a new one on the Bill To Address > Edit page, your previous selection is cancelled. 5. When you have finished changing information: Click [Save] to confirm your changes to the billing address, or Click [Cancel] to leave the page without making any changes. The Account Administration application re-displays the Bill To Address page. 6. When you have finished viewing, adding and editing billing addresses, click home. The Account Administration application re-displays the Procurement Home Page. Approval Tab To view and edit your Shopping Cart Approval details: 1. Go to the Procurement Home Page. 2. Click Account Administration, in the Procurement Home Page Application Administration Menu. The Procurement application displays the Account Administration page with the Credit Card tab to the front. 3. Click the Approval tab to bring it to the front. On the Approval page, the Account Administration application displays your Shopping Cart Approval information. Account Administration 475 Approval Tab On the Approval page, there are three radio buttons used to select an optional method for Shopping Cart Approval. The option selected is applied to the approval of all Shopping Carts submitted by members of your Buying Organization before Orders are created. 4. If you have been granted the appropriate privilege, you can select an option by clicking a radio button to select the method of approval: No order approval required. Orders are approved by < Approver >. Orders are approved by < Approver > totaling more than < Spending Limit >. When one radio button is clicked: it is shown as selected, and the other two buttons are automatically de-selected. 5. If you selected Orders are approved by < Approver >, then you must select a name, from the drop-down menu, including all members of your Organization. 6. If you selected Orders are approved by < Approver > totaling more than < Spending Limit >, then you must: select a name, from the drop-down menu, including all members of your Organization, and click next to the totaling more than text box and type a spending limit (in the currency used by your Buying Organization) above which, shopping carts must be approved before Orders are created. 7. When you have finished changing information: Click [Save] to confirm your changes, or Click [Reset] to dismiss your changes and restore the original values to the page. 8. When you have finished viewing, adding and editing Shopping Cart Approval information, click home. The Account Administration application re-displays the Procurement Home Page. 476 Procurement Help 38 Administer Contract Labor In the Contract Labor Administration Help To view help, click a help topic title in the list in the left-hand frame, or click: Contract Labor Overview The Administration Process Add Users to Contract Labor Set Up Usernames and Roles for Services Contract Labor Privileges Configure Automated Goods Receipt Configure Expense Categories Configure Expense Types Configure Time Categories Configure Worker Classifications Configure Worker Attributes Configure Regions Configure Rules and Options Configure Rate Tables Configure Workers Configure Worker Approvers Configure Worker Comments Configure Worker Timecard Proxies Manage Projects Administer Contract Labor 477 Contract Labor Overview Contract Labor Overview In Contract Labor, the user assigns contractors to their Projects, and reports their hours and expenses. Contract Labor records and tracks all of these entries. It also helps the user control expenses by enforcing limits on hour and expense values that are reported. Procurement Shopping Carts are generated for Timecards. The system will automatically create Orders from the Timecard-based Shopping Carts if Enterprise Back End Integration is turned off. Otherwise, the Timecard-based Shopping Cart is handled by the same rules configured by Enterprise Back End Integration. To this end, Contract Labor provides a set of rules that are assigned to determine how Projects and Workers are set up. Various privileges and roles are then assigned to each user, and a workflow is configured to route time and expense reports through an approval process. What tasks do contractors have to perform? Contractors simply track their hours and expenses using Timecards. Then, they submit their Timecards when completing a specified work period. What are the various Contract Labor privileges? Using Contract Labor Administration, privileges can be assigned to Contract Labor users. See Privileges Rules and Guidelines for descriptions of each Contract Labor privilege. What are some examples of sample Contract Labor roles? You, as the Contract Labor administrator, assign privileges within Contract Labor administration in order to set up various roles, such as Project Administrator, Manage Projects, and others, to manage the Contract Labor functionality. Organizations set up the roles they specifically require to handle their individual time and expense reporting requirements. What does Contract Labor administration involve? Contract Labor administration encompasses several design and configuration processes to determine how your Contract Labor system creates and handles time and expense reporting. See The Administration Process for a list of tasks and the recommended order in which to complete each step. Who manages the Contract Labor Projects and processes? Only a user with the assigned role of Contract Labor Administrator is allowed to configure the Contract Labor system. 478 Procurement Help The Administration Process How do time and expense reports become Orders? Once Projects are set up, Workers are associated with these Projects through Assignments. The Workers submit time and expense reports, otherwise known as Timecards. These Timecards go through the Contract Labor workflow approval process which include the Project Approver and/or Worker Approver. After the Timecard completes this process, a Shopping Cart and an Order are created. The Administration Process Administrator privileges allow you to set up and configure Contract Labor. As administrator, you can create and view the Project summaries and Project properties of existing Projects and Workers, including Administrators, Assignments, and Approvers. Various Enterprise Resource Planning (ERP) systems make use of the term project, and each has its own definition of the term. Contract Labor’s use of this term has no specific correlation to the ERP use of the term project. Because there are dependencies in setting up Contract Labor, we recommend that you configure the system as follows: 1. Enable Contract Labor with your Registration Key and authorize organizations to use it. See Setup Feature Registration to complete this task. 2. Create an administrator role with all Contract Labor privileges. Then, assign this role to the Contract Labor administrator. 3. Configure Automated Goods Receipt 4. Configure Expense Categories 5. Configure Expense Types 6. Configure Time Categories 7. Configure Worker Classifications 8. Configure Worker Attributes 9. Configure Regions 10. Configure Rules/Options 11. Configure Rate Table 12. Configure Workers 13. Configure Projects 14. Manage Assignments (Assignments are managed within Projects) Add Users to Contract Labor 1. Log into Procurement as the Procurement Administrator. Administer Contract Labor 479 Set Up Usernames and Roles for Services 2. Under Administration, select Advanced Administration. 3. From the tree menu, click on Setup | Users. 4. If necessary, create new users for Contract Labor Administration (see New User). This user will be assigned the Contract Labor Administrator role created in Step 6. 5. If necessary, create additional users. For example, you need users who will be Workers, Proxies, and Approvers. 6. Create a new Contract Labor Administrator role (see New Role) that has all Contract Labor privileges selected. For more information about privileges see Contract Labor Privileges and their Scope(s). Assign this role to the Contract Labor Administrator. Set Up Usernames and Roles for Services The system automatically creates two userids that are used by the TC2Req Service and PO2Receipt Service, respectively. TC2Req is required to run Contract Labor. It is automatically added to the Enterprise Admin Organization and given the TC2Req Service Role during installation. If you want the service to automatically create Orders for other buying organizations, you must add this user to those buying organizations and the role assigned to them. PO2Receipt allows Automated Goods Receipt (AGR) to run in the background. It is automatically added to the Enterprise Admin Organization and given the PO2Receipt Service Role during installation. If you are not using AGR, no further configuration of this userid is necessary. You will need to: Change User Passwords and Email Addresses, and Add Users to Buying Organizations Change User Passwords and Email Addresses 1. Log into Procurement as the Procurement Administrator. 2. Under Administration, select Advanced Administration. 3. From the tree menu, click Users | Search. a. Search for TC2Req and PO2Receipt users. b. Highlight them and click Select. c. Set a new password and set the email address for each user. d. Click Save. 480 Procurement Help Contract Labor Privileges Add Users to Buying Organizations 1. Log into Procurement as the Procurement Administrator. 2. Under Administration, select Advanced Administration. 3. From the tree menu, click Organizations | Buying Organization Name | Attributes | Users | Add User to Organization. a. Search for TC2Req User and PO2Receipt User. Highlight both users and click Select. b. From the tree menu, click on TC2Req User | Add Role. c. Highlight TC2Req Service Role and click Select. d. From the tree menu, click on PO2Receipt User | Add Role. e. Highlight PO2Receipt Service Role and click Select. 4. From the tree menu, select Roles. 5. If necessary, create additional roles and assign privileges for other Contract Labor users. Contract Labor Privileges Contract Labor and Procurement administrators assign privileges based on an organization’s role requirements for processing Contract Labor Projects. By assigning specific privileges, you enable various degrees of access, use, and management abilities for users, which in turn provides greater capability, scope and control over Projects and Assignments within Contract Labor. Additionally, users who are allowed to create new Projects may also assign specific privileges for the user in the role of Project Administrator. This section explains: Privileges Rules and Guidelines and how to Set Up and Administer Privileges Privileges Rules and Guidelines Contract Labor privileges allow flexibility for the administrator to administer user data regardless of where the user is logged in. This feature is needed to support the Project Administration section of Contract Labor. Privileges for administering data in the Contract Labor application are made more flexible, and therefore easier, for the Contract Labor administrator, by implementing the privileges rules. These rules are only being implemented at the administration level and not at the Contract Labor Timecard creation and submission level. Administer Contract Labor 481 Contract Labor Privileges To access and use Contract Labor, a user must be a designated user of Procurement, and the user must be assigned a role with the Contract Labor privileges. Each role has specific privileges and scope. Using the Procurement Admin tool, these privileges can be set in the Contract Labor category of a role. The Contract Labor category, provides these privileges: Contract Labor Privileges and their Scope(s) Some Contract Labor privileges can be set to have the scope of Organization (Buying Organization), Super-Buying Organization (Super Org), or Enterprise. The Automated Goods Receipt privileges can be set to have a scope of Super Org or Enterprise. With Organization scope you can operate on the following: Anything you have created Anything tied to the Buying Organization that you are logged into With Super-Buying Organization scope you can operate on the following: Anything you have created Anything tied to the Buying Organization that you are logged into Anything tied to the hierarchical children Buying Organizations of the Buying Organization you are logged into With Enterprise scope you can operate on the following: Anything you have created Anything tied to any Buying Organization Other Contract Labor privileges are not dependant on scope. The following is a chart showing Contract Labor privileges and their scope(s). Name Description Scope Create Projects Required to create Projects. Organization Super Org 482 Create Worker Comments Required to create a comment for a Worker. N/A Delete Worker Comments Required to delete comments for a Worker. N/A Manage Contract Labor Settings Required to manage reporting periods, validation rules and Worker Attributes. N/A Manage Expense Categories and Expense Types Required to manage Expense Categories (for example, Meals) and Expense Types (for example, Breakfast, Lunch and Dinner). N/A Procurement Help Contract Labor Privileges Name Description Scope Manage Projects Required to manage Projects (unless user is a Project Administrator). Organization Manage Rate Tables Required to modify Rate Tables. N/A Manage Regions Required to manage Regions (for example: West, East). N/A Manage Time Categories Required to manage time categories (for example: Standard Time). N/A Manage Timecards Required to view Timecard Status Page. Organization Note: All Workers can view their own status without this privilege. This is required to view the status of other Workers’ Timecards. Super Org Manage Worker Classifications Required to manage Worker Classifications (for example: Developer I, Administrator II). N/A Manage Workers Required to create Workers from Buying Organization users. Organization View Worker Comments Required to view comments about Workers. N/A Supplier Auto Goods Receipt Manages suppliers that participate in the Auto Goods Receipt service. Super Org View Goods Receipt List Able to view list of receipts created by the Auto Goods Receipts service. Super Org Super Org Super Org Enterprise Enterprise Set Up and Administer Privileges The Contract Labor administrator sets up the following privileges, using the Procurement Administration tool. Please see Recommended Privilege Restrictions for the Worker. Manage Projects Privilege The Manage Projects privilege allows the user to see a list of Projects in the Buying Organization where the user has this privilege set up. The user can edit the Project properties, and manage Project Administrators, Project Approvers, and Assignments. Create Projects Privilege The Create Projects privilege allows the user to create a Project within a buying organization as determined by the scope. When selecting the organization for the new project, the list of available buying organizations are limited to the scope that is set up in the role. Administer Contract Labor 483 Contract Labor Privileges Manage Workers Privilege A user who has Manage Workers privilege can create and maintain Workers. The list of users that they are able to maintain is limited to the scope which was specified when the Manage Workers privilege was selected. Users with the Manage Workers privilege can modify an existing Worker at any time. The following attributes of a Worker can be edited: Supplier The supplier of the Worker can be changed. Changing the supplier of a Worker will not change the supplier used on previous Timecards. Supplier Part Number The supplier part number of the Worker can be changed. Changing the supplier part number of a Worker does not change the supplier part number used on previous Timecards. Currency Code The currency code of the Worker can be changed as long as the user has not submitted any Timecards. Once there is a submitted Timecard, the Worker currency code cannot be changed. The only currency code that can be chosen is the one specified in the Application Settings of Enterprise Buyer. This can be found under Timecard, EBO_CurrencyCode where the default is set to USD. May Submit Timecard The May Submit Timecard attribute controls a Worker's ability to submit a Timecard. This property can be manipulated at any time. Manipulating this property only affects Timecards that have not yet been submitted by the Worker. This property must be enabled to allow a Worker to submit a Timecard. The Worker will be able to create and save Timecards with this property disabled. However, the Worker will not be able to submit the Timecard. By default, a Worker is allowed to submit a Timecard. By editing a Worker, an administrator can prevent a Worker from submitting a Timecard. In addition, the system enables you to keep track of changes made to Workers by providing a set of comments. This set of comments is not intended to be a repository of Worker performance or history. Users with the Create Worker Comments privilege can add comments. However, in order to delete the comments, the user must have the Delete Worker Comments privilege. May Join Project This property can be manipulated at any time. When this property is disabled, the Worker does not appear on the list of available Workers when the Assignments are created. The Worker remains active on any existing Assignments. By default, a Worker’s May Join Project property is enabled. By editing a Worker, an administrator can prevent a Worker from being chosen for new Assignments. 484 Procurement Help Contract Labor Privileges Payment Method An alternate payment method can be selected at any time. A change of payment method does not affect the processing of any Timecards that have already been created. Bill To Address and Ship To Address Alternate addresses can be selected at any time. A change of address does not affect the processing of any Timecards that have already been submitted. Delete Worker Comments Privilege In order to delete comments, the user must have the Delete Worker Comments privilege as well as the Manage Workers privilege. Create Worker Comments Privilege In order to create Worker comments the user must have the Create Worker Comments privilege as well as the Manage Workers privilege. View Worker Comments Privilege In order to view Worker comments the user must have the View Worker Comments privilege as well as the Manage Workers privilege. Recommended Privilege Restrictions for the Worker Contract Labor recommends that only certain privileges be assigned to a Worker. Errors may occur within the data if the Worker has these privileges and makes modifications. Contract Labor is not designed to synchronize changes made to Shopping Carts that are created for submitted Timecards. It is strongly recommended that the Worker should not have privileges to create a Change Request to the Order that is created for the Timecard they submitted. By not assigning the Worker any Procurement privileges that give the Worker access to the Orders Status page, this restricts the Worker from modifying the Shopping Carts. The following table includes the privileges that need to be excluded from the Workers so they do not have access to the Orders Status page. Code Privilege coc Change Request — Create/Edit/Delete cop Change Request — Print cos Change Request — Submit/Cancel cov Change Request — View The following table includes the privileges that need to be excluded from the Workers so they do not have access to the Orders List page. Administer Contract Labor 485 Configure Automated Goods Receipt Code Privilege poc Order — Create pol Order — Cancel pop Order por Order — Reorder pov Order — Receiving prt Order — Print A Worker should not be allowed to have access to the Shopping Cart list and perform Shopping Cart related actions. This can be done by not assigning the Worker any Procurement privileges that gives them access to the Shopping Cart Status page. The following table includes the privileges that need to be excluded from the Workers so they do not have access to the Shopping Cart Status page: Code Privilege rec Shopping Cart — Create red Shopping Cart — Delete ree Shopping Cart — Edit reg Shopping Cart — Shared Templates rel Shopping Cart — Cancel req Shopping Cart res Shopping Cart — Special Request ret Shopping Cart — Submit rey Shopping Cart — Copy rpr Shopping Cart — Print Configure Automated Goods Receipt The Automated Goods Receipt (AGR) feature makes it possible to automate the process of reviewing Orders and creating Receipts. The AGR feature is optional; Contract Labor does not require AGR to be activated. The privileges required to 486 Procurement Help Configure Automated Goods Receipt use AGR are Supplier Auto Goods Receipt and View Goods Receipt List, both of which are in the Auto Goods Receipt Category. The first, Supplier Auto Goods Receipt, gives you the ability to enable a supplier for AGR. The second is for viewing Orders that have been auto received. Automated Goods Receipt allows you to: View Automated Goods Receipt List to view a list of AGR-enabled suppliers View a list of automatically received Orders Enable a Supplier to automatically receive Orders, or Disable a Supplier Receipts are automatically created after a Purchase Order generated for a submitted Timecard is accepted by the Supplier. There is a service that runs in the background to perform the Automated Goods Receipt process. The period of this service is configurable by the Procurement administrator and by default, is set to run every 24 hours. View Automated Goods Receipt List The Automated Goods Receipt List displays a list of all AGR-enabled suppliers and Orders that have automatically been received. To view the Automated Goods Receipt Admin List: 1. Log into Procurement as the Procurement Administrator. 2. Under Administration, select Advanced Administration. 3. From the tree menu, click on Contract Labor | Automated Goods Receipt. 4. Select Auto Goods Receipt List. The Automated Goods Receipt List page displays a list of all Orders that have been received. Sort Automated Goods Receipt List 1. From the Automated Goods Receipt List page, you can sort by: Order Name Order Number Supplier 2. Click Go. Filter Automated Goods Receipt List 1. From the Automated Goods Receipt List page, you can filter by: Order Name Order Number Administer Contract Labor 487 Configure Automated Goods Receipt Supplier 2. Enter the name or number of an order or supplier in the appropriate field, and click Go. The list returns only those orders with the order name, number, or supplier you specified. Enable a Supplier Auto Goods Receipt allows suppliers to be enabled to automatically receive Orders. To enable a supplier: 1. Log into Procurement as the Procurement Administrator. 2. Under Administration, select Advanced Administration. 3. From the tree menu, click on Contract Labor | Automated Goods Receipt. 4. Select Auto Goods Receipt Administration. The Automated Goods Receipt Supplier List page displays. 5. Sort or filter by desired values and click Go. Sort by - Allows you to sort by supplier name, or by those suppliers who are AGR-enabled. Filter by automated goods receipt enabled - Returns only those suppliers who are enabled if you specify Yes, or those who are not enabled if you specify No. Filter by supplier - Allows you to locate and enable a specific supplier by entering the supplier’s name or partial name. Typing an asterisk (*) returns a list of all available suppliers. 6. Next to the Supplier you wish to enable, click the Edit icon in the Actions column. The Automated Goods Receipt Supplier Properties page displays. 7. Check the Automated Goods Receipt Enabled checkbox to enable this property. 8. Click Save. Disable a Supplier To remove a supplier from your list of suppliers who are able to automatically receive Orders: 1. Log into Procurement as the Procurement Administrator. 2. Under Administration, select Advanced Administration. 3. From the tree menu, click on Contract Labor | Automated Goods Receipt. 488 Procurement Help Configure Expense Categories 4. Select Auto Goods Receipt Administration. The Automated Goods Receipt Supplier List page displays. 5. Sort or filter by desired values and click Go. You can enter a supplier’s name, partial name, or an asterisk (*) to return a list of available suppliers. 6. Next to the Supplier you wish to enable, click the Edit icon in the Actions column. The Automated Goods Receipt Supplier Properties page displays. 7. Uncheck the Automated Goods Receipt Enabled checkbox to disable the supplier. 8. Click Save. Configure Expense Categories Expense Categories are used to identify the type of expenses that are being reported (such as Meals, Airfare, and Lodging). Expense Categories are used as part of Projects and Assignments. To manage expense categories a Contract Labor administrator must have the Manage Expense Categories and Expense Types privilege. To navigate to the Expense Category List page: 1. From the Commerce One Procurement home page, click the Advanced Administration link. 2. From the tree menu, select Contract Labor | Expense Categories. The Expense Category List page displays. Expense Categories are configured at the Enterprise level, meaning that once an Expense Category is created, it is available to all Contract Labor administrators when defining Projects and Assignments. You can: Create a New Expense Category Edit Expense Categories Disable Expense Categories Delete Expense Categories Create a New Expense Category Whenever needed, you can create your own additional Expense Categories. To create a new Expense Category: Administer Contract Labor 489 Configure Expense Categories 1. On the Expense Category List page, click the New button. 2. Enter an Expense Category Name. The name must be unique. 3. Enter an Expense Category Abbreviation. The abbreviation must be unique. 4. Verify the Expense Category Enabled checkbox is checked. By default this feature is enabled. Expense Categories must be enabled in order to be used by Projects. 5. Click the Save button, or click the Cancel button to cancel your entry and return to the Expense Category List page. Edit Expense Categories To edit an Expense Category: 1. On the Expense Category List page, next to a category, click the Edit icon in the Actions column. The Expense Category Properties page opens. 2. Edit the Expense Category Name and/or Category Abbreviation. 3. Click the Save button, or click the Cancel button to cancel your edits and return to the Expense Category List page. Disable Expense Categories Disabling an Expense Category renders it unavailable to other entities. To disable an Expense Category: 1. On the Expense Category List page, next to a category, click the Edit icon in the Actions column. The Expense Category Properties page opens. 2. Click the Enabled checkbox to uncheck the box. 3. Click the Save button, or click the Cancel button to cancel your edits and return to the Expense Category List page. Delete Expense Categories To delete an Expense Category: 1. On the Expense Category List page, next to the category you want to delete, click the Delete icon in the Actions column. A pop-up message opens to confirm your selection. 490 Procurement Help Configure Expense Types 2. Click OK to delete. Note: If a Project, Timecard, or anything else has already used the category, it cannot be deleted and an appropriate message appears. Configure Expense Types Contract Labor Expense Types allow an Enterprise Buying Organization to further define Worker expenses. Examples of Expense Types include: Dinner, Breakfast, or Hotel. Expense Types are not tied to Expense Categories; they can be used interchangeably. Expense Types are configured at the Enterprise level and are managed by administrators who have the Manage Expense Categories and Expense Types privilege. To navigate to the Expense Type List page: 1. From the Commerce One Procurement home page, click the Advanced Administration link. 2. From the tree menu, select Contract Labor | Expense Types. The Expense Type List page displays. You can: Create a New Expense Type Edit Expense Types Disable Expense Types Delete Expense Types Create a New Expense Type To create additional new Expense Types: 1. On the Expense Types List page, click the New button. 2. Enter an Expense Type Name. This name must be unique. 3. Verify the Expense Type Enabled checkbox is checked. By default this feature is enabled. Expense Types must be enabled in order to be used by Timecards. 4. Click the Save button, or click the Cancel button to cancel your entry and return to the Expense Type List page. Edit Expense Types To edit an Expense Type: Administer Contract Labor 491 Configure Time Categories 1. On the Expense Type List page, click the Edit icon in the Actions column of the Expense Type you wish to edit. The Expense Type Properties page opens. 2. Edit the Expense Type name. 3. Click the Save button, or click the Cancel button to cancel your edits and return to the Expense Type List page. Disable Expense Types Disabling an Expense Type renders it unavailable to other entities. To disable an Expense Type: 1. On the Expense Type List page, next to a category, click the Edit icon in the Actions column of the Expense Type you wish to disable. The Expense Type Properties page opens. 2. Click the Enabled checkbox to uncheck the box. 3. Click the Save button, or click the Cancel button to cancel your edits and return to the Expense Type List page. Delete Expense Types To Delete an Expense Type: 1. On the Expense Type List page, click the Delete icon in the Actions column of the Expense Type you wish to delete. A pop-up message opens to confirm your selection. 2. Click OK to delete. Note: If a Project, Rate Table, Timecard, or anything else has already used the category, it cannot be deleted and an appropriate message appears. Configure Time Categories Time categories are used to identify the type of hours that are being entered (such as Regular, Overtime, Sick, and Vacation). Time categories are used as part of Rate Tables, Projects, and Assignments. To manage time categories a Contract Labor administrator must have the Manage Time Categories privilege. To navigate to the Time Category List page: 1. From the Commerce One Procurement home page, click the Advanced Administration link. 2. From the tree menu, select Contract Labor | Time Categories. 492 Procurement Help Configure Time Categories The Time Category List page displays. Time Categories are configured at the Enterprise level, meaning that once a Time Category is created, it is available to all Contract Labor administrators to use when defining Rate Tables, Projects, and Assignments. You can: Create a New Time Category Edit Time Categories Disable Time Categories Delete Time Categories Create a New Time Category Whenever needed, you can create your own additional Time Categories. To create a new Time Category: 1. On the Time Category List page, click New. 2. Enter a Time Category Name. The name must be unique. 3. Enter a Time Category Abbreviation. The abbreviation must be unique. 4. Verify the Time Category Enabled checkbox is checked. By default this feature is enabled. Time Categories must be enabled in order for them to be selected by Projects and Rate Tables. 5. Click the Save button, or click the Cancel button to cancel your entry and return to the Time Category List page. Edit Time Categories To edit a Time Category: 1. On the Time Category List page, next to the category, click the Edit icon in the Actions column. The Time Category Properties page opens. 2. Edit the Time Category Name and/or Time Category Abbreviation. 3. Click the Save button to save your edits, or click the Cancel button to cancel your entry and return to the Time Category List page. Disable Time Categories Disabling a Time Category renders it unavailable to other entities. Administer Contract Labor 493 Configure Worker Classifications To disable a Time Category: 1. On the Time Category List page, next to the category, click the Edit icon in the Actions column. The Time Category Properties page opens. 2. Click the Enabled checkbox to uncheck the box. 3. Click the Save button to save your edits, or click the Cancel button to cancel your entry and return to the Time Category List page. Delete Time Categories To delete a Time category: 1. On the Time Category List page, next to the category you want to delete, click the Delete icon in the Actions column. A pop-up message opens to confirm your selection. 2. Click OK to delete. Note: If a Project, Rate Table, Timecard, or anything else has already used the category, it cannot be deleted and an appropriate message appears. Configure Worker Classifications Worker Classifications provide a way to categorize Workers based on job roles. The Worker Classification essentially describes the job title. When Worker Classifications are coupled with Regions and Time Categories, they also provide a way to allocate different Rates. Examples of Worker Classification include: Engineer I or Admin II. Worker Classifications are configured at the Enterprise Buying Organization level and are managed by Administrators with the Manage Worker Classifications privilege. Administrators must access the Worker Classification List page in order to configure Worker Classifications. The Worker Classification List page displays the Classification Name, Description, and whether the classification is Enabled or not. To navigate to the Worker Classification List page: 1. From the Commerce One Procurement home page, click the Advanced Administration link. 2. From the tree menu, select Contract Labor | Worker Classifications. The Worker Classification List page displays. You can: 494 Create a New Worker Classification Edit a Worker Classification Procurement Help Configure Worker Classifications Disable a Worker Classification Delete a Worker Classification Create a New Worker Classification To create a new Worker Classification: 1. On the Worker Classification List page, click the New button. 2. Enter the Worker Classification Name and Description. This name must be unique. 3. Verify the Enabled checkbox is checked. By default this feature is enabled. Only Enabled classifications are available to new Assignments or Rate Tables. 4. Click the Save button, or click the Cancel button to cancel your entry and return to the Worker Classification List page. Edit a Worker Classification To edit Worker Classifications: 1. On the Worker Classification List page, click the Edit icon in the Actions column of the Worker Classification you wish to edit. The Worker Classification Properties page opens. 2. Edit the Name and/or Description. 3. Click the Save button, or click the Cancel button to cancel your edits and return to the Worker Classification List page. Disable a Worker Classification Disabling a Worker Classification renders it unavailable to other entities. To disable a Worker Classification: 1. From the Worker Classification List page, click the Edit icon in the Actions column of the Worker Classification you wish to disable. The Worker Classification Properties page opens. 2. Click the Enabled checkbox to uncheck the box. 3. Click the Save button, or click the Cancel button to cancel your edits and return to the Worker Classification List page. Delete a Worker Classification To delete a Worker Classification: Administer Contract Labor 495 Configure Worker Attributes 1. From the Worker Classification List page, click the Delete icon in the Actions column of the Worker Classification you wish to delete. A pop-up message opens to confirm your selection. 