Commerce One Procurement 5.6 Help

Commerce One Procurement 5.6 Help
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 ...................................................................................... 7
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 .............................................................................................. 19
Workflow ........................................................................................................ 19
Approval Requirements ................................................................................. 20
Approval Route ............................................................................................ 21
Approval Hierarchy ...................................................................................... 22
Re-approval ................................................................................................ 22
User Interface ................................................................................................. 23
Home Row .................................................................................................. 23
Header Area ................................................................................................ 24
Workspace .................................................................................................. 25
Navigation ...................................................................................................... 25
Navigate Pages ............................................................................................ 25
Navigate Lists ............................................................................................. 26
Make Selections ........................................................................................... 26
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Free-form Text Entry ....................................................................................
Drop-down Menu .........................................................................................
Search Page ................................................................................................
Icons and Buttons ........................................................................................
27
27
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30
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
42
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 .......................................................................................
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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
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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
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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
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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
Pending Changes List ......................................................................................157
Filter the Change Request / Supplier Update List .................................................159
Change Request Page ......................................................................................160
Hyperlinks .................................................................................................160
Order Information .......................................................................................161
Item Details / Item Attachments ...................................................................161
Tax Details Page .........................................................................................163
Buttons .....................................................................................................163
Respond to Supplier Update .............................................................................164
Compare Documents .......................................................................................165
Cancel an Order .............................................................................................166
Supplier Update Detail .....................................................................................168
Change Request Header Detail .........................................................................170
Bill Information ..........................................................................................170
Ship Information .........................................................................................171
19. Advance Ship Notice ............................................................. 173
Shipping Notification .......................................................................................173
View a List of Available ASNs ........................................................................174
View an ASN in Detail ..................................................................................174
ASN List ........................................................................................................175
Filter the List ..................................................................................................176
ASN Detail Pages ............................................................................................177
General .....................................................................................................178
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Cost ..........................................................................................................178
Weights & Measures ....................................................................................179
Notes ........................................................................................................179
ASN Tracking Details .......................................................................................179
ASN Material Details ........................................................................................181
ASN Package Details .......................................................................................183
ASN Transport Details .....................................................................................185
Respond to ASN .............................................................................................187
20. Confirm Goods Received ....................................................... 189
Desktop Receiving ..........................................................................................189
Receiving List .................................................................................................190
Filter the List ..................................................................................................192
Receipt Entry .................................................................................................193
Order Information .......................................................................................194
Shipment Information .................................................................................194
Item Details ...............................................................................................194
Data Entry Form .........................................................................................195
Receipt History Log .........................................................................................195
Order Information .......................................................................................196
Receipt List ................................................................................................196
21. New Blanket Order ................................................................ 199
Catalog Views ................................................................................................199
Blanket Order .................................................................................................200
Catalog View ..............................................................................................201
Contract ....................................................................................................201
General Information ....................................................................................201
Date Ranges ..............................................................................................204
Currency Amounts ......................................................................................204
E-mail Notification ......................................................................................205
Notes ........................................................................................................206
Authorize Organizations ...................................................................................206
Basic Information .......................................................................................207
Add Authorization .......................................................................................207
Unauthorize ...............................................................................................208
Approval Preview ............................................................................................209
Manage Items ................................................................................................209
Search Catalog ...........................................................................................211
22. Existing Blanket Order .......................................................... 213
Blanket Order List ...........................................................................................213
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Filter the List ..................................................................................................216
History ..........................................................................................................216
Release History ..............................................................................................217
23. Approval and Review ............................................................ 221
Approval Workflow ..........................................................................................221
Approval Preview ............................................................................................222
Approval Inbox ...............................................................................................223
Approval List ..................................................................................................223
Approve with Changes .....................................................................................226
Review List ....................................................................................................227
Workflow History ............................................................................................229
History Log ....................................................................................................231
View Differences .............................................................................................232
24. Online Forms ........................................................................ 235
Online Form Template .....................................................................................235
Complete the Form .........................................................................................236
Edit the Form .................................................................................................237
Preview Approval ............................................................................................237
Submit the Form ............................................................................................238
25. Online Form Status ............................................................... 239
Check Status ..................................................................................................239
Online Form List .............................................................................................240
Filter the List ..................................................................................................241
Process Map ...................................................................................................242
History Log ....................................................................................................243
26. Invoice Presentment ............................................................. 245
Invoice List Page ............................................................................................245
Sort or Filter Invoices ..................................................................................245
Control Buttons ..........................................................................................246
Buttons and Icons .......................................................................................246
Invoice Presentment Report .........................................................................246
Invoice Details Page ........................................................................................247
Buttons and Icons .......................................................................................248
27. Reports ................................................................................. 251
Print Report ...................................................................................................251
Run Reports ...................................................................................................251
Predefined Reports ..........................................................................................252
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Orders By Organization ................................................................................253
Orders By Commodity / Organization .............................................................254
Orders By Cost Center .................................................................................255
Shopping Carts By Status ............................................................................256
Shopping Cart Items By Requester ................................................................257
Receipts By Part / Supplier ...........................................................................258
Receipts By Supplier / Part ...........................................................................259
Commodities Ranking By Committed Amount .................................................260
Orders By Supplier - Summary .....................................................................261
Orders By Supplier - Detail ...........................................................................262
Privileges by Organization / User ..................................................................263
Add Custom Report .........................................................................................264
28. User Profile ........................................................................... 265
View Profile ....................................................................................................265
General .........................................................................................................266
ID & Spending Limit ....................................................................................267
Contact Information ....................................................................................267
Credit Card Information ...............................................................................268
Delegation .....................................................................................................269
Delegate Approval ......................................................................................269
Disable Delegation ......................................................................................270
Preferences ....................................................................................................270
Change Password ...........................................................................................271
29. Services ................................................................................ 273
Select a Service ..............................................................................................273
30. Advanced Administration ...................................................... 275
Administration Tools ........................................................................................275
Tree Menu .................................................................................................276
Add to Menu ..............................................................................................277
Remove from Menu .....................................................................................277
Home Organization .....................................................................................277
Codes ...........................................................................................................278
Commerce One Payment Type ......................................................................278
Document Type ..........................................................................................279
Blanket Order Type .....................................................................................280
Ship Method ...............................................................................................281
Tax Category .............................................................................................281
Status Codes ..............................................................................................282
Approval ....................................................................................................282
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Change Request .........................................................................................283
Payment ....................................................................................................284
Order ........................................................................................................284
Receive .....................................................................................................285
Shopping Cart ............................................................................................286
Shipment ...................................................................................................287
Setup ............................................................................................................287
Setup Addresses .............................................................................................289
View Address .............................................................................................289
Edit Address ...............................................................................................289
New Address ..............................................................................................290
Tax Edit .....................................................................................................291
Identifier Edit .............................................................................................292
Delete Address ...........................................................................................293
Setup Application Settings ...............................................................................293
View Settings .............................................................................................294
Edit Settings ..............................................................................................294
Setup Bill To Addresses ...................................................................................295
View Bill To ................................................................................................295
Edit Bill To .................................................................................................296
New Bill To ................................................................................................297
Delete Bill To ..............................................................................................298
Setup Catalog Updates ....................................................................................298
Catalog Process Status ................................................................................299
Catalog Update Files ....................................................................................299
Use Application Settings ..............................................................................299
Setup Catalog Views .......................................................................................301
New Catalog View .......................................................................................302
Edit Catalog View ........................................................................................303
Add View to Menu .......................................................................................303
Remove View from Menu .............................................................................304
Add Buyer Accounts ....................................................................................304
Edit Buyer Accounts ....................................................................................305
Configure Commodity Filters ........................................................................306
Setup Contacts ...............................................................................................307
View Contact ..............................................................................................308
New Contact ..............................................................................................308
Edit Contact ...............................................................................................309
Delete Contact ...........................................................................................310
Setup Cost Centers .........................................................................................311
View Cost Center ........................................................................................311
New Cost Center .........................................................................................312
Edit Cost Center .........................................................................................313
Delete Cost Center ......................................................................................314
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Procurement Help
Ship To Cost Center ....................................................................................314
Setup Currency Exchanges ...............................................................................315
New Group .................................................................................................315
Edit Group .................................................................................................316
Exchange Rates ..........................................................................................316
Setup MarketSite ............................................................................................318
New ..........................................................................................................319
Edit ...........................................................................................................319
Delete .......................................................................................................320
Setup Online Form ..........................................................................................321
New Form Template ....................................................................................321
Edit Template .............................................................................................322
Delete Template .........................................................................................323
Setup Order Tolerances ...................................................................................323
View Tolerances ..........................................................................................326
New Order Tolerance ...................................................................................326
Edit Tolerance ............................................................................................328
Delete Tolerance .........................................................................................331
Setup Payments .............................................................................................331
Payment Term ............................................................................................331
Payment Type ............................................................................................333
Credit Card ................................................................................................335
Setup Reports ................................................................................................340
New Report Category ..................................................................................340
Edit Report Category ...................................................................................341
Delete Category ..........................................................................................341
New Report ................................................................................................341
Edit Report ................................................................................................342
