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SRM SRM GoodsConfirmations

SupplierRelationship Management
GoodsConfirmations MMSRM_CON_300
Clickanywhereontheslidetoproceedthroughthiscourse Clickanywhereontheslidetoproceedthroughthiscourse

CheckforUnderstanding
TheCheckforUnderstandingisaseriesofquestionswhichwillbepresented attheendofthecourse. YoumustsuccessfullycompletetheCheckforUnderstandingtogetcreditfor thecoursecompletion. Tocomplete:
1. 2. 3. 4. 5. 6. 7. Clickontheradiobuttonnexttoyouranswer ClickontheSubmitbutton Clickanywhereontheslidetocontinue RepeatSteps1through3foreachquestion Afteransweringallofthequestions,theQuizResultswilldisplay Uponpassing,clickontheContinuebuttontocontinuetothe nextslide Ifyoudonotpass,youwillneedtoretakethequiz.

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SRM SRM GoodsConfirmations


DefinitionofSRM
SupplierRelationshipManagement(SRM)isanSAPproductthatfacilitates
publicprocurementviaawebbasedplatform. EnablesenduserstoprocuregoodsandservicesviaaShoppingCart environment. GeneratessavingsfortheUniversitythroughuseofelectronic catalogsandcontracts.

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ImplementationPlanning
SRMImplementationSchedule
Phase1 Phase1 CampusandHealthcare PilotGroupsOnlineTraining August2011 Pilot Groups Online Training August 2011 PilotGroupsGoLive September1,2011 CampusOnlineTraining September2011 CampusGoLive October1,2011 PostGoLiveOpenlabswillbeavailableforwalkintrainingandassistance. Phase2 Phase2 Healthcare Summer2012

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SRM SRM GoodsConfirmations


RoleTerminology
NewSRM Term ShoppingCart Shopping Cart Approve Confirming

Current SAPTerm APTerm Requisition Approve/Release Receiving

SAPRole Requisitioner Approver Receiver

SRMRole Shopper Approver Confirmer

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RoleCombinations

SRMRoleCombinations
Shopper Approver pp pp Shopper Confirmer Approver Confirmer

ForsecurityreasonswithMaterialsManagementaccess, apersoncanonlyhave2ofthe3rolesavailable. l h 2 f th 3 l il bl

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SRM SRM GoodsConfirmations


SRMNewTerminology
Term Definition Personalized ObjectWorkList,a.k.a.dashboard,servesas theShoppershomeorstartingpoint,containsqueries, documenthistory,etc. Enduserspersonalsettings Also knownaspunchouts,catalogsarelocatedonexternal supplierswebsites Preloadedcontracteditemsavailable totheShopperinSRM InsteadofaRequisition, th t l tili d b Sh I t d f R i iti thetoolutilizedbyShoppersto t purchasegoodsand/orservices Processbywhichdocumentsroute toInboxeswithinSRM

POWL

Attributes Catalog Contracts ShoppingCart Workflow

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CurrentSAPPurchasingProcess

Quote

Requisition

Approval

Purchase Order Processing

Goods Goods Receipt

Invoice I i Posting

Departmentsusuallyinitiateprocesswithvendorquoteandrequisitionentry. RequisitionarrivesatPurchasingafterapproval. iii i h i f l Purchasingprocessespurchaseorderbasedonestablishedpoliciesand procedures. GoodsReceiptsandInvoicePostingscompletethe3waymatch.

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SRM SRM GoodsConfirmations


NewSRMPurchasingProcess(Catalogs/Contracts)

Create Shopping Cart

Approval

Purchase OrderAuto OrderAuto Order Auto sendsto Supplier

Goods Goods Confirmation

Invoice Invoice Posting

CatalogsandcontractsarecreatedandmaintainedbyPurchasing,thuscreatingthe ShoppingCartexperiencefortheenduser. Shopping Cart experience for the end user Ifaneededgoodorserviceisnotavailablefromacatalogorcontract,theShopper mayobtainaquoteandenterafreetextShoppingCart. EncumbranceoccurswhenShoppingCartisapproved.