2. Click OK to delete. Note: If a Project, Rate Table, Timecard, Assignment or anything else has already used the category, it cannot be deleted and an appropriate message appears. Configure Worker Attributes Worker Attributes capture additional Worker information. Each enterprise can define a set of Worker Attributes. Examples of Worker Attributes include: Badge Number, Cubicle Location, or Building Number. It is recommended that you create all your Worker Attributes before you create your Workers. That way as new Workers are being setup, the attributes can be assigned to them. Worker Attributes are configured at the Enterprise Buying Organization level and are managed by Administrators with the Manage Contract Labor Settings privilege. There is no option to disable Worker Attributes, only to create new attributes, and to edit or delete existing ones. To navigate to the Worker Attribute List page: 1. From the Commerce One Procurement home page, click the Advanced Administration link. 2. From the tree menu, select Contract Labor | Worker Attributes. The Worker Attribute List page displays. You can: Create a New Worker Attribute Edit Worker Attributes Delete Worker Attributes Create a New Worker Attribute To create a new Worker Attribute: 1. On the Worker Attribute List page, click the New button. The Worker Attribute Properties page opens. 2. Enter the Worker Attribute Name. This name must be unique. 3. Enter a Description. 4. Click the Save button, or click Cancel to cancel your entries and return to the 496 Procurement Help Configure Regions Worker Attribute List page. Edit Worker Attributes To edit Worker Attributes: 1. On the Worker Attribute List page, click the Edit icon in the Actions column of the Worker Attribute that you would like to edit. 2. Edit the Worker Attribute Name or Description. 3. Click the Save button, or click Cancel to cancel your edits and return to the Worker Attribute List page. Delete Worker Attributes To delete a Worker Attribute: 1. On the Worker Attribute List page, click the Delete icon in the Actions column of the Worker Attribute you wish to delete. A pop-up message opens to confirm your selection. 2. Click OK to delete. Configure Regions Regions provide a way to apply different Rates for the same Worker Classification across geographic areas. Regions are used to group Worker Classifications with different Rates. Examples of Regions include: North, South, East or West. Regions are configured at the Enterprise Buying Organization level and are managed by Administrators who have the Manage Regions privilege. To navigate to the Region List page: 1. From the Commerce One Procurement home page, click the Advanced Administration link. 2. From the tree menu, select Contract Labor | Regions. The Region List page displays. Note: In order to set up the Rate Table, it is necessary to have at least one Region set up. Therefore, companies that do not use the Region feature should first begin by setting up a Region, such as Default Region, to use only for the purpose of setting up Rates. You can: Create a New Region Edit Regions Disable a Region Administer Contract Labor 497 Configure Regions Delete a Region Create a New Region Whenever needed, you can create your own additional Regions. To create a new Region: 1. On the Region List page, click the New button. The Region List page opens. 2. Enter the Region Name and Description. This name must be unique. 3. Verify the Enabled checkbox is checked. By default this feature is enabled. Only Enabled regions are available to new Assignments or Rate Tables. 4. Click the Save button, or click Cancel to return to the Regions List page. Edit Regions To edit a Region: 1. On the Region List page, click the Edit icon in the Actions column of the Region you wish to edit. The Region Properties page opens. 2. Edit the Region Name and/or Description. 3. Click the Save button, or click Cancel to return to the Region List page. Disable a Region Disabling a Region renders it unavailable to other entities. To disable a Region: 1. On the Region List page, click the Edit icon in the Actions column of the Region you wish to disable. The Region Properties page opens. 2. Uncheck the Enabled checkbox if you want this Region to be disabled. 3. Click the Save button, or click Cancel to return to the Region List page. Delete a Region To delete a Region: 1. On the Region List page, click the Delete icon in the Actions column of the Region you wish to delete. 498 Procurement Help Configure Rules and Options A pop-up message opens to confirm your selection. 2. Click OK to delete. Configure Rules and Options The Rules and Options page allows you to choose the Time Reporting Period, and to enable specific Time Validation Rules and/or Expense Validation Rules. Out of the box functionality includes three Time Reporting Periods, one Time Validation Rule, and one Expense Validation Rule. It is possible to customize the system and create new business objects that implement new rules. The names of the business objects for each rule are displayed as components (Time Reporting Period Component, Time Validation Component, and Expense Validation Component). You can also enable or disable the “Timecard Can Be Skipped” option. To configure rules and options: 1. From the tree menu, select Contract Labor | Rules/Options. The Rules/Options page opens. 2. Select the Time Reporting Period you wish to use: The Time Reporting Period defines the number of days that appear on the individual Timecards. Weekly Reporting Period - Sunday to Saturday Semi-Monthly Reporting - 15th and end of month Weekly Reporting Period - Monday to Sunday 3. Verify that the Time Validation Rules are enabled: By default this feature is enabled. When enabled it validates a maximum of 24 hours per day. Uncheck to disable this feature. Regardless of whether or not the Time Validation rule is enabled, the system always verifies that no more than 100 hours in a day are reported. 4. Verify that the Expense Validation Rules are disabled. This feature is only valid if your payment facilities are configured. The “Limit to max payment line items” checkbox limits the number of expense items that can be created per Timecard to a default maximum of 80. Some payment providers limit the number of line items that can be submitted in a payment request. If you are not generating payments directly from Timecards, or if your payment provider does not have such a restriction, this option can remain disabled. 5. Under General Options, verify that the Timecard Can Be Skipped checkbox is enabled. By default this feature is enabled. When this checkbox is turned on, the Worker is allowed to click on the Skip Timecard icon in the New Timecard page to have Administer Contract Labor 499 Configure Rate Tables their Timecard skipped. This can be used, for example, when a Worker is on vacation for a month and the company does not pay during the vacation. This way, the Worker can keep an empty Timecard as an audit trail. Additional information regarding the skip functionality: A Timecard cannot be submitted if no hours or expense items are associated with it. A reason you may want to enable this feature. Once a Timecard is skipped, it can never be recovered. A reason you may not want to enable this feature. 6. Click Save to save the settings. Configure Rate Tables A Rate is the amount of payment that a Worker is paid per one hour of work. Rates vary by type of job (Classification), geographic location (Region), and Time Category (e.g. Regular). The Rates assigned to different Classifications, Regions, and Time Categories for a time period are kept in Rate Tables. Because Rate Tables link Worker Classifications, Regions, and Time categories to Rates, the Contract Labor Administrator should setup Rate Tables only after Worker Classifications, Regions, and Time Categories have been configured. To access the Rate Table link of Contract Labor Admin, a user needs the Manage Rate Tables privilege. Each Rate Table defines Rates that are valid from the Rate Table's Start Date through the day before the Start Date of the next Rate Table. There is no configurable end date in a Rate Table. A Rate Table’s end date is effectively the day before the next Rate Table’s Start Date. For the last Rate Table, the end date is defined by Contract Labor as 12/31/3997. Each Rate in the list of Rates in a Rate Table represents the amount of money paid to a Worker for an hour of work in a given Time Category for a given job in a given Region. This combination of Classification /Region/Time Category is called an Association. So, every entry in a Contract Labor Rate Table is a Rate assigned to an Association. For example, let's say you set up various Classifications and use them differently: You create 10 Classifications, 5 Regions, and 3 Time Categories. Then, you use 2 of the Classifications in all Regions and for all Time Categories. The other 8 Classifications are used in just 2 of the 5 Regions. It is possible to override a Rate in a Rate Table by specifying an Assignment Rate to a Worker's Assignment. For more information, see Assignment Rates. For example, if the Rate for Software Engineer II is $50 an hour in the Rate Table, the administrator can override this Rate by assigning another Rate within the Assignment. The basic steps for defining a Rate Table are, in order: 500 Procurement Help Configure Rate Tables 1. Set the Start Date 2. Add Associations 3. Assign Rates to the Associations The procedures you follow to complete these steps vary depending on whether or not the Rate Table is the first to be created and whether you are building a list of Rates from scratch or just slightly modifying the contents of an existing table to copy into a empty one. Rate Tables are created and managed from the Rate Table List page. To navigate to the Rate Table List page: 1. From the Procurement home page, click Advanced Administration. 2. From the tree menu, select Contract Labor | Rate Tables. The Rate Table List page displays. Here, you can: Create New Rate Tables Add Rates to Rate Tables View the Rate Table Summary Prevent Timecards from Using Rates from a Rate Table Print a Rate Table Create New Rate Tables Before any Rate Tables have been defined, a New button is available and No Rate Tables are defined appears on the data section of the page. To create the first Rate Table: 1. Click the New button. The first row in the Rate Table List appears with three select boxes that you use to select the month, day, and year of the Start Date. 2. Select a Start Date for the new Rate Table and click Save. You now have an empty Rate Table. The steps for adding Rates to Rate Tables are discussed below in the Add Rates to Rate Tables section. Once the Rate Table List page has at least one Rate Table on it, the New button is no longer displayed. At this point, new tables are created by using the Insert Rate Table Below icons. These appear in the Actions column of Rate Tables against which Timecards submitted do not exceed the Rate Table’s end date. They also appear in the Actions columns of the last Rate Table to have a Timecard submitted to it. 3. Click the Insert Rate Table Below icon in the Actions column, which launches the Insert New Rate Table page. Administer Contract Labor 501 Configure Rate Tables On this page a new Rate Table appears below the Rate Table of the icon you clicked. The new Rate Table has a default Start Date one day later than the table above it. 4. Modify the Start Date of the new Rate Table to suit your needs. 5. Click Save to save the new Rate Table, or Cancel cancel it. Both buttons return you to the Rate Table List page. Add Rates to Rate Tables Adding Rates Manually When a Rate Table is first created, it is empty. Before the Rate Table can be used, Associations must be added to it, and then Rates must be assigned to those Associations. To add or remove Associations: 1. From the Rate Table List page, click the Edit Associations icon in the Actions column of the Rate Table for which you want to add Associations. The Rate Table Association page opens. 2. Select the desired combinations of Classifications, Regions, and Time Categories that you want in the Rate Table and click the Add Association button. You may also select multiple choices from each list by using the Control or Shift keys on your keyboard. Once you have made you selections, all of the combinations that were created are displayed. At this point, you may either add more Associations or delete any of these entries. Note: You cannot edit an Association. The only way to make changes is to first delete it, then add a new Association with the changes. It is important to uncheck “May Submit Timecard” on the Rate Table List page and click Save prior to modifying a Rate Table's Associations. This prevents Timecards from being submitted while changes are taking place. Be careful to remember to enable the “May Submit Timecard” feature once changes are completed. 3. Click Cancel to return to the Rate Table List page. To assign or edit Rates: Once Associations have been added to a Rate Table, Rates can be assigned from the Rate Table Rates page. Remember to uncheck “May Submit Timecard” on the Rate Table List page and click Save prior to modifying Rates. To assign Rates with a Rate Table: 1. From the Rate Table List page click the Edit Rates icon in the Actions column of the Rate Table for which you wish to assign Rates. 502 Procurement Help Configure Rate Tables This launches the Rate Table Rates page which has sort and filter elements to help you find Associations. 2. Enter the Rates for each unique combination that you wish to define. Negative Rates are not allowed. 3. Click Save and then Close to return to the Rate Table List page. Limits on When a Rate Table can be edited Once a Timecard has been submitted during a specified time period, edits to Rates or Associations for that Rate Table may not be made. Copy Rates from One Table to Another The Associations and Rates for the first Rate Table have to be added manually. If you have many Associations, this can be very time consuming. However, if your Rate Tables are large and have only minor differences between them, the Copy From feature will be a time-saver. With Copy From you can copy Rates from one table into another table. For example, if you have a Rate Table for 1/1/2000 through 12/31/2000 that includes 10,000 lines of Rates, and you plan to use nearly identical Rates the following year, it is easier to use the Copy From feature to copy these Rates into a new Rate Table than to create a new table from scratch. To copy Rates from one table to another: 1. From the Rate Table List page, click the “Copy from existing rate table” icon in the Actions column of the empty Rate Table you wish to populate. The “Copy from existing rate table” icon is only visible for empty Rate Tables. The Copy Rate Table page displays. 2. Select the source Rate Table whose information you wish to copy and click the Select icon in the Actions column. Only Rate Tables that have Associations are displayed. A message box appears confirming the Rate Table is to be copied. 3. Click OK. The Rates and Associations will be copied from your source Rate Table to your destination Rate Table. View the Rate Table Summary From the Rate Table List page you can view the details of a Rate Table. To view a summary of the Rate Table: 1. Choose a specific Rate Table and click the corresponding Details icon in the Actions column. The Rate Table Summary page opens. 2. Sort or filter by desired values and click Go. Administer Contract Labor 503 Configure Workers All the details of the Rate Table are displayed. For the Rate Tables that are still editable, there are two tabs available from this page, Rate Table Associations and Rate Table Rates. Just like the Edit Associations and Edit Rates icons, the tabs launch the Rate Table Associations and Rate Table Rates pages, respectively. 3. Click Close when finished viewing. Prevent Timecards from Using Rates from a Rate Table If for any reason you have an error or need to make changes in your Rate Table, you need to prevent all Workers from submitting a Timecard against a particular time period. To do this you must disable the Rate Table for that period. In order for any Worker to submit a Timecard that contains a Rate from the given time period, the May Submit Timecard must be enabled. If this option is not enabled, Workers will not be able to submit their Timecards against this Rate Table. To disable the Rate Table: 1. From the Rate Table List page, uncheck the checkbox in the May Submit Timecard column of the Rate Table that you wish to disable. 2. Click Save. Print a Rate Table To print a Rate Table click the Print icon in the Action column of the Rate Table you wish to print. A new browser window opens to display the Rate Table, formatted for printing. Use the browser controls to print the page. Configure Workers Workers are Procurement users who can be assigned to Projects. Workers are managed by administrators who have the Manage Workers privilege. It is recommended that you create all your Worker Attributes before you create your Workers. That way as new Workers are being setup, the Attributes can be assigned to them. See Configure Worker Attributes for more details. Administrators must access the Worker List page in order to configure Workers. This page gives you access to the Worker List that provides icons for accessing all of the additional admin pages for managing Workers. On the Worker List page, administrators can add a new Worker, edit Worker properties, disable a Worker from being available for a new Assignment, or view a Worker’s summary. To navigate to the Worker List page: 1. From the Commerce One Procurement home page, click the Advanced Administration link. 504 Procurement Help Configure Workers 2. From the tree menu, select Contract Labor | Workers. The Worker List page displays. Here, you can: Add a New Worker Edit Worker Properties Disable Workers View a Worker’s Summary The following table lists the properties and their descriptions that are associated with Workers. Property Definition User The user name of the underlying Procurement user who is defined as a Worker. Note: This attribute cannot be changed once the Worker has been saved. Organization The Buyer Organization the Worker is linked to. Note: This attribute cannot be changed once the Worker has been saved. Supplier The Supplier the Worker is linked to. May Submit Timecard Allow or prevent a Worker from submitting Timecards. By default this option is enabled. May Join Project Allows or prevents the creation of new Assignments for the Worker. If the May Join Project property is turned off, the Worker is not allowed to join Projects, and the Workers name does not appear in the Worker Selection List when a new Assignment is being created. However, this does not affect any existing Projects the Worker already belongs to. By default this option is enabled. Currency Code In order to process a Timecard correctly, Procurement needs to have a currency code in which the Worker's Supplier expects payment, for example, USD. Contract Labor is single currency. The list of currencies shown is based in the AppIni settings of Timecard, EBO_CurrencyCode. Note: This attribute cannot be changed once the Worker has submitted a Timecard. Administer Contract Labor 505 Configure Workers Property Definition Supplier Worker Number In order to process a Timecard correctly, Procurement needs to have an identification number for the Worker. A supplier part number can be explicitly defined (such as TimJones11123). This is often an identification number provided by the Worker's staffing firm. This number may allow the staffing firm to better identify the Worker when the Order is sent to the staffing firm. Bill-To Address These are the valid Bill-To Addresses for the Buying Organization the Worker is linked to. Procurement needs the address to be used as the Bill-To address to satisfy the field requirements of the Shopping Cart that is created from the Timecard. Ship-To Address These are the valid Ship-To Addresses for the Buying Organization the Worker is linked to. Procurement needs the address to be used as the Ship-To address to satisfy the field requirements of the Shopping Cart that is created from the Timecard. This address is pulled from the list of existing Ship-To addresses for the same Buying Organization as the Project. Note: The Shopping Cart often has an estimated tax that is derived in part by the Ship-To Address. Payment Method This is the Payment Method the Buyer uses to pay the Worker’s Supplier. Each Worker is tied to exactly one Payment Method. The Payment Method defines how all hours and expenses associated with this Worker are paid. Procurement contains different payment types (for example: Invoice, COD, Check, Credit Card). These payment types are set up at the Enterprise Buying Organization (EBO) level. Each Supplier is then linked to the payment types accepted by that specific Supplier. The payment methods available to be linked to the Worker are the payment types that are accepted by the Supplier the Worker is linked to. Worker Attributes Any attributes defined for the Worker. For example: Badge Number, Cubicle Location, or Building Number. For more details see, Configure Worker Attributes. Add a New Worker Before a person can become a Worker, they must first be a Procurement user and belong to a Buying Organization. Adding a new Worker requires configuration of the following details: 506 Procurement Help Select a User Configure Workers Select a Supplier Set Additional Worker Properties Select a User To select a new user: 1. From the Worker List page, click the New button. The User Selection page opens. 2. To find a name, sort or filter by desired values and click Go. 3. Select the name of a Procurement User you want to designate as a Worker. When you identify the Worker you want to add, click the Add icon in the Actions column. When you click the Add icon, the selected user’s Worker Properties page opens to configure the Worker’s properties. Select a Supplier The Worker is linked to exactly one Supplier, typically the staffing firm that represents the Worker. The Supplier is required because it determines the destination of the Order generated from the Worker’s Timecard. The Supplier must be properly set up in Procurement using conventional processes. The list of available Suppliers is limited to the Suppliers that are set up with Buyer accounts for the Catalog View assigned to the Buying Organization in which this Worker is being created. To select a Supplier to link to the Worker: 1. Click the Search icon to open the Supplier Selection page for a selected Worker. 2. To find the Supplier name, enter the Supplier Name or the Description in the fields, and click Go. 3. Next to the Supplier, click the Add icon in the Actions column, for the Supplier you wish to associate this Worker with. The system returns you to the Worker Properties page. Alternatively, you may click the Cancel button to cancel your entries and return to the Worker Properties page. Set Additional Worker Properties Enter the remaining properties: 1. Verify the May Submit Timecard property is enabled. By default this option is enabled. When enabled, this allows a Worker to submit Timecards. 2. Verify the May Join Project property is enabled. By default this option is enabled. When enabled, this allows the Worker to join a Project. Administer Contract Labor 507 Configure Workers 3. Enter the Currency Code that the Supplier of the Worker expects Payment in. 4. Enter the Supplier Worker Number. 5. From the drop-down box, choose the valid Bill-To Address for the Buyer Organization the Worker is linked to. 6. From the drop-down box, choose the valid Ship-To Address for the Buyer Organization the Worker is linked to. Note: The Shopping Cart often has an estimated tax and the Ship-To Address often has an associated tax affiliated with it. 7. From the drop-down box, choose the Payment Method the Buyer uses to pay the Worker’s Supplier. If you see the message No Payment Method Defined here, contact your Procurement Admin about setting up Payment information. 8. Enter any pre-configured Worker Attributes. For more information, see Configure Worker Attributes. 9. Click the Save button or, click the Cancel button to cancel your entries and return to the Worker List page. Edit Worker Properties To edit Worker Properties: 1. On the Worker List page, sort or filter by desired values, and click Go. 2. Next to the Worker’s name, click the Edit icon in the Actions column. The Worker Properties page opens. 3. On the Worker Properties page, edit the appropriate fields. For property definitions, see the properties table in Configure Workers. 4. Click the Save button, or click the Cancel button to cancel your entries and return to the Worker List page. Disable Workers Once the Worker has been saved, it cannot be deleted. To achieve the same effect, a Worker’s May Join Project property should be disabled to prevent the Worker from being available when creating new Assignments. In addition, the May Submit Timecard property should be disabled to prevent the Worker from submitting Timecards. To disable a Worker: 1. On the Worker List page, sort or filter by desired values, and click Go. 2. Next to the Worker’s name, click the Edit icon in the Action column. 508 Procurement Help Configure Worker Approvers The Worker Properties page opens. 3. Uncheck the May Submit Timecard checkbox. 4. Uncheck the May Join Project checkbox. 5. Click the Save button, or click the Cancel button to cancel your entries and return to the Worker List page. View a Worker’s Summary The Worker Summary page provides a broad overview of a Worker’s properties. You can see the Worker’s Properties, Attributes, Timecard Approvers, Projects, and Timecard Proxies. In addition, you can select tabs to view or edit Worker Properties, Approvers, Comments, and Timecard Proxies. To view a Worker’s Summary: 1. On the Worker List page, sort or filter by desired values, and click Go. 2. Next to a Worker’s name, click the Details icon in the Actions column to view a Worker’s summary. 3. The Worker Summary page opens. The Worker’s details appear. 4. Click Close to return to the Worker List page. Configure Worker Approvers Worker Approvers are Procurement users who are configured to approve any Timecard a Worker submits, regardless of what Project the Timecard charges time and expenses against. Worker Approvers are managed by Administrators with the Manage Workers privilege. Administrators can add or delete a Worker Approver, or set up an Approver Sequence Order. Worker Approvers are optional, however. It is not neccessary to define a Worker Approver for every Worker. You can: Add a New Worker Approver Delete a Worker Approver Set Up Approver Order Sequence Add a New Worker Approver Worker Approvers are designated users who review and approve the Timecards submitted by Workers. Worker Approvers must belong to the same Buying Organization as the Worker. 1. From the tree menu, select Contract Labor | Workers. Administer Contract Labor 509 Configure Worker Approvers 2. On the Worker List page, sort or filter by desired values, and click Go. 3. Next to the Worker’s name, click the Details icon in the Actions column. 4. On the Worker Summary page, click the Approvers tab. The Worker Approver List page opens. Worker approvers who will review and approve the Timecards for Workers can be defined here. 5. Click the New button to add a new approver. 6. On the User page, sort or filter by desired values and click Go. 7. Next to the email of the new approver you wish to add for the Worker, click the Add icon in the Actions column. The Approver is now added to the list. 8. Click Close to return to Worker Summary page. Delete a Worker Approver To delete an Approver: 1. On the Worker List page, sort or filter by desired values and click Go. 2. Next to the Worker’s name, click the Details icon in the Actions column. The Worker Summary page opens. 3. Click the Approvers tab. The Worker Approver List page opens. 4. Click the Delete icon next to the name of the Approver that you would like to delete. A pop-up message opens to confirm your selection. 5. Click OK to delete. 6. Click Close to return to the Worker Summary page. Set Up Approver Order Sequence An administrator sets up the Worker Approvers and the sequence order for the Approvers to review and approve the Timecards for a Worker. During the approval process, the Approval Map displays the sequence of Approvers. Note: The Approving Order Sequence setup for Project and Worker Approvers occurs when defining Workflow Templates in Procurement. The settings in Contract Labor are dependent on the settings in the workflow. To set up the Approver Order Sequence: 1. On the Worker List page, sort or filter by desired values and click Go. 2. Next to the Worker’s name, click the Details icon in the Actions column. 510 Procurement Help Configure Worker Comments The Worker Summary page opens. 3. Click the Approvers tab. The Worker Approver List page opens. 4. Click the Approver Sequence tab. 5. Assign the Sequence order by designating a number, such as 1, 2, 3, in the Sequence column. This sequence is only valid when the workflow rule in Procurement is set to serial, not parallel. See Timecard Workflow Template to change the workflow rule. These numbers do not have to match the order that approvers are listed on this page. For example, you can enter a sequence of 3, 1, 2. The Approvers are shown in the order you specified when they are viewed in the Approval Map. 6. Click Save to save changes and return to the Worker Approver List page. Note: If the same person is designated as both Project and Worker Approver, they only need to approve the Timecard for the Worker once. Configure Worker Comments Worker Comments allow Administrators to track comments regarding Workers. Worker Comments are managed by administrators who have the Manage Workers privilege as well as one of the following privileges: Delete Worker Comments, Create Worker Comments, or View Worker Comments. Administrators must access the Worker Comments page in order to configure Worker Comments. On this page, administrators can view Worker comments, and create or delete them. You can: Create and View Worker Comments Delete Worker Comments Create and View Worker Comments In addition to the Manage Workers privilege, Administrators also need the View Worker Comments privilege in order to view and the Create Worker Comments privilege to create comments for a Worker. To view Worker Comments: 1. From the tree menu, select Contract Labor | Workers. 2. On the Worker List page, sort or filter by desired values, and click Go. 3. Next to the Worker’s name, click the Details icon in the Actions column. The Worker Summary page opens. 4. Select the Comments tab to view or create comments. Administer Contract Labor 511 Configure Worker Timecard Proxies 5. Enter comments in field. 6. Click Save to save the comments, and then click Cancel to return to the Worker Summary page. Note: For security reasons, once a Comment is saved, it cannot be modified. Comments can only be deleted. Delete Worker Comments In addition to the Manage Workers privilege, Administrators also need the Delete Worker Comments privilege in order to delete comments for a Worker. To delete Worker Comments: 1. On the Worker List page, sort or filter by desired values and click Go. 2. Next to the Worker’s name, click the Details icon in the Actions column. The Worker Summary page opens. 3. Select the Comments tab to delete comments. 4. Click the Delete icon in the Actions column to delete displayed comments. A pop-up message opens to confirm your selection. 5. Click OK to delete. 6. Click Cancel to return to the Worker Summary page. Configure Worker Timecard Proxies At times, a Worker requires someone else to fill out and submit a Timecard for them, by proxy. In this case, their administrator has the capability to set up a proxy or proxies for the Worker, and to enable the proxies to submit a Timecard on their behalf. The proxy is not required to be a Worker, only another Procurement user. If this proxy is a Worker, they are able to submit Timecards for both themselves and the Worker. Administrators can either: Create a New Timecard Proxy, or Delete a Proxy for a Worker. Create a New Timecard Proxy To create a new proxy: 1. From the tree menu, select Contract Labor | Workers. 2. On the Worker List page, sort or filter by desired values, and click Go. 3. Next to a Worker’s name, click the Details icon in the Actions column. 512 Procurement Help Manage Projects 4. Click the Timecard Proxies tab. 5. Click the New button. 6. To find a name, sort or filter by desired values, and click Go. 7. Choose the name of a Procurement User you want to designate as a Timecard Proxy. When you identify the user you want to add, click the Add icon to add the selected user to the list of Timecard Proxies of the Worker. 8. Once the Proxy is chosen, this user is now able to submit Timecards on behalf of the Worker. Delete a Proxy To delete a proxy: 1. On the Worker List page, sort or filter by desired values, and click Go. 2. Next to a Worker’s name, click the Details icon in the Actions column. 3. Click the Timecard Proxies tab. 4. Next to the name of the proxy that you would like to delete, click the Delete icon in the Actions column. A pop-up message opens to confirm your selection. 5. Click OK to delete. 6. Click Close to return to the Worker Summary page. Manage Projects A Project represents a planned undertaking, the execution of which results in one or more Workers performing assignments that result in billed hours and expenses. Workers are assigned to a Project through Assignments; see Manage Assignments for more details. Any Procurement user with the Create Projects privilege is able to create new Projects. Once the Procurement user has created the new Project, that user automatically becomes a Project Administrator for the new Project. The user can then create and define other Project Administrators and Project Contacts. Setting up a Project requires configuring details on the various Project pages, including: 1. Create a new Project and assign properties such as: Organization Name May Submit Timecard Time and Expense Categories Administer Contract Labor 513 Manage Projects 2. Set up a Project Administrator. 3. Set up a Project Contact. 4. Set up a Project Approver. With the Manage Projects or Create Projects privileges or as a Project Administrator, on the Project List page, you can: Create a New Project Edit Project Details Disable a Project View a Project Summary View Project Properties Set up and manage Project Administrators and Contacts Manage Assignments Set up and manage Project Approvers Manage Assignment Rates The following table lists Project properties and their descriptions. Property Description Organization A Buying Organization is a Procurement term used to designate a group of users. When a user is created in Procurement, they are linked to one or many Buying Organizations. In addition, accounting attributes, such as cost centers and others, are linked to one or many Buying Organizations. This Buying Organization defines those accounting codes, suppliers, and other options, that the Project is enabled to use. Note: Once a Project has been saved, the Buying Organization for the Project cannot be changed. Project Name A Project is given a name that reflects the general description of the Project to be accomplished. For example: Rewire Building 120 Server Room. May Submit Timecard By manipulating the May Submit Timecard property, a Project Administrator can enable or prevent Workers from submitting Timecards against the Project. The property must be enabled to allow Workers to submit Timecards against the Project. Otherwise, if the property is disabled, Workers will not be able to submit future Timecards that are linked to the Project. Note: Manipulating this property affects all of the Workers assigned to the Project. 