Delete Report .............................................................................................342
Setup Ship To Addresses .................................................................................343
View Ship To ..............................................................................................343
Edit Ship To ...............................................................................................344
New Ship To ...............................................................................................345
Delete Ship To ............................................................................................346
Setup a Smart Form ........................................................................................346
New Smart Form ........................................................................................347
Edit Smart Form .........................................................................................348
Delete Smart Form .....................................................................................349
Associate Item ...........................................................................................349
Cancel Association ......................................................................................350
Setup Taxes ...................................................................................................350
New Tax Instance .......................................................................................351
Edit Tax Instance ........................................................................................352
New Tax Entity ...........................................................................................352
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Edit Tax Entity ............................................................................................353
New Usage Code .........................................................................................354
Edit Usage Code .........................................................................................354
New Direct Pay Product Exemption ................................................................355
Edit Direct Pay Product Exemption ................................................................355
Setup Units of Measure ....................................................................................356
31. Administer Users .................................................................. 359
New User .......................................................................................................360
Search ..........................................................................................................360
Details ......................................................................................................361
Organizations .............................................................................................361
Roles ........................................................................................................362
Approval Assignments .................................................................................362
Approval Groups .........................................................................................362
32. Administer Organizations ..................................................... 363
New Organization ...........................................................................................363
Existing Organization ......................................................................................364
Attributes ..................................................................................................365
Child Organization ......................................................................................365
Edit Attributes ................................................................................................366
Home Users ...............................................................................................367
Users ........................................................................................................368
Bill To Addresses ........................................................................................370
Ship To Addresses ......................................................................................372
Cost Centers ..............................................................................................373
Customize IDs ............................................................................................375
Organization Settings ..................................................................................377
Change Request Edit Fields ..........................................................................378
Workflow ...................................................................................................379
Catalog View ..............................................................................................380
Supplier Options .........................................................................................380
Commodity Tolerance ..................................................................................383
Currency Exchange Groups ..........................................................................383
Spending Rules ...........................................................................................384
Organization MarketSite ...............................................................................385
Organization DDIDs ....................................................................................387
Usage Code ................................................................................................388
Tax Entity ..................................................................................................389
Restricting Visibility .........................................................................................389
Restricting Cost Center Visibility ...................................................................389
Restricting Address Visibility .........................................................................390
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Restricting Contact Visibility .........................................................................390
Restricting Bill To Address Visibility ...............................................................390
Restricting Ship To Address Visibility .............................................................391
Mass Change ..................................................................................................391
Workflow Services ..........................................................................................392
Shopping Cart Approval Template .................................................................392
Blanket Order Approval Template ..................................................................394
Blanket Order Release Approval Template ......................................................395
Check Request Approval Template ................................................................397
IT Request Approval Template ......................................................................398
Shopping Cart Total Approver .......................................................................399
Blanket Order Approver ...............................................................................400
Special Request Approver ............................................................................400
Commodity Approver ...................................................................................401
Check Request Approver ..............................................................................402
IT Request Approver ...................................................................................404
Approval Group ..........................................................................................404
Set-up Approval Escalation ...........................................................................408
Settlement .....................................................................................................408
EBO Level ..................................................................................................408
Buying Organization Level ............................................................................408
33. Administer Roles ................................................................... 411
New Role .......................................................................................................411
Existing Role ..................................................................................................412
34. Administer Suppliers ............................................................. 415
New Supplier ..................................................................................................416
Existing Supplier .............................................................................................417
Information ................................................................................................417
Accounts ...................................................................................................418
Supplier Ship Method ..................................................................................418
Supplier Dispatch ........................................................................................419
Supplier Payment Type ................................................................................420
Supplier MarketSite .....................................................................................421
Supplier DDIDs ...........................................................................................423
Supplier RoundTrip .....................................................................................423
What is RoundTrip ......................................................................................423
Supplier Minimum Requirements ...................................................................424
Tax Registration .........................................................................................431
Supplier Options .........................................................................................431
Edit Account ...................................................................................................431
New Account ..............................................................................................431
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Edit Account ...............................................................................................432
Price Catalogs ............................................................................................433
Configure Settlement ......................................................................................433
Supplier Level ............................................................................................433
35. Administration Log ............................................................... 435
Logged Events ................................................................................................435
View Log .......................................................................................................435
36. Application Privileges ........................................................... 437
Procurement Privileges ....................................................................................437
Administrator Privileges ...................................................................................443
37. Application Settings .............................................................. 449
EBO Database ................................................................................................449
AdminForms Section ...................................................................................450
Attachments Section ...................................................................................451
Catalog Section ..........................................................................................451
DataAccess Section .....................................................................................454
Defaulting Section .......................................................................................454
Defaults Section .........................................................................................455
DirectConnect Section .................................................................................456
Dispatch Section .........................................................................................456
EIPP Section ..............................................................................................456
Event_Log Section ......................................................................................456
Event_Log_Filters Section ............................................................................457
Event_Log_Resources Section ......................................................................457
OnDemand Section .....................................................................................457
OrderConfirmation Section ...........................................................................458
OrderMonitor Section ..................................................................................458
OrderResponse Section ................................................................................458
OrderStatus Section ....................................................................................458
Paging Section ...........................................................................................459
QuickCheck Section .....................................................................................459
RoundTripSession Section ............................................................................459
SearchScreen Section ..................................................................................459
SecurityCache Section .................................................................................460
SecurityLogin Section ..................................................................................460
Session Section ..........................................................................................462
SSL Section ...............................................................................................462
Subscription Section ....................................................................................463
SysUser Section ..........................................................................................463
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Procurement Help
UI Section ..................................................................................................463
Upload Section ...........................................................................................464
Workflow Section ........................................................................................464
Host Database ................................................................................................465
Admin Forms Section ..................................................................................466
Caching Section ..........................................................................................466
Event_Log Section ......................................................................................466
Event_Log_Filters Section ............................................................................466
Event_Log_Resources Section ......................................................................467
Help Section ...............................................................................................467
I18N Section ..............................................................................................468
Messenger_Trace_Dirs Section .....................................................................468
SecurityCache Section .................................................................................468
SSL Section ...............................................................................................469
SSO Section ...............................................................................................469
Subscription Section ....................................................................................469
38. Account Administration ......................................................... 471
Start Account Administration ............................................................................471
Credit Card Tab ..............................................................................................472
New Credit Card .........................................................................................474
Edit Credit Card ..........................................................................................475
Ship To Address Tab .......................................................................................476
New Ship To Address ...................................................................................477
Edit Ship To Address ...................................................................................478
Bill To Address Tab .........................................................................................480
New Bill To Address .....................................................................................481
Edit Bill To Address .....................................................................................482
Approval Tab ..................................................................................................483
39. Special RoundTrip Configuration ........................................... 485
Intermediary Setup .........................................................................................485
Confirm Configuration .....................................................................................487
40. Workflow Primer ................................................................... 489
Workflow Services Overview .............................................................................489
Approval Chains .........................................................................................490
Routing .....................................................................................................490
Workflow Business Rules ..............................................................................491
Enable and Disable Workflow ........................................................................492
Order Tolerance Service Overview .....................................................................493
Order Monitoring Service Overview ...................................................................493
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Workflow Approval Process ..............................................................................494
Workflow Rules ...........................................................................................494
Inheritance ................................................................................................496
Approval Process Blueprint ...........................................................................496
Configure Templates .......................................................................................497
Shopping Cart Approval Template .................................................................497
Blanket Order Approval Template ..................................................................498
Blanket Order Release Approval Template ......................................................499
Configure Approvers ........................................................................................499
Create Approval Roles .................................................................................500
Assign Approval Roles to Users .....................................................................500
Assign Cost Center Approvers / Approval Groups .............................................501
Assign Shopping Cart Total Approvers ...........................................................501
Assign Blanket Order Approvers ....................................................................501
Assign Special Request Approvers .................................................................501
Configure Commodity Approvers ...................................................................502
Assign Supplier Approvers ............................................................................502
Assign Spending Limit Approvers / Approval Groups ........................................502
Add Ad-hoc Approvers and Reviewers ............................................................503
Assign Delegates ........................................................................................503
Set-up Approval Escalation ...........................................................................504
41. Enterprise Backend Integration Administration .................... 507
Start EBI Administration ..................................................................................508
Icons and Meanings ........................................................................................509
Buying Organizations ......................................................................................510
Search for a Configuration ...........................................................................510
Edit a Configuration ....................................................................................511
Create a New Configuration ..........................................................................512
ERP Systems ..................................................................................................513
Search for an ERP System ............................................................................514
Edit an ERP System .....................................................................................515
Add a New ERP ...........................................................................................515
Create a New ERP Association .......................................................................516
Data Synchronization ......................................................................................517
Search for a Data Synchronization Item .........................................................518
Edit a Data Synchronization Item ..................................................................518
Create a New Data Synchronization Item .......................................................520
Job Schedules ................................................................................................521
Search for an Job ........................................................................................522
Edit a Scheduled Job ...................................................................................522
Create a New Scheduled Job ........................................................................523
Start and Stop Scheduler Jobs ......................................................................524
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Create a New Data Sync Association ..............................................................525
View the Scheduler Job Log ..........................................................................525
Data Mapping .................................................................................................526
Search for a Data Mapping Item ...................................................................526
Edit a Data Mapping Item ............................................................................527
Create a New Data Mapping Item ..................................................................528
View Data Mapping Item Details ...................................................................529
Flexible User Interface .....................................................................................530
Rules for Flexible UI Configuration .................................................................531
Search for a Flexible UI Item ........................................................................531
Edit a Flexible UI Item .................................................................................532
Create a New Flexible UI Item ......................................................................533
Cost Allocation ...............................................................................................535
Search for a Default Item .............................................................................535
Edit a Default Item ......................................................................................536
Create a Default Item ..................................................................................538
View Cost Allocation Default Item Details .......................................................539
Help with Search ............................................................................................540
42. Index .................................................................................... 541
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Procurement Help
1
The Basics
Welcome to Procurement 5.6.2 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 5.6.2
Copyright © 2003 Commerce One Operations, Inc. All rights reserved.
Commerce One Procurement is a trademark of Commerce One Operations, Inc.
COMMERCE ONE
4440 Rosewood Drive
Pleasanton, CA 94588
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 Operations, Inc.