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GoodsConfirmationOverview
SimilartothecurrentSAPReceivingprocess,aGoodsConfirmationmustbe completedinSRMaftergoodsorservicesarephysicallydelivered. TheGoodsConfirmationshowsphysicalreceiptofproductsorservicesin satisfactoryconditionandreleasestheinvoicepayment. if di i d l h i i IfaGoodsConfirmationisnotcompleted,paymentwillnotreleasetothe vendor. GoodsConfirmationsshouldbecompletedassoonaspossibleafterphysical receipthastakenplace.Departmentsshouldnotwaitforaninvoicepostingto occurbeforecreatingtheirGoodsConfirmation. g

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TransitionfromSAPtoSRM
GoodsConfirmerswillbegincreatingreceiptsaftertheirrespectiveGoLive dateforitemsorderedviaSRMShoppingCarts. PersonswithGoodsReceivingrolesinSAPwillcontinuetocreateGoods Receiptsfor45XXXXXXXXpurchaseordersestablishedinSAPpriortoSRM GoLive.

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PersonalSettingsOverview
PersonalSettings relatetotheuserspersonaldataandareestablishedat
SiteNavigation. Defaultinformationpopulatesintothisareabasedondatafrom HumanResourcesorgstructure. PersonalSettingsmust beconfirmedandsetupforallroles duringthefirstvisittoSRMtoensuresuccessfulexecutionoftasks.

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LogOn myUK Portal&ConfirmationsTab LogOn myUK
LaunchPadiconsarenotusedwithSRMroles.
2.Navigatetothe ConfirmationsTab

1.LogintomyUK Portal

ThePortalscreenviewisdeterminedbytheendusersassignedroles.

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POWLandSiteNavigation
SiteNavigation POWL

GoodsConfirmershavePersonalizedObjectWorkLists(POWL),a.k.a.dashboards whichcontainactivequeries,QuickCriteriaMaintenance(fordocumentsearches) anddocumentoverview.AllusershaveaNavigationPanewhichcontainsthe Inbox,settings,andcreatedocumentslinks.


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PersonalSettings
1.SelectConfirmationstab 2.ClickSettings

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PersonalSettings PersonalSettings PersonalData


4.IfchangesneedtobemadetoyourPersonal Data,clickEditandupdateinformation

FormofAddressisrequired Form of Address is required

3.ReviewPersonalData onboththePositiontab andUserAccounttab 5.ClickSave

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BeginGoodsConfirmation IdentifyPONumber BeginGoodsConfirmation
ThePurchaseOrderNumbermustbeknowntocreateaGoodsConfirmation.

1.ClickRefresh IfthePO#isunknown,click CreateDocuments Confirmation

2.SearchforthedesiredPurchaseOrderinthePOWLarea.Then,highlighttheline itemandclickCreateConfirmationwithReferencetobegintheconfirmingprocess.

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ConfirmationProcess ConfirmationProcess SearchforPONumber

1.TosearchforaspecificPurchaseOrder numberinputsearchcriteriainformation

2.ClickSearchtodisplayresults

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ConfirmationProcess ConfirmationProcess SearchforPONumber

4.ClickStart

3.HighlightthePO#fromthesearchresultslistedbelow

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ConfirmationProcess ConfirmationProcess CreateConfirmation


Whetheraccessingthepurchaseordernumberviasearchordirectlythrough thePOWL,theConfirmationscreenwillappearshowingalllineitemsand quantitiesonthePO.Ifpartialconfirmationshavebeenpreviouslyposted, SRMwillreflectonlyremainingitemsandquantities.
Componenttabscontaindetailedinformationifneededforreview Confirmationnameand packingslipnumbercan berecordedifdesired

GoodsConfirmationlineitempullsrelevantdatafromthepurchaseorder suchasdescription,outstandingquantity,unitofmeasure,price,etc.

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ConfirmationProcess
SRMassignsGoodsConfirmationnumber

1.Toconfirm,enterquantity 1 T fi i receivedoneachlineitem 2.Whenfinished,clickConfirmtofinishthetransaction

TIP:ForPOswithmultiplelines,clickCopyAllOutstanding Quantitiesbuttontoautomaticallyconfirmentirequantities. Quantities button to automatically confirm entire quantities

Ifapartialquantityisreceived,enteronlythatquantityintheConfirmQuantity column(i.e.,partialreceipt).AdditionalGoodsConfirmationsshouldbecreated whenmoreitemsarrive.FutureGoodsConfirmationswillautomaticallypopulate withremaininglineitemsandquantitiesfromthepurchaseorder.