514 Procurement Help Manage Projects Property Description Time Categories Time Categories are used to differentiate between the various types of hours that are reported by Workers. Examples include: Straight Time, Regular Overtime, and Holiday Overtime. Expense Categories Expense Categories are used to differentiate between the various types of expenses that are reported by Workers. Examples include: Travel, Meals, or Entertainment. Create a New Project To create a new Project: 1. From the tree menu, select Contract Labor | Projects. 2. From the Project List page, click the New button. The Project Properties page opens. 3. To select the Organization that the Project belongs to, click the Search icon. Note: This icon is only available when creating a new Project, once the Project is created the Organization cannot be changed. The Organization Selection page displays. a. To filter by Organization name, on the Organization Selection page enter the name and click Go. b. Next to the Organization name, click the Add icon in the Actions column to select this organization. The Project Properties page appears. 4. Enter a Project Name. 5. Verify the May Submit Timecard property is enabled. By default the May Submit Timecard property is enabled. If you want to prevent a specific Worker from submitting a Timecard, uncheck the box to turn off the option for that Worker. See Disable Workers. 6. Select the Time Categories to be used for this Project. 7. Select the Expense Categories to be used for this Project. 8. Click the Save button to save your entries, or click the Cancel button to cancel your entry and return to the Project List page. Edit Project Details In order to modify Project properties, Administrators must have the Manage Project privilege or must be a Project Administrator of the Project. See Project Administrators and Contacts. Administer Contract Labor 515 Manage Projects To edit Project details: 1. From the Project List page, sort or filter by desired values and select Go. 2. Next to the Project name, click the Edit icon in the Actions column. The Project Properties page opens. 3. Edit the appropriate Project Properties information. 4. Click the Save button to save your entries, or click the Cancel button to cancel your entries and return to the Project Summary page. Disable a Project Once a Project has been saved, it cannot be deleted. To achieve the same effect, the Project’s May Submit Timecard property should be disabled to prevent Workers from submitting Timecards against the Project. To disable a Project: 1. From the Project List page, sort or filter by desired values and select Go. 2. Next to the Project name, click the Edit icon in the Actions column. The Project Properties page opens. 3. Uncheck the May Submit Timecard property. 4. Click the Save button to save your entries, or click the Cancel button to cancel your entries and return to the Project Summary page. View a Project Summary On the Project Summary page, you can view the details including Summary, Project Administrators, Time Categories, Expense Categories, Timesheet Approvers, and Expense Report Approvers. To view details for Contract Labor Projects: 1. From the Project List page, sort or filter by desired values and select Go. 2. Next to the Project name, click the Details icon in the Actions column. 3. Click the Close button to return to the Project Summary page. View Project Properties A Project’s properties are established at the time a Project is created. You can view the Project Properties page by editing a Project (see Edit Project Details) or by clicking the Details icon on the Project List page. To navigate to the Project List page: 1. From the Advanced Administration tree menu, select Contract Labor | Projects. 516 Procurement Help Manage Projects The Project List page displays. 2. Search for a specific project or click Go to return a list of all available projects. 3. Click the Details icon. 4. Select the Properties tab. The Project Properties page displays. Project Administrators and Contacts A Project Administrator is a Procurement user who is allowed to manage a Project. A Project Administrator can change the properties of a Project (for example, name and time categories), add or remove other Project Administrators, create and modify Assignments, and define or remove Project Approvers. A Project must always contain at least one Project Administrator. Any Project Administrator can add or remove themselves or other Project Administrators. However, the Delete icon is not available when only one Project Administrator exists. In other words, if a Project only had one Project Administrator, then that person cannot be removed until one more Administrator has been added. Only one Project Administrator can be the Project Contact and each Project must always have exactly one Project Contact. Since a Project must always have a Project Contact, the current Project Contact cannot be deleted from the list of Project Administrators until another Project Contact has been selected. The creator of the Project automatically becomes the first Project Administrator. Add a Project Administrator To add a Project Administrator: 1. From the Project List page, sort or filter by desired values and select Go. 2. Next to the Project, click the Details icon in the Actions column. The Project Summary page opens. 3. Select the Administrators tab. 4. From the Project Administrator List page, click the New button. The User Selection page opens. 5. Sort or filter by desired values, and click Go. 6. Select a new Administrator by clicking the Add icon next to their name. Delete Project Administrators To delete a Project Administrator: 1. From the Project List page, sort or filter by desired values and select Go. 2. Next to the Project, click the Details icon in the Actions column. The Project Summary page opens. Administer Contract Labor 517 Manage Projects 3. Select the Administrators tab. 4. From the Project Administrator List page, next to the name that you want to delete, click the Delete icon in the Actions column. A pop-up message opens to confirm your selection. 5. Click OK to delete. Note: You can only delete a Project Administrator if there is more than one Administrator on the list. Designate a Project Contact To designate a Project Contact: 1. From the Project List page, sort or filter by desired values and select Go. 2. Next to the Project, click the Details icon in the Actions column. The Project Summary page opens. 3. Select the Administrators tab. The Project Administrator List page opens. The Project creator is the default Project Administrator and Project Contact. 4. To change the Project Contact, first add the new administrator to the list by clicking the New button. When you have added a new Administrator, a Contact icon appears next to the new name. You must have more than one name on the list for the Contact icon to appear. 5. Click the Contact icon to create a new Project Contact. By clicking the Contact icon, the new Project Contact immediately displays on the Project Administrators List page in the Project Contact field. The current Project Contact does not have a Contact icon by their name on the Project Administrator List page. Note: A Project Administrator can only be deleted if he is not the Project Contact. If the Project Administrator you wish to delete is the Project Contact, designate another Project Administrator as the contact. You will then be able to delete the Project Administrator. Manage Assignments An Assignment links a Worker to a Project, defining the number of hours a Worker is allowed to work on a Project, as well as the amount of expenses a Worker can charge to a Project. An Assignment is tied to only one Project. Since a Project is tied to one Buying Organization, a work Assignment is therefore also tied to only one Buying Organization. 518 Procurement Help Manage Projects Assignments are managed by Project Administrators or administrators who have the Manage Project privilege. Administrators must access the Assignments List page in order to configure, add, edit or view Assignments. The following table lists the properties and their descriptions that are associated with Assignments. Property Description Worker Only one Worker is tied to a work Assignment. In order to be eligible to be tied to the work Assignment, a user must be a Contract Labor Worker who belongs to the same Buying Organization as the Project. In addition, the Worker's May Join Project property must be enabled. If this property is not enabled, the Worker will not be available for linking to the work Assignment. Note: Once a Worker has been linked to an Assignment during Assignment creation, the Worker cannot be changed. Region This is the Region in which the Project is setup, or from which the Worker originates (depending on your business rules). The list of available Regions is based on the existing Regions that are enabled. Note: Once a Timecard has been submitted for this Assignment, the Region cannot be changed. Classification This is the position the Worker is filling for this specific Project. The list of available Classifications is based on the defined Worker Classifications that are enabled. Note: Once a Timecard has been submitted for this Assignment, the Classification cannot be changed. May Submit Timecard This property must be enabled to allow new Timecards to be submitted against it. If the property is disabled, the Worker assigned to the Assignment will not be allowed to submit a Timecard against it. Manipulating this property affects only the Worker assigned to it. Start Date Date when a Worker can begin referencing the Assignment. End Date Date when a Worker can no longer reference the Assignment. Description The Assignment Description is an optional field. If this is entered on the Assignment, it will display on the Worker’s Timecard. Time Category Each of the Time Categories defined for the Project is available to allocate hours to. For example, if the Time Categories of Straight Time and Regular Overtime were selected for the Project, the two categories would be available for the Assignment to allocate hours to. Administer Contract Labor 519 Manage Projects Property Description Allocated Hours A limit can be set for the number of hours the Worker is allowed to charge against each Time Category for the Assignment. If no limit is set, the Worker is able to charge against the Assignment until the May Submit Timecard property is disabled on either the Worker, Project, or Assignment. Allow Limit to be Exceeded If a limit is specified, then different behaviors can be chosen for how the system handles a Timecard that results in Assignment limits being exceeded. Below is a list of settings that can be chosen for this behavior: Cost Center Once Only — The Worker's Timecard is allowed to be submitted. However, no further Timecards are allowed to be submitted against this work Assignment Time Category until either the existing work Assignment Time Category has been adjusted with a greater allocation of hours, or a new work Assignment Time Category has been created. In summary, a Worker can submit a Timecard that results in the work Assignment Time Category being negative, but he can do it only once. This is often chosen if it is expected that the hours submitted in the final Timecard may result in the consumed hours slightly exceeding the allocated hours. Always — The Worker's Timecard is allowed to be submitted. In addition, the Worker is allowed to create additional Timecards against this Work Assignment Time Category, even though they result in even greater negative balances. Never — Once the limit is exceeded, the Worker's Timecard is not allowed to be submitted. This is the cost center the charges for this Expense Category should be charged against. The cost centers available to the work Assignment are those cost centers that are linked to the Buying Organization of the underlying Project. Up to 10 cost centers can be chosen (this is configurable in the Application Settings), with different percentages chosen for each. If EBI is enabled for this Organization, the number of cost centers are not limited. 520 Expense Category Each of the Expense Categories defined for the Project is available to allocate amounts to. For example, if the Expense Categories of Travel and Tools were selected for the Project, the two categories would be available for the Assignment to allocate amounts to. Allocated Amount A limit can be set for the amount the Worker is allowed to charge against each Expense Category for the Assignment. If no limit is set, the Worker is able to charge against the Assignment until the May Submit Timecard property is disabled on either the Worker, Project, or Assignment. Procurement Help Manage Projects Add a New Assignment Any Project Administrator for the Project can create a new Assignment. All Time and Expense Categories for Assignments appear on a Worker's Timecard. As long as a Worker has not submitted the current Timecard, new Assignments will appear on the Timecard. If an Assignment is created after a Worker has submitted a Timecard, the Assignment categories will not appear until the next Timecard. Note: Assignments cannot be deleted, only disabled. To do this, see Disable an Assignment. Adding a new Assignment requires configuring the following details: Selecting a Worker for an Assignment Entering Additional Assignment Properties Setting Up Time Categories Allocating Expenses To add a new Assignment: 1. From the tree menu, select Contract Labor | Projects. 2. Sort or filter by desired values and select Go. 3. Next to the Project, click the Details icon in the Actions column. The Project Summary page opens. 4. Select the Assignments tab. The Project Assignment List page opens. 5. Click New. The Assignment Properties page opens. Here, you can create an Assignment by entering the Assignment details. Select a Worker for an Assignment When creating a new Assignment, designate the Worker for this Assignment. To select a Worker: 1. From the Assignment Properties page, click the Search icon next to the Worker field. The Worker Selection page opens. 2. To find a name, sort or filter by desired values and click Go. 3. Choose the name of the Worker for the Assignment and click the Add icon to add the Worker to the Assignment. When you click the Add icon, the Assignment Properties page opens and you can begin to configure the additional Assignment properties. Note: Once a Worker has been linked to an Assignment during Assignment Administer Contract Labor 521 Manage Projects creation, the Worker cannot be changed. If one Worker is removed from a Project and replaced by another, the original Assignment should be closed out. The May Submit Timecard property should be disabled, and the allocated hours and amounts should be adjusted so there are zero remaining hours and amounts. Also, a new Assignment for the replacement Worker should be created. 4. Click Save. View Project Assignments To view Assignments that have already been created for a given Project: 1. From the Advanced Administration tree menu, select Contract Labor | Projects. The Project List page displays. 2. Search for a specific project or click Go to return a list of all available projects. 3. Click the Details icon. 4. Select the Assignments tab. The Project Assignment List page displays. 5. Search for a specific Worker assigned to the Project or click Go to return a list of all Workers assigned to the Project. Note: To generate a report of an Assignment, in the Action column, click the Print icon. Set Additional Assignment Properties To configure the additional properties: 1. On the Assignment Properties page, from the drop-down menu select the Region where the Worker will perform work. 2. From the drop-down menu, select the Classification which describes the position the Worker is filling for a specific Project. 3. Verify that the May Submit Timecard checkbox is enabled. By default this property is enabled and allows new Timecards to be submitted against it. If this property is disabled, the Worker assigned to the Assignment will not be able to submit time or expenses against the Assignment. 4. Select the Assignment Start Date and End Date from the drop-down boxes. 5. Enter the Assignment Description. This field is optional. In the event that a Worker has two active Assignments for the same Project, the Time Category text will be exactly the same on the Timesheet and Expense Report. If the Assignment Description has been provided, it is appended to the Time Category on the Timesheet and Expense Report, thus differentiating them. 522 Procurement Help Manage Projects 6. Click Save. Set Up the Time Categories Once associated, the specifics about the different Time Categories can be defined in the Assignment. Each Time Category defined for the Project is available to be defined for the Assignment. Each of the Time Categories defined for the Project is available to allocate hours to. For example, if the Time Categories of Straight Time and Regular Overtime were selected for the Project, the two categories would be available for the Assignment to allocate hours to. To assign Time Category Attributes: 1. Next to Time Categories, click the Edit button. 2. Choose the Categories, highlight, and click Add. 3. To return to the Assignment Properties page, click Cancel. 4. Enter the number of Allocated Hours for each Time Category for the Worker on the Project. By default the Allocated Hours are limited to 0 hours. You must set the number of hours or uncheck the checkbox so that the number of Worker’s hours per Time Category are unlimited. If there are no limits, the Worker will be able to charge against the Assignment until the May Submit Timecard property is set to Disabled on either the Worker, Project, or Assignment, or until the Assignment expires (End Date). 5. In the Allow Limit to be Exceeded drop-down box choose one of the available values. If limits are set in the Allocated Hours column, you can also specify how often these limits may be exceeded: Never Always Once Only Timecards with these exceptions are handled differently. See the table in Manage Assignments for more details. Assign Time Cost Centers To select a Cost Center: 1. From the Assignment Properties page, in the Actions column, click the Cost Center icon. The Cost Center Allocation secondary page opens. This page displays the existing cost centers and percentage of allocation for each cost center. 2. To add an additional cost center, click the Search icon. Administer Contract Labor 523 Manage Projects The Cost Center Search page opens. 3. Search for the Cost Center by typing in the name or entering an asterisk (*) and click Search. 4. Choose the Cost Center and click the Select icon. 5. Enter the percent of allocation that must go to the cost center. Enterprise Back End Integration (EBI) Flexible UI EBI Flexible UI is a method for Contract Labor to use EBI's cost center functionality. The Flexible UI allows the user to configure the cost allocation to a Shopping Cart and its contents. However, if a buying organization is configured through EBI Administration to use Flexible UI, then Contract Labor switches to use EBI's cost center (Flexible UI) only for the buying organization that was configured. Set Up the Expense Categories Specifics about the different Expense Categories can be defined in the Assignment. Each Expense Category defined for the Project is available to be defined for the Assignment. Each of the Expense Categories defined for the Project is available to allocate amounts to. For example, if the Expense Categories of Travel and Meals were selected for the Project, the two categories would be available for the Assignment to allocate amounts to. 1. Next to Expense Categories, click the Edit button. 2. Choose the Categories, highlight, and click Add. 3. To return to the Assignment Properties page, click Cancel. 4. Enter the Allocated Amount for each Expense Category. By default the Allocated Amount is limited to 0 dollars. You must set a maximum amount or clear the checkbox so that the amount of money reported per Expense Category is unlimited. If there are no limits, the Worker will be able to charge against the Assignment until the May Submit Timecard property is set to Disabled on either the Worker, Project, or Assignment, or until the Assignment expires (End Date). 5. In the Allow Limit to be Exceeded drop-down box choose one of the available values. If limits are set in the Allocated Amount column, you can also specify how often these limits may be exceeded: Never Always Once Only Timecards with these exceptions are handled differently. See the table in 524 Procurement Help Manage Projects Manage Assignments for more details. Expense Cost Centers These steps are the same as the section Assign Time Cost Centers. Edit an Assignment Any Project Administrator for the Project can modify the work Assignment at any time. Note: It is important to remember that a Timecard is validated against all assignment constraints (for example: hours allocated), at time of submission. If assignment-related settings are changed after a Timecard is submitted, they will not apply to the Timecard, even if the Timecard has not yet been approved. They will, however, apply to next period's Timecard. To edit an Assignment: 1. From the tree menu, select Contract Labor | Projects. 2. Sort or filter by desired values and select Go. 3. Next to the Project, click the Details icon in the Actions column. The Project Summary Page opens. 4. Select the Assignments tab. The Project Assignment List page opens. 5. Sort or filter by desired values and select Go. 6. For the selected Assignment, click the Edit icon in the Actions column. 7. Edit the necessary information. 8. Click Save. 9. Click Cancel to return to the Project Assignment List page. Delete Time or Expense Categories To delete a Time or Expense Category in an Assignment: 1. From the tree menu, select Contract Labor | Projects. 2. Sort or filter by chosen value and select Go. 3. Click the Edit icon next to the Project. The Project Summary Page opens. 4. Select the Assignments tab. The Project Assignment List page opens. 5. Sort or filter by desired values and select Go. 6. On the Project Assignment List page, click the Edit icon. The Assignment Properties page opens. Administer Contract Labor 525 Manage Projects 7. Under Time or Expense Categories, select the Edit button. The Assignment Category Selection page opens. 8. Click the Delete icon next to the Time or Expense Category Name you wish to delete. A pop-up message opens to confirm your selection. 9. Click OK to delete. Disable an Assignment Once an Assignment is created, it cannot be deleted. Instead, the May Submit Timecard property should be turned off, and the associated Worker will not be able to charge time or expenses against it in the future. To disable an Assignment: 1. On the Project Assignment List page, sort or filter by desired values and select Go. 2. For the selected Assignment, click the Edit icon in the Actions column. The Assignment Properties page opens. 3. Uncheck the May Submit Timecard checkbox. 4. Click the Save button to save your entry and return to the Assignment List page or click the Cancel button to cancel your entry and return to the Assignment List page. To disable Time or Expense Categories under an Assignment: 1. On the Project Assignments List page, sort or filter by desired values and select Go. 2. For the selected Assignment, click the Edit icon in the Actions column. The Assignment Properties page opens. 3. Next to each Time and Expense Category: Ensure the Limited to checkbox is enabled Set the Allocated Hours (for Time Categories) or Amount (for Expense Categories) = 0 Allow Limit to be Exceeded = Never 4. Click the Save button to save your entry and return to the Assignment List page or click the Cancel button to Cancel your entry and return to the Assignment List page. Print an Assignment To print an Assignment: 1. On the Project Assignments List page, sort or filter by desired values and click Go. 526 Procurement Help Manage Projects 2. For the selected Assignment, click the Print icon in the Actions column. The Assignment Report page opens in a separate browser window. 3. In the taskbar menu, click File | Print. Project Approvers When setting up a Contract Labor Project, you can set up Project Approvers to review and approve the Project’s time and expenses. Any Procurement user in the same Buying Organization as the Project can be a Timesheet and Expense Report Project Approver. All charges against Time and Expense Reports for this Project are routed to Project Approvers. An Administrator sets up the Project Approvers and the sequence order for the Approvers to review and approve the Timesheet and Expense Reports for all Timecards submitted against the Project. During the approval process, the Approval Map displays the sequence of approvers. Project Approvers are optional. It is not necessary to define Project Approvers for every Project. Note: Setting the sequence is not enough to define the order of approval, it also depends on how the Workflow Template has been set up in Procurement Administration. For more information see the Timecard Workflow Template section. Create a New Approver To create Approvers for individual Projects: 1. From the Project List page, sort or filter by desired values and click Go. 2. Next to the Project, click the Details icon in the Actions column. The Project Summary page opens. 3. Select the Approvers tab. The Project Approver List page opens. The information for each Approver that approves all of the Timecards that charge time or expenses against the Project is displayed. 4. To add a new Approver, click the New button. 5. To select an Approver, sort or filter by desired values and click Go. 6. Next to the Approver you wish to add, click the Add icon in the Actions column. Set Up the Approver Sequence An Administrator sets up the Project Approvers and the sequence order for the Approvers to review and approve a Project’s Timecards. During the approval process, the approval map displays the sequence of Approvers. To set up the Approver Order Sequence: Administer Contract Labor 527 Manage Projects 1. From the Project List page, sort or filter by desired values and click Go. 2. Next to the Project, click the Details icon in the Actions column. 3. Select the Approvers tab. The Project Approver List page opens. 4. Click the Approver Sequence tab. The Project Approver Sequence page opens. 5. Assign the Sequence order by designating a number, such as 1, 2, 3 in the Sequence column. These numbers do not have to be in sequence. For example, 2, 7, 15 is fine to use. Also, this sequence is only valid when the workflow in Procurement is set to serial, not parallel. The Approvers are shown in this order when they are viewed in the Approval Map. 6. Click Save to save your entries and return to the Project Approver List page. Note: If the same person is designated as both Project and Worker Approver, they approve the same Timecard for the same Worker only once. Delete an Approver To delete a Project Approver: 1. On the Project List page, sort or filter by desired values and click Go. 2. Next to the Project, click the Details icon in the Actions column. 3. Select the Approvers tab. 4. From the Project Approver List page, next to the name that you want to delete, click the Delete icon in the Actions column. A pop-up message opens to confirm your selection. 5. Click OK to delete. 6. Click Close to return to the Project Summary page. Assignment Rates Assignments associate Workers with Projects and allow Workers to charge time and expenses against a Project. When required, or if necessary, Assignmentspecific Rates may be set up in advance. Upon submission of the Timecard by the Worker or Proxy, the system checks to validate whether any Assignment-specific Rates exist. If any exist, these Rates are used in the creation of the Order. They override any existing Rate Table Rates for the same period. If no Assignmentspecific Rates exist, the Rate Table Rate is used instead. Assignment Rates are managed by: 528 Procurement Help Manage Projects Administrators with the Manage Project privilege or by Project Administrators for an existing Project Administrators must access the Assignment Rates page in order to configure, create, edit, or delete Assignment Rates. Please also note: Assignment-specific Rates are meant to manage exceptions to the Rate Table. In general, the preferred method to manage Rates is through the Rate Table. Some companies do not require the use of a Rate Table. In this case, an Assignment-specific Rate can be set up. Another reason to create an assignment-specific Rate is when a Worker on an Assignment exceeds the qualifications specified in the Rate Table and requires higher pay than another Worker of the same title, but with fewer qualifications. Create an Assignment Rate To set up an Assignment-specific Rate: 1. From the tree menu, select Contract Labor | Projects. 2. Sort or filter by desired values and click Go. 3. Next to the Project that is to be assigned a Rate, click the Details icon in the Actions column. The Project Summary page appears. 4. Click the Assignments tab. The Project Assignment List page appears. 5. Sort or filter by desired values and click Go. 6. For the selected Assignment, click the Edit icon in the Actions column. The Assignment Properties page opens. 7. Click the Assignment Rates tab. The Assignment Rates page opens. 8. Click the New button. 9. Choose a Time Category from the drop-down box. 10. Choose Start and End Dates for this Rate from the drop-down boxes. 11. Enter a Rate and any Comments. 12. Click Save. Administer Contract Labor 529 Manage Projects Edit an Assignment Rate The Assignment Rate can only be edited if there have been no Timecards submitted for that time period. To edit an Assignment Rate: 1. On the Assignment Properties page, click the Assignment Rates tab. The Assignment Rates page opens. 2. Choose the Time Category to be edited and click the Edit icon in the Actions column. An Assignment Rate can only be edited for periods for which no Timecards have been submitted yet. 3. Make necessary edits. Negative Rates are not allowed. 4. Click Save. Delete an Assignment Rate The Assignment Rate can only be deleted if there have been no Timecards submitted for that time period. To delete an Assignment Rate: 1. On the Assignment Properties page, click the Assignment Rates tab. The Assignment Rates page opens. 2. Choose the Time Category to be edited and click the Delete icon in the Actions column. A pop-up message opens to confirm your selection. 3. Click OK to delete. 530 Procurement Help 39 Special RoundTrip Configuration To configure a RoundTrip intermediary: Intermediary Setup Confirm Configuration Intermediary Setup When conducting a RoundTrip with an intermediary, it is possible that an item will be returned in the shopping cart from a supplier that is not registered with the procurement application. Note: The term intermediary is used to describe a category of RoundTrip supplier that returns shopping carts with items from a variety of suppliers. Two examples of intermediaries are the Commerce One Auction application and Commerce One Content Engine application. In this case, if the user has the On Demand supplier registration privilege, an attempt is made to acquire default supplier information from the marketplace trading partner directory and register that supplier at the procurement application. Because the Trading Partner Directory (TPD) does not have the complete set of information required for supplier registration, some information must be defaulted. These defaults are found in the database table, Supplier_Default. This information must be configured in each enterprise database for each Buying organization (by ID) that wishes to use the On Demand Supplier Registration feature. To do this you must use your database configuration tools and edit the table. The table cannot be accessed in the Advanced Administration application. The following fields on this table are required (with the default value provided): BorgID Your Buying Organization ID RecipientID null Minority 0 Special RoundTrip Configuration 531 Intermediary Setup SmallBusiness 0 ContactID 0 ShipMethodID 0 DispatchName MarketSite DispatchDescripti on MS DispatchTypeID 1 PriorityLevel 0 Priority 1 PaymentTermsID 0 PaymentTypeID 1 These fall into the following categories: Category Fields Notes Authorizing organization RecipientID New for this release, this field stores the Buying Organization ID of the authorizing organization for the new supplier account. General information Minority Small Business This data will be added in the Supplier Table Ship Method ID Ship Method is an identity into ShipMethod Table. NameDescription This data is added to the SupplierDispatch Table. Type- Priority Level Dispatch type is an identity into DispatchType table. Type Terms This data is added to the SupplierPaymentType table. Priority Order dispatch Payment 532 Procurement Help Type is an identity into the PaymentType table.- Terms is an identity into the PaymentTerms table. Confirm Configuration Currently the table is shipped with default basic values for BORG 0 and BORG 1. To configure a RoundTrip intermediary: 1. Add a New Supplier If your supplier does not already exist, see New Supplier in the Administer Suppliers Help. Be sure to set the Supplier Type to either Multiple Supplier Catalog or Auction which ever best describes the intermediary. 2. Specify Supplier Ship Method See Supplier Ship Method 3. Create New Supplier Dispatch Information See Supplier Dispatch 4. Add Supplier Payment Type See Supplier Payment Type 5. Configure Supplier MarketSite Information See Supplier MarketSite. MarketSite (A value is required for this field however it can be a dummy value as long as it is unique among the registered suppliers.) Confirm Configuration To verify that the Procurement setup to the intermediary was successful you may do the following: 1. Log into the Procurement application as someone who can purchase from a supplier account setup for the intermediary. The user must have the On Demand and Round Trip Access privileges. 2. Select New Shopping Cart and the Round Trip tab. Confirm that you can see the supplier you added in the Supplier Name field. 3. Click on this Supplier Name. 4. Confirm that you can navigate through the intermediary web site. 5. Select a part from a supplier not currently registered at the Procurement application. 6. Check out of the intermediary web site. 7. Verify that the item is added to the Procurement application shopping cart and that the supplier name is the name of the actual supplier (not the intermediary name). 