Commerce One, Powering the Business Internet, Many Markets. One Source.,
Commerce One Source, Commerce One Buy, Commerce One Procurement,
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Process Manager, Commerce One Web Services Framework, Commerce One
Auction, Transaction Manager, Commerce One Business Intelligence Framework,
The Basics
1
How to Get Help
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September 14, 2003 - 20:27
How to Get Help
This topic explains the basics of how to:
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Access Online Help,
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Navigate Online Help,
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Print Online Help, and
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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
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Procurement Help
How to Get Help
After you click this icon. the Procurement application opens a new browser
window containing:
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The Contents Tab,
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The Index Tab,
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The Search Tab, and
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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:
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:
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View the relevant topic in the Text Frame, to the right of the browser window,
or
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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 Basics
3
How to Get Help
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.
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.
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In most versions of Internet Explorer, click View | Go to | Back or Forward.
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In most versions of Netscape Communicator, click Go Back or Forward.
In either case:
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Procurement Help
Back steps back through topics in the sequence that you read them.
How to Get Help
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Forward returns forward through your sequence or 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.
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Click the Back button to step back through topics in the sequence that you read
them.
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Click the Forward button to return forward through your sequence of
previously read topics.
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:
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Go [Back] to the last viewed page,
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Go [Forward] to the next viewed page, or
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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.
The Basics
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How to Get 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.
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
If you cannot resolve a problem using the Procurement application online, you
should contact the designated support representative for your Procurement
application installation.
The Administrator or Help Desk can provide you with technical support, or obtain
further assistance from Commerce One. You should keep a note of a phone
number or e-mail address for this local technical support representative.
If you are unable to locate a source of local technical support, you may:
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Contact Commerce One Technical Support by email:
[email protected]
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Procurement Help
Terms and Conventions
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Get more information at the Commerce One Technical Support web site:
www.commerceone.com
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Find updates to published documentation:
https://customersolution.commerceone.com/
Terms and Conventions
Certain terms used throughout this online help have special meanings:
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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.
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Press
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.
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Click
Position the mouse pointer over a screen image and click the left mouse
button.
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Right-click
Position the mouse pointer over a screen image and click the right mouse
button.
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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 Basics
7
Terms and Conventions
“...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.
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Procurement Help
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Overview
In the Overview Help Module
To view help, click a help topic title in the list in the left-hand frame, or click:
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Online Procurement
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User Roles
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Buying Organization
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Procurement Administration
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Workflow
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User Interface
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Navigation
Online Procurement
The Procurement application is a browser-based application that uses a simple
web browser interface for communication between:
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Business Buyers,
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An e-Marketplace, and then on to
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Their Suppliers
The application allows professional and casual corporate users to:
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Access an online, multi-supplier catalog of products and services they need in
their work,
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Search the Catalog for a specific item, or Browse the Catalog for categories of
purchasable items,
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Make a RoundTrip to a suppliers web site to order specialized or customized
products,
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Compare alternative Suppliers for an item,
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Quickly re-order recurring items using lists of Favorite Items, or Shopping
Overview
9
Online Procurement
Cart Templates,
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Make online checks of item availability and current price from a number of
Suppliers.
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Check Out a Shopping Cart containing an assortment of needed items and
quantities,
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Submit the Shopping Cart to be processed according to the business rules of
their Buying Organization, and monitor the Shopping Cart Status,
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Users with the Approver Role may also monitor Order Status, and issue
Change Requests to suppliers, and
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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:
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Submitting and tracking Online Forms,
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Bidding in Auctions,
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Invoice Payment, and
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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:
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Shop for items, and add them to a Shopping Cart,
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Check Out the Shopping Cart and add billing and shipping instructions,
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Route Shopping Carts to authorized approvers for approval,
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Create Orders and send them to various suppliers for fulfillment,
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Manage Change Requests and other updates from suppliers,
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Receive advance notice of shipping and packaging details, and
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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.
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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:
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Creates Orders for the items in your Shopping Cart, and
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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:
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Evaluates each Order before forwarding it to the appropriate supplier,
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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.
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Automatically forwards valid Orders to Integrated Supplier for fulfillment.
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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:
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View an Catalog incorporating products of commodities and suppliers suited
to their purchasing needs, and
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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:
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Buyer Role
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Approver Role
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Reviewer Role
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Administrator Role
Your User Profile identifies you to the Procurement application when you Log In.
It also informs the Procurement application about:
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Your most commonly used billing and shipping information, such as credit
card numbers, billing and shipping addresses, and cost centers for your
purchases,
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Your spending limit,
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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:
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Browse the Catalog for a category of item,
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Search the Catalog for a particular brand or model of item,
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Select from a saved list of their Favorite Items,
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Make a RoundTrip to shop at a supplier’s web site,
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Order regular batches of items using Shopping Cart Templates.
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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.
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Reviewers do not have the ability to approve Shopping Carts or Orders, only to
comment on them.
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Reviewers are not permanently assigned in the workflow. They may be added
by a buyer voluntarily, as needed.
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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:
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Buyers,
Overview
13
Buying Organization
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Approvers / Approval Groups, and Reviewers,
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Buying Organizations,
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Roles, and
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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:
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Codes
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Setup
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Administer Users
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Administer Organizations
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Administer Roles
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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:
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Buying Organizations
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ERP Systems
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Data Synchronization
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Job Schedules
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Data Mapping
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Flexible User Interface
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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:
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Different business units,
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Regional divisions, or
Procurement Help
Buying Organization
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Job function.
For example, there may be:
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An organization for everyone who needs access to suppliers of plumbing
materials,
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Another organization for buyers of automotive parts,
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Another for office supplies, and so on.,
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And so on
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:
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Each Buying Organization contains users who all need to select and purchase
from the same subset of the items and suppliers in the complete the
Procurement application Catalog (that is, all of the items, in all of the
suppliers’ catalogs.)
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The contents of the entire the 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.
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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.
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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:
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The enterprise is sub-divided into several Buying Organizations,
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Each Buying Organization may be sub-divided into child Buying
Organizations,
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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.
Overview
15
Procurement Administration
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.
Note: Approvers may be an individual approver or a member of an approval
group.
For casual buyers, the most important information is that:
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Different Buying Organizations may have access to different catalogs, and
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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 the 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.
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Procurement Help
Procurement Administration
The following sections describe steps you complete and important information
you should understand before you use Administration:
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Define your Business Rules and obtain data supplied by Commerce One,
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Understand important Procurement application rules and Key Concepts, and
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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:
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How the system represents business structures.
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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.
Overview
17
Procurement Administration
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.
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
18
Procurement Help
can operate on information for an
enterprise, and all items in an
enterprise.
Workflow
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 the Procurement application terms which are helpful are:
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.
Overview
19
Workflow
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
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.
20
!
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.
Procurement Help
Workflow
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:
!
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,
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.
Overview
21
Workflow
!
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.
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:
!
22
Procurement Help
New approval steps are added, and
User Interface
!
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.
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 workflowProcess 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:
Overview
23
User Interface
Return to the Procurement Home Page, to select another
option.
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.
24
Procurement Help
Navigation
Workspace
The workspace forms the body of each application page. In the workspace there
may be:
!
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:
"
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 of 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).
Overview
25
Navigation
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.
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: 1 - 8 / 8
Make Selections
In the Procurement application, there are three methods for making selections
and supplying information to the system:
26
!
Free-form Text Entry,
!
Selecting from a Drop-down Menu, and
!
Searching in a Search Page.
Procurement Help
Navigation
Free-form Text Entry
The Procurement application interface displays an empty, white text box, with an
insertion point. For example:
Supplier name:
| ________
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.
Overview
27
Navigation
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:
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 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
28
Procurement Help
Navigation
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:
!
If you supply too few characters, or too many wild card characters, the
Procurement application or Database server may retrieve too many results and
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
Overview
29
Navigation
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. For example:
!
Action Icons - Colored free-form images indicating an action that you can be
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 that the logged on 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 you can be
performed on the item. For example:
30
Procurement Help
Navigation
Go to the Procurement Home Page
Open the Online Help window
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:
Overview
31
Navigation
Submit
In this document, when describing the use of this type of button, we use the
convention [Text].
For example:
“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 use, 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:
4. Click in the User Name text box and type your user name.
5. Click in the Password text box and type your password
6. 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.
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.
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 you
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
Organization’s catalog.
Workspace
!
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,
!
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. 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:
!
Auction
If available, you may obtain instructions by viewing the Online Help for
Commerce One Online Auctions.
!
MarketSite.net
If you have an internet connection, you may connect to the Commerce One emarketplace, providing global e-commerce services to buyers, suppliers and
net market makers.
!
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
Procurement Home Page
39
Shop Menu
"
!
!
Approve and Review Menu
Administration Activities
"
Reports Menu
"
Application Administration 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
Procurement Help
View the Order Status for orders created from a Shopping Cart, see any
Manage Purchasing Menu
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
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
Procurement Home Page
41
Application Administration Menu
and date range, and send the report to an output file for printing of
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.
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.
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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.
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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:
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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”.
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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”.
Only double quotes can be used and they must be in matching, opening and
closing pairs. For example:
!
12” ruler
The Procurement application retrieves nothing, reporting an error because the
opening quote was not matched by a closing quote.
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Wild Card Characters
The only acceptable wild card characters is the asterisk (*) symbol. It may be used
to perform searches of these types:
!
Auto-wild: search for words beginning with, or containing one or more
specified word fragment.
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”.)
!
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:
!
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
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49
Buying Tools
and configuration. Not every language is natively supported by all database
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
Procurement Help
Buying Tools
Tech Spec
A technical document or specification
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.
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If there is a tiered pricing schedule for the item, a table is displayed containing:
!
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:
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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.
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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 customizes 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
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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.
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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 Pending Changes
List.