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DeliveryCompleteIndicator
TIP:IfconfirmingforlessthanfullPOamount,butfinal delivery,checkLastDeliverybox.Thiswillreleaseany remainingencumbranceandclosethepurchaseorder.

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ReturntoPOWL

Note:FromPOWL,allconfirmationscan bedisplayedviatheConfirmationQuery be displayed via the Confirmation Query

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CancelingaGoodsConfirmation
OccasionallyaGoodsConfirmationmayneedtobecanceled.Reasonsfor cancelingaGoodsConfirmationincludeitscreationbeinginerroror reconciliationofaccountingdiscrepancies.
1.TobeginclickConfirmationswithinNavigationPane 1. To begin click Confirmations within Navigation Pane 2.ClicktoseelistingofConfirmationscreatedbyyou

3.ClickRefreshforlatestdocumentlisting

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CancelingaGoodsConfirmation

4.HighlightGoodsConfirmationnumbertobecanceled 5.ClickDelete/Cancel 5 Click Delete/Cancel

6.Confirmyestoproceed

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CancelingaGoodsConfirmation
8.ClickConfirmtocancel

7.Selectthelineitemtobecanceled. Youmayselectsingleormultipleline itemsforcancellation.

Note:TheGoodsCancellationis assignedauniquenumber.

9.ClickClosetocompletecancellation

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CreateReturnDelivery
Occasionallygoodsmayneedtobereturnedtothevendor.AReturnDeliveryisusedfor physicalreturnofgoods(e.g.,incorrectordamageditems)fromtheUniversitytothevendor.

1.BeginfromtheConfirmationswithinNavigationPane 2.ClicktoseelistingofConfirmationscreatedbyyou

3.ClickRefreshforlatestdocumentlisting

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CreateReturnDelivery

4.HighlightConfirmation numbertobereturned

5.ClickReturnDelivery 5 Click Return Delivery

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CreateReturnDelivery

7.AReturnDeliveryreasonmustbeindicated. ClickItemtabtoindicatethereason.

6.Highlightlineitemtobereturned andenterReturnQuantity

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CreateReturnDelivery

10.ClickConfirmReturntofinish

9.SelectReasonandclickSave

8.FromtheNotesSectionselect ReasonforReturnDelivery
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InboxDetails
SRMInboxisusedforcommunicationregardingeachusersdocuments.

1.ClickInbox

2.Viewdocumentmessageswhichmayincluderejections,edits,etc.ofdocuments

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Inbox Inbox FilterSettings


1.Selectoneormorecriteriato locateaspecificShoppingCart Linkshowsorhides Filtersasdesired

IfyoucannotfindaspecificShopping Cart,clickApplytoconductsearch.

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ClosingOpenWindow
UsersshouldalwaysclicktheClosebuttontoexitanopenwindow.

DonotclickXtoexitan Donotclick openwindow AlwaysclickClosebutton AlwaysclickClose toexitanopenwindow

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FixQueryLock
Warning: IfawindowisclosedusingtheXintheupperrighthandcorner ofthescreen,itispossibletobecomelockedoutofthesystem.
Youmayreceivethismessageinyour POWLiflockedoutofthesystem

2.ClickanyActiveQueryofyourchoice fromthePOWLtocontinueworking

1.Scrolltobottomofscreen andclickFixQueryLock

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LoggingOff
ClickLogOfftoendmyUKsession

IMPORTANT: IMPORTANT Donotclick thered Xinthe red X upperrighthandcornerofyourscreentoexit. upper right hand corner of your screen to exit Ifyoudo,youwillloseallyourwork Ifyoudo,youwillloseallyourwork. ClickLogOfflinkinstead.

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TipsandTricks
IfyouhaveboththeShopperandGoodsConfirmationroles,thereisa specialbuttononyourShopperPOWLwhichwillallowcreationofGoods Confirmationswithoneclick.

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SRMHelpWebSites
myHelp MM&PurchasingHelpwebsite myHelp MM&PurchasingHelpwebsite: http://myHelp.uky.edu/rwd/HTML/MM.html ContainsQuickReferenceCards(QRCs),updatedandprintable course manuals, Reference Manual, etc. coursemanuals,ReferenceManual,etc. IRISMMwebsite IRISMMwebsite:http://www.uky.edu/IRIS/MM

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