8. Go into Advanced Administration and verify the supplier is now registered. Special RoundTrip Configuration 533 Confirm Configuration Note: Once a supplier is added through this On Demand process, further administration will be required to set the specific buyer and supplier account information prior to order submittal. 534 Procurement Help 40 Workflow Primer In the Workflow Primer This document provides instructions on how to configure workflow information. Workflow Service manages the approval process for Shopping Carts, Blanket Order Releases, and Change Requests. First we provide an overview of Procurement services: Workflow Service Overview Order Tolerance Service Overview Order Monitoring Service Overview The final sections describe how to configure Workflow in detail using the tools in the Procurement Advanced Administration | Administer Organizations. Workflow Approval Process Configure Templates Configure Approvers For additional information on Workflow, see the Commerce One Procurement Installation Guide. Workflow Service Overview Workflow Service manages the approval process for all Shopping Carts, Blanket Orders, Blanket Order Releases, and in some cases, Change Requests. There are three services that make up Workflow Service: Workflow Re-notification Service - Sends e-mail to re-notify an approver/ approval group if a Shopping Cart, Blanket Order, Blanket Order Release, or Change Request is not approved within a specified time period. Workflow Escalation Service - Escalates a hopping Cart, Blanket Order, Blanket Order Release, or Change Request if an approver/approval group does not address it after a predefined number of notifications. Workflow Admin Cleanup Service - Cleans up Workflow approver assignments Workflow Primer 535 Workflow Service Overview and pending approvals that are no longer valid. This occurs in cases where approval privileges are changed or removed from an approver or role. This section describes important concepts you should understand about Workflow Service: Approval Chains Routing Workflow Business Rules Enable and Disable Workflow Approval Chains In Commerce One Procurement, you can specify a list of people that need to approve a Shopping Cart before it becomes an Order. The sequence of approvers/ approval groups that must provide approval is called an approval chain. The following describes where approval chains appear in the process, and how users can modify them: The Procurement application Administrator builds the approval chain before a user submits their Shopping Cart, Blanket Order, Blanket Order Release, or Change Request for approval. A user creates a Shopping Cart, Blanket Order, Blanket Order Release, or Change Request and then clicks Approval Preview to see the sequence of users who need to approve it. At this time, the requester can add additional approvers/approval groups into the chain (also known as Ad-Hoc approval). Routing After a user submits a Shopping Cart, Blanket Order, Blanket Order Release, or Change Request, Workflow Service sends the document through the approval chain. You can use the following Workflow routing methods: 536 Parallel Approval - Allows users to send a Shopping Cart, Blanket Order, Blanket Order Release, or Change Request to multiple approvers/approval groups at the same time. If the document is associated with more than one business rule, the Procurement application simultaneously sends it for approval to all those specified in the business rule. For example, suppose a Shopping Cart must have approval by a commodity manager and a spending limit approver. Rather than receiving approval by the commodity manager first and then the spending limit approver second, parallel approvals enables both approvers to approve the Shopping Cart at the same time. Serial Approval - Requires users to send a Shopping Cart, Blanket Order, Blanket Order Release, or Change Request to approvers/approval groups in a specified order. For example, if the document must be approved by a spending Procurement Help Workflow Service Overview limit approver and a commodity manager, it might go to the spending limit approver first, and then continue onto the commodity manager once it is approved. If a Serial approval is set up, the order of approvers can also be configured. Ad-Hoc Approval - Allows a user or approver/approval group to add another approver/approval group to the approval chain: Users can view the approval chain, then add an approver/approval group before they submit their Shopping Cart, Blanket Order, Blanket Order Release, or Change Request. Users can also add approvers/approval groups at the beginning of the approval chain, parallel to other approvers/approval groups in the chain, or at the end of the approval chain (before the Shopping Cart, etc. becomes an Order). An approver/approval group can add additional approvers/approval groups while Shopping Carts, Blanket Orders, or Blanket Order Releases are in their in-box awaiting approval. Approvers/approval groups can also add additional approvers or approval groups before or after themselves in the chain. Approval Escalation - Allows a user to manage requisitions that are “stuck” in the approval process. Requisitions become stuck when an approver or approval group does not address a Shopping Cart, Blanket Order, Blanket Order Release, or Change Request within a certain time period. You can configure the number of days that must expire before a Shopping Cart or Blanket Order becomes “stuck”. If a requisition becomes “stuck”, Workflow Service escalates the approval by sending the Shopping Cart, Blanket Order, Blanket Order Release, or Change Request to the next approver/approval group in the approval chain. Users and approvers can send carbon copies of a Shopping Cart, Blanket Order, or Blanket Order Release to individuals for review. Reviewers receive email notification about the Shopping Cart and can view the Shopping Cart, but Procurement does not require a reviewer to approve the Shopping Cart or Blanket Order. Workflow Business Rules As an administrator, you can modify certain business rules which define Workflow Service. System Behavior Consider this important system behavior when you configure workflow: If you create a Buying Organization that is at the highest level in a hierarchy of organizations, you must configure an Approval Template to enable Workflow Service. When you first create a Buying Organization that is at the highest level in a Workflow Primer 537 Workflow Service Overview hierarchy of organizations, workflow rules for the organization are disabled. To enable them, simply create an approval template and enable the appropriate rules for your organization. Approval templates can be found by clicking the Advanced Administration link, and selecting Organization | Organization Name | Attributes | Workflow | Templates. Once the top-level organization in the hierarchy has an approval template established, all child organizations will automatically inherit that template. If one of the child organizations wishes to override the inherited template, they can do so by creating another approval template following the same steps above. In other words, you either configure approval templates for a Buying Organization, or the organization inherits an approval template from its parent organization. By default, the workflow business rule you establish for an organization will apply to Shopping Carts submitted within that organization. If the rule is not explicitly established at that hierarchy level with an approval template, Workflow Service searches the parent organization for an inherited rule. Configure Rules Business rules are configured after an Organization has set up an approval template. The following rules are configurable for each Organization: Approval Limits You can assign a dollar limit that users can spend or approve. For example, you can configure a user with a $500.00 spending limit and a $1000.00 approval limit. In this case, the user can spend up to $500 on their own Shopping Cart, Blanket Order, Blanket Order Release, or Change Request and can approve up to $1000 for another user’s Shopping Cart. Commodity Routing You can require a commodity manager to approve a Shopping Cart or Blanket Order Release only if the document contains more than a certain number of items or more than an allotted monetary value for that commodity. For Change Requests, you can require a commodity manager to approve the documents only if it contains more than a certain number of items. Cost Center/ GL Account Requirements You can require approval by a cost center or GL account owner if a user submits a Shopping Cart, Blanket Order Release, or Change Request that specifies that center or account. Supplier-specific Rules You can require that the system routes Shopping Carts or Blanket Order Releases for a particular supplier to a specific person, such as a supplier manager or requester. 538 Procurement Help Order Tolerance Service Overview Special Requests You can require that the system routes all special request orders to a certain person. Shopping Cart Total Amount Rules You can require that the system routes all Shopping Carts and Blanket Order Releases with a value greater than a specified amount to be approved by a certain person. For example, this person may be a project or company controller. Enable and Disable Workflow When you disable or enable Workflow Service, via the Application Settings in Advanced Administration, consider these implications: Workflow Service Disabled The system will still determine if a user is submitting a Shopping Cart or Blanket Order Release that exceeds that user’s spending limit. If so, the application displays a message and will not allow the Shopping Cart or Blanket Order Release to be submitted until either: The user reduces the cost of the Shopping Cart, or The user is granted a higher spending limit. Workflow Service Enabled When Workflow Service is enabled, but workflow business rules are disabled, the system automatically converts a Shopping Cart or Blanket Order Release into an Order even if the documents do not conform with business rules. When Workflow Service and workflow business rules are all enabled, the system places a Shopping Cart, Blanket Order, or Blanket Order Release in open status, for further review by approvers/approval groups, if the documents do not conform with business rules. Order Tolerance Service Overview Tolerances allow and automatically process items with minor price discrepancies. Without tolerances, an e-marketplace must cancel the entire Order. With Order Tolerances: The system compares the difference in price with the tolerances you specify. If the differences are less than the permitted tolerance, the order proceeds and the item is shipped. You can set tolerance for: Currency amount, e.g. within $0.50 Workflow Primer 539 Order Monitoring Service Overview Item price percentages, e.g. within 5.0% Quantity, e.g. within 5 boxes Percentage of the order quantity, e.g. within 5.0% Zero tolerance No limit To set tolerances, or for additional information, see Setup Order Tolerances. Order Monitoring Service Overview Order Monitoring Service, also known as Stuck PO Service, monitors the status of Orders. It sends e-mail notification that reads something similar to “failed to send to supplier” if an Order is not approved within a specified time, or in other words, is “stuck”. Workflow Approval Process The Procurement Advanced Administration allows you to determine how your Workflow Approval system will route and handle Shopping Carts before they become Orders. This involves setting-up Organizations to facilitate the approval chain. To do this, you need to understand: Workflow Rules Change Request Workflow Rules Inheritance With this understanding, you can create an Approval Process Blueprint. Workflow Rules Workflow approval rules determine the types of approvals that any given Shopping Cart needs to be processed. As an administrator, you enable or disable Workflow approval rules at the Buying Organization level, which also enables the same rules for child Buying Organizations. For every rule enabled, there must be an approver/approval group assigned to it. Once this is done, the Shopping Cart will be automatically routed to each assigned approver/approval group. In the case of an approval group, the Shopping Cart is routed to all members of the group. The Workflow Approval Rules govern: 540 Spending and Approval Limit Commodity Routing Cost Center & General Ledger Account Supplier Approval Procurement Help Workflow Approval Process Shopping Cart Total Amount Special Request Custom Rules Spending and Approval Limit You assign a spending limit and an approval limit to each user.You can also assign a spending limit to a commodity. For example, you may wish to limit the quarterly spending on computers to $5,000 per quarter, regardless of which user in the organization makes the purchase. A user’s spending and approval limits can be different. For example, you can configure a user to have a $500 Spending Limit on Shopping Carts they submit, and a $1000 Approval Limit when they are approving Shopping Carts. The approval limit is per shopping cart and is established by an entry in the specific user’s configuration screen (select the Organizations | organization name | Attributes | Users | user name option from the Advanced Administration menu). The user and commodity spending limits can be per shopping cart, month, quarter, or year. The following table describes how to establish the various types of spending limits: Spending Limit Type How Established User spending limit per shopping cart User’s configuration page or Details To establish by entry in specific user’s configuration page: Select the Organizations | organization name | Attributes | Users | user name option from the Advanced Administration menu Enter a per shopping cart spending limit value and click the associated radio button Workflow rule To establish by workflow rule: Configure a spending rule Select the Organizations | organization name | Attributes | Spending Rules option from the Advanced Administration menu and create the desired per shopping cart spending rule Assign the spending rule to a user Select the Organizations | organization name | Attributes | Users | user name option from the Advanced Administration menu, select the spending rule from the Spending Rule list, and click the associated radio button Workflow Primer 541 Workflow Approval Process Spending Limit Type How Established User spending limit per month, quarter, or year Workflow rule Details To establish by workflow rule: Configure a spending rule Assign the spending rule to a user Commodity spending limit per shopping cart, month, quarter, or year Workflow rule Select the Organizations | organization name | Attributes | Spending Rules option from the Advanced Administration menu and create the desired per month, quarter, or year spending rule Select the Organizations | organization name | Attributes | Users | user name option from the Advanced Administration menu, select the spending rule from the Spending Rule list, and click the associated radio button To establish: Configure a spending rule Select the Organizations | organization name | Attributes | Spending Rules option from the Advanced Administration menu and create the desired per shopping cart, month, quarter, or year spending rule Assign the spending rule to a commodity Select the Organizations | organization name | Attributes | Workflow | Approvers | Commodity Approver option from the Advanced Administration menu Expand the commodity hierarchy by clicking the “Expand Commodity” file folder icon Select a commodity from the hierarchy Use the Change Approver button to select an approver if an approver is not listed on the screen Click the Enable Spending Rule check box, then select the spending rule from the Spending Rule list Click Save Commodity Routing If you set a limit on the number or type of items that can be ordered, Shopping Carts with item quantities exceeding that limit will require approval from a manager. If you restrict certain commodities, such as computers, from being ordered, Shopping Carts containing an item within that commodity will also require approval. 542 Procurement Help Workflow Approval Process Cost Center & General Ledger Account Enabling this rule will require a cost center or general ledger (GL) account owner to approve a Shopping Cart if their cost center or GL account is specified on the Shopping Cart. Supplier Approval Enabling this rule will require that Shopping Carts specifying a particular supplier be routed for approval by a specified individual, such as a supplier manager or particular buyer. Shopping Cart Total Amount Enabling this rule requires Shopping Carts with a value equal or greater than a certain configurable amount be routed for approval to a specified individual, such as a project manager or company controller. Special Request Enabling this rule requires Shopping Carts with special requests to be routed to a specific individual within the Buying Organization, or the Buying Organization hierarchy, for approval. Custom Rules The Procurement application supports customized Workflow rules implemented by your organization. If you create and install a custom rule, you will find it listed below the “out-of-the-box” rules in the Approval Template screen, and you must assign an approver or approval group per rule, as with any standardized Workflow rule. Change Request Workflow Rules Workflow rules can also be configured for Change Requests. Workflow is triggered for a Change Request when a value, such as the order total or order quantity is changed, or when a line item is changed or added. Change Request Workflow rules rely on the same approver configurations as were used at the time a Shopping Cart or Blanket Order Release was first created and processed. Change Request Workflow rules are enabled or disabled at the Buying Organization level, which also enables the same rules for child Buying Organizations. Change Request Workflow rules govern: User Spend Per Change Request Commodity Quantity Cost Center User Spend Per Change Request (Changes Only) Commodity Quantity (Changes Only) Cost Center (Changes Only) Workflow Primer 543 Workflow Approval Process When enabling Change Request Workflow rules, there are two versions of each rule. You can select only one or the other, as follows: User Spend Per Change Request, or User Spend Per Change Request (Changes Only) The difference between a rule and the (Changes Only) version of that rule is such that the Changes Only version will only consider changes to a Change Request when the system decides which approvers to include in the approval chain. User Spend Per Change Request Similar to the Spending and Approval Limit rule defined for Shopping Carts, the User Spend Per Change Request rule triggers when a spending or approval limitrelated value is changed on a Change Request. For example, this rule applies when the Order Total is changed. A user’s spending and approval limits for Change Requests can be different. For example, you can configure a user to have a $500 Spending Limit on Change Requests they submit, and a $1000 Approval Limit when they are approving Change Requests. The approval limit is the amount the user can approve per Change Request, and is defined in the specific user’s configuration screen (in Advanced Administration, select Organizations | Organization Name | Attributes | Users | User Name). Commodity Quantity Similar to the Commodity Routing rule defined for Shopping Carts, the Commodity Quantity rule triggers when a commodity-related value is changed. For example, this rule applies when a line item commodity is changed, or when a new item is added to the Change Request. Cost Center Similar to the Cost Center & General Ledger Account rule defined for Shopping Carts, the Cost Center rule applies when the Order value for a particular cost center changes, or if a cost center is added or removed from a Change Request. User Spend Per Change Request (Changes Only) This rule is the same as the User Spend Per Change Request rule above except that Workflow will only consider changes to the Change Request when deciding which approvers to include in the approval process. Under this rule, the amount of the change to the Spending Limit is what will be used to choose approvers. For example, if the Order Total is increased by $50, Change Request Workflow will only look at approvers who have approval values of at least $50. 544 Procurement Help Workflow Approval Process Commodity Quantity (Changes Only) This rule is the same as the Commodity Quantity rule above except that Workflow will only consider changes to a Change Request when deciding which approvers to include in the approval process. Under this rule, the only commodities considered by the Workflow engine will be ones that are new to the Order, such as when a new item is added or when an item commodity is changed. This rule also applies when the order quantity for an item is altered, thus increasing the commodity quantity. Cost Center (Changes Only) This rule is the same as the Cost Center rule above except that Workflow will only consider changes to the Change Request when deciding which approvers to include in the approval process. Under this rule, the only cost centers considered by the Workflow engine will be cost centers for which the total order value for that cost center was changed or new cost centers were added. Cost centers removed from the Change Request will not be considered. To configure Change Request Workflow rules, you can: Create Change Request Workflow Rules Edit Change Request Workflow Rules Disable Change Request Workflow Rules Create Change Request Workflow Rules 1. In the Advanced Administration, select: Organizations | Organization Name | Attributes | Workflow | Templates. 2. Click on Change Request Approval Template. 3. Click Create. 4. For each rule, you can: Enable or Disable the rule, Choose a serial or parallel approval process, and/or Assign the rule order 5. Click Save to save the Rules, or Delete to cancel your selections. Edit Change Request Workflow Rules 1. In the Advanced Administration, select: Organizations | Organization Name | Attributes | Workflow | Templates. 2. Click on Change Request Approval Template. 3. For each rule, you can: Enable or Disable the rule, Workflow Primer 545 Workflow Approval Process Choose a serial or parallel approval process, and/or Edit or assign the rule order 4. Click Save to save your edits, or Delete to cancel your changes. Disable Change Request Workflow Rules You cannot delete one of the six pre-defined Change Request workflow rules, but you can disable a rule. To do so: 1. In the Advanced Administration, select: Organizations | Organization Name | Attributes | Workflow | Templates. 2. Click on Change Request Approval Template. The Change Request Approval Template Edit screen appears. 3. Uncheck the Enable checkbox next to any rule you wish to disable. 4. Click Save. Inheritance Workflow rules are inherited throughout the approval process. It is important then, to understand how inheritance works within the various levels of a Buying Organization hierarchy. Very simply, rules enabled for a parent Buying Organization are also enabled for each child Buying Organization in the hierarchy. Within each child Buying Organization, however, any rules that are not applicable to that child can be disabled. Or, you can override rule configuration by assigning different approvers/approval groups for a child Buying Organization. Once you have disabled or overridden a rule within a child Buying Organization, all children below that child Buying Organization inherit the change as well. In other words, when you set up Buying Organization 1, you enable the approval rules that your business design requires. Then, for each child, you either allow a child to inherit enabled rules, or disable rules specifically for that child. At every Buying Organization level you can enable or disable any rule, depending on what is enabled/disabled for the Buying Organization directly above it. It is also important to consider that when reassigning approvers, an approver or approval group with Buying Organization scope is limited to approving Shopping Carts or Change Requests only within their own Buying Organization, while an approver or approval group with Super Org. Scope can approve any Shopping Cart or Change Request within its own Buying Organization and any child organizations. Approval Process Blueprint As a Workflow Approval administrator, you may be setting up the hierarchy of Buying Organizations. Or, you may work in conjunction with another system administrator who creates the structure. Before you begin configuring your 546 Procurement Help Configure Templates Workflow Approval system, it is helpful to draw a Buying Organization hierarchy chart showing all parent and child organizations. Check off the rules for each Buying Organization, plan the approval steps, and select approvers for each Buying Organization on each level as follows: 1. Identify each Buying Organization required within your approval hierarchy. Starting with your Buying Organization 1 level, consider the hierarchy that a Shopping Cart or Change Request will need to travel down. 2. For each Buying Organization, consider which rules will be enabled or disabled. Mark each rule next to its Buying Organization as either enabled or disabled. 3. For each rule enabled, consider whether approval steps should be parallel or serial. Identify these steps by drawing them side-by-side for serial approval steps, or list independent parallel approvers vertically. 4. Fill in the specific name of each approver for every rule at every level until your chart has been completely filled in. Also note the scope of each approver/ approval group. Use (B) for approvers/approval groups with Buying Organization scope or (SB) for approvers/approval groups with Super Org. Scope. For more information on Scope see Access Control. 5. Consider whether or not the approvers/approval groups will approve child Buying Organizations, or if another approver/approval group should be assigned at a lower level. Once your chart is complete, configuring your Workflow Process in the Procurement application will be a simple matter of implementing your design. Configure Templates After you create an Approval Process Blueprint, you can configure approval templates to manage Shopping Carts, Blanket Orders, Timecards, and so on, through the workflow approval process: Shopping Cart Approval Template Blanket Order Approval Template Blanket Order Release Approval Template Check Request Approval Template IT Request Approval Template Timecard Workflow Template Change Request Approval Template See Workflow Services for more detailed configuration steps for each of the above templates. Workflow Primer 547 Configure Templates Shopping Cart Approval Template After you create a Buying Organization, you can configure a Shopping Cart Approval Template to manage Shopping Carts through the workflow approval process. For more information on workflow, see the Procurement Installation Guide. Consider this system behavior when you configure approval templates: If you create a Buying Organization that is at the highest level in a hierarchy of organizations, you must configure an Approval Template to enable Workflow Service. By default, the workflow business rules you establish for an organization will apply to Shopping Carts submitted in the organization. If the rule is not established for a child organization, Workflow Service will search the parent Buying Organization for the rule. Therefore, you only need to configure the template for a Buying Organization at the highest level in a hierarchy. For more information about parent and child organizations, see Business Rules. To create or edit a Shopping Cart Approval Template for each organization, see Shopping Cart Approval Template. The order of workflow approval tasks can be controlled in two different ways: Parallel/Serial setting: This setting controls the order of tasks for a particular rule. For example, if multiple commodity approvers are required for a Shopping Cart and the radio button is set to “parallel”, the commodity approvers will appear in parallel. Rule Order setting: This setting controls the order in which different types of workflow rules are processed. For example, if the Spending Limit rule is “1” and Commodity Approvers is “2”, all Spending Limit tasks will process before all Commodity tasks. This is independent of whether each rule is configured as “serial” or “parallel”. Note: Certain combinations of these two types of settings are not supported, and the application will not allow the administrator to save such combinations. Blanket Order Approval Template To create or edit a Blanket Order Approval Template for each organization, see Blanket Order Approval Template. 548 Procurement Help Configure Templates Blanket Order Release Approval Template After you create a Buying Organization, you can configure a Blanket Order Release Approval Template to manage Blanket Orders through the workflow approval process. The administrator uses the Blanket Order Release Template to configure the workflow associated with the Blanket Order release process. To create or edit a Blanket Order Release Approval Template for each organization, see Blanket Order Release Approval Template. Check Request Approval Template To create or edit a Check Request Approval Template for each organization, see Check Request Approval Template. IT Request Approval Template To create or edit an IT Request Approval Template for each organization, see IT Request Approval Template. Timecard Workflow Template If Contract Labor is enabled and authorized for use within an organization (see Setup Feature Registration for more information), the Procurement administrator may configure a workflow approval chain for Timecards. The Timecard Workflow Approval template allows the adminstrator to enable the option to assign Worker Approvers and/or Project Approvers. Worker Approvers approve a specific user’s timesheet and/or expense report. This is typically a manager or supervisor. Project Approvers approve all Timecards created for users working on a specified Project. To create or edit a Timecard Workflow Template for each organization, see Timecard Workflow Template. Change Request Approval Template If Services Procurement is enabled and authorized for use within an organization (see Setup Feature Registration for more information), the Procurement administrator may configure a workflow approval chain for Change Requests. This workflow process may include different, though similar, workflow rules to the rules configured for Shopping Carts and Blanket Orders. See Change Request Workflow Rules for descriptions of each Change Request workflow rule. To create or edit a Change Request Approval Template for each organization, see Change Request Approval Template. Workflow Primer 549 Configure Approvers Configure Approvers After you set up an Organization’s approval template, you can set up several different approval types for that organization. You can specify individual approvers or approval groups: Approval Type Description User Spending and Approval Limits Assigns a dollar limit that users can spend or approve. See Users. Commodity Approvers Requires a commodity manager to approve a Shopping Cart only if it orders more than a certain number of items or more than a monetary value for that commodity. Cost Centers Requires approval by a cost center or GL account owner if a user submits a Shopping Cart that specifies that center or account. See Cost Centers. Suppliers Requires that the system routes Shopping Carts for a particular supplier to a specific person, such as supplier manager. See Supplier Options. Special Requests Requires that the system route all special request orders to a certain person. See Special Request Approver. Shopping Cart Total Requires that the system route all Shopping Carts with a value greater than the specified amount to a certain person. See Shopping Cart Total Approver. Blanket Order Permits Blanket Orders to be assigned to the buying organization. Requires that the system route all Blanket Orders to a specific person for approval. Configuring approvers includes: 550 Create Approval Roles Assign Approval Roles to Users Assign Cost Center Approvers/Approval Groups Assign Shopping Cart Total Approvers Assign Blanket Order Approvers Assign Special Request Approvers Procurement Help Configure Approvers Configure Commodity Approvers Assign Supplier Approvers Assign Spending Limit Approvers/Approval Groups Add Ad-hoc Approvers and Reviewers Assign Delegates Set-up Approval Escalation Create Approval Roles In order to assign users approval capabilities, you must first create a role containing approval privileges. Verify that the appropriate roles are created with the Approve Shopping Cart privilege enabled. For more information, see Administer Roles. Assign Approval Roles to Users Once you create the appropriate approval roles, you can assign the roles to users for each organization. For more information, see Users. Assign Cost Center Approvers/Approval Groups The total cost of all items included on a Shopping Cart is defaulted to a single cost center. The user can, however, allocate portions of the Shopping Cart to other cost centers, or change the default cost center for the entire purchase. Cost Center Approvers/Approval Groups, or a general ledger account owner, approve Shopping Carts based on line items associated with a designated cost center. The line items are flagged for each approver/approval group. To assign cost center approvers to organizations, see Cost Centers. Assign Shopping Cart Total Approvers If you would like to specify an approver/approval group within a buying organization to approve all Shopping Carts exceeding a certain cost, you can assign a Shopping Cart Total Approver. This may be desirable for very costly Shopping Carts (for example, a project or company controller), even if the Shopping Cart is also routed to other approvers. To specify a Shopping Cart total approver/approval group, see Shopping Cart Total Approver. Workflow Primer 551 Configure Approvers Assign Blanket Order Approvers Blanket Order Releases may follow a different and possibly shorter approval path than a normal Shopping Cart. Therefore, any Blanket Orders created are approved first by the appropriate person or people prior to allowing Blanket Order Releases to be created against the Blanket Order. To assign a Blanket Order Approver/Approval Group, see Blanket Order Approver. Assign Special Request Approvers Users are able to add special requests to a Shopping Cart, enabling them to order certain off-catalog items including: Items that a user can describe, but cannot find through browsing or a search. Newly advertised items for which the user knows the supplier’s part number, but cannot find in the Procurement catalog. Items from an authorized supplier whom the user is not authorized to purchase from. After a special request is submitted, the Shopping Cart must be routed to a Special Request Approver/Approval Group. This approver will be approving flagged line items with special requests. To assign an approver/approval groups for special requests, see Special Request Approver. Configure Commodity Approvers The approval process is based on a hierarchical system and is structured around the commodity tree. When you assign an approver/approval group to a commodity level, that approver becomes responsible for approving that commodity level and all its sub-levels. This is true unless a new approver/ approval group is assigned to a sub-level, in which case the new approver becomes responsible for that level and all the levels below the sub-level. For example, if an approver/approval group is assigned to the Apparel, Luggage, and Personal Toiletry Products commodity level, that approver is responsible for the following levels: Apparel, Luggage, and Personal Toiletry Products Clothing and its sub-commodities Luggage, handbags, packs and cases and its sub-commodities If a second approver is assigned to the Clothing commodity level, the second approver is responsible for that commodity level and all its sub-levels. 