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
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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-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:
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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 browsing, 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:
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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 interests 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 way 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.
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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, this 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
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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:
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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
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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.
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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:
"
manufacture
"
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 way 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.
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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.
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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 applies 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.
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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
you to 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.
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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.
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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 template 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:
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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 Sys User that created them. Only
Shared templates can be viewed by users other than the Sys
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 Sys User that created them. Only
Shared templates can be viewed by users other than the Sys
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,
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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:
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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) 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) 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 have 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.
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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
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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, or
!
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 from.
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, 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 Orders 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:
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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.
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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 the 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 supplies.
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:
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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
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 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.
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.
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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]:
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!
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:
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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 are 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].
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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
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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].
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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
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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:
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!
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
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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:
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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
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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 usage code 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:
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!
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.
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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:
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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.
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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:
"
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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
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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 with 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 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:
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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.
4. When you have finished viewing attachments, click [Close] to return the
Shopping Cart Page or Change Request Page.
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
your organization.
4. Click in the Type your purpose here text box and type an explanation of why
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Attachments Page
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:
!
Attachment File Names
!
Attachment File Sizes
When a Shopping Cart or item is deleted, the Procurement application also deletes
the attached files.
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Procurement Help
Attachments Page
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.
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Attachments Page
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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
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Shopping Carts List
This list contains all currently open and submitted Shopping Carts. Depending on
your Procurement application role, you 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.
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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 Sys User that created them. Only Shared templates can be
viewed by users other than the Sys 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:
"
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Procurement Help
Organization — 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
Filter the List
Choose your Organization drop-down menu before starting this Shopping
Cart.
"
Shopping Cart Name — Unique identifier assigned to the Shopping Cart
when created, unless the buyer chose to name the Shopping Cart.
"
Requester — 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 — Unique identifier assigned to the Shopping Cart when
created, unless the buyer chose to name the Shopping Cart.
"
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 who’s
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:
!
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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:
!
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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
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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)
"
Pending Changes List
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.
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
"
Cost
"
Supplier
"
Order Status
"
Supplier Status
"
Transmission Status
2. Click in the filter by buyer status drop-down menu, and select from:
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Procurement Help
"
All
"
Accepted by Supplier
"
Approved
Filter the List
"
Cancelled by Buyer
"
Change Pending
"
Completed
"
Failed to Send
"
Invalid Data
"
Other
"
Pending Action
"
Received
"
Rejected by Supplier
"
Waiting for Response
3. Click in the filter by supplier status drop-down menu, and select from:
"
All
"
Accepted
"
Cancelled
"
Completed
"
New Order
"
No Info
"
Not Accepted
"
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
"
Failed at Supplier
"
Invalid Data
"
Ready to Send
"
Retry
"
Sent to E-mail
"
Sent to Fax
Order Status
147
Order Contents
"
Sent to MarketSite
"
Sent to Printer
"
Sent to Supplier
5. Use the following text boxes to filter your search further:
Text Box
Type the...
filter by order number
Lowest Order number you wish to
see
filter by requester
Name of a registered buyer
filter by organization
Name of a Buying Organization
For a list of Buying Organizations
available to you, go to your Home
page, and view the 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.
filter by Order Name
Order name
filter by Supplier
Supplier name
6. Enter an Order date range, using the from and to drop-down boxes.
7. 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:
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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
!
Cancelled
!
Completed
!
New Order
!
No Info
!
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 Order and view its contents:
Order Status
151
Tracking Numbers List
Click this icon to expand the ASN and view its contents,
prices, and total cost (including tax.)
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.
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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, your may see ASNs for one or more Buying
Organizations. next to any displayed Order.
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.
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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
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Procurement Help
18
Change Request
In the Change Request Help
To view help, click a help topic title in the list in the left-hand frame, or click:
!
Pending Changes List
!
Filter the Change Request / Supplier Update List
!
Change Request Page
!
Respond to Supplier Update
!
Compare Documents
!
Cancel an Order
!
Supplier Update Detail
!
Change Request Header Detail
Pending Changes List
Select the Pending Changes tab on the Order Status Page.
The Procurement application displays the Change Request and Supplier Update
List containing a list of all documents pending for current Orders.
The Change Request and Supplier Update List contains:
!
Tabs to select the Change Request and Supplier Update List (to the front, by
default) or the Orders List,
!
A group of fields used to Filter the Change Request / Supplier Update List, and
!
A list of documents, information about them, and actions you can perform.
Depending on your Procurement application privilege, you may see documents for
one or more Buying Organizations.
The Change Request and Supplier Update List has columns, as follows:
Change Request
157
Pending Changes List
158
Organization
Buying Organization name.
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:
Procurement Help
"
All
"
Approved
"
Invalid Data
"
Open
"
Pending Buyer response
"
Pending Supplier Response
"
Response Received
"
Supplier Process Failed
Filter the Change Request / Supplier Update 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.
Action include:
Edit this document.
Delete this document.
Set-up a printed report on this document.
Respond to a Supplier Update.
Compare this change document with the original
Order.
Display the Order History Log containing a log of
all actions performed on the Order.
Filter the Change Request / Supplier Update List
The Change Request and Supplier Update List displays all available change
documents. By default, the list is sorted by change document 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 change document that interests you:
1. Optionally select values from the sort by, filter by change request, or filter by
Change Request
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Change Request Page
document type drop-down menus.
2. Optionally, click in the filter by supplier, filter by date, filter by associated
order number, filter by reference number, filter by associated order requester,
filter by associated order name, and type in the appropriate information. You
can also 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.
3. Click [Go].
The Procurement application selects all of the available change documents that
meet your filter selections and re-displays a new list.
Change Request Page
To access Change Requests:
Click this icon in any document list, to create a new change
request based on a current Order.
Click this icon in any document in an Order Status Page, to
request cancellation of an Order.
Click this icon in a Pending Changes List, to open a current
Change Request, view its contents and, if necessary, edit
the information.
The Procurement application displays the Change Request page, containing:
!
Hyperlinks to view Attachments Pages and Header Details,
!
Basic Order Information, Shopping Cart and Item Details / Item Attachments,
!
Buttons for changing item information.
Hyperlinks
Click attachments to view the Change Request Attachments Page with a list of the
attachments that have been added to the item Shopping Cart, Order or Change
Request. You may add an attachment, remove one, or modify the pathname or
explanatory Purpose for the attachment.
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Procurement Help
Change Request Page
Click header details to view Change Request Header Detail, such as billing and
shipping addresses.
Order Information
The Procurement application displays, for the selected Order (or the Order to
which the select Change Request refers):
!
Supplier name
!
Order Name
!
Order Number
!
Order Date
!
Buying Organization of the buyer from who’s Shopping Cart the order was
created
!
Requisitioner - the buyer’s full name
None of this information is editable.
Item Details / Item Attachments
The Procurement application displays this information for the Order.
For each item in the Order, the Procurement application displays:
Quantity
Quantity of the item originally ordered in an
Order, or requested for update in a Change
Request. To change this quantity:
Click in the Quantity text box, and type the
quantity of an item you want to buy (whole
numbers, using 0 through 9 only, no fractions or
decimals.)
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 the long description and other details such
as pictures, technical drawing, animations, web
page links, etc.
Compare alternative items and suppliers.
Change Request
161
Change Request Page
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:
View the Supplier Update Detail page, on which
you can select to:
change the requested delivery date, ship
method, shipping, tax information, or other
special instructions and comments for the item
or the entire Shopping Cart.
add attachments to an item.
adjust the percentage of cost for a particular
item in the Shopping Cart distributed to various
cost centers.
Cancel the Item 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.
For the entire Order, the Procurement application displays:
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Procurement Help
Change Request Page
Subtotal
(Currency)
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.
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) to display the
Tax Details Page.
Total
(Currency)
The amount due, item expressed in the currency
used by your Buying Organization. This price may
be adjusted if 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.
If you make any changes to the items or quantities in your shopping cart, click
[Update Total] to recalculate these amounts.
Tax Details Page
Click on Estimated Tax (Currency) on the Order page to display the Tax Details
page.
For the estimated reported for the Shopping Cart, this page displays:
!
Tax Payment Method
!
Tax Type
!
Tax Jurisdiction
!
Tax Category
!
Tax Rate
!
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 your the Procurement application Administrator.
Buttons
Click:
Change Request
163
Respond to Supplier Update
[Close] to leave the Change Request page, without making any changes.
[Update Total] to recalculate the Subtotal, Estimated Tax, and Total amounts.
[View Difference] to view a comparison between this change document with the
original Order.
[Submit] to leave the Change Request page, submit the requested changes to the
Procurement application workflow for approval (if necessary), and then to the
supplier.
Respond to Supplier Update
Click the Response Action icon beside any Supplier Update on the Pending
Changes page:
The Response Action icon.
The Procurement application displays the Respond to Supplier Update page,
containing, for the selected Order:
!
!
!
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:
"
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Procurement Help
Supplier Comments
Compare Documents
"
Item Description hyperlink to a Click any item’s description, which is a link,
to see more details.
"
Order Quantity
"
Unit of measure
"
Manufacturer name
"
Part Number
"
Unit Price (currency)
"
Supplier Expected Price (currency)
"
!
of the item, cost, quantity ordered and shipped
Cost Information:
"
Subtotal (currency)
"
Estimated Tax (currency)
"
Total (currency)
Based on the changes proposed by the supplier, you may choose to:
!
Click [Close] to leave the Respond to Supplier Update page and return to the
Pending Changes List, without taking any action.
!
Click [Accept] to accept the changes proposed by the supplier and return to the
Pending Changes List, without taking any action.
!
Click [Reject Update by Requesting a Change] to reject the proposed change
and propose alternative action on the Change Request Page.
!