552 Procurement Help Configure Approvers In addition to assigning an approver, you can assign the maximum quantity amount the approver can accept. If a Shopping Cart contains a quantity amount that is over the maximum amount for that approver, the approver only approves their assigned amount. The amount above their maximum amount is then routed to the next approver in the commodity approver tree for approval. For each organization, to assign an approver to a commodity level, see Commodity Approver. Assign Supplier Approvers Supplier approvers are those who approve Shopping Carts for a particular supplier. To assign a supplier approver, see Supplier Options. Assign Spending Limit Approvers/Approval Groups All users will have both a spending limit and a spending limit approver / approval group. Any user or group assigned as a spending limit approver / approval group must also have an approval limit configured. This approval limit indicates how much the approver is allowed to approve without subsequent approvals by other spending limit approvers/approval groups. For instance, if a user submits a Shopping Cart totaling $100, but has a spending limit of $50, their spending limit approver will receive an approval request. If their limit is not large enough, the system will continue searching to find a spending limit approver with an approval limit above the Shopping Cart total cost. If the system cannot find such a person, it will prevent the Shopping Cart from being submitted (as long as this rule is enabled). To assign a spending limit, see Users. If a user does not have a spending limit approver / approval group assigned, the approval becomes “stuck” and requires the intervention of an administrator. See Set-up Approval Escalation for information on how to assign an administrator who will be notified in the event that there are problems with escalation. Add Ad-hoc Approvers and Reviewers Ad-hoc Approvers/Approval Groups and Ad-hoc Reviewers are added to the approval chain by existing buyers and approvers after you have set up approval routes and specified approvers for all rules enabled at the Buying Organization level. Ad-hoc Approvers When an approver assigns an ad-hoc approver / approval group, they must decide whether the additional approval will occur before or after their own approval. If an approver assigns an ad-hoc approver into the chain before themselves, they relinquish control of the approval. Otherwise, the original approver / approval group retains control and the Shopping Cart continues its path to the ad-hoc approver only after the original approver has approved it. Workflow Primer 553 Configure Approvers E-mail notification is sent to an approver or approval group while the approval step is pending. This feature can be turned on or off by selecting Setup | Application Settings, scrolling down the Name column to find Approver Notify and selecting Edit. Ad-hoc Reviewers Buyers and approvers/approval groups may add multiple reviewers, provided the reviewer’s role contains the “Approve Shopping Cart” privilege. An approver may add a reviewer while the approval is pending in the approver’s in-box. The ad-hoc reviewer can then view and comment on the Shopping Cart at any time during the approval process, but may not approve anything. E-mail notification is sent to a reviewer when they have been added during the approval process, or if they are already a reviewer, once the Shopping Cart is submitted. This feature can be turned on or off by selecting Setup | Application Settings, scrolling down the Name column to find Approver Notify and selecting Edit. Assign Delegates An approver may delegate another approver, within the first approver’s spending limit, to approve Shopping Carts in their place. Delegations are assigned to occur during specified time periods and delegates are notified by e-mail when their delegation option has been turned on or off. If a member of an approval group delegates to a user outside of the approval group, the delegatee becomes an acting member of the approval group for the delegation period. Note the following: Delegation is configured by the individual user in the User Profile A user must turn off the delegation function before returning to their own approval in-box When assigning a delegation, you may only delegate your approval to an individual of your own scope or higher, within your own Buying Organization. Once delegation has been set up, any work assigned to the delegator can be performed by the delegate. This allows the delegate access to all approvals the delegator would have seen and gives the delegate a larger view. Set-up Approval Escalation Escalation parameters are configured at the highest Buying Organization level to keep Shopping Carts on track once they are in the approval process. This ensures that if a certain length of time passes before a particular approval has been made, the system will identify the missing step and send notification to the appropriate approver. After a number of reminder notifications have been sent, the approvalin-question will be escalated to the approver’s manager for approval. When 554 Procurement Help Configure Approvers configuring your template, you can set the exact number of re-notifications and the amount of time that can lapse before escalating an approval. To Setup Application Settings for approval escalation: 1. In the tree menu, select Setup | Application Settings. 2. Scroll down the page to find the following Workflow settings and select Edit. Escalation Enabled Determines if escalation should be turned “on” or “off” for the EBO. ReNotifyCount Determines how many times an approver should be notified about a pending approval before escalation should occur. ReNotifyTimeOut Determines how many minutes should lapse between each re-notification. EscalationTimeO ut Determines how many minutes should elapse between the last re-notification and the actual escalation of an approval to that person’s spending limit approver. AdminLoginID The Login ID of an administrator who should receive notification if there are any problems with escalation. Workflow Primer 555 Configure Approvers 556 Procurement Help 41 Enterprise Backend Integration Administration In the Administration Module To view help on Enterprise Backend Integration (EBI), click a help topic title in the list in the left-hand frame, or click: Start EBI Administration Icons and Meanings Buying Organizations ERP Systems Data Synchronization Job Schedules Data Mapping Flexible User Interface Cost Allocation Help with Search Enterprise Backend Integration Administration 557 Start EBI Administration Start EBI Administration If you have Administrator privilege, to use the Integration Administration application: 1. Go to the Procurement Home Page. 2. In the Application Administration Menu menu, select Integration Administration. The browser displays the Integration Administration application page. This page contains two frames: On the left-hand side of the page, a list of available administration parameters is displayed: Buying Organizations Configuration Data ERP Systems (Enterprise Resource Planning applications) in the Current EBO (Enterprise Buying Organization) Data Synchronization (Data Sync) Items Job Schedules configuration Data Mapping Items Flexible User Interface (Flex UI) Items Cost Allocation Default Items On the right-hand side of the page is some helpful start-up information. When you select an administration parameter on the left-hand side menu, the browser will display, on the right-hand side of the page, the Configuration Forms used for that parameter. 3. Click on a data type to display, in the right-hand side, the Configuration Form, containing forms, text-entry fields and selection menus you use to view, add or modify administration parameters. 4. Click New to create a new parameter value. 5. Click Help with Search to view a list a current parameter values and, if necessary, edit them. 6. Click Help to view instructions for using the Configuration Form you are currently viewing. 7. Click Help with Search to view more information about setting up search criteria and using Wild Card Characters. 8. Click Home to re-display the Procurement Home Page. 558 Procurement Help Icons and Meanings Icons and Meanings This table lists all the icons and their meanings for Enterprise Backend Integration: Icon Meaning Edit Delete Associate a Buying Organization with this ERP system. Start a job running. Halt a job running. Log. to View the Scheduler Job Log. Details. to View Data Mapping Item Details. Search Select button Enterprise Backend Integration Administration 559 Buying Organizations Buying Organizations You can create and modify configuration parameters for an integrated Buying Organization: Search for a Configuration Edit a Configuration Create a New Configuration If you have Administrator privilege, Start EBI Administration: The browser displays the Integration Administration application page. 1. Click Buying Organization Configuration Data. The browser displays an empty Buying Organization Data Configuration Form on the right-hand side of the page. 2. Click New to create a new configuration. 3. Click Search to view a list of parameters, their current values and, if necessary, edit them. 4. Click Help with Search to view more information about setting up search criteria and using Wild Card Characters. 5. Click Home to re-display the Procurement Home Page. Search for a Configuration To locate a configuration to be viewed, edited or deleted: 1. Click Search, on the left-hand side of the Integration Administration application page. The browser displays the Search BORGs form on the right-hand side of the Integration Administration application page. 2. Click in the Enter partial borg Names text box, and type your search criteria, which may be all or part of a name, with Wild Card Characters. 3. Click Go. The Procurement application searches and displays a table containing all Buying Organizations matching your search criteria: 560 Procurement Help Buying Organizations Name Name of the Buying Organization Action Click an icon to perform various actions on the selected item. Note: If you mouse-over an icon, the browser displays a tool tip containing a few words explaining the action represented by the icon. If an Action is not available in any situation, its Action icon is not displayed. Actions include: Edit Delete Edit a Configuration To edit the configuration for a Buying Organization displayed in the table: 1. Click, to the right of any Buying Organization name in the table. The browser displays the Set Configuration Parameters for Buying Organizations form on the right-hand side of the Integration Administration application page. 2. This form includes a list containing several screens-full of configuration parameters: prompts followed by check boxes or text boxes with the current value displayed. For each item in the list, a detailed prompt explains the meaning of the information displayed. Use the scroll bar, on the right-hand edge of the browser window, to view the entire list. 3. To change a check box value: Click in a check box to set the item (a check mark is displayed in the box). Click in a check box a second time to clear the item (the check mark is removed from the box). 4. To change a text or numeric value, click in the text box, and type new or replacements text or numbers. 5. When you have made all necessary changes, use the scroll bar, on the righthand edge of the browser window, to move to the bottom of the page. Below the list of configuration parameters, there is a list of available Buying Enterprise Backend Integration Administration 561 Buying Organizations Organizations. 6. In the Select Buying Organizations to which this configuration should be applied list box: Click on one or more Buying Organization names. Selected Buying Organizations are highlighted. Click Select All Buying Organizations. All Buying Organizations in the list are highlighted. Click Unselect All Buying Organizations. Highlighting is removed from any highlighted Buying Organizations. 7. Click [Save] to apply the edited configuration parameters to the selected Buying Organizations. 8. When you have completed editing: Click Search or New, in the left-hand frame of the browser window, to take other actions using the Buying Organization Data Configuration Form. Click the name of a parameter in the left-hand side menu, to take other Integration Administration actions. Click Home, in the left-hand frame of the browser window, to return to the Procurement Home Page. Create a New Configuration To create a new configuration: 1. Click [New], in the left-hand frame of the browser window. The browser displays the Set Configuration Parameters for Buying Organizations form on the right-hand side of the Integration Administration application page. 2. This form includes a list containing several screens-full of configuration parameters: For each item in the list, a detailed prompt explains the meaning of the information required. Use the scroll bar, on the right-hand edge of the browser window, to view the entire list. 3. To set or clear a check box value: Click in a check box to set the item (a check mark is displayed in the box). Click in a check box a second time to clear the item (the check mark is removed from the box). 4. To add or change a text or numeric value: 562 Procurement Help Click in the text box, and type new text or numbers. ERP Systems Type the [Delete] or [Backspace] keys to remove any unnecessary characters. 5. When you have made all necessary additions, use the scroll bar, on the righthand edge of the browser window, to move to the bottom of the page. Below the list of configuration parameters, there is a list of available Buying Organizations. 6. In the Select Buying Organizations to which this configuration should be applied list box: Click on one or more Buying Organization names. Selected Buying Organizations are highlighted. Click Select All Buying Organizations. All Buying Organizations in the list are highlighted. Click Unselect All Buying Organizations. Highlighting is removed from any highlighted Buying Organizations. 7. Click [Save] to apply the edited configuration parameters to the selected Buying Organizations. 8. When you have completed creating the new configuration: Click Search or New, in the left-hand frame of the browser window, to take other actions using the Buying Organization Data Configuration Form. Click the name of a parameter in the left-hand side menu, to take other Integration Administration actions. Click Home, in the left-hand frame of the browser window, to return to the Procurement Home Page. ERP Systems You can create and modify configuration parameters for an integrated ERP system: Search for an ERP System Edit an ERP System Add a New ERP Create a New ERP Association If you have Administrator privilege, Start EBI Administration: The browser displays the Integration Administration application page. 1. Click ERPs used in the current EBO. The browser displays the ERP Configuration Form on the right-hand side of Enterprise Backend Integration Administration 563 ERP Systems the page. 2. Click New to add a new Enterprise Resource Planning (ERP) system. 3. Click Search to view a list of parameters, their current values and, if necessary, edit them. 4. Click Help with Search to view more information about setting up search criteria and using Wild Card Characters. 5. Click Home to re-display the Procurement Home Page. Search for an ERP System To locate an ERP system to be viewed, edited or deleted: 1. Click Search, on the left-hand side of the Integration Administration application page. The browser displays the Search ERPs form on the right-hand side of the Integration Administration application page. 2. Click in the Enter partial ERP Names text box, and type your search criteria, which may be all or part of a name, with Wild Card Characters. 3. Click Go. The Procurement application searches and displays a table containing all ERP systems matching your search criteria: Name Name of the Enterprise Resource Planning application Action Click an icon to perform various actions on the selected item. Note: If you mouse-over an icon, the browser displays a tool tip containing a few words explaining the action represented by the icon. If an Action is not available in any situation, its Action icon is not displayed. Actions include: 564 Procurement Help Edit Delete. Before deleting an ERP system, you must first delete all data items associated with the ERP system. Associate a Buying Organization with this ERP system. ERP Systems Edit an ERP System To edit an ERP system in the displayed table: 1. Click the edit icon, to the right of any ERP system name in the table. The browser displays the Edit ERP form on the right-hand side of the Integration Administration application page. This form includes, for the selected ERP system, a list of configuration information prompts followed by text boxes with the current value displayed: Name of the ERP product Vendor of the ERP product Version number of the ERP product 2. To change a value, click in the text box and type new or replacements text or numbers. 3. Click [Save] to apply the edited configuration parameters to the selected ERP system. 4. When you have completed editing: Click Search or New, in the left-hand frame of the browser window, to take other actions using the ERP Configuration Form. Click the name of a parameter in the left-hand side menu, to take other Integration Administration actions. Click Home, in the left-hand frame of the browser window, to return to theProcurement Home Page. The ERP Name is used as a prefix to all automatically generated data for the ERP, but changing the ERP Name does not cause the automatically generated data names, for Data Sync Items, Data Mapping, and so on, to also be changed. To prevent confusion between similar products, we recommend that: You create an ERP Name by concatenation of the vendor name and version number. You do not change the ERP Name. Instead, you should delete the ERP from the Procurement application, and create a new ERP with the new name. Add a New ERP To add a new ERP system (or version) to the table: 1. Click [New], in the left-hand frame of the browser window. Enterprise Backend Integration Administration 565 ERP Systems The browser displays the Edit ERP form on the right-hand side of the Integration Administration application page. This form includes a list of configuration information, prompts followed by empty text boxes: Name of the ERP product Vendor of the ERP product Version number of the ERP product 2. To add values, click in the text box and type new text or numbers. 3. Click [Save] to apply the configuration parameters for the ERP system. 4. When you have completed adding ERP systems: Click Search or New, in the left-hand frame of the browser window, to take other actions using the ERP Configuration Form. Click the name of a parameter in the left-hand side menu, to take other Integration Administration actions. Click Home, in the left-hand frame of the browser window, to return to the Procurement Home Page. Create a New ERP Association To create a new association between a Buying Organization and an available ERP system: 1. Click the Associate BORG icon, to the right of any ERP system name in the table. The browser displays the Associate Buying Organizations for < ERP System Name > form on the right-hand side of the Integration Administration application page. This form displays a list box containing all available Buying Organizations. 2. In the Associate Buying Organizations for < ERP System Name > form list box: Click on one or more Buying Organization names. Selected Buying Organizations are highlighted. Click Select All Buying Organizations. All Buying Organizations in the list are highlighted. Click Unselect All Buying Organizations. Highlighting is removed from any highlighted Buying Organizations. 3. Click [Save] to confirm the association of the selected ERP system with the selected Buying Organizations. 4. When you have completed assigning ERP systems: 566 Procurement Help Click Search or New, in the left-hand frame of the browser window, to take Data Synchronization other actions using the Buying Organization Data Configuration Form. Click the name of a parameter in the left-hand side menu, to take other Integration Administration actions. Click Home, in the left-hand frame of the browser window, to return to the Procurement Home Page. Data Synchronization You can create and modify data synchronization parameters for an integrated ERP system: Search for a Data Synchronization Item Edit a Data Synchronization Item Create a New Data Synchronization Item The Procurement application stores some of the ERP data locally. This data includes: Accounting information used in creating shopping carts, and Unit of Measurement (UOM) information used to map from the application’s UOM codes to the UOM Codes of the selected ERP application. The Integration Administration application allows you to setup the Data Synchronization elements such as Cost Centers, Vendors, UOM, Company Code, and so on, and group them according to Buying Organizations. A single Data Synchronization Item may be associated with one or more Buying Organization. If you have Administrator privilege, Start EBI Administration: The browser displays the Integration Administration application page. 1. Click Data Sync Items. The browser displays the Data Synchronization Configuration Form on the right-hand side of the page. 2. Click New to create a new parameter value. 3. Click Search to view a list of parameters, their current values and, if necessary, edit them. 4. Click Help with Search to view more information about setting up search criteria and using Wild Card Characters. 5. Click Home to re-display the Procurement Home Page. Enterprise Backend Integration Administration 567 Data Synchronization Search for a Data Synchronization Item To locate an item to be viewed, edited or deleted: 1. Click Search, on the left-hand side of the Integration Administration application page. The browser displays the Search Data Sync Items form on the right-hand side of the Integration Administration application page. 2. Click in the Enter partial Data Sync Item Names text box, and type your search criteria, which may be all or part of a name, with Wild Card Characters. 3. Click Go. The Procurement application searches and displays a table containing all Data Synchronization Items matching your search criteria: Name Name of the Data Synchronization item. Action Click an icon to perform various actions on the selected item. Note: If you mouse-over an icon, the browser displays a tool tip containing a few words explaining the action represented by the icon. If an Action is not available in any situation, its Action icon is not displayed. Actions include: Edit Delete Edit a Data Synchronization Item To edit a Data Synchronization item from the displayed table: 1. Click the Edit icon, to the right of any item name in the table. The browser displays the Edit Data Sync object form on the right-hand side of the Integration Administration application page. This form includes, for the selected item, a list of configuration information prompts followed by text boxes with the current value displayed: 568 Procurement Help Name of the Data Synchronization item. It is recommended that you create a unique name using the same naming convention used for creating ERP Systems names to be used in automatically generated item names, for example: SAP45_DataSync2. Data Synchronization ERP ID Field Name in the ERP table you are synchronizing. Blank values are not permitted. ERP Description Field Name in the ERP table you are synchronizing. ERP Other Field List of the extra ERP field names in the ERP table you are synchronizing. This is an optional comma-separated list. ERP Table Name you are synchronizing. This field is used by the connector to retrieve all information associated with the Table Name. Optional Filter Clause string used by the connector to filter the ERP Table Name information. Associate ERP with this item, the name of ERP system with which the item is to be associated. 2. These fields are required (and shown with a bold prompt): Name Rep. ID Field Name ERP Description Field Name ERP Table Name 3. To change a value: Click in the text box, and type new or replacements text or numbers. 4. These fields are optional (and shown with a light prompt): ERP Other Field List Optional Filter Clause 5. To change a value, click in the text box, and type new or replacements text or numbers. 6. The Associate ERP with this item field is also required. To change this value, click un the drop-down menu, and select from a list of available ERP systems to be associated with this Data Synchronization item. 7. Click [Save] to apply the edited configuration parameters to the selected Data Synchronization item. 8. When you have completed editing: Click Search or New, in the left-hand frame of the browser window, to take other actions using the Data Synchronization Configuration Form. Click the name of a parameter in the left-hand side menu, to take other integration Administration actions. Click Home, in the left-hand frame of the browser window, to return to the Procurement Home Page. Enterprise Backend Integration Administration 569 Data Synchronization Create a New Data Synchronization Item To create a new Data Synchronization item: 1. Click New, in the left-hand frame of the browser window. The browser displays the Edit Data Sync object form on the right-hand side of the Integration Administration application page. This is form includes a list of configuration information prompts followed by empty text boxes: Name of the Data Synchronization item. It is recommended that you create a unique name using the same naming convention used for creating ERP Systems names to be used in automatically generated item names, for example: SAP45_DataSync2. ERP ID Field Name in the Erp table you are synchronizing. Blank values are not permitted. ERP Description Field Name in the Erp table you are synchronizing. ERP Other Field List of the extra ERP field names in the Rep. table you are synchronizing. This is an optional comma-separated list. ERP Table Name you are synchronizing. This field is used by the connector to retrieve all information associated with the Table Name. Optional Filter Clause string used by the connector to filter the ERP Table Name information. Associate ERP with this item, the name of ERP system with which the item is to be associated. 2. These fields are required (and shown with a bold prompt): Name Erp ID Field Name ERP Description Field Name ERP Table Name 3. To add a required value to these fields: Click in the text box, and type text or numbers. 4. These fields are optional (and shown with a light prompt): ERP Other Field List Optional Filter Clause 5. To add an optional value to these fields: Click in the text box, and type text or numbers. 6. The Associate ERP with this item field is also required. 570 Procurement Help Job Schedules To select this value, click in the drop-down menu, and select from a list of available ERP systems to be associated with this Data Synchronization item. 7. Click [Save] to apply the configuration parameters to the new Data Synchronization item. 8. When you have completed creating Data Synchronization items: Click Search or New, in the left-hand frame of the browser window, to take other actions using the Data Synchronization Configuration Form. Click the name of a parameter in the left-hand side menu, to take other Integration Administration actions. Click Home, in the left-hand frame of the browser window, to return to the Procurement Home Page. Job Schedules The Integration Administration application allows you to setup Scheduled Tasks for the Data Sync Items you have created. You can setup a schedule for Daily, Weekly, Monthly Update: Search for an Job Edit a Scheduled Job Create a New Scheduled Job Start and Stop Scheduler Jobs View the Scheduler Job Log At the scheduled time, the application fetches the Data from the ERP system and updates the local tables maintained in the Procurement application’s database. If you have Administrator privilege, Start EBI Administration: The browser displays the Integration Administration application page. 1. Click Scheduler Jobs. The browser displays the Scheduler Job Configuration Form on the right-hand side of the page. 2. Click New to create a new parameter value. 3. Click Search to view a list of parameters, their current values and, if necessary, edit them. 4. Click Help with Search to view more information about setting up search criteria and using Wild Card Characters. 5. Click Home to re-display the Procurement Home Page. Enterprise Backend Integration Administration 571 Job Schedules Search for an Job To locate an item to be viewed, edited or deleted: 1. Click Search, on the left-hand side of the Integration Administration application page. The browser displays the Search Scheduled Jobs form on the right-hand side of the Integration Administration application page. 2. Click in the Enter partial Scheduled Job Names text box, and type your search criteria, which may be all or part of a name, with Wild Card Characters. 3. Click Go. The system searches and displays a table containing all Scheduled Jobs matching your search criteria: Name Name of the Scheduled Job. Action Click an icon to perform various actions on the selected item. Note: If you mouse-over an icon, the browser displays a tool tip containing a few words explaining the action represented by the icon. If an Action is not available in any situation, its Action icon is not displayed. Actions include: Start a job running Halt a job running View the Scheduler Job log Edit a Scheduled Job Create a new Data Sync Association with this job Delete a job Edit a Scheduled Job To edit the parameters for a Scheduled Job displayed in the table: 1. Click the Edit icon, to the right of any Scheduled Job name in the table. The browser displays the Edit Scheduler Job form on the right-hand side of the Integration Administration application page. 2. This form includes a list of configuration parameter prompts followed by text boxes with the current value displayed. 572 Procurement Help Job Schedules 3. To change the Name value, click in the text box, and type text or numbers to create a unique name for the job. 4. To change the Next Launch Date/Time (GMT) value, click in the drop-down menus, and select values for: Month Day Year Hour (24-hour clock, GMT) Minute 5. To change the Frequency value: Click in the text box, and type a whole number for the time interval at which the job should run. Click to the right of the drop-down menu, and select the applicable time unit, for example: hours or minutes. 6. To change the Recovery Priority value: Click in a check box to set the item (a check mark is displayed in the box). If this is checked and a job is missed because of Procurement application downtime, the job is run immediately after the Procurement application has been restarted, click in a check box a second time to clear the item (the check mark is removed from the box 7. Click [Save] to apply the edited parameters to the selected Scheduled Job. 8. When you have completed editing: Click Search or New, in the left-hand frame of the browser window, to take other actions using the Edit Scheduler Job Form. Click the name of a parameter in the left-hand side menu, to take other Integration Administration actions. Click Home, in the left-hand frame of the browser window, to return to the Procurement Home Page. Create a New Scheduled Job To create a new Scheduled Job: 1. Click New, in the left-hand frame of the browser window. The browser displays the Edit Scheduler Job form on the right-hand side of the Integration Administration application page. 2. This form includes a list of configuration parameter prompts followed by empty text boxes. Enterprise Backend Integration Administration 573 Job Schedules 3. To add a Name value, click in the text box, and type text or numbers to create a unique name for the job. 4. To add a Next Launch Date/Time (GMT), click to the right of the drop-down menus, and select values for: Month Day Year Hour (24-hour clock, GMT) Minute 5. To add a Frequency value: Click in the text box, and type a whole number for the time interval at which the job should run. Click in the drop-down menu, and select the applicable time unit, for example: hours or minutes. 6. To add a Recovery Priority value: Click in a check box to set the item (a check mark is displayed in the box). If this is checked and a job is missed because of Procurement application downtime, the job is run immediately after the Procurement application has been restarted. Click in a check box a second time to clear the item (the check mark is removed from the box.) 7. Click [Save] to apply the parameters to the new Scheduled Job. 8. When you have completed creating Scheduled Jobs: Click Search or New, in the left-hand frame of the browser window, to take other actions using the Edit Scheduler Job Form. Click the name of a parameter in the left-hand side menu, to take other Integration Administration actions. Click Home, in the left-hand frame of the browser window, to return to the Procurement Home Page. Start and Stop Scheduler Jobs Click the Start or Halt job icons. 574 Procurement Help Job Schedules Create a New Data Sync Association To create a new association between a Data Synchronization item and a scheduled Job: 1. Click the Associate icon, to the right of any Scheduled Job name in the table. The browser displays the Associate Data Syncs for < Scheduled Job Name > form on the right-hand side of the Integration Administration application page. This form displays a list box containing all available Data Synchronization items. 2. In the Associate Data Syncs for < Scheduled Job Name > form list box: Click on one or more Data Synchronization item names. Selected Data Synchronization item names are highlighted. Click Select All Data Syncs. All Data Synchronization item names in the list are highlighted. Click Unselect All Data Syncs. Highlighting is removed from any highlighted Data Synchronization item names. 3. Click [Save] to confirm the association of the selected Data Synchronization items with the selected Scheduled Job. 4. When you have completed assigning Scheduled Jobs systems: Click Search or New, in the left-hand frame of the browser window, to take other actions using the Edit Scheduler Job Form. Click the name of a parameter in the left-hand side menu, to take other Integration Administration actions. Click Home, in the left-hand frame of the browser window, to return to the Procurement Home Page. View the Scheduler Job Log To view a record of Scheduled Job performance: 1. Click the Log icon, to the right of any item in the table. The browser displays a table of: Date and time of Scheduled Job run. Description of the Scheduled Job and completion success. 2. Click [Close] when you have finished viewing the log. Enterprise Backend Integration Administration 575 Data Mapping Data Mapping You use Data Mapping Items to create additional fields not standardly available in the Procurement application, but required by the Enterprise Resource Planning (ERP) system: Search for a Data Mapping Item Edit a Data Mapping Item Create a New Data Mapping Item View Data Mapping Item Details The Integration Administration application allows you to visually set up a Data Mapping element and configure Buying Organization parameters. If you have Administrator privilege, Start EBI Administration: The browser displays the Integration Administration application page. 1. Click Data Mapping items. The browser displays the Data Mapping Configuration Form on the right-hand side of the page. 2. Click New to create a new parameter value. 3. Click Search to view a list of parameters, their current values and, if necessary, edit them. 4. Click Help with Search to view more information about setting up search criteria and using Wild Card Characters. 5. Click Home to re-display the Procurement Home Page. Search for a Data Mapping Item To locate an item to be viewed, edited or deleted: 1. Click Search, on the left-hand side of the Integration Administration application page. The browser displays the Search Mapping Items form on the right-hand side of the Integration Administration application page. 2. Click in the Enter partial mapping items names text box, and type your search criteria, which may be all or part of a name, with Wild Card Characters. 3. Click Go. The Procurement application searches and displays a table containing all Data Mapping Items matching your search criteria: 576 Procurement Help Data Mapping Name Name of the Data Mapping Item. Action Click an icon to perform various actions on the selected item. Note: If you mouse-over an icon, the browser displays a tool tip containing a few words explaining the action represented by the icon. If an Action is not available in any situation, its Action icon is not displayed. Actions include: Edit a Data Mapping item Delete an item View details Edit a Data Mapping Item To edit a Data Mapping item from the displayed table: 1. Click the Edit icon, to the right of any item name in the table. The browser displays the Edit Mapping form on the right-hand side of the Integration Administration application page. This form includes, for the selected item, a list of configuration information prompts followed by text boxes with the current value displayed. 2. To change the Name value, click in the text box, and type text or numbers to create a unique name for the Data Mapping item. 3. To change the Select Procurement Table value, click in the drop-down menu, and select a table name from the Procurement application, to be mapped to the ERP system. 4. Click [Get Fields] to populate the Select Key Field and Select the Description field drop-down menus from your selected Procurement Table. 5. To change the Select Key Field value, click in the drop-down menu, and select a field name that needs to be mapped to the ERP system. NOTE: This should generally be the Primary Key of the table. For example, you would select UOMID for UOM, or SupplierID if the Procurement application table is Supplier. 6. To change the Select the description field value, click to the right of the drop- Enterprise Backend Integration Administration 577 Data Mapping down menu, and select a field name description. This helps in setting up the mappings because many values in the Key Field are numeric (being primary key) and do not give much information about the contained data. For example, for UOM you may select BuyerDesc, or for Supplier you may select Name. 7. To change the optional Alias for the key field value, click in the text box, and type an alias for the value in the Select Key Field. 8. To change the Mapped Field Name value, click in the text box, and type the name of the ERP Field to be mapped to the Procurement application. 9. The Associate ERP with this item field is required. To change this value, click in the drop-down menu, and select from a list of available ERP systems to be associated with this Data Mapping item. 10. Click [Save] to apply the edited configuration parameters to the selected Data Mapping item. 11. When you have completed editing: Click Search or New, in the left-hand frame of the browser window, to take other actions using the Data Mapping Configuration Form. Click the name of a parameter in the left-hand side menu, to take other Integration Administration actions. Click Home, in the left-hand frame of the browser window, to return to the Procurement Home Page. Create a New Data Mapping Item To create a new Data Mapping item: 1. Click New, in the left-hand frame of the browser window. The browser displays the Edit Mapping form on the right-hand side of the Integration Administration application page. This form includes, for the selected item, a list of configuration information prompts followed by text boxes with the current value displayed. 2. To add a Name value, click in the text box, and type text or numbers to create a unique name for the Data Mapping item. 3. To add a Select EBD Table value, click in the drop-down menu, and select a table name from the Procurement application, to be mapped to the ERP system. 4. Click [Get Fields] to populate the Select Key Field and Select the description field drop-down menus from your selected EBD Table. 5. To add a Select Key Field value, click in the drop-down menu, and select a field name that needs to be mapped to the ERP system. 578 Procurement Help Data Mapping This should generally be the Primary Key of the table. For example, you would select UOMID for UOM, or SupplierID if the Procurement application table is Supplier. 6. To add a Select the description field value, click to the right of the drop-down menu, and select a field name description. This helps in setting up the mappings because many values in the Key Field are numeric (being primary key) and do not give much information about the contained data. For example, for UOM you may select BuyerDesc, or for Supplier you may select Name. 7. To add an optional Alias for the key field value, click in the text box, and type an alias for the value in the Select Key Field. 8. To add a Mapped Field Name value, click in the text box, and type the name of the ERP Field to be mapped to the Procurement application. 9. The Associate ERP with this item field is required. To add this value, click in the drop-down menu, and select from a list of available ERP systems to be associated with this Data Mapping item. 10. Click [Save] to apply the configuration parameters to the new Data Mapping item. 11. When you have completed creating new Data Mapping Items: Click Search or New, in the left-hand frame of the browser window, to take other actions using the Data Mapping Configuration Form. Click the name of a parameter in the left-hand side menu, to take other Integration Administration actions. Click Home, in the left-hand frame of the browser window, to return to the Procurement Home Page. View Data Mapping Item Details To view and edit details of a Data Mapping Item: 1. Click the Details icon, to the right of any item name in the table. The browser displays the Search Mapping Details < Data Mapping Item Name > form containing a list 2. Click in the Enter partial values for BORGNAME text box, and type your search criteria, which may be all or part of a name, withWild Card Characters. 3. Click Go. The Procurement application searches and displays a table containing all matching Procurement application EBD Key Values and EBD Description Fields with blank text boxes for mapped ERP values. 4. To select a row in the table to be mapped: Enterprise Backend Integration Administration 579 Flexible User Interface Click in a check box (at the left-hand side of the row) to set the item (a check mark is displayed in the box). Click in a check box a second time to clear the item (the check mark is removed from the box). Click in the check box at the left-hand side of the top-most title row to select all rows. 5. Type an ERP Value in the text box at the top of the table, or click the Search icon to search for one. 6. Click the Select check mark button to add the ERP Value to all selected rows. 7. When you have completed adding new Data Mapping Item details: Click Search or New, in the left-hand frame of the browser window, to take other actions using the Data Mapping Configuration Form. Click the name of a parameter in the left-hand side menu, to take other Integration Administration actions. Click Home, in the left-hand frame of the browser window, to return to the Procurement Home Page. Flexible User Interface Using the Integration Administration application, you have some control over the order, look, and feel of the Procurement application Cost Allocation page. You can customize the screen according to the business Rules for Flexible UI Configuration and your requirements: Search for a Flexible UI Item Edit a Flexible UI Item Create a New Flexible UI Item If you have Administrator privilege, Start EBI Administration: The browser displays the Integration Administration application page. 1. Click Flexible UI Items. The browser displays the Flexible User Interface Configuration Form on the right-hand side of the page. 2. Click New to create a new parameter value. 3. Click Search to view a list of parameters, their current values and, if necessary, edit them. 4. Click Help with Search to view more information about setting up search criteria and using Wild Card Characters. 5. Click Home to re-display the Procurement Home Page. 580 Procurement Help Flexible User Interface Rules for Flexible UI Configuration Initially, there is only one element in the Procurement application, called the root element. The first element to appear in the cost allocation screen should be setup as a child of the root. If there is a second element that must be displayed on the same page, becoming a sibling of the first element, it should have the same parent (or root). The elements in the next page are children of any of the elements above. The type of user interface elements supported are: text box combo box, and data element (as an option or entry in a combo box) Each UI element name must match an ERP table name (if not, validation fails) Each UI element may have only one parent node. A combo or list box: May have a text box or a list box entry (character data) as its parent. May only have character data as its child. List box entries (character data) may have another list box or text box as a child A text box: May have another text box and a combo or list box as its child. May have a text box or a list box entry as its parent. The text box entries are validated against an ERP ID The text box name is validated against an ERP table name. Search for a Flexible UI Item To locate an item to be viewed, edited or deleted: 1. Click Search, on the left-hand side of the Integration Administration application page. The browser displays the Search Flexible UI Items form on the right-hand side of the Integration Administration application page. 2. Click in the Enter partial Flexible UI Item Names text box, and type your search criteria, which may be all or part of a name, with Wild Card Characters. 3. Click Go. The Procurement application searches and displays a table containing all Flexible User Interface Items matching your search criteria: Enterprise Backend Integration Administration 581 Flexible User Interface Name Name of the Flexible UI item. Action Click an icon to perform various actions on the selected item. Note: If you mouse-over an icon, the browser displays a tool tip containing a few words explaining the action represented by the icon. If an Action is not available in any situation, its Action icon is not displayed. Actions include: Edit a Flexible UI item Delete the item Edit a Flexible UI Item To edit a Flexible User Interface item from the displayed table: 1. Click the Edit icon, to the right of any Flexible UI item name in the table. The browser displays the Edit Flexible UI Item form on the right-hand side of the Integration Administration application page. 2. This form includes a list of configuration parameter prompts followed by text boxes with the current value displayed: Name - A descriptive name for the UI Item that will appear on the Flex UI screen. Attribute - An optional field name to be sent to the ERP system with the accounting information. Values are driven by the ERP values, so that you may only enter values accepted by the ERP adapter. Refer to the adapter documentation for acceptable values. Type - The type of User Interface item, which may be: Start Node Drop-down Textbox, or Option. If the parent is ROOT Node, then the Item Type should be Start Node. 582 Procurement Help Associate ERP with this item - Select form a list of available ERP systems. Associate Data Sync Item for Validation - Select the Data Synchronization Flexible User Interface item used to validate the values entered in this UI Item. Associate Default Item - Select the Cost Allocation Default Item to associate to the UI element. Select Parent - Select from a list of all the existing User Interface items to be parent of the new item. 3. To change the Name value, click in the text box, and type text or numbers to create a unique name for the item. 4. To change the optional Attribute value, click in the text box, and type text or numbers to create a unique attribute name. 5. To change the Type value, click in the drop-down menu, and select value the type of User Interface item. 6. To change the Associate ERP with this item field, click in the drop-down menu, and select from a list of available ERP systems to be associated with this Data Synchronization item. 7. To change the Associate Data Sync Item for Validation value, click in the dropdown menu, and select a new value. 8. To change the Associate Default Item value, click in the drop-down menus, and select a new value. 9. To change the Select Parent value, click in the drop-down menu, and select a new parent for the User Interface item. 10. Click [Save] to apply the edited parameters to the selected User Interface item. 11. When you have completed editing: Click Search or New, in the left-hand frame of the browser window, to take other actions using the Edit Flexible UI Form. Click the name of a parameter in the left-hand side menu, to take other Integration Administration actions. Click Home, in the left-hand frame of the browser window, to return to the Procurement Home Page. Create a New Flexible UI Item To create a new Flexible User Interface item: 1. Click New, in the left-hand frame of the browser window. The browser displays the Edit Flexible UI Item form on the right-hand side of the Integration Administration application page. 2. This form includes a list of configuration parameter prompts followed by empty text boxes: Name - A descriptive name for the UI Item that will appear on the Flex UI screen. Enterprise Backend Integration Administration 583 Flexible User Interface Attribute - An optional field name to be sent to the ERP system with the accounting information. Values are driven by the ERP values, so that you may only enter values accepted by the ERP adapter. Refer to the adapter documentation for acceptable values. Type - The type of User Interface item, which may be: Start Node Drop-down Textbox, or Option. If the parent is ROOT Node, then the Item Type should be Start Node. Associate ERP with this item - Select from a list of available ERP systems. Associate Data Sync Item for Validation - Select the Data Synchronization item used to validate the values entered in this UI Item. Associate Default Item - Select the Cost Allocation Default Item to associate to the UI element. Select Parent - Select from a list of all the existing User Interface items to be parent of the new item. 3. To add a Name value, click in the text box, and type text or numbers to create a unique name for the item. 4. To add an optional Attribute value, click in the text box, and type text or numbers to create a unique attribute name. 5. To add a Type value, click in the drop-down menu, and select value the type of User Interface item. 6. To add an Associate ERP with this item field, click in the drop-down menu, and select from a list of available ERP systems to be associated with this Data Synchronization item. 7. To add an Associate Data Sync Item for Validation value, click in the dropdown menu, and select a new value. 8. To add an Associate Default Item value, click in the drop-down menus, and select a new value. 9. To add a Select Parent value, click in the drop-down menu, and select a new parent for the User Interface item. 10. Click [Save] to apply the parameters to the new User Interface item. 11. When you have completed creating new Flexible User Interface items: 584 Procurement Help Click Search or New, in the left-hand frame of the browser window, to take other actions using the Edit Flexible UI Form. Click the name of a parameter in the left-hand side menu, to take other Cost Allocation Integration Administration actions. Click Home, in the left-hand frame of the browser window, to return to the Procurement Home Page. Cost Allocation Using the Integration Administration application, you have some control over the methods and permitted cost centers used in the Procurement application Cost Allocation page: Search for a Default Item Edit a Default Item Create a Default Item View Cost Allocation Default Item Details If you have Administrator privilege, Start EBI Administration: The browser displays the Integration Administration application page. 1. Click Cost Allocation Default Items. The browser displays the Cost Allocation Default Configuration Form on the righthand side of the page. 2. Click New to create a new parameter value. 3. Click Search to view a list of parameters, their current values and, if necessary, edit them. 4. Click Help with Search to view more information about setting up search criteria and using Wild Card Characters. 5. Click Home to re-display the Procurement Home Page. Search for a Default Item To locate an item to be viewed, edited or deleted: 1. Click Search, on the left-hand side of the Integration Administration application page. The browser displays the Search Default Items form on the right-hand side of the Integration Administration application page. 2. Click in the Enter partial Default Item Names text box, and type your search criteria, which may be all or part of a name, with Wild Card Characters. 3. Click Go. The Procurement application searches and displays a table containing all Cost Allocation Default Items matching your search criteria: Enterprise Backend Integration Administration 585 Cost Allocation Name Name of the Cost Allocation Default item. Action Click an icon to perform various actions on the selected item. Note: If you mouse-over an icon, the browser displays a tool tip containing a few words explaining the action represented by the icon. If an Action is not available in any situation, its Action icon is not displayed. Actions include: Edit a Default item Delete the item View details Edit a Default Item To edit a Default item from the displayed table: 1. Click the Edit icon, to the right of any Default item name in the table. The browser displays the Edit Default form on the right-hand side of the Integration Administration application page. 2. This form includes a list of configuration parameter prompts followed by text boxes with the current value displayed. 3. To change the Name value, click in the text box, and type text or numbers to create a unique name for the item. 4. To change the Select EBD Table value, click in the drop-down menu, and select a table name from the Procurement application, to be mapped to the ERP system. 5. Click [Get Fields] to populate the Select Key Field and Select the description field drop-down menus from your selected EBD Table. 6. To change the Select Key Field value, click in the drop-down menu, and select a field name that needs to be mapped to the ERP system. This should generally be the Primary Key of the table. For example, you would select UOMID for UOM, or SupplierID if the Procurement application table is Supplier. 7. To change the Select the description field value, click in the drop-down menu, and select a field name description. 586 Procurement Help Cost Allocation This helps in setting up the mappings because many values in the Key Field are numeric (being primary key) and do not give much information about the contained data. For example, for UOM you may select BuyerDesc, or for Supplier you may select Name. 8. To change the optional Alias for the key field value: Click in the text box, and type an alias for the value in the Select Key Field. 9. To change the Default Class Handler Name value, click in the drop-down menu, and select a value from: Borg Defaulting - This method is used for defaulting based on Buying Organization hierarchy. - It allows you to set defaults for parent Buying Organizations, or anywhere else in the hierarchy. - The defaults you set are imposed on all children, unless a child is explicitly defaulted itself. Commodity Defaulting - This method is used for defaulting based on Commodity hierarchy. - It allows you to set defaults for parent Commodities, or anywhere else in the hierarchy. - The defaults you set are imposed on all children, unless a child is explicitly defaulted itself. Standard Defaulting - This method is used for standard defaulting situations when hierarchy is not used in the default lookup. - If a Procurement application Table value is not assigned a default, a lookup will not return a default value. 10. To change the Associate ERP with this item field, click in the drop-down menu, and select from a list of available ERP systems to be associated with this Cost Allocation Default item. 11. Click [Save] to apply the edited parameters to the selected Cost Allocation Default item. 12. When you have completed editing: Click Search or New, in the left-hand frame of the browser window, to take other actions using the Edit Default Form. Click the name of a parameter in the left-hand side menu, to take other Integration Administration actions. Click Home, in the left-hand frame of the browser window, to return to the Procurement Home Page. Enterprise Backend Integration Administration 587 Cost Allocation Create a Default Item To create a new Cost Allocation Default item: 1. Click New, in the left-hand frame of the browser window. The browser displays the Edit Default form on the right-hand side of the Integration Administration application page. 2. This form includes a list of configuration parameter prompts followed by empty text boxes. 3. To add a Name value: Click in the text box, and type text or numbers to create a unique name for the item. 4. To add a Select EBD Table value, click in the drop-down menu, and select a table name from the Procurement application, to be mapped to the ERP system. 5. Click [Get Fields] to populate the Select Key Field and Select the description field drop-down menus from your selected EBD Table. 6. To add a Select Key Field value, click in the drop-down menu, and select a field name that needs to be mapped to the ERP system. This should generally be the Primary Key of the table. For example, you would select UOMID for UOM, or SupplierID | if the Procurement application table is Supplier. 7. To add a Select the description field value, click in the drop-down menu, and select a field name description. This helps in setting up the mappings because many values in the Key Field are numeric (being primary key) and do not give much information about the contained data. For example, for UOM you may select BuyerDesc, or for Supplier you may select Name. 8. To add an optional Alias for the key field value: Click in the text box, and type an alias for the value in the Select Key Field. 9. To add a Default Class Handler Name value, click to the right of the drop-down menu, and select a value from: Borg Defaulting - This method is used for defaulting based on Buying Organization hierarchy. - It allows you to set defaults for parent Buying Organizations, or anywhere else in the hierarchy. - The defaults you set are imposed on all children, unless a child is explicitly defaulted itself. 588 Procurement Help Commodity Defaulting Cost Allocation - This method is used for defaulting based on Commodity hierarchy. - It allows you to set defaults for parent Commodities, or anywhere else in the hierarchy. - The defaults you set are imposed on all children, unless a child is explicitly defaulted itself. Standard Defaulting - This method is used for standard defaulting situations when hierarchy is not used in the default lookup. - If a Procurement application Table value is not assigned a default, a lookup will not return a default value.To add an Associate ERP with this item value, click to the right of the drop-down menu, and select from a list of available ERP systems to be associated with this Cost Allocation Default item. 10. Click [Save] to apply the parameters to the new Cost Allocation Default item. 11. When you have completed creating Default items: Click Search or New, in the left-hand frame of the browser window, to take other actions using the Edit Default Form. Click the name of a parameter in the left-hand side menu, to take other Integration Administration actions. Click Home, in the left-hand frame of the browser window, to return to the Procurement Home Page. View Cost Allocation Default Item Details To view and edit details of a Cost Allocation Default Item: 1. Click the Details icon, to the right of any item name in the table. The browser displays the Search Mapping Details < Cost Allocation Default Item Name > form containing a list 2. Click in the Enter partial values for BorgName text box, and type your search criteria, which may be all or part of a name, with Wild Card Characters. 3. Click Go. The Procurement application searches and displays a table containing all matching Procurement application EBD Key Values and EBD Description Fields with blank text boxes for mapped ERP values. 4. To select a row in the table to be mapped: Click in a check box (at the left-hand side of the row) to set the item (a check mark is displayed in the box). Click in a check box a second time to clear the item (the check mark is removed from the box). Enterprise Backend Integration Administration 589 Help with Search Click in the check box at the left-hand side of the top-most title row to select all rows. 5. Type an ERP Value in the text box at the top of the table, or click the Search icon to search for one. 6. Click the Select check mark button to add the ERP Value to all selected rows. 7. When you have completed adding new Cost Allocation Default Item details: Click Search or New, in the left-hand frame of the browser window, to take other actions using the Edit Default Form. Click the name of a parameter in the left-hand side menu, to take other Integration Administration actions. Click Home, in the left-hand frame of the browser window, to return to the Procurement Home Page. Help with Search On any page of the Integration Administration application, you can use Search to view a list of available values of the item to be configured. To perform a search: 1. Click in the Enter partial < search item > Names by text box, and type any you can type any combination of text, numeric characters and Wild Card Characters. The Procurement application searches for any value beginning with the entry. For example: The entries 4-3 and 4-3* will both return the values: 4-3, 4-3a, 4-300, 43000 and so on. The entry 4*-3 will return the values: 4-3, 4123-3, 4A-3 and so on. The Procurement application displays a Results table of all matching values with icons indicating what actions you can perform on the item. 2. Click an Action icon beside the value you want to edit, delete, start, schedule, and so on. 590 Procurement Help 42 Purchase Order Choreography Overview This document discusses in detail the choreography of various purchase order use cases. Introduction The purpose of this document is to describe the Purchase Order choreography supported in Procurement. The choreography described is between the buyer and the supplier. The buyer would be using Procurement and the supplier may be using Supply Order or any other xCBL based Order Management system (i.e integrated supplier). In general, there are several interactions a buyer may have with a supplier regarding the exchange of Purchase Order information. These interactions include the buyer sending an order and the supplier sending an order response. In fact, the supplier can send several responses to the same order. Also, the buyer may cancel the order and the supplier either accepts or rejects the cancel. In addition, either party may initiate a change to the order. Although this isn’t the complete list of interactions, it does highlight the many possibilities. Because of the large variety of business scenarios surrounding the exchange of order information it is important to detail which scenarios are supported by Procurement. Also, this document does touch on how Procurement supports these business scenarios. By knowing the basics of how a scenario is supported it will be easier to estimate the effort required should additional scenarios be requested or existing ones either modified or taken away. Scope of Document This document is limited to Purchase Orders, including Change Orders. It does not attempt to describe ASN, Invoice or any other Supplier Relationship Management choreography. In addition, this document does not include optional EBI events intermingled within Order and Change Order. The choreography supported in Procurement and documented here is based on Procurement 5.6 Service Pack 2. Purchase Order Choreography 591 Choreography Constructs Reference Documents EBD Change Order Technical Design Specification, Kam-Hon Ng, Aron Clymer, 4/2001 Procurement 5.x Supplier Update Confirmation, Kam-Hon Ng, 12/2002 Choreography Constructs A few pieces of information regarding how order responses from the supplier are handled by Procurement will help us better understand the business scenarios that are supported and provide some insight into how the information exchange happens. Receiving Order Responses When a response to an order is sent from the supplier to the Procurement based buyer, it is in the form of an xCBL Order Response document. The buyer’s XPC service receives the xCBL Order Response and hands it off to Procurement for processing. However, if the Order Response received by XPC is not in the expected version of xCBL, XPC’s version library will be invoked by XPC to transform the document to the expected version. Procurement expects xCBL documents delivered by XPC be in the xCBL 3.5 version. Therefore, the order response processing code in Procurement is based, specifically, on the xCBL 3.5 Order Response document. For more information on xCBL, please go to http://www.xcbl.org. Order Response xCBL Mapping Response Type Code In the xCBL 3.5 Order Response document sent back by the supplier, the header level Response Type Code element is required. The value provided by the supplier is checked against the following table to determine the appropriate supplier action to use for Procurement’s processing of the order response. If the value of “Other” is used for the Response Type Code then the description for “Other” will be used in the lookup. There are a few cases when Procurement is unable to process the order response as a result of the specified Response Type Code value. Specifically, if the value is “Other” and the description for other is missing, if the value is not found in the following table or, finally, if the Supplier Action maps to Unsupported. In each one of these cases an XPC error document will be sent to the supplier. 