Click [Cancel Order] to reject the proposed change and Cancel an Order.
!
Click [View Difference] to Compare Documents between the original Order
and the terms proposed in the Supplier Update.
Compare Documents
Click the Comparison Action icon to compare Orders with Change Requests or
Supplier Updates:
The Comparison Action icon.
The Document Differences page shows the differences (in editable fields only)
between:
Change Request
165
Cancel an Order
!
!
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:
"
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
Click the Cancel Action icon on the Order Status Page or Pending Changes List:
The Cancel Action icon
The Procurement application displays the Cancel Order page, with information
about:
!
Supplier
!
Order Name
!
Order Number
!
Order Date
!
Organization
!
Requester
Below these, for each item in the order:
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Cancel an Order
Order Quantity
Quantity of the item originally ordered in an
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 the long description and other details
such as pictures, technical drawing, animations,
web page links, etc.
Compare alternative items and suppliers.
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.
The Item Description, Manufacturer and Supplier Part Number are “linedthrough” to indicate that they to be canceled.
For the entire Order, the Procurement application displays:
Subtotal
(Currency)
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.
Change Request
167
Supplier Update Detail
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) to display the
Tax Details Page.
Total
(Currency)
The amount due, item expressed in the currency
used by your Buying Organization. This price may
be adjusted if 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 cancel the order:
1. Click in the Enter Comments text box and type any information or instructions
for the supplier.
2. Click [Submit]
The Order is cancelled, along with any follow-up documents, such as Change
Requests and Supplier Updates.
To keep the order:
3. Click [Close]
The page is closed without canceling the Order. Any comments you may have
typed are discarded.
Supplier Update Detail
Click the Details Action icon beside any Supplier Update in the Pending Changes
List:
The Details Action icon
The Procurement application displays the Supplier Update Details page,
containing, for the selected Order:
!
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Procurement Help
Non-editable Order and Shopping Cart information:
"
Order Name
"
Order Number
Supplier Update Detail
!
!
"
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 hyperlink to a Click any item’s description, which is a link,
to see more details.
"
Order Quantity
"
Unit of measure
"
Manufacturer name
"
Part Number
"
Unit Price (currency)
"
Supplier Expected Price (currency)
"
!
of the item, cost, quantity ordered and shipped
Cost Information:
"
Subtotal (currency)
"
Estimated Tax (currency)
"
Total (currency)
Based on the changes proposed by the supplier, you may choose to:
!
Click [Close] to leave the Supplier Update Details page and return to the
Pending Changes List, without taking any action.
!
Click [Accept] to accept the changes proposed by the supplier and return to the
Pending Changes List, without taking any action.
!
Click [Reject Update by Requesting a Change] to reject the proposed change
and propose alternative action on the Change Request Page.
!
Click [Cancel Order] to reject the proposed change and Cancel an Order.
Change Request
169
Change Request Header Detail
!
Click [View Difference] to Compare Documents between the original Order
and the terms proposed in the Supplier Update.
Change Request Header Detail
Click the header details hyperlink in the Change Request Page, to select or change
order header details.
The Procurement application displays the Header Details page, showing:
!
Bill Information for the Order (or the most recent Change Request).
!
Ship Information for the Order (or the most recent Change Request).
When you have viewed these details and made any necessary changes, 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 values before you started making changes.
Bill Information
1. Click the Search icon, to the left of the Bill to text box:
The 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 displays:
"
Organization name
"
Address
"
Contact name
"
E-mail address
"
Phone number
"
Fax number
"
Mail stop
3. Click in the F.O.B. text box, and type the F.O.B. (Free On Board) destination
for shipping charges.
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Change Request Header Detail
Ship Information
1. Click the Search icon, to the left of the Ship to text box:
The 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 displays:
"
Organization name
"
Address
"
Contact name
"
E-mail address
"
Phone number
"
Fax number
"
Mail stop
3. Click in the Payment Method drop-down menus, and select a payment method
from the displayed list of options.
Change Request
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Change Request Header Detail
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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
173
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 E.mail (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 next to any displayed Order.
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:
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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
175
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.
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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 you 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
!
Cost
!
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
177
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
Cost
The Cost panel has non-editable data fields, as follows:
178
!
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
179
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.
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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)
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181
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
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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
183
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:
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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
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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:
186
!
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
187
Respond to ASN
188
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.
In fact, receiving procedures may vary between organizations. Receiving may
involve a combination of:
!
Dock receiving,
!
Dock distribution, and
!
Desktop receiving.
Confirm Goods Received
189
Receiving List
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.
Organizations that have existing dock receiving and dock distribution processes,
and receive products on the dock, may regard desktop receiving as optional. Check
with your Procurement application Administrator.
If you are responsible for Desktop Receiving:
9. 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.
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, your 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.
The Order List has columns, as follows:
190
Procurement Help
Receiving List
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
191
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:
192
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
193
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.
194
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
195
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:
196
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
197
Receipt History Log
This is historic information. It cannot be edited.
After viewing the Receipt History Log page, click:
198
!
[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
199
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 select the Catalog View from which you want to
create a Blanket Order.
200
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
201
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.
202
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
203
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
204
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
205
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:
"
206
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
207
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.
3. Child Organizations
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.
208
Procurement Help
Approval Preview
2. Click the Unauthorize all child Organizations Action icon to the right of the
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.
New Blanket Order
209
Manage Items
The Item List page displays:
!
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.
210
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.
Procurement Help
Manage Items
If the list of items has several pages, use the Navigation Controls to move forward
and back.
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
211
Manage Items
212
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
213
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
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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
215
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:
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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
217
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.
218
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.
Requisitioner
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 that you
can use as a template to create a new Blanket
Order.
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
219
Release History
220
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
221
Approval Preview
!
Routes the Online 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 or 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.
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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
223
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.
224
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
225
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:
226
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
227
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.
228
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 provide 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
229
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
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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
231
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.
232
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
233
View Differences
234
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
235
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.
"
236
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
237
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.
238
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
239
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 Shop 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.
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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
241
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 Form Type drop-down menu, and select from a list of
available Online Form template types, or select All Form Type(s).
3. 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).
4. Click in the filter by submitter text box, and type the name of the user who’s
Online Forms you want to see.
5. 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:
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Procurement Help
History Log
!
Basic information identifying the Online Form,
!
A Print icon, allowing you to print the Process Map,
!
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:
Online Form Status
243
History Log
to view the Online Form History Log of workflow steps and
actions.
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:
244
!
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
245
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:
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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
247
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:
"
!
!
!
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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
249
Invoice Details Page
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Procurement Help
27
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, Invoice Presentment 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 Search 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
251
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
"
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Procurement Help
Receipts By Part / Supplier
Predefined Reports
"
!
Commodities
"
!
!
Commodities Ranking By Committed Amount
Suppliers
"
Orders By Supplier - Summary
"
Orders By Supplier - Detail
Other Reports
"
!
Receipts By Supplier / Part
Privileges by Organization / User
Invoice Presentment
Creates a report that includes an Invoice Summary, which is sorted by Invoice
Date and Supplier. The details can be found by clicking Search Page.
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:
Reports
253
Predefined Reports
Column
Description
Date Created
Date when the Order was created.
Order Number
The number assigned to the Order.
Supplier
Name of Order’s supplier.
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:
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Procurement Help
Predefined Reports
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.
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.
Reports
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Predefined Reports
Column Description
The following table lists the column names and descriptions of the report:
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:
256
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.
Requisition Status
One or more statuses from a list of all
possible Shopping Cart statuses.
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.
Reports
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Predefined Reports
Column Description
The following table lists the column names and descriptions of the report:
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:
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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.
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
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:
Reports
259
Predefined Reports
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.
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:
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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
261
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:
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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
263
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.
Using the Search Page application, an administrator can Search Page and add
them to the Procurement application Reports menu.
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.
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Procurement Help
28
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 are have approval privilege).
User Profile
265
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 an 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
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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.
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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 cards you use for purchasing:
Credit Card
Name
An informal name be 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.
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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
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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:
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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.
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271
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 3., and try again.
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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.
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.
8. 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.
9. 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.
10. 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.
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Select a Service
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Procurement Help
30
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
!
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
required.
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Administration Tools
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:
276
!
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
Application tasks:
!
Setup Addresses
!
Setup Bill To Addresses
!
Setup Ship To Addresses
Advanced Administration
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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
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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.
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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:
"
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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
281
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:
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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.
The Advanced Administration Application displays the Edit: Change Request
form.
Advanced Administration
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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:
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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.
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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:
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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 Bill To Addresses
!
Setup Catalog Updates
!
Setup Catalog Views
!
Setup Contacts
!
Setup Cost Centers
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287
Setup
!
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
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:
288
!
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
!
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
Procurement Help
Setup Addresses
Setup Addresses
The Procurement application requires address information in order to:
!
Setup Bill To Addresses,
!
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.
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.
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289
Setup Addresses
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.
2. Click [New Address].
The Advanced Administration Application displays a blank New Address form,
containing:
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Procurement Help
"
Company Name (1, 2, and 3) text boxes
"
Address (1, 2, 3, 4, 5) text boxes
Setup Addresses
"
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
Restricting 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
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:
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291
Setup Addresses
"
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:
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"
Company Name (1, 2, and 3)
"
Address (1, 2, 3, 4, 5)
"
City
"
State
"
Zip
"
Locale
"
Country
"
Comment
Setup Application Settings
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
In the Procurement application database, the AppIni Application Settings table
contains all of the setting used to control the Procurement application.
The Application Setting table contains information used to initialize a system
application and to define system behaviors. The following highlights certain uses
of the Application Setting table:
!
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.
!
Modify parameters defining RoundTrip behavior. For more information, see
Supplier RoundTrip.