592 Response Type Code Supplier Action Order Status Accepted Accepted As Is Accepted Procurement Help Choreography Constructs AcceptedContentsRejected Changed Accepted With Changes AcceptedWithAmendment Changed Accepted With Changes AcceptedWithAmendmentInDetailSection Changed Accepted With Changes AcceptedWithAmendmentInHeadingSection Changed Accepted With Changes AcceptedWithAmendmentNoConfirmationIsRequired Changed Accepted With Changes AcceptedWithoutAmendment Accepted As Is Accepted AcceptedWithoutReserves Accepted As Is Accepted AcceptedWithReserves Changed Accepted With Changes AcknowledgeNoDetailOrChange Unsupported No Status AcknowledgeWithDetailAndChange Changed Accepted With Changes AcknowledgeWithDetailNoChange Unsupported No Status AdviceWithDetails Unsupported No Status AdviceWithoutDetails Unsupported No Status Agreed Accepted As Is Accepted AlreadyDelivered Accepted As Is Accepted ApprovedAsAmended Changed Accepted With Changes ApprovedAsSubmitted Accepted As Is Accepted AuctionHeld Unsupported No Status AuthorityDeclined Unsupported No Status AuthorityToDeduct Unsupported No Status BuyerClaimsAgainstInvoice Unsupported No Status Changed Changed Accepted With Changes ChargeBackToSeller Unsupported No Status Checked Unsupported No Status ConditionallyAccepted Changed Accepted With Changes Countersued Unsupported No Status CourtActionDismissed Unsupported No Status DirectDocumentaryCreditCollection Unsupported No Status FinalResponse Unsupported No Status GroupedCreditAdvices Unsupported No Status Purchase Order Choreography 593 Choreography Constructs 594 GroupedDebitAdvices Unsupported No Status InitialClaimReceived Unsupported No Status InterimResponse Unsupported No Status LegalActionPursued Unsupported No Status MeetingHeld Unsupported No Status NoAction Changed Accepted With Changes NotAccepted Not Accepted Not Accepted NotAcceptedProvisional Not Accepted Not Accepted NotChecked Unsupported No Status NotInProcess Unsupported No Status NotProcessed Unsupported No Status OriginalConfirmationOfOriginalAnnouncement Unsupported No Status OriginalConfirmationOfRevisedAnnouncement Unsupported No Status PaymentDenied Unsupported No Status Pending Unsupported No Status PendingAwaitingAdditionalMaterial Unsupported No Status PendingAwaitingReview Unsupported No Status PendingIncomplete Unsupported No Status Rejected Not Accepted Not Accepted RejectedDuplicate Not Accepted Not Accepted RejectedNoDetail Not Accepted Not Accepted RejectedNotAsAgreed Not Accepted Not Accepted RejectedResubmitWithCorrections Not Accepted Not Accepted RejectedViolatesIndustryPractice Not Accepted Not Accepted RejectedWithCounterOffer Not Accepted Not Accepted RejectItemChange Not Accepted Not Accepted RejectWithDetail Not Accepted Not Accepted RejectWithExceptionDetailOnly Not Accepted Not Accepted ResultDisputed Unsupported No Status ResultOpposed Unsupported No Status Procurement Help Choreography Constructs ResultSetAside Unsupported No Status SellerRejectsDispute Not Accepted Not Accepted SellerWillIssueCreditNote Unsupported No Status Settlement Unsupported No Status SingleCreditItemOfAGroup Unsupported No Status SingleDebitItemOfAGroup Unsupported No Status UnderInvestigation Unsupported No Status Order Status In the xCBL 3.5 Order Response document sent back by the supplier, the header level Order Status element is optional. However, Procurement does require an order to have an Order (Supplier) Status, as can be seen on the Order Status screen and elsewhere. Therefore, even if the supplier does not specify one in the Order Response document, Procurement will ensure an order has an order status. The logic Procurement uses to determine an order’s status is as follows. When an order is first created the status is set to No Status. After a supplier sends a response to the order the order status will be whatever the supplier provides. However, if the optional Order Status element is not present, then the status will be looked-up in the Response Type Code table above using the Response Type Code value in the search. For instance, if the supplier does not provide an order status and the Response Type Code is AcceptedWithoutAmendment then the order status will be Accepted. Purpose Code In analyzing the order choreography between xCBL based buyers and suppliers one could expect the required Purpose element in the xCBL 3.5 Order Response document to have a part to play. In fact, for Procurement it does not and is mentioned here specifically to avoid ambiguity. The Purpose element is not used by Procurement. Because it is a required element suppliers will typically put Original for the purpose code. However, regardless of what the supplier enters here it is ignored by Procurement. Change Order Support The buyer and supplier trading partners, before doing business, should decide whether or not Change Order is supported. If either party initiates a change order and the other party does not support change order then a negative impact to the business may result. Once the agreement is made between trading partners, the Procurement Administrator should configure the Supports Change Requests option for the supplier, accordingly. With Change Order disabled for the supplier, the buyer may not request a change or cancel the order. Purchase Order Choreography 595 Choreography Constructs Procurement users may also be restricted from issuing change requests or cancel orders based on the application privileges assigned to the users. Procurement users are assigned to Administrator defined roles. Roles are simply a set of predefined privileges. Furthermore, Create Change Order and Cancel Order are two Order related privileges that may be added to a role. Therefore, a user will only be able to take the Create Change Request or Cancel Order actions if the user is assigned to a role that has these privileges. Supplier Update Confirmation In some cases, as seen below in the Business Scenario section, the Procurement application will automatically send a change order to the supplier. This section will detail when that happens and how it is decided that a change order should be automatically issued. The only time Procurement will consider automatically issuing a change order to the supplier is when the supplier initiates a change request. The supplier initiates a change request via an order response that has changes to the order. In this case, Procurement may send a confirmation of the accepted changes to the supplier. The confirmation is a change order with the supplier changes applied to the latest accepted order. Three conditions must be met before Procurement will automatically issue a change order in response to a supplier update. First, the buyer must accept the changes either via the Order Tolerance service or manually via Procurement’s order screens. Secondly, the order status for the order response is either “AcceptedWithChanges” or “ChangeOrder”. Lastly, the ConfirmChange EBO application setting must be enabled (which is by default). 596 Procurement Help Choreography Constructs Order State Diagram B:Approved T:Ready to Send O:No Status S:No Status P:No Status R:No Status Legend: B:Approved T:Retry O:No Status S:No Status P:No Status R:No Status B = POStatus (Buyer) T = Transmit Status O = Order Status (Supplier) S = Shipment Status (Supplier) P = Payment Status (Supplier) R = Receive Status (Buyer) No No Yes No Local? Dispatch? No Invalid Data? System Error? Yes Yes Yes B:Emailed/Faxed To Supplier or Order Printed T:Sent To Email/Fax/Printer O:No Status S:No Status P:No Status R:No Status B:Waiting for Response T:Send to MarketSite O:(No change) S:(No change) P:(No change) R:No Status Receive Cancel PO B:Invalid Data T:Invalid Data O:(No change) S:(No change) P:(No change) R:No Status Cancel Locally B:Cancelled By Buyer T:Failed to Supplier O:(No change) S:(No change) P:(No change) R:No Status B:(No change) T:(No change) O:(No change) S:(No change) P:(No change) R:Fully Received Cancel Locally B:Supplier Process Failed T:Failed to Supplier O:(No change) S:(No change) P:(No change) R:No Status Order Response ** B:Supplier Update Received T:Send to Supplier O:(No change) S:(No change) P:(No change) R:No Status B:Rejected By Supplier (for PO) B:Change Rejected (for CO) T:Send to Supplier O:Whatever provided by supplier* S:Whatever provided by supplier* P:Whatever provided by supplier* R:No Status Not Accepted Supplier Action? Receive Accepted As Is, Changed Within Tolerance? Yes B:Accepted By Supplier T:Send to Supplier O:Whatever provided by supplier S:Whatever provided by supplier P:Whatever provided by supplier R:No Status Change Request Cancel PO No B:Pending Action T:Send to Supplier O:(No change) S:(No change) P:(No change) R:No Status Change Order Response Accept Buyer Response? B:Change Pending T:Send to Supplier O:(No change) S:(No change) P:(No change) R:No Status Cancel PO Reject by Request a Change B:Change Pending T:Send to Supplier O:(No change) S:(No change) P:(No change) R:No Status * No change of O,S,P status for Supplier Not Accepted Change/Cancel Request the Cancel Request Supplier Accepted the Cancel Request B:Cancelled By Buyer T:Send to Supplier O:Whatever provided by supplier S:Whatever provided by supplier P:Whatever provided by supplier R:No Status ** The supplier may send multiple Order Responses for the same order. Purchase Order Choreography 597 Supported Choreographies This Order state diagram gives an in-depth look at the state transitions that take place within Procurement in response to Order choreography events. It all starts when a Shopping Cart is submitted (or passed final approval if approval is required) and one or more orders, as determined by the Shopping Cart split rules, are created. Each order begins with a Buyer Status of Approved, Supplier Status of No Status and a Transmission Status of Ready To Send. After an order is created it is dispatched to a supplier contact via email, an internal contact via email, to FAX or to MarketSite. The dispatch method is configurable for each supplier at the buying organization level. Once the order is dispatched, it may take several different paths depending on the subsequent buyer and supplier actions. The Supported Choreographies and Business Scenarios sections of this document are dedicated to describing the valid state transitions. Supported Choreographies The choreographies supported by Procurement can be broken down into two categories. Namely, Order and Change Order. This section details the supported choreographies within each of these two categories. A comment on the documentation convention: M = Mandatory; MC = Conditionally Mandatory and O = Optional. Order Order No Response Procurement Supplier Order (M) Order is implicit ly accept ed by the Supplier. This is the case for orders dispatched via email, fax or print. 598 Procurement Help Supported Choreographies This choreography allows for a buyer to send an order message to the supplier with no order response message returned by the supplier. The supplier implicitly accepts the order. This choreography is used for orders dispatched via email, fax or print. Order Multiple Responses Procurement Supplier Order (M) If the Order is dispatched via MarketSite, then Procurement expects at least one Order Response from the Supplier. Order Response (M) The supplier may send 1..n Order Responses. This choreography allows for a buyer to send an order message to the supplier and the supplier returns at least one order response message. The supplier can send additional order response messages if needed to update information regarding the order. Purchase Order Choreography 599 Supported Choreographies Change Order Procurement Supplier Order (M) An optional cancel order request in the form of a Change Order message. Change Order (O) The supplier must respond to a change order. Change OR (MC) Order Response (MC) Either a change to the order, a cancel order request or a confirmation to the supplier's changes. This may be a repeating sequence of messages until the order is fully received by the buyer, rejected by the supplier or canceled by the buyer with an accept from the supplier. The supplier may accept as is, reject or accept with changes. Additional responses may be sent as long as the previous one was accept as is and the buyer has not sent a change order. Change Order (O, MC) Change OR (MC) Order Response (O) The supplier may accept as is, reject or accept with changes. An accept with changes requires a buyer change order. Additional responses may be sent as long as the previous one was accept as is and the buyer has not sent a change order. This choreography allows for a buyer to send an order and for the order to later be canceled or changed. Once the buyer has sent the order to the supplier, the buyer may cancel the order. The supplier must respond once and only once to this optional cancel request. If the supplier accepts the cancel then the order has reached a final state. However, if the supplier rejects the cancel or the buyer did not send a cancel request, then the supplier must send at least one response the original order. 600 Procurement Help Supported Choreographies At this point, the supplier may send multiple responses to the order. The conditions to be met for the supplier to send a second or more order response are first, the previous order response must have had a buyer mapped response type code of accepted as is and secondly, the buyer has not sent a change order. The supplier may not send a response to the order when a response to a change order is pending. If the supplier rejects the order then the order has reached a final state. The buyer may initiate a change order only after a positive response is received from the supplier. In addition, the buyer submitting a change request is optional. However, if the supplier’s latest order response was a change to the order then the buyer is required to send a change order. This conditionally mandatory change order on the part of the buyer is necessary in order to accept, reject or modify the supplier’s changes. Furthermore, the supplier may not issue another order response until the buyer responds to the supplier’s changes. Instead of being a change to the order, the buyer initiated change order may actually be a cancel request in the form of a change order message. In either case, if a change order is sent to the supplier then the supplier is required to send an order response to the change. The order is still valid if the supplier rejects a change or cancel. At this point, the supplier may again send multiple responses to the order. The same conditions are true as before, namely, the last order response must have had a buyer-mapped response type code of accepted as is and the buyer has not sent a change order. In addition, the supplier may not send a response to the order when a response to a change order is pending. A change order by the buyer or additional order responses from the supplier is possible until the order is fully received by the buyer, rejected by the supplier or canceled by the buyer with an accept from the supplier. Once the order reaches one of these final states the buyer will ignore additional order responses sent by the supplier. Purchase Order Choreography 601 Business Scenarios Business Scenarios Order By Email/Fax/Print Purchas er Procurement Supplier Order is implicitly accepted by the Supplier. This is the case for orders dispatched via email, fax or print. Creat e Order Order Description: An order is created by the Purchaser and sent to the supplier. In this case, the order could have been dispatched to the supplier via email, fax or print. Print is actually an email sent to an internal contact as apposed to a supplier contact. Actors: Purchaser Procurement Supplier Pre-Condition: 1. SMTP service is working, print and supplier contacts are valid and fax server is setup. 2. Dispatch method is not MarketSite. Post-Condition: 1. Buyer Status in Procurement is Emailed/Faxed to Supplier or Order Printed. 2. Supplier Status in Procurement is No Status. 3. The next available action for the order is to receive goods. Process Steps: 1. Purchaser creates the order. 2. The order is dispatched via email, fax or print by Procurement. 602 Procurement Help Business Scenarios 3. Supplier receives the order. Order Accepted By Supplier Purchaser Procurement Supplier Create Order Order Order Response Supplier accepts the order as is. Description: The supplier accepts an order sent by the buyer and sends back an order response. Additional actions may be taken on the order after the response is received by Procurement. If the Supplier supports change requests then the buyer may request a change, cancel the order or receive goods. Otherwise, the buyer may just receive goods. Likewise, the supplier may send additional order responses to inform the buyer of a status change, to reject the order or even to change the order. In this scenario, however, both buyer and supplier leave the order as Accepted. Actors: 1. Purchaser 2. Procurement 3. Supplier Pre-Condition: 1. Supplier dispatch method is MarketSite. 2. The supplier supports change requests. Purchase Order Choreography 603 Business Scenarios Post-Condition: 1. Buyer Status in Procurement is Accepted By Supplier. 2. Supplier Status in Procurement is whatever status the supplier provided. 3. The next available buyer actions are: Request a Change, Cancel Order or Receive. 4. The next available supplier actions are: Accept, Reject or Change. Process Steps: 1. Purchaser creates the order. The order is sent to the supplier. Supplier accepts the order and sends back an order response. Order Accepted Again By Supplier Purchaser Procurement Supplier Create Order Order Order Response The response type code maps to Accepted As Is again, however, this time the order status is Accpeted. 604 Procurement Help Order Response Supplier accepts the order but puts the order status to Processing. Business Scenarios Description: Often times a supplier sends back multiple order responses to the same order. In this scenario, the supplier sends back an order response with a response type code that maps to Accepted As Is and an order status of Processing. Then, later on, the supplier sends back a second order response with a response type code that again maps to Accepted As Is. However, this time the order status is Accepted. So, the supplier used the second order response to essentially inform the buyer of a status change while the order itself (part, quantity, price, etc) was not changed by the supplier. This scenario could have just as well been a case where the supplier sets the response type code and order status to Accepted for both order responses. In the second order response, the shipping status could have changed from Not Yet Shipped to Delivered. The point to be made here is that the supplier may keep sending order responses with a response type code that maps to Accepted As Is and Procurement will keep processing these responses with a buyer status of Accepted By Supplier. The order (Supplier) status for the order in Procurement is simply whatever status the supplier provides. After Procurement process each response with a response type code that maps to Accepted As Is, the same set of available actions will be accessible to the buyer as are in the scenario Accepted By Supplier above. Actors: 1. Purchaser 2. Procurement 3. Supplier Pre-Condition: 1. Supplier dispatch method is MarketSite. 2. The supplier supports change requests. Post-Condition: 1. Buyer Status in Procurement is Accepted By Supplier. 2. Supplier Status in Procurement is whatever status the supplier provided. 3. The next available buyer actions are: Request a Change, Cancel Order or Receive. 4. The next available supplier actions are: Accept, Reject or Change. Process Steps: 1. Purchaser creates the order. 2. The order is sent to the supplier. 3. Supplier accepts the order and sends back an order response with an order status of Processing. Purchase Order Choreography 605 Business Scenarios 4. Supplier sends back a second order response with a response type code that maps to Accepted As Is and an order status of Accepted. Order Rejected By Supplier Purchaser Procurement Supplier Create Order Order Order Respons e Supplier rejects the order. Description: The supplier rejects an Order sent by the buyer and sends back an Order Response. The buyer is not allowed to take any further action on a supplierrejected order. Furthermore, Procurement will ignore any subsequent supplier updates (i.e. order responses) to this order. Actors: 1. Purchaser 2. Procurement 3. Supplier Pre-Condition: 1. Supplier dispatch method is MarketSite. Post-Condition: 1. Buyer status in Procurement is Rejected By Supplier. 2. Supplier Status in Procurement is whatever status the supplier provided. 606 Procurement Help Business Scenarios 3. The buyer may not take additional action on the order. 4. The buyer will ignore any subsequent supplier updates to this order. Process Steps: 1. Purchaser creates the order. 2. The order is sent to the supplier. 3. Supplier rejects the order and sends back an order response. Order Accepted Then Rejected By Supplier Purchaser Procurement Supplier Create Order Order Order Response Supplier accepts the order as is. Order Response Supplier rejects the order. Description: The supplier accepts an order sent by the buyer and sends back an order response. Later, the supplier rejects the order and sends back another order response. The buyer is not allowed to take any further action on a supplierrejected order. Furthermore, Procurement will ignore any subsequent supplier updates (i.e. order responses) to this order. Purchase Order Choreography 607 Business Scenarios Although this scenario is not likely it is shown here because it is possible. However, the second order response that rejects the order will only be processed by Procurement if the order is not fully received by the buyer. If the receive status is Fully Received then Procurement will ignore the order response. As is the case for the Order Rejected By Supplier scenario above, the buyer is not allowed to take any further action once a supplier rejects the order. Actors: 1. Purchaser 2. Procurement 3. Supplier Pre-Condition: 1. Supplier dispatch method is MarketSite. Post-Condition: 1. Buyer status in Procurement is Rejected By Supplier. 2. Supplier Status in Procurement is whatever status the supplier provided. 3. The buyer may not take additional action on the order. 4. The buyer will ignore any subsequent supplier updates to this order. Process Steps: 1. Purchaser creates the order. 2. The order is sent to the supplier. 3. Supplier accepts the order and sends back an order response. 4. Supplier sends back a second order response with a response type code that maps to Not Accepted. 608 Procurement Help Business Scenarios Cancel Order Before Response Accepted By Supplier Purchaser Procurement Supplier Create Order Order Cancel Order Change Order Buyer sends a cancel order in the form of an xCBL Change Order document. Change OR Supplier accepts the cancel order. Description: The buyer sends an order to the supplier. Before the supplier responds, the buyer cancels the order and Procurement sends the cancel request in a Change Order document. The supplier then accepts the cancel order request and sends back a change order response. Once the buyer cancels an order and the supplier accepts, no further action on the order is allowed. Actors: 1. Purchaser 2. Procurement 3. Supplier Pre-Condition: Purchase Order Choreography 609 Business Scenarios 1. Supplier dispatch method is MarketSite. 2. The supplier supports change requests. Post-Condition: 1. Buyer status in Procurement is Canceled By Buyer. 2. Supplier Status in Procurement is whatever status the supplier provided. 3. The buyer may not take additional action on the order. 4. The buyer will ignore any subsequent supplier updates to this order. Process Steps: 1. Purchaser creates the order. 2. The order is sent to the supplier. 3. The Purchaser cancels the order. 4. A cancel request in the form of an xCBL Change Order document is sent to the supplier. 5. The supplier accepts the cancel request and sends back a change order response to the buyer. 610 Procurement Help Business Scenarios Cancel Order Before Response Rejected By Supplier Purchaser Procurement Supplier Create Order Order Cancel Order Change Order Buyer sends a cancel order in the form of an xCBL Change Order document. Supplier rejects the cancel order. Change OR Supplier must send a response. Order Response Supplier accepts the order. Description: The buyer sends an order to the supplier. Before the supplier responds, the buyer cancels the order and Procurement sends the cancel request in a Change Order document. The supplier then rejects the cancel order request. Therefore, the supplier must still respond to the original order. So, in this case, the supplier accepts the order and sends back an order response. After the cancel request is rejected and the order is accepted, the buyer may then take the same actions as in the Order Accepted By Supplier case above. In this scenario, however, both buyer and supplier leave the order as Accepted. Actors: Purchase Order Choreography 611 Business Scenarios 1. Purchaser 2. Procurement 3. Supplier Pre-Condition: 1. Supplier dispatch method is MarketSite. 2. The supplier supports change requests. Post-Condition: 1. Buyer status in Procurement is Accepted By Supplier. 2. Supplier Status in Procurement is whatever status the supplier provided. 3. The next available buyer actions are: Request a Change, Cancel Order or Receive. 4. The next available supplier actions are: Accept, Reject or Change. Process Steps: 1. Purchaser creates the order. 2. The order is sent to the supplier. 3. The Purchaser cancels the order. 4. A cancel request in the form of an xCBL Change Order document is sent to the supplier. 5. Supplier rejects the cancel request and sends back a change order response to the buyer. 6. Supplier accepts the order and sends back an order response. 612 Procurement Help Business Scenarios Cancel Order After Response Accepted By Supplier Purchaser Procurement Supplier Creat e Order Order Order Response Supplier accepts the order. Cancel Order Change Order Buyer sends a cancel order in the form of an xCBL Change Order document. Change OR Supplier accepts the cancel order. Description: The supplier accepts an order sent by the buyer and sends back an order response. Then the buyer cancels the order and Procurement sends the cancel request in a change order document to the supplier. The supplier accepts the cancel request and sends back a change order response to the buyer. Once the buyer cancels an order and the supplier accepts, no further action on the order is allowed. Actors: 1. Purchaser 2. Procurement Purchase Order Choreography 613 Business Scenarios 3. Supplier Pre-Condition: 1. Supplier dispatch method is MarketSite. 2. The supplier supports change requests. Post-Condition: 1. Buyer status in Procurement is Canceled By Buyer. 2. Supplier Status in Procurement is whatever status the supplier provided. 3. The buyer may not take additional action on the order. 4. The buyer will ignore any subsequent supplier updates to this order. Process Steps: 1. Purchaser creates the order. 2. The order is sent to the supplier. 3. Supplier accepts the order and sends back an order response. 4. Purchaser cancels the order 5. A cancel request in the form of an xCBL Change Order document is sent to the supplier. 6. Supplier accepts the cancel request and sends back a change order response to the buyer. 614 Procurement Help Business Scenarios Supplier Change Accepted By Buyer Purchaser Order Tolerance Service Procurement Supplier Create Order Order Supplier acc epts with changes. Order Response Order Response Accept Change Change Order A CO is automatically sent by Procurement if the supplier update passes tolerence checking or tolerance checking is not enabled for the buying organziation. Change OR Supplier accepts the change order. Purchase Order Choreography 615 Business Scenarios Description: An order is created by the Purchaser and sent to the supplier. The supplier makes changes to the order (ex. price change to one of the items) and sends back an order response with a response type code that maps to Changed and an order status of Accepted With Changes. Shortly after Procurement receives the response to the change order, the Order Tolerance service processes the response. The service checks the supplier changes against the tolerance rules setup for the supplier at the buying organization’s supplier option level. In this case, the changes were within the tolerance levels of the system. Therefore, the order is updated with the supplier changes. At this point, after accepting the supplier’s update to the order, if the ConfirmChange EBO application setting is on (which it is by default), Procurement will automatically send a change order to the supplier. The change order is simply a copy of the latest accepted order for the purpose of confirming the buyer’s acceptance of the supplier’s update. Finally, the supplier accepts the buyer issued change order. So, the order status for the buyer is Accepted By Supplier. Therefore, the buyer and supplier may each take the same actions as in the Order Accepted By Supplier case above. In this scenario, however, both buyer and supplier leave the order as Accepted. Actors: 1. Purchaser 2. Order Tolerance Service 3. Procurement 4. Supplier Pre-Condition: 1. Supplier dispatch method is MarketSite. 2. The supplier supports change requests. 3. Tolerance rules are assigned to the supplier at the buying organization’s supplier option level. Post-Condition: 1. Buyer status in Procurement is Accepted By Supplier. 2. Supplier Status in Procurement is Accepted. 3. The next available buyer actions are: Request a Change, Cancel Order or Receive. 4. The next available supplier actions are: Accept, Reject or Change. Process Steps: 1. Purchaser creates the order. 2. The order is sent to the supplier. 616 Procurement Help Business Scenarios 3. Supplier makes changes to the order, accepts with changes and sends back an order response. 4. Procurement sends the order response through the Order Tolerance service to check the changes. 5. The order response passes the tolerance rules set at the buying organization’s supplier option level. 6. Procurement updates the order with the supplier changes. 7. Procurement sends a change order back to the supplier to confirm the supplier-initiated changes. 8. Supplier accepts the change order and sends back a change order response to the buyer. Purchase Order Choreography 617 Business Scenarios Supplier Change Failed Tolerance Accepted By Buyer Purchaser Order Tolerance Service Procurement Supplier Create Order Order Supplier acc epts with changes. Order Response The supplier changes failed tolerance checking. Order Response Pending Response Accept Changes Change Order Purchaser reviews and accepts the supplier changes. Change OR Supplier accepts t he change order. 618 Procurement Help Business Scenarios Description: An order is created by the Purchaser and sent to the supplier. The supplier makes changes to the order (ex. price change to one of the items) and sends back an order response with a response type code that maps to Changed and an order status of Accepted With Changes.Shortly after Procurement receives the response to the change order, the Order Tolerance service processes the response. The service checks the supplier changes against the tolerance rules setup for the supplier at the buying organization’s supplier option level. In this case, the changes were not within the tolerance levels of the system. At this point, the Purchaser needs to review the supplier changes. The Purchaser is presented with three options, either accept the changes, reject the changes with a change to the supplier changes or cancel the order. In this case, the Purchaser decides to accept the supplier changes. Therefore, the order is updated with the supplier changes. After manually accepting the supplier’s update to the order, if the ConfirmChange EBO application setting is on (which it is by default), Procurement will send a change order to the supplier. The change order is simply a copy of the latest accepted order for the purpose of confirming the buyer’s acceptance of the supplier’s update. Finally, the supplier accepts the buyer issued change order. So, the order status for the buyer is Accepted By Supplier. Therefore, the buyer and supplier may each take the same actions as in the Order Accepted By Supplier case above. In this scenario, however, both buyer and supplier leave the order as Accepted. Actors: 1. Purchaser 2. Order Tolerance Service 3. Procurement 4. Supplier Pre-Condition: 1. Supplier dispatch method is MarketSite. 2. The supplier supports change requests. 3. Tolerance rules are assigned to the supplier at the buying organization’s supplier option level. Post-Condition: 1. Buyer status in Procurement is Accepted By Supplier. 2. Supplier Status in Procurement is Accepted. 3. The next available buyer actions are: Request a Change, Cancel Order or Receive. 4. The next available supplier actions are: Accept, Reject or Change. Process Steps: Purchase Order Choreography 619 Business Scenarios 1. Purchaser creates the order. 2. The order is sent to the supplier. 3. Supplier makes changes to the order, accepts with changes and sends back an order response. 4. Procurement sends the order response through the Order Tolerance service to check the changes. 5. The order response fails the tolerance rules set at the buying organization’s supplier option level. 6. Purchaser reviews the supplier changes and accepts them as is. 7. Procurement updates the order with the supplier changes. 8. Procurement sends a change order back to the supplier to confirm the supplier-initiated changes. 9. Supplier accepts the change order and sends back a change order response to the buyer. 620 Procurement Help Business Scenarios Supplier Change Failed Tolerance Rejected By Buyer Purchaser Order Tolerance Service Procurement Supplier Create Order Order Supplier acc epts with changes. The supplier changes failed tolerance checking. Order Response Order Response Pending Response Reject Changes Change Order Purchaser reviews and rejects the supplier changes. Change OR Supplier accepts t he change order. Purchase Order Choreography 621 Business Scenarios Description: An order is created by the Purchaser and sent to the supplier. The supplier makes changes to the order (ex. price change to one of the items) and sends back an order response with a response type code that maps to Changed and an order status of Accepted With Changes. Shortly after Procurement receives the response to the change order, the Order Tolerance service processes the response. The service checks the supplier changes against the tolerance rules setup for the supplier at the buying organization’s supplier option level. In this case, the changes were not within the tolerance levels of the system. At this point, the Purchaser needs to review the supplier changes. The Purchaser is presented with three options, either accept the changes, reject the changes with a change to the supplier changes or cancel the order. In this case, the Purchaser decides to reject the changes by requesting a change. Procurement will then send a change order to the supplier. After the supplier accepts the change order and sends a change order response back to the buyer, Procurement updates the order with the changes. At this point the buyer status is Accepted By Supplier. Therefore, the buyer and supplier may each take the same actions as in the Order Accepted By Supplier case above. In this scenario, however, both buyer and supplier leave the order as Accepted. Actors: 1. Purchaser 2. Order Tolerance Service 3. Procurement 4. Supplier Pre-Condition: 1. Supplier dispatch method is MarketSite. 2. The supplier supports change requests. 3. Tolerance rules are assigned to the supplier at the buying organization’s supplier option level. Post-Condition: 1. Buyer status in Procurement is Accepted By Supplier. 2. Supplier Status in Procurement is Accepted. 3. The next available buyer actions are: Request a Change, Cancel Order or Receive. 4. The next available supplier actions are: Accept, Reject or Change. Process Steps: 1. Purchaser creates the order. 2. The order is sent to the supplier. 622 Procurement Help Business Scenarios 3. Supplier makes changes to the order, accepts with changes and sends back an order response. 4. Procurement sends the order response through the Order Tolerance service to check the changes. 5. The Order Response fails the tolerance rules set at the buying organization’s supplier option level. 6. Purchaser reviews the supplier changes and rejects the changes by requesting a change. 7. Procurement sends a change order back to the supplier. 8. Supplier accepts the change order and sends back a change order response to the buyer. Purchase Order Choreography 623 Business Scenarios Supplier Change Failed Tolerance Canceled By Buyer Purchaser Order Tolerance Service Procurement Supplier Create Order Order Supplier acc epts with changes. The supplier changes failed tolerance checking. Order Response Order Response Pending Response Reject Changes Change Order Purchaser reviews the supplier changes and cancels the order. Change OR Supplier accepts t he change order. 624 Procurement Help Business Scenarios Description: An order is created by the Purchaser and sent to the supplier. The supplier makes changes to the order (ex. price change to one of the items) and sends back an order response with a response type code that maps to Changed and an order status of Accepted With Changes. Shortly after Procurement receives the order response, the Order Tolerance service processes the response. The service checks the supplier changes against the tolerance rules setup for the supplier at the buying organization’s supplier option level. In this case, the changes were not within the tolerance levels of the system. At this point, the Purchaser needs to review the supplier changes. The Purchaser is presented with three options, either accept the changes, reject the changes with a change to the supplier changes or cancel the order. In this case, the Purchaser decides to cancel the order. Procurement will then send the cancel request in the form of a change order document to the supplier. Once the buyer cancels an order and the supplier accepts, no further action on the order is allowed. Actors: 1. Purchaser 2. Order Tolerance Service 3. Procurement 4. Supplier Pre-Condition: 1. Supplier dispatch method is MarketSite. 2. The supplier supports change requests. 3. Tolerance rules are assigned to the supplier at the buying organization’s supplier option level. Post-Condition: 1. Buyer status in Procurement is Canceled By Buyer. 2. Supplier Status in Procurement is whatever status the supplier provided. 3. The buyer may not take additional action on the order. 4. The buyer will ignore any subsequent supplier updates to this order. Process Steps: 1. Purchaser creates the order. 2. The order is sent to the supplier. 3. Supplier makes changes to the order, accepts with changes and sends back an order response. 4. Procurement sends the order response through the Order Tolerance service to Purchase Order Choreography 625 Business Scenarios check the changes. 5. The order response fails the tolerance rules set at the buying organization’s supplier option level. 6. Purchaser reviews the supplier changes and cancels the order. 7. Procurement sends a cancel request in the form of a change order document to the supplier. 8. Supplier accepts the change order and sends back a change order response to the buyer. 626 Procurement Help Business Scenarios Change Order Accepted By Supplier Purchaser Procurement Supplier Create Order Order Order Respons e Supplier accepts the order. Change Order Change Order Change OR Supplier accepts the change order. Description: The supplier accepts an order sent by the buyer and sends back an order response. Then the buyer changes the order and Procurement sends the change order to the supplier. The supplier accepts the change order and sends back a change order response to the buyer After the supplier accepts the change order, Procurement updates the order with the changes. At this point the buyer status is Accepted By Supplier. Therefore, the buyer and supplier may each take the same actions as in the Order Accepted By Supplier case above. In this scenario, however, both buyer and supplier leave the order as Accepted. Purchase Order Choreography 627 Business Scenarios Actors: 1. Purchaser 2. Procurement 3. Supplier Pre-Condition: 1. Supplier dispatch method is MarketSite. 2. The supplier supports change requests. Post-Condition: 1. Buyer status in Procurement is Accepted By Supplier. 2. Supplier Status in Procurement is Accepted. 3. The next available buyer actions are: Request a Change, Cancel Order or Receive. 4. The next available supplier actions are: Accept, Reject or Change. Process Steps: 1. Purchaser creates the order. 2. The order is sent to the supplier. 3. Supplier accepts the order and sends back an order response. 4. Purchaser creates a change request. 5. The change order is sent to the supplier. 6. Supplier accepts the change request and sends back a change order response to the buyer. 7. Procurement updates the order with the change order information. 628 Procurement Help Business Scenarios Change Order Rejected By Supplier Purchaser Procurement Supplier Create Order Order Order Respons e Supplier accepts the order. Change Order Change Order Change OR Supplier rejects the change order. Description: The supplier accepts an order sent by the buyer and sends back an order response. Then the buyer changes the order and Procurement sends the change order to the supplier. The supplier rejects the change order and sends back a change order response to the buyer Because the supplier rejected the change request, not the order itself, the original order still stands as accepted by the supplier. Therefore, the buyer and supplier may each take the same actions as in the Order Accepted By Supplier case above. In this scenario, however, both buyer and supplier leave the order as Accepted. Actors: Purchase Order Choreography 629 Business Scenarios 1. Purchaser 2. Procurement 3. Supplier Pre-Condition: 1. Supplier dispatch method is MarketSite. 2. The supplier supports change requests. Post-Condition: 1. Buyer status in Procurement is Change Rejected. 2. Supplier Status in Procurement is whatever status the supplier provided in the order response (not COR). 3. The next available buyer actions are: Request a Change, Cancel Order or Receive. 4. The next available supplier actions are: Accept, Reject or Change. Process Steps: 1. Purchaser creates the order. 2. The order is sent to the supplier. 3. Supplier accepts the order and sends back an order response. 4. Purchaser creates a change request. 5. The change order is sent to the Supplier. 6. Supplier rejects the change request and sends back a change order response to the buyer. 630 Procurement Help Business Scenarios Change Order Changed By Supplier Purchaser Order Tolerance Service Procurement Supplier Create Order Order Order Response Supplier accepts the order. Change Request Change Order Supplier accepts with change. Change OR Order Response Accept Change Change Order A CO is automatically sent by Procurement if the supplier update passes tolerence checking or tolerance checking is not enabled for the buying organziation. Change OR Supplier accepts the change order. Purchase Order Choreography 631 Business Scenarios Description: The supplier accepts an order sent by the buyer and sends back an order response. Then the buyer changes the order and Procurement sends the change order to the supplier. The supplier makes changes to the change order and sends back a change order response with a response type code that maps to Changed and an order status of Accepted With Changes. Shortly after Procurement receives the response to the change order, the Order Tolerance service processes the response. The service checks the supplier changes against the tolerance rules setup for the supplier at the buying organization’s supplier option level. In this case, the changes were within the tolerance levels of the system. Therefore, the order is updated with the change order information. The update includes the buyer changes on the outgoing change order and the supplier changes on the response to the change order. At this point, after accepting the supplier’s update to the change order, if the ConfirmChange EBO application setting is on (which it is by default), Procurement will automatically send a change order to the supplier. The change order is simply a copy of the latest accepted order for the purpose of confirming the buyer’s acceptance of the supplier’s update. Finally, the supplier accepts the change order and sends a change order response back to the buyer. Actors: 1. Purchaser 2. Order Tolerance Service 3. Procurement 4. Supplier Pre-Condition: 1. Supplier dispatch method is MarketSite. 2. The supplier supports change requests. 3. Tolerance rules are assigned to the supplier at the buying organization’s supplier option level. Post-Condition: 1. Buyer status in Procurement is Accepted By Supplier. 2. Supplier Status in Procurement is Accepted. 3. The next available buyer actions are: Request a Change, Cancel Order or Receive. 4. The next available supplier actions are: Accept, Reject or Change. Process Steps: 1. Purchaser creates the order. 2. The order is sent to the supplier. 632 Procurement Help Business Scenarios 3. Supplier accepts the order and sends back an order response. 4. Purchaser creates a change request. 5. The change order is sent to the Supplier. 6. Supplier makes changes to the change order, accepts with changes and sends back a change order response. 7. Procurement sends the order response through the Order Tolerance service to check the changes. 8. The order response passes the tolerance rules set at the buying organization’s supplier option level. 9. Procurement updates the order with the buyer and supplier changes to the order. 10. Procurement sends a change order back to the supplier to confirm the changes. 11. Supplier accepts the change order and sends back a change order response to the buyer. Appendix A – Order Response Ignored The following listing is an abbreviated version of the EBO database’s POStatus table. The purpose of the information shown is to specify the order statuses in which the buyer ignores an order response sent by the supplier. Procurement will ignore order responses from the supplier for orders in a state that has the Can_Ignore_Response flag equal to one. However, the Order History and Transaction History screens will indicate that the buyer ignored the supplier update. POStatusID BuyerCode Can_Ignore_Response -2 All 0 -1 Canceled By Buyer 1 0 No Order Status 1 3 Approved 1 25 Completed 1 26 Other 1 40 Invalid Data 1 41 Supplier Process Failed 1 42 Waiting for Response 0 Purchase Order Choreography 633 Business Scenarios 634 43 Supplier Update Received 0 44 Pending Action 0 45 Rejected By Supplier 1 46 Accepted By Supplier 0 47 Change Pending 0 48 Change Rejected 0 1001 Confirm Locked (ERP) 1 1002 Confirm Pending (ERP) 1 1003 Confirm Submitted (ERP) 1 1004 Confirm Rejected (ERP) 1 1005 Send Locked (ERP) 1 1006 Send Pending (ERP) 1 1007 Send Submitted (ERP) 1 1008 Send Rejected (ERP) 1 1009 Change Locked (ERP) 1 1010 Change Pending (ERP) 1 1011 Change Submitted (ERP) 1 1012 Change Rejected (ERP) 1 1013 Cancel Locked (ERP) 1 1014 Cancel Pending (ERP) 1 1015 Cancel Submitted (ERP) 1 1016 Cancel Rejected (ERP) 1 1017 ReConfirm Locked (ERP) 1 1018 ReConfirm Pending (ERP) 1 1019 ReConfirm Submitted (ERP) 1 1020 ReConfirm Rejected (ERP) 1 1021 Supp Cancel Locked (ERP) 1 1022 Supp Cancel Pending (ERP) 1 1023 Supp Cancel Sent (ERP) 1 1024 Supp Cancel Rejected (ERP) 1 Procurement Help Business Scenarios 1025 Emailed to Supplier 1 1026 Faxed to Supplier 1 1027 Order Printed 1 Purchase Order Choreography 635 Business Scenarios 636 Procurement Help 43 Archiving In the Archiving Help The following topics are discussed in this chapter: Overview Prerequisites for Archiving Orders Archive Database Records Overview The purpose of the archiving functionality is to reduce the number of rows in the Procurement tables which hold the “transactional” data such as Orders and Shopping Carts. This improves the performance of some screens and reduces the size of the production or active database. The archiving procedures allow database administrators to partition the data into one “active” database schema, and one or more “archive” database schemas, with the guarantee that any particular piece of transactional data exists only in one of the databases. The root of the removal logic is the PO table, which holds the Orders. For Orders which are being removed, all other transactional data (such as Shopping Carts, Advanced Ship Notices, and Change Requests) associated with those orders will also be removed. Prerequisites for Archiving Orders Procurement only selects an Order for archiving that meets all of the following rules: The Order has an Order Status of “Closed” The Create Date of the Order is at least 13 months in the past. The value of 13 months is a minimum, and the Procurement Administrator can set that value to anything higher than 13 months by changing the appropriate code in Procurement Admin The Order was not created from a Blanket Order Archiving 637 Archive Database Records All other Orders created from the original Shopping Cart meet the previous three rules Adjust the Required Age for an Order To adjust the required “age” of an Order, in Administation’s Application Settings area, change the “Closed Order” entry in the “Archiving” section. Close Orders to Enable Archiving Since Procurement only archives Orders if they are in the “Closed” status, there is a utility stored procedure, PO_Close_Bulk, which closes Orders if they meet all of the following rules: The Order Status is one of the ones where the Can_Receive flag is set to “1” The Receive Status is set to “Complete” The most recent Receipt against the Order is older than the number of days entered in Application Settings, in the entry for “Order Receipt Days” in the “Closing” section Archive Database Records Do not perform archiving while Procurment is processing transactions. To archive database records: 1. (Optional step) Execute the PO_Close_Bulk stored procedure, using either SQL Plus or Query Analyzer. The procedure should execute without any errors or warning messages. 2. Back up the active (current) EBO database. 3. Restore the backup to a new database, thereby creating an archive EBO. Make certain that this restore happened correctly and that the database is usable and contains the same data which is in the active EBO database. 4. In the active database, using either SQL Plus or Query Analyzer, run the Archive_Remove_Old stored procedure. This procedure removes the closed Orders and other records described in the sections above. 5. In the archive EBO, run the Archive_Remove_New stored procedure. This procedure removes those Orders (and associated data) which were not removed from the active EBO by the Archive_Remove_Old stored procedure. 638 Procurement Help Index A About the Procurement Application 1 Access Control 18 Access Online Help 2 Account Administration 463 Account Administration Module, In the 463 Account Administration, Start 463 Account Assignment 126, 168 Account Assignment, Create a New 126, 168 Account Assignment, Delete 127, 169 Account Assignment, Delete an 127, 169 Account Assignment, Edit an Existing 127, 169 Account Assignment, Edit Existing 127, 169 Account, Cost Center 544 Account, Cost Center & General Ledger 545 Account, Edit 457 Account, General Ledger 543 Account, New 457 Account, New Supplier 457 Account, Supplier 444 Accounts 444 Accounts, Add Buyer 328 Accounts, Edit Buyer 329 Accounts, Specify Buyer 328 Acrobat Online Document 6 Acrobat Reader 6 Action Icon, View Details 256, 271 Action Icons 30 Add a New Assignment 521 Add a New Contact 332 Add a New Cost Center 336 Add a New ERP 565 Add a New Group 339 Add a New Worker 506 Add a New Worker Approver 509 Add a Project Administrator 517 Add a Reviewer 140 Add a Special Request Item 173 Add Ad-hoc Approvers and Reviewers 553 Add an Approver 163 Add an Approver / Approval Group 139 Add an Item Attachment 164 Add Attachments 162, 262 Add Authorization 215 Add Bill To Address 400 Add Buyer Accounts 328 Add Cost Center 402 Add Custom Report 288 Add Expense Items 263 Add Items to a Change Request 172 Add New Bill To Addresses 321 Add Price Catalog 458 Add Rates to Rate Tables 502 Add Ship To Address 401 Add to Cart 66, 73, 85, 101 Add to Cart, from Blanket Order Release 101 Add to Favorites 66, 73, 85 Add to Menu 301, 411 Add Users to Buying Organizations 481 Add Users to Contract Labor 479 Add View to Menu 327 Adding Custom Reports 288 Adding Rates Manually 502 Address Tab, Bill To 472 Address Tab, Ship To 468 Address Visibility, Restricting 403 Address Visibility, Restricting Bill To 404 Address Visibility, Restricting Ship To 404 Address, Add Bill To 400 Address, Add Ship To 401 Address, Delete 317 Address, Edit 314 Address, Edit Bill To 474 Address, Edit Ship To 470 Address, New 314 Address, New Bill To 473 Address, New Ship To 469 Address, Order Bill To 115 Address, Order Ship To 114 Address, View 313 Addresses Setup, Bill To 319 Addresses Setup, Shipto 367 Addresses, Add New Bill To 321 Addresses, Bill To 400 Addresses, Change User Passwords and 639 Email 480 Addresses, Delete Bill To 322 Addresses, Delete Ship To 370 Addresses, Edit Bill To 320 Addresses, Edit Ship To 368 Addresses, New Ship To 369 Addresses, Organization Bill To 400 Addresses, Organization Ship To 401 Addresses, Setup 313 Addresses, Setup Bill To 319 Addresses, Setup Billto 319 Addresses, Setup Ship To 367 Addresses, Setup Shipto 367 Addresses, Ship To 401 Addresses, View Bill To 319 Addresses, View Ship To 367 Ad-Hoc 21 Ad-Hoc Approval 21 Ad-hoc Approvers 553 Ad-hoc Approvers and Reviewers, Add 553 Ad-hoc Reviewers 554 Adjust the Required Age for an Order 638 Administer Home Organization 301 Administer Organizations 393 Administer Organizations Help, In the 393 Administer Roles 437 Administer Roles Help, In the 437 Administer Suppliers 441 Administer Suppliers Help, In the 441 Administer Users 389, 393, 437, 441 Administer Users Help, In the 389 Administration Application 299 Administration Help, In the Advanced 299 Administration Help, In the Contract Labor 477 Administration Log 461 Administration Log Help, In the 461 Administration Menu, Application 41 Administration Module, In the 557 Administration Module, In the Account 463 Administration of Privileges, Set Up and 483 Administration Process, The 479 Administration Tools 299, 478 Administration, Account 463 Administration, Advanced 259, 299, 477 Administration, Application 299 Administration, Enterprise 16 Administration, Enterprise Backend Integration 557 Administration, Integration 557 Administration, Procurement 16 Administration, Start Account 463 Administration, Start EBI 558 Administration, Start Integration 558 Administrator Role 13 Administrator, Add a Project 517 Administrators and Contacts, Project 517 Administrators, Delete Project 517 Advance Ship Notice 181 Advance Ship Notice List 183 Advanced Administration 259, 299, 477 Advanced Administration Help, In the 299 Age for an Order, Adjust the Required 638 Allocation Default Item Details, View Cost 589 Allocation Default Items, Cost 585 Allocation, Cost 585 Allocation, ERP Cost 585 Allocation, Item Cost 124, 167 Allow Back Order 410 Allow Partial Shipment 410 Alternative Items 57 Amount, Commodities Ranking By Committed 284 Amount, Shopping Cart Total 543 Amounts, Currency 212 Application Administration 299 Application Administration Menu 41 Application Settings Setup 317 Application Settings, Edit 318 Application Settings, Modify 318 Application Settings, Setup 317 Application Settings, Use 323 Application Settings, Using 454 Application Settings, View 318 Application, Administration 299 Application, Quit the 35 Application, Start the 33 Application, Start the Procurement 33, 37 Approval 20, 306 Approval , Delegate 295 Approval and Review 229 Approval and Review Help, In the 229 Approval and Review Menu 41 Approval Assignments 392, 398 Approval Assignments, User’s 392 Approval Chains 536 Approval Delegation 295 Approval Escalation 434 Approval Escalation, Set-up 434, 554 Approval Group 431 Approval Group, Add an Approver / 139 Index : 640 Approval Groups 392, 409 Approval Groups, Assign Cost Center Approvers / 551 Approval Groups, Assign Spending Limit Approvers / 553 Approval Hierarchy 22 Approval Inbox 231, 432 Approval Limit 541 Approval Limit, Spending and 541, 544 Approval Limits 538 Approval List 231 Approval Map, View the 270 Approval Preview 111, 217, 230 Approval Process Blueprint 546 Approval Process, Plan 546 Approval Process, Workflow 540 Approval Requirements 20 Approval Roles 551 Approval Roles to Users, Assign 551 Approval Roles, Create 551 Approval Route 21 Approval Status Code 306 Approval Tab 475 Approval Template, Blanket Order 419, 548 Approval Template, Blanket Order Release 420, 549 Approval Template, Change Request 425, 549 Approval Template, Check Request 422, 549 Approval Template, IT Request 423, 549 Approval Template, Navigation 423 Approval Template, Shopping Cart 418, 548 Approval Templates 408, 417 Approval Workflow 229 Approval, Account Administration 475 Approval, Ad-Hoc 21 Approval, Blanket Order 217 Approval, Cost Center 538 Approval, Delegate 295 Approval, GL 538 Approval, Online Form Preview 245 Approval, Parallel 21 Approval, Preview 245 Approval, Supplier Limit 543 Approval, Timecard 268 Approve a Timecard 269 Approve and Review Menu 41 Approve Edited Shopping Cart 234 Approve Shopping Cart 231 Approve with Changes 234 Approver 426 Approver / Approval Group, Add an 139 Approver Order Sequence, Set Up 510 Approver Role 13 Approver Sequence, Set Up the 527 Approver, Add a New Worker 509 Approver, Add an 163 Approver, Assign Blanket Order 552 Approver, Assign Special Request 552 Approver, Assign Spending Limit 553 Approver, Assign Supplier 553 Approver, Blanket Order 427 Approver, Check Request 429 Approver, Commodity 428, 550 Approver, Configure Commodity 552 Approver, Cost Center 550 Approver, Create a New 527 Approver, Delete a Worker 510 Approver, Delete an 528 Approver, IT Request 431 Approver, Navigation 431 Approver, Notes to 110 Approver, Shopping Cart 426 Approver, Shopping Cart Total 426 Approver, Special Request 427, 539 Approver, Supplier- specific 538 Approvers 408, 417, 553 Approvers / Approval Groups, Assign Cost Center 551 Approvers / Approval Groups, Assign Spending Limit 553 Approvers and Reviewers, Add Ad-hoc 553 Approvers, Ad-hoc 553 Approvers, Assign Blanket Order 552 Approvers, Assign Cost Center 551 Approvers, Assign Shopping Cart Total 551 Approvers, Assign Special Request 552 Approvers, Assign Supplier 553 Approvers, Configure 550 Approvers, Configure Commodity 552 Approvers, Configure Worker 509 Approvers, Escalation and Delegation of 269 Approvers, Project 527 Approvers/Approval Groups, Assign Cost Center 551 Approvers/Approval Groups, Assign Spending Limit 553 Archive Database Records 638 Archive Status, Setup 319 Archiving Help, In the 637 Index : 641 Archiving Orders, Prerequisites for 637 Archiving, Close Orders to Enable 638 ASN 181 ASN Detail 185 ASN Detail Pages 185 ASN Help, In the 181 ASN in Detail, View an 182 ASN List 183 ASN List, Filter the 184 ASN Material Details 189 ASN Package Details 191 ASN Tracking Details 187 ASN Transport Details 193 ASN, Respond to 195 ASNs, View a List of Available 182 Assign Approval Roles to Users 551 Assign Blanket Order Approver 552 Assign Blanket Order Approvers 552 Assign Cost Center Approvers 551 Assign Cost Center Approvers / Approval Groups 551 Assign Cost Center Approvers/Approval Groups 551 Assign Delegate 554 Assign Delegates 554 Assign Roles 392 Assign Shopping Cart Total Approvers 551 Assign Special Request Approver 552 Assign Special Request Approvers 552 Assign Spending Limit Approver 553 Assign Spending Limit Approvers / Approval Groups 553 Assign Spending Limit Approvers/ Approval Groups 553 Assign Supplier Approver 553 Assign Supplier Approvers 553 Assignment , Account 126, 168 Assignment Rate, Create an 529 Assignment Rate, Delete an 530 Assignment Rate, Edit an 530 Assignment Rates 528 Assignment, Account 126, 168 Assignment, Add a New 521 Assignment, Disable an 526 Assignment, Edit an 525 Assignment, Print an 526 Assignments, Approval 392, 398 Assignments, Manage 518 Assignments, User’s Approval 392 Associate Item 373 Association, Cancel 374 Association, Create a New Data Sync 575 Association, Create a New ERP 566 Attached File, Edit 130 Attached File, Edit an 130 Attachment File Names 131 Attachment File Sizes 131 Attachment, Add an Item 164 Attachment, Modify 109, 110, 128, 129, 130 Attachment, New 109, 110, 128, 129 Attachments 109, 128 Attachments Page 128 Attachments, Add 162, 262 Attachments, Change Request 128 Attachments, Delete Item 165 Attachments, Line Item 128 Attachments, Shopping Cart 128 Attachments, View Item Details/Item 164 Attachments, View or Delete 162 Attribute, Create a New Worker 496 Attributes 394 Attributes, Configure Worker 496 Attributes, Delete Worker 497 Attributes, Edit 396 Attributes, Edit Worker 497 Attributes, Organization 394 Attributes, Specify Additional Organization 394 Authorization, Add 215 Authorize All Organizations 383 Authorize Child Organizations 384 Authorize Individual Organizations 384 Authorize Organizations 214, 383 Automated Goods Receipt List, Filter 487 Automated Goods Receipt List, Sort 487 Automated Goods Receipt List, View 487 Automated Goods Receipt, Configure 486 Availability 55 Availability Check 56 Availability, Check 56, 108 B Back Order, Allow 410 Backend Integration Administration, Enterprise 557 Basic Information 50, 215 Basics, Help 1 Basics, The 1 Basis, Tax 122 Behalf Of a Worker, Create a Timecard On 268 Behavior, System 537 Bill Information 120 Bill Instructions 122 Index : 642 Bill To 121 Bill To Address Tab 472 Bill To Address Visibility, Restricting 404 Bill To Address, Account Administration 472 Bill To Address, Add 400 Bill To Address, Default 296 Bill To Address, Edit 474 Bill To Address, New 473 Bill To Address, Order 115 Bill To Addresses 400 Bill To Addresses Setup 319 Bill To Addresses, Add New 321 Bill To Addresses, Delete 322 Bill To Addresses, Edit 320 Bill To Addresses, Organization 400 Bill To Addresses, Setup 319 Bill To Addresses, View 319 Bill To Details, Edit 120 Bill To, Delete 322 Bill To, Edit 320 Bill To, New 321 Bill To, View 319 Billing Information 120 Billing Instructions 122 Billto Addresses, Setup 319 Blanket Order 208 Blanket Order Approval 217 Blanket Order Approval Template 419, 548 Blanket Order Approver 427 Blanket Order Approver, Assign 552 Blanket Order Approvers, Assign 552 Blanket Order Details 208 Blanket Order Help, In the Existing 221 Blanket Order Help, In the New 207 Blanket Order History 224 Blanket Order Item List 100, 217 Blanket Order List 221 Blanket Order Number 406 Blanket Order Release 97 Blanket Order Release Approval Template 420, 549 Blanket Order Release Help, In the 97 Blanket Order Release History 225 Blanket Order Release List 97 Blanket Order Release Number 406 Blanket Order Release, New 97 Blanket Order Release, Shopping Cart 102 Blanket Order Release, Special Request 101 Blanket Order Release, Special Request Edit 102 Blanket Order Type 304 Blanket Order Type Code 304 Blanket Order, Allow Catalog Search 210 Blanket Order, Allow Round Trip 211 Blanket Order, Allow Special Request 211 Blanket Order, Edit 221 Blanket Order, Existing 221 Blanket Order, New 207 Blueprint, Approval Process 546 Boolean Operators 47 BORG 14 Browse 59, 60, 83 Browse Path 46 Browse Results 61 Browse Results List 61 Browse Results, Organizing 61 Browse Results, Refine 63 Browse Sequence 46 Browse Sequence, Reset the 46 Browse the Catalog 59 Browse the Catalog Help Module, In the 59 Browse, How to 60 Browse, Restart 61 Browse, Restart the 61 Browse, Start 59 Browse, Start to 59 Browser Menus 4 Browser Tool Bar 4 Business Rules 17, 537 Business Rules, Workflow 537 Business Scenarios 602 Button, Close 257 Buttons 29, 31 Buttons and Icons 254, 256, 265, 268 Buttons, Control 254, 255, 260, 261, 266 Buttons, Icons and 29 Buyer 10 Buyer Accounts, Add 328 Buyer Accounts, Edit 329 Buyer Accounts, Specify 328 Buyer Role 13 Buyer Status 149 Buyer, Supplier Change Accepted By 615 Buyer, Supplier Change Failed Tolerance Accepted By 618 Buyer, Supplier Change Failed Tolerance Canceled By 624 Buyer, Supplier Change Failed Tolerance Rejected By 621 Buyers 10 Buying Organization 14 Buying Organization Configuration 560 Buying Organization Level 435 Index : 643 Buying Organizations 560 Buying Organizations, Add Users to 481 Buying Tools 46 C Calculation, Sales Tax 120 Cancel a Timecard 273 Cancel an Order 180 Cancel Association 374 Cancel or Restore a Special Request Item 174 Cancel Order After Response Accepted By Supplier 613 Cancel Order Before Response Accepted By Supplier 609 Cancel Order Before Response Rejected By Supplier 611 Cancel Special Request 82, 174 Canceled By Buyer, Supplier Change Failed Tolerance 624 Card Characters, Wild 48 Card, Credit 359 Cards, Wild 48 Cart Details 118 Cart Help, In the New Shopping 43 Cart Help, In the Open Shopping 93 Cart, Add to 66, 73, 85, 101 Cart, Approve Edited Shopping 234 Cart, Approve Shopping 231 Cart, Change Items in a Shopping 95 Cart, Modify Open Shopping 93 Cart, New Shopping 43 Cart, Open Shopping 93 Cart, Review Shopping 235 Cart, Save Shopping 112 Cart, Select Open Shopping 95 Cart, Shopping 45, 77, 310 Cart, Submit Shopping 111 Carts By Status Report, Shopping 280 Carts By Status, Shopping 280 Carts List, Open Shopping 94 Carts List, Shopping 134 Catalog 16 Catalog Help Module, In the Browse the 59 Catalog Help Module, In the Search the 69 Catalog Process Status 322 Catalog Update Files 323 Catalog Updates 322 Catalog Updates, Setup 322 Catalog View 209, 325, 409 Catalog View from Menu, Remove 328 Catalog View, Edit 327 Catalog View, New 326 Catalog Views 207 Catalog Views Setup 325 Catalog Views, Setup 325 Catalog, Add Price 458 Catalog, Browse 59 Catalog, Browse the 59 Catalog, Multi-supplier 76 Catalog, Search 44, 69, 219 Catalog, Search the 69, 70 Catalog, Single Supplier 76 Catalogs, Price 458 Categories, Configure Expense 489 Categories, Configure Time 492 Categories, Delete Expense 490 Categories, Delete Time 494 Categories, Delete Time or Expense 525 Categories, Disable Expense 490 Categories, Disable Time 493 Categories, Edit Expense 490 Categories, Edit Time 493 Category Code, Tax 305 Category, Create a New Expense 489 Category, Create a New Time 493 Category, Delete 365 Category, Edit Report 365 Category, New Report 364 Category, Tax 305 Center , Cost 19 Center, Cost 19 Centers, Cost 402 Chains, Approval 536 Change Accepted By Buyer, Supplier 615 Change Details 107 Change Failed Tolerance Accepted By Buyer, Supplier 618 Change Failed Tolerance Canceled By Buyer, Supplier 624 Change Failed Tolerance Rejected By Buyer, Supplier 621 Change Header Details 163 Change Items 106 Change Items in a Shopping Cart 95 Change Order 600 Change Order Accepted By Supplier 627 Change Order Changed By Supplier 631 Change Order Rejected By Supplier 629 Change Order Support 595 Change Password 297 Change Quantity 106 Change Request 157, 307 Change Request / Supplier Update List, Index : 644 Filter the 160 Change Request and Supplier Update List, Filter the 160 Change Request Approval Template 425, 549 Change Request Attachments 128 Change Request Edit Fields 407 Change Request Help, In the 157 Change Request List, Filter 160 Change Request Number 405 Change Request Page 157 Change Request Status Code 307 Change Request to Supplier, Send 176 Change Request Workflow Rules 543 Change Request Workflow Rules, Create 545 Change Request Workflow Rules, Disable 546 Change Request Workflow Rules, Edit 545 Change Request, Add Items to a 172 Change Request, Create a 157 Change Request, Delete a 174 Change Request, Edit 161 Change Request, Edit a 161 Change Requests, Internal 175 Change User Passwords and Email Addresses 480 Change Your Password 297 Change, Make a 95 Change, Mass 416 Changed By Supplier, Change Order 631 Changes List, Pending 157 Changes List, View Pending 158 Changes, Approve with 234 Changes, Price 56 Changes, Supplier Price 56 Characters, Wild Card 48 Check Availability 56, 108 Check Out 58, 91, 95, 103 Check Out Help, In the 103 Check Out Template 91 Check Request Approval Template 422, 549 Check Request Approver 429 Check Status 133, 247 Check, Availability 56 Child Organization 395 Child Organizations 395 Child Organizations, All 216 Child Organizations, Authorize 384 Child Organizations, To All 216 Child Organizations, Unauthorize 385 Choreographies, Supported 598 Choreography Constructs 592 Choreography, Purchase Order 591 Classification, Create a New Worker 495 Classification, Delete a Worker 495 Classification, Disable a Worker 495 Classification, Edit a Worker 495 Classifications, Configure Worker 494 Close Button 257 Close Orders to Enable Archiving 638 Code, Approval Status 306 Code, Blanket Order Type 304 Code, Change Request Status 307 Code, Commerce One Payment Type 302 Code, Document Type 303 Code, Edit Usage 378 Code, New Usage 378 Code, Order Status 309 Code, Payment Status 308 Code, Purpose 595 Code, Response Type 592 Code, Ship Method 305 Code, Shipment Status 311 Code, Shopping Cart Status 310 Code, Tax Category 305 Code, Usage 415 Codes 302 Codes, Advanced Administration 302 Codes, Status 149, 306 Column Description 255, 277, 278, 279, 281, 283, 284, 285, 286, 287, 288 Comments, Enter 265 Commerce One Payment Type 302 Commerce One Payment Type Code 302 Commodities Ranking By Committed Amount 284 Commodity 20 Commodity / Organization Report, Orders By 278 Commodity / Organization, Orders By 278 Commodity Approver 428, 550 Commodity Approver, Configure 552 Commodity Approvers, Configure 552 Commodity Filters, Configure 330 Commodity Filters, Edit 330 Commodity Filters, List 330 Commodity Routing 538, 542, 544, 545 Commodity Settings, Edit 386 Commodity Settings, List or View 387 Commodity Settings, Setup 386 Commodity Tolerance 412 Compare Documents 179 Index : 645 Compare Orders 179 Complete the Form 244 Configuration, Buying Organization 560 Configuration, Confirm 533 Configuration, Create a New 562 Configuration, Edit a 561 Configuration, Rules for Flexible UI 581 Configuration, Search for a 560 Configuration, Special RoundTrip 531 Configure Approvers 550 Configure Automated Goods Receipt 486 Configure Commodity Approver 552 Configure Commodity Approvers 552 Configure Commodity Filters 330 Configure E-Mail With Response Dispatch Type 446 Configure Expense Categories 489 Configure Expense Types 491 Configure Number of Days to Respond to Purchase Order 446 Configure Rate Tables 500 Configure Regions 497 Configure Rules 538 Configure Rules and Options 499 Configure Settlement 458 Configure Templates 547 Configure Time Categories 492 Configure Worker Approvers 509 Configure Worker Attributes 496 Configure Worker Classifications 494 Configure Worker Comments 511 Configure Worker Timecard Proxies 512 Configure Workers 504 Configuring OCI RoundTrip Information 451 Configuring RoundTrip Suppliers 452 Confirm Configuration 533 Confirm Goods Received 197, 198 Confirmation 112 Confirmation, Order 112 Confirmation, Supplier Update 596 Constructs, Choreography 592 Contact Information 293 Contact Visibility, Restricting 404 Contact, Add a New 332 Contact, Delete 334 Contact, Designate a Project 518 Contact, Edit 333 Contact, New 332 Contact, View 332 Contacts Setup 331 Contacts, Project Administrators and 517 Contacts, Setup 331 Contents Tab 2 Contents, Order 148 Contract 209 Contract Labor 382 Contract Labor Administration Help, In the 477 Contract Labor Overview 478 Contract Labor Privileges 481 Contract Labor Privileges and their Scope(s) 482 Contract Labor, Add Users to 479 Control Buttons 254, 255, 260, 261, 266 Conventions 6 Conventions, Terms and 6 Cookie Crumb Trail 46 Copy Multiple Users 416 Copy Rates from One Table to Another 503 Corporate Credit Card 363 Cost Allocation 585 Cost Allocation Default Item Details, View 589 Cost Allocation Default Items 585 Cost Allocation, ERP 585 Cost Allocation, Item 124, 167 Cost Center 19 Cost Center & General Ledger Account 543, 544, 545 Cost Center Account 543, 544, 545 Cost Center Approval 538 Cost Center Approver 550 Cost Center Approvers / Approval Groups, Assign 551 Cost Center Approvers, Assign 551 Cost Center Approvers/Approval Groups, Assign 551 Cost Center Report, Orders By 279 Cost Center Visibility, Restricting 403 Cost Center, Add 402 Cost Center, Add a New 336 Cost Center, Default 297 Cost Center, Delete 338 Cost Center, Edit 337 Cost Center, New 336 Cost Center, Orders By 279 Cost Center, Ship To 338 Cost Center, View 335 Cost Centers 402 Cost Centers Setup 335 Cost Centers, Organization 402 Cost Centers, Setup 335 Cost Distribution 122 Index : 646 Cost Distribution, Edit 165 Cost Distribution, Flexible UI Method 124, 167 Cost Distribution, View the Line or Expense Item 270 Create a Change Request 157 Create a Default Item 588 Create a New Account Assignment 126, 168 Create a New Approver 527 Create a New Configuration 562 Create a New Data Mapping Item 578 Create a New Data Sync Association 575 Create a New Data Synchronization Item 570 Create a New ERP Association 566 Create a New Expense Category 489 Create a New Expense Type 491 Create a New Flexible UI Item 583 Create a New Project 515 Create a New Region 498 Create a New Scheduled Job 573 Create a New Time Category 493 Create a New Timecard