Advanced Administration
293
Setup Application Settings
If you know what you are doing, or you are working with the assistance of
Commerce One Professional Services, you can modify parameters to adjust
aspects of Procurement application operation and performance.
Note: If you do not know what you are doing, you should not attempt to change
any of the AppIni Application Settings.
In Setup Application Settings, you can:
!
View Settings
!
Edit Settings
You cannot add or remove Application Settings.
View Settings
1. In the Tree Menu, select Setup | Application Settings
The Advanced Administration Application displays the Application Settings
list, containing:
"
Section
A section of the named application.
"
Name
The name of an Application Setting in the named application section.
"
Value
The current value of that Application Setting (either the default or a
replacement value entered by you) in the appropriate units or text format.
"
Description
A description of the Application Setting, including such information as the
default value, acceptable formats and options for values, and so on.
2. If your browser window (or screen) is not wide enough to view all the
information for an item, use the browser scroll bar, at the bottom of the
window, to move the display right and left.
3. Click [Refresh Cache] to reload the application setting list into memory.
4. If there are too many Settings 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.
Edit Settings
1. In the Tree Menu, select Setup | Application Settings
The Advanced Administration Application displays the Application Settings
list the Application Settings list, containing:
"
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Procurement Help
Section
Setup Bill To Addresses
A section of the named application. This value cannot be modified.
"
Name
The name of an Application Setting in the named application section. This
value cannot be modified.
"
Value
The current value of that Application Setting (either the default 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 Application 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. Click in either the Value or Description text box and type any valid new value
or descriptive text you wish.
4. Click:
"
[Save] to save the new Setting values and leave the Application Setting
form, or
"
[Cancel] to leave the Application Setting form without making any changes.
Setup Bill To Addresses
Bill To Addresses describe 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
!
Edit Bill To
!
New Bill To
!
Delete Bill To
View Bill To
1. In the Tree Menu, select Setup | Bill To Addresses.
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295
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:
"
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
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.
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Setup Bill To Addresses
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
Restricting 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.
New Bill To
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
Restricting 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.
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Setup Catalog Updates
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.
Delete Bill To
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 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 [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).
298
!
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.
Procurement Help
Setup Catalog Updates
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
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:
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Setup Catalog Updates
Item
Defau
lt
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.
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Setup Catalog Views
Item
Defau
lt
Description
RecreateCUPIndexe
s
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.
Advanced Administration
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Setup Catalog Views
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,
!
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
Restricting 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.
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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.
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,
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Setup Catalog Views
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].
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:
"
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All or part of the Supplier Name, or
Setup Catalog Views
"
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
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]
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Setup Catalog Views
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
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.
In the expanded Tree Menu, select Setup | Catalog Views | Catalog View Name |
Commodity Filters to edit the name and description of an existing commodity
filter.
The Advanced Administration application displays the Commodities form on
which you may:
!
List Filters, and
!
Edit Filters
List 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 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.
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Setup Contacts
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 arrow next to Commodities to expand the commodity tree.
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 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.
Advanced Administration
307
Setup Contacts
You can nominate a contact at each:
!
Supplier’s location
!
Buying Organization’s Ship To Address
!
Buying Organization’s Bill To Address
In Setup Contacts you can:
!
View Contact
!
Edit Contact
!
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.
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.
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Setup Contacts
3. Click in each of the text boxes, and type the necessary contact information:
"
Contact Name
"
Mail Stop
"
Telephone
"
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 Restricting
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
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Setup Contacts
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:
"
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 Restricting
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.
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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.
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
!
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
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Setup Cost Centers
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 change Cost Center information
"
Delete to remove the Cost Center from the database.
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 Restricting
Visibility. For more information on Home Organizations, see Key Concepts.
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7. Click:
"
[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.
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.
Advanced Administration
313
Setup Cost Centers
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 Restricting
Visibility. For more information on Home Organizations, see Key Concepts.
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
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Procurement Help
Setup Currency Exchanges
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 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.
"
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.
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
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315
Setup Currency Exchanges
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.
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 (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:
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Setup Currency Exchanges
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.
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.
Advanced Administration
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Setup MarketSite
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.
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:
318
!
New information for a new e-marketplace
!
Edit the information for an existing e-marketplace
Procurement Help
Setup MarketSite
!
Delete an existing e-marketplace
New
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 [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.
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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.
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.
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Procurement Help
Setup Online Form
The Advanced Administration Application requests confirmation, and then
removes the name and associated information from the system.
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. 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.
4. Click [New Online Form].
The Advanced Administration Application displays the New Online Form
form.
5. Click in the Online Form Name text box and type a name for the Online Form
Template.
6. Click the Active check box to make the Online Form Template available to
users.
7. Click in the JSP Name text box and type the name of the file for the Online
Form Template.
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321
Setup Online Form
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\
directory.
8. Click in the XML File Path text box and type the pathname of the XML file for
the Online Form Template.
9. Click in the Description text box and type a brief explanation of the Online
Form Template, for other administrators (a maximum of 2000 characters).
10. Click in the Protection Domain text box and type the name of the domain for
the Online Form Template.
11. 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.
12. 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.
13. 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.
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Setup Order Tolerances
This is an alternative to Delete Template.
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 Tolerance
!
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.
Advanced Administration
323
Setup Order Tolerances
"
If the differences are less than the permitted tolerance, the order proceeds
and the item is shipped,
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:
324
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:
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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. 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
2. 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].
The Advanced Administration Application displays the New Order Tolerance
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Setup Order Tolerances
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
for variations in the number of items available only on back-order:
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327
Setup Order Tolerances
"
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:
"
[Save] to save the new Order Tolerance and leave the New Order Tolerance
form, or
"
[Cancel] to leave the form without adding a Tolerance.
Edit Tolerance
1. In the Tree Menu, select Setup | Tolerances.
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Setup Order 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.
"
Zero Tolerance
The Procurement application rejects orders with any availability
discrepancy.
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Setup Order Tolerances
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.
7. Click:
"
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Procurement Help
[Save] to save the modified Order Tolerance and leave the Edit Order
Tolerance form, or
Setup Payments
"
[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. 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].
The Advanced Administration Application displays the New Payment Term
form.
3. Click in each of the text boxes, and type (at the insertion point):
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"
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. 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. 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:
"
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Delete beside a Payment Term to Delete it from the database or
Setup Payments
"
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. 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)
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.
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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. 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. 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 or
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.
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Setup Payments
"
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. 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)
"
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
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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. 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 remove it from the database.
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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. 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].
The Advanced Administration Application displays the Select Bill to Address
form.
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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
recognized Procurement application user, or use Wild Card Characters.
3. Click [Search]
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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.
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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
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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. 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.
3. Click in the Report Name text box and type the title of your new report (to a
maximum of 50 characters).
4. Enter the Name Resource ID. This is used to obtain translated text for other
languages.
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5. 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).
6. 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).
7. Enter the Description Resource ID. This is used to obtain translated text for
other languages.
8. Click in the Privilege Code drop-down menu, and select the minimum privilege
level required by a user to access this report.
9. 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.
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
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Setup Ship To Addresses
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
!
Edit Ship To
!
New Ship To
!
Delete Ship To
View Ship To
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
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
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Setup Ship To Addresses
"
Delete to remove the Ship To address from the database.
Edit Ship To
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
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,
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see New Organization. Once you set up your organizations, the Home
Organization box populates with available organizations. See Restricting
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
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.
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).
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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 Restricting
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
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.
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.
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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. 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
4. Click [New Smart Form].
The Advanced Administration Application displays the New Smart Form form.
5. Click in the Smart Form Name text box and type a name for the Smart Form.
6. Click the Active check box to make the Smart Form available to users.
7. Click in the JSP Name text box and type the name of the JSP file for the Smart
Form.
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Setup a 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.
8. Click in the XML File Path text box and type the pathname of the XML file for
the Smart Form.
9. Click in the Description text box and type a brief explanation of the Smart
Form, for other administrators.
10. 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.
11. 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:
"
to remove a check mark and make an inactive Smart Form available to
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
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Setup a Smart Form
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.
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.
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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. 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:
!
!
!
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Tax Instance Setup defines a method of tax calculation used for a Tax Entity:
"
New Tax Instance
"
Edit Tax Instance
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
Setup Taxes
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.
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
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Setup Taxes
"
[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:
"
[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.
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.
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The Advanced Administration Application displays the Tax Entity List form.
2. Click [New Tax Entity].
The Advanced Administration Application displays the New Tax Entity form.
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 New Tax Entity form, or
"
[Cancel] to leave the New Tax Entity form without making any changes.
Edit Tax Entity
1. In the Tree Menu, click Setup | Taxes | Tax Entity.
The Advanced Administration Application displays the Tax Entity List form.
2. Click in the Name text box, and type all or part of an entity name, or use Wild
Card Characters.
3. Click [Search]
The Advanced Administration Application displays all tax entities matching
your query and their information.
4. To sort the list by columns, click:
"
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.
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7. Click [Delete] beside a Tax Entity to remove it from the database, or
8. Click [Edit] beside a Tax Entity.
The Advanced Administration Application displays the Edit Tax Entity form.
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 Edit Tax Entity form, or
"
[Cancel] to leave the Edit Tax Entity 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 Advanced Administration Application displays the Usage Code form.
2. Click [New Usage Code].
The Advanced Administration Application displays the New Usage Code form.
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 New Usage Code form, or
"
[Cancel] to leave the New Usage Code form without making any changes.
Edit Usage Code
1. In the Tree Menu, click Setup | Taxes | Usage Code.
The Advanced Administration Application displays the Usage Code form.
2. Click [Delete] beside a Usage Code to remove it from the database, or
3. Click [Edit] beside a Usage Code.
The Advanced Administration Application displays the Edit Usage Code form.
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.
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Setup Taxes
5. Click:
"
[Save] to save the modified usage code and leave the Edit Usage Code form,
or
"
[Cancel] to leave the Edit Usage Code 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 Advanced Administration Application displays the Direct Pay Product
Exemptions form.
2. Click [New Exemption].
The Advanced Administration Application displays the New Direct Pay
Product Exemption form.
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 New Direct Pay Product
Exemption form, or
"
[Cancel] to leave the New Direct Pay Product Exemption 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
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Setup Units of Measure
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.
3. Click [Search]
The Advanced Administration Application displays all Exemptions matching
your query and their information.
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 Advanced Administration Application displays the Edit Direct Pay Product
Exemption form.
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 Edit Direct Pay
Product Exemption form, or
"
[Cancel] to leave the Edit Direct Pay Product Exemption 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:
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Setup Units of Measure
1. In the Tree Menu, select Setup | Units of Measure.
The Advanced Administration Application displays the Unit of Measure form,
with a list of Procurement application UOM Short and Long Descriptions.
2. Click [Edit] beside a UOM.
The Advanced Administration Application displays the Edit UOM form.
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.
5. Click the Active check box to make the UOM available to users.
6. Click:
"
[Save] to save the modified UOM and leave the Edit UOM form, or
"
[Cancel] to leave the Edit UOM form without making any changes.
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Procurement Help
31
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.
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359
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.
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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.
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361
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.
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32
Administer Organizations
In the Administer Organizations Help
Buying Organizations represent units within an Enterprise. Buyers must be
member organizations in order to view catalogs or blanket orders and buy 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, go to the Advanced Administration
Application Tree Menu, and click:
!
!
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. This is
explained in more detail in the Workflow Primer.
!
Mass Change to move large numbers of users between Buying Organizations.
!
Settlement at the EBO and Buying Organization level, if you are using the
Reconciliation and Settlement applications.
New Organization
1. In 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.
4. Select the Currency type.
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Existing Organization
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, if not using Spending
Rules.
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 limit 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.
After you create new organizations, you can specify an association with several
defined properties. Specifically:
!
Spending Rule — Once you create your Spending Rules, see Spending Rules,
you can assign the rule to a Buying Organization.
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. Go to the expanded Tree Menu.
2. Go to Organization | Buying Organization Name.
3. Click to expand Attributes to find and edit the attributes of the Buying
Organization.
4. Click to expand Child Organization Name | Attributes, to find and edit the
additional attributes of the Child Buying Organization.
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Existing Organization
Attributes
In the expanded Tree Menu, click:
!
Home Users
!
Users
!
Bill To Addresses
!
Ship To Addresses
!
Cost Centers
!
Mass Change
!
Organization Settings
!
Change Request Edit Fields
!
Workflow
!
Catalog View
!
Supplier Options
!
Commodity Tolerance
!
Currency Exchange Groups
!
Spending Rules
!
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 option to Propagate to all Child Organizations by
selecting the check box, and clicking [Save].
!
A child Buying Organization can be re-configured to override configurations
inherited from a parent Buying Organization.
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To configure a child Buying Organization independent of its parent:
1. Go to the expanded Tree Menu.
2. Go to Organization | Parent Buying Organization Name | Child Buying
Organization Name | Attributes
3. Look under Attributes to find and edit the attributes of the Child Buying
Organization.
An organization must have child organizations in order to have Propagate to All
Child Organizations as an option. Also, only administrators with the Enterprise or
SuperBorg Scope privilege have the Propagate to All Child Organizations as an
option. See Users for information.
Edit Attributes
To edit an attribute, in the expanded Tree Menu, go to Organizations |
Organization Name | Attributes.
In the expanded Tree Menu, click:
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!
Home Users
!
Users
!
Bill To Addresses
!
Ship To Addresses
!
Cost Centers
!
Mass Change
!
Organization Settings
!
Change Request Edit Fields
!
Workflow
!
Catalog View
!
Supplier Options
!
Commodity Tolerance
!
Currency Exchange Groups
!
Spending Rules
!
Organization MarketSite
!
Organization DDIDs
!
Usage Code
!
Tax Entity
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Home Users
In the Advanced Administration Application, you can access the users who are
members of a Buying Organization in two ways:
!
Use Home Users, under Organizations | Attributes, to search a list of all
members of the Buying Organization.
!
Click on the name of a user, under Organizations | Attributes | Users, to select
a member of the Buying Organization, you have added to the Tree Menu.
Use the Home Users menu item to search for users who are members of this
Buying Organization but their names have not been added to the Tree Menu.
1. In the expanded Tree Menu, click Organizations | Organization Name |
Attributes | Home Users.
The Advanced Administration Application displays the Search form.
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.
The Advanced Administration Application 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 Advanced Administration Application displays the Enterprise User form,
on which you can click hyperlinks to display, 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:
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"
From Date and time
"
To Date and time
!
User’s Locale
!
User’s Time Zone
!
Account Locked (if checked the information is not editable)
!
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.
The Advanced Administration Application requires you to type a new
password and repeat it in 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
In the Advanced Administration Application, you can access the users who are
members of a Buying Organization in two ways:
!
Use Home Users, under Organizations | Attributes, to search a list of all
members of the Buying Organization.
!
Click on the name of a user, under Organizations | Attributes | Users, to select
a member of the Buying Organization, you have 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 |
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Attributes | Users.
2. For any user, click on the User Name.
If the user does not appear in the list, click [Add User to Menu]. Search for and
select the user name.
The Advanced Administration Application displays the Enterprise User form,
containing:
a. the following non-editable information:
"
The Buying Organization Name
"
The User Name
b. and the following editable fields:
"
The User’s Spending Limit - an editable text field
"
The User’s Spending Rules - a drop-down list
"
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 [Save] to save any changes you have made to the user’s information.
4. 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
5. Click on a Role name, to display a page containing:
"
Organization
"
User Name
"
Role Name
"
[Remove] - 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.
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6. Click [Privileges] to view a list of the user’s privileges:
"
Category
"
Privilege / Scope
"
Role
This information is not editable.
7. Click [Add Role] to:
"
Search for and display a list of available Roles.
"
Click on one and [Select] to add it to the User.
8. Click [Add User to Organization] to:
"
Search for and display a list of users not yet assigned to this Buying
Organization.
"
Click on a user name and [Select] to add it to the Buying Organization.
9. 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.
10. Click [Remove User from Menu] to:
"
Display a list of users currently in the Buying Organization menu.
"
Click on a user name and click [Remove from Menu] to remove the name
from the tree menu.
Bill To Addresses
1. In the expanded Tree Menu, go to Organizations | Buying Organization Name |
Attributes | Bill To Addresses.
2. Click on a Bill to Address.
The Advanced Administration Application displays the Bill To Addresses form,
showing:
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"
Company Name 1
"
Company Name 2
"
Company Name 3
"
Address 1
"
Address 2
"
Address 3
Edit Attributes
"
Address 4
"
Address 5
"
City
"
State
"
Zip
"
Country
"
Contact Name
"
Mail Stop
"
Telephone
"
Default (Yes or No)
This information is not editable. To add to or change this information, use
Setup.
3. Click the Propagate to All Child Organizations check box, so that a check mark
is displayed, and click [Save] to propagate this information to (that is, share it
with) all of its 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. [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 | Buying Organization Name |
Attributes | Bill To Addresses.
2. Click on Add Bill To address.
The Advanced Administration Application 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. The Advanced Administration Application displays a Results list of Company
Names matching your query.
6. In the Results list, click a company name.
7. Click [Add].
The Advanced Administration Application associates the Bill To Address
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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 | Buying Organization Name |
Attributes | Ship To Addresses.
2. Click on a Company Name.
The Advanced Administration Application displays the Ship To Addresses
form, showing:
"
Company Name 1
"
Company Name 2
"
Company Name 3
"
Address 1
"
Address 2
"
Address 3
"
Address 4
"
Address 5
"
City
"
State
"
Zip
"
Country
"
Contact Name
"
Mail Stop
"
Telephone
"
Default (Yes or No)
This information is not editable.
To add to or change this information, use Setup.
3. Click the Propagate to All Child Organizations check box, so that a check mark
is displayed, and click [Save] to propagate this information to (that is, share it
with) all of its 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. [Delete] to remove this Ship To address from the Buying Organization.
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Note: The [Delete] button is not available if this is the default Bill To Address
for the Buying organization.
Add Ship To Address
1. In the expanded Tree Menu, go to Organizations | Buying Organization Name |
Attributes | Ship To Addresses.
2. Click on Add Ship To address.
The Advanced Administration Application 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.
The Advanced Administration Application displays a Results list of Company
Names matching your query.
5. In the Results list, click a company name.
6. Click [Add].
The Advanced Administration Application associates the Ship To Address
information with the Buying Organization and adds the Company Name to the
Tree Menu.
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 | Buying Organization Name
| Attributes | Cost Centers | Search.
The Advanced Administration Application 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].
The Advanced Administration Application displays a Results list of Cost
Centers matching your query.
4. In the Results list, click a Cost Center name.
5. Click [Select].
The Advanced Administration Application displays the Cost Center
information form, displaying:
"
Organization
"
Description
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"
ERP Cost Center ID
"
Cost Center Approver
"
Default Approver
"
Default Cost Center (Yes or No)
6. You can select a new Cost Center Approver from the drop-down list and click
[Save].
The other information is not editable. To add to or change other Cost Center
information, use Setup.
7. Click the Propagate to All Child Organizations check box, so that a check mark
is displayed, and click [Save] to propagate this information to (that is, share it
with) all of its 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. [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 | Buying Organization Name |
Attributes | Cost Centers.
2. Click on Please add a Cost Center.
The Advanced Administration Application displays the Cost Center Search
form.
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.
The Advanced Administration Application displays a Results list of Cost
Centers matching your query.
5. In the Results list, click a Cost Center name.
6. Click [Add].
The Advanced Administration Application associates the Cost Center with the
Buying Organization.
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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.
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 | Buying Organization Name
| Attributes | Customize Change Request Number.
The Advanced Administration Application displays the Customize Change
Request Number form.
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 | Buying Organization Name
| Attributes | Customize Order Number.
The Advanced Administration Application displays the Customize Order
Number form.
2. Click in the Order Prefix text box, and type a fixed text or number string to
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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.
Shopping Cart Number
1. In the expanded Tree Menu, select Organizations | Buying Organization Name
| Attributes | Customize Shopping Cart Number.
The Advanced Administration Application displays the Customize Shopping
Cart Number form.
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 | Buying Organization Name
| Attributes | Customize Blanket Order Number.
The Advanced Administration Application displays the Customize Blanket
Order Number form.
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 | Buying Organization Name
| Attributes | Customize Blanket Order Release Number.
The Advanced Administration Application displays the Customize Blanket
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Order Release Number form.
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.
5. Click [Save] to save the entered data.
Organization Settings
You may configure certain application setting specific to each Buying
Organization.
Section
Name
Default
Value
Description
Change Request
OrderCostRestricted
1
1= Restrict a Change
Request from exceeding
the original Order total
value
Common
FiscalYearMonth
1
Value for the starting
month of the fiscal year.
1 = January
2 = February
3 = March, etc.
EIPP
Supplier Options
ConnectToSettlement
AllowBackOrder
0
0
"
0 = Disable
"
1 = Enable
Default value for new
Organization Supplier
Options.
1 = Allow Back Order
AllowPartialShipment
0
Default value for new
Organization Supplier
Options.
1 = Allow Partial Shipment
AlternativeEmail
Default value for new
Organization Supplier
Options.
Alternative Email for
Notifications
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Section
Name
Default
Value
Description
CREmailNotification
0
Default value for new
Organization Supplier
Options.
1 = Send Change Request
Notification by Email
PreferredSupplier
0
Default value for new
Organization Supplier
Options.
1 = Is a Preferred Supplier
1. In the expanded Tree Menu, select Organizations | Buying Organization |
Attributes | Organization Settings.
2. Click Edit to the left of an Applicati0n Setting.
The Advanced Administration Application displays the Organization Setting:
Edit form, containing:
"
Section (a non-editable label)
"
Name (a non-editable label)
"
Value (an editable text box)
"
Description (an editable text box)
3. Click in the Value text box, and type a different value.
4. Click in the Description text boxes, and type new or additional information.
5. Click the Propagate to All Child Organizations check box, so that a check mark
is displayed, and click [Save] to propagate this information to (that is, share it
with) all of its child organizations.
This option is not available if:
"
The organization has no child organizations, or
"
You do not have Enterprise or SuperBorg Scope for the View Organization
privilege.
6. Click:
"
[Save] to save the entered data and leave the form, or
"
[Cancel] to leave the form without saving.
Change Request Edit Fields
This feature allows the user to specify whether various attributes may be edited.
To customize a Change request Edit Field:
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1. In the expanded Tree Menu, select Organizations | Buying Organization Name
| Attributes | Customize Change Request Edit Fields.
The Advanced Administration Application displays a list of all Order header
and line item detail fields.
To the right of each Field Description is a check box indicating whether the
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. Click the Propagate to All Child Organizations check box, so that a check mark
is displayed, and click [Save] to propagate this information to (that is, share it
with) all of its child organizations.
This option is not available if:
"
The organization has no child organizations, or
"
You do not have Enterprise or SuperBORG 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
Approvers
!
Shopping Cart Total Approver
!
Blanket Order Approver
!
Special Request Approver
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!
Commodity Approver
!
Check Request Approver
!
IT Request Approver
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 Advance Administration Application displays the Organization Catalog
View form.
2. Click [Change].
The Advanced Administration Application displays the Set Catalog View form.
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]
The Advanced Administration Application displays all Catalog Views matching
your query.
5. Click [Select] next to the Catalog View you want to use.
6. The Advanced Administration Application returns to the Organization Catalog
View form and displays your selected Organization Catalog View form.
7. Click the Propagate to All Child Organizations check box, so that a check mark
is displayed, and click [Save] to propagate this information to (that is, share it
with) all of its 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 [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.
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Add
1. In the expanded Tree Menu, click Organization | Organization Name |
Attributes | Supplier Options | New Supplier Options.
The Advanced Administration Application displays the Organization New
Supplier Options form.
2. Click [Change].
The Advanced Administration Application displays the Supplier Search form
where you can select a supplier name, and return it 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. Click the Propagate to All Child Organizations check box, so that a check mark
is displayed, and click [Save] to propagate this information to (that is, share it
with) all of its 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 [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:
"
Supplier (non-editable label)
"
Supplier Dispatch (drop-down menu)
"
Order Tolerance (drop-down menu)
"
Allow Back Order (check box)
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"
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)
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. Click the Propagate to All Child Organizations check box, so that a check mark
is displayed, and click [Save] to propagate this information to (that is, share it
with) all of its child organizations.
This option is not available if:
"
The organization has no child organizations, or
"
You do not have Enterprise or SuperBorg 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 entered 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 Advanced Administration Application displays the Add Supplier Options
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to Menu form.
2. Click in the Supplier Name text box, and type all or part of a Supplier Name, or
Wild Card Characters.
3. Click [Search].
The Advanced Administration Application displays all Supplier names
matching your query.
4. Click on a Supplier Options name and then click [Add To Menu].
The Advanced Administration Application adds the Supplier Name 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.
The Advanced Administration Application displays the Remove Supplier
Options From Menu form containing a list of all supplier options in the Tree
Menu.
2. Click [Delete] to remove the supplier option from the menu.
The Advanced Administration application removes the supplier options name
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 | Buying 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 | Buying Organization Name |
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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.
Spending Rules
New
You can set up limits to the amount a user can spend over a given period of time.
1. In the expanded Tree Menu, select Organization | Buying Organization Name |
Attributes | Spending Rules.
2. Click [New Spending Rule].
3. In the Spending Rule Name text field, create a name for your spending rule.
Enter any additional text description. Click [Save].
4. Click [New Limit].
5. In the Effective Date field, enter the date you wish the rule to become active.
6. Check the appropriate time limit.
For example, if you want a spending limit of $50 each quarter, you would
check Quarterly and enter 50 in the text field. Quarterly and Yearly limits are
based on the fiscal year, as defined in your Organization Settings.
Note: You must select a checkbox in order to enable the limit.
7. Click [Save].
Edit
If you wish to modify an existing Spending Rule:
1. In the expanded Tree Menu, select Organization | Buying Organization Name |
Attributes | Spending Rules.
2. Search for the Spending Rule. Enter the Spending Rule name in the text field,
and click [Search].
The resulting list displays all the rules defined for that Organization, and those
inherited from a parent Buying Organization. You can view the parent
Organization rules, but you cannot edit them.
If the child Buying Organization has currency conversions defined, then the
currency displayed for the rules will reflect the conversion. For example, if the
child Organization’s currency is in dollars, and the parent Organization’s
currency is in Euro, the system converts the Euro value into a dollar value. If
no currency conversion is assigned, the message <No conversion rate is
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available; approval required> displays.
The resulting list may also contain rules with no active limits. This may be
because either no Spending Limit is defined, or a Spending Limit is defined
with an effective date in the future. For these rules, the message <No active
Spending Limit; approval required> displays.
3. Click [Edit] next to the Spending Rule name you wish to modify.
4. Make the necessary changes.
5. Click [Save].
Remove
You can remove a Spending Rule only if it is not being used by a Buying
Organization or user.
1. In the expanded Tree Menu, select Organization | Buying Organization Name |
Attributes | Spending Rules.
2. Search for the Spending Rule. Enter the Spending Rule name in the text field,
and click [Search].
3. Click [Delete] next to the Spending Rule name you wish to remove.
4. Click [OK] in the confirmation window.
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:
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
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Item
Definition
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 | Buying Organization Name |
Attributes | Organization MarketSite.
The Advanced Administration Application displays the Organization
MarketSite: Edit form.
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
"
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.
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Edit
1. In the expanded Tree Menu, click Organizations | Buying Organization Name |
Attributes | Organization MarketSite.
The Advanced Administration Application displays the Organization
MarketSite: Edit form, 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 | Buying Organization Name |
Attributes | Organization MarketSite.
The Advanced Administration Application displays the Organization
MarketSite: Edit form.
2. Click [Delete] to remove the information from the organization.
The Advanced Administration Application re-displays the Organization
MarketSite: Edit form, for 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.
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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.
The Advanced Administration Application displays any existing Document
Destination Identifiers for the Organization.
2. Click [New] to enter a new DDID and DDName (maximum 100 characters).
3. Click:
"
[Save] to save the entered 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.
The Advanced Administration Application displays any existing Document
Destination Identifiers for the Organization.
2. Click Edit beside any DDID.
3. Add or change the DDID or DDName.
4. Click:
"
[Save] to save the entered 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.
The Advanced Administration Application displays any existing Document
Destination Identifiers for the Organization.
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 | Buying Organization Name
| Attributes | Usage Code
The Advanced Administration Application displays the Select Allowable Usage
Codes form with a list of all defined Usage Codes.
2. For each Usage Code, click:
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"
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 | Buying Organization Name
| Attributes | Tax Entity
The Advanced Administration Application displays the Edit Tax Entity form.
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 entered data and leave the form, or
"
[Delete] to remove the tax entity from the organization.
Restricting 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.
Restricting 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:
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a. Click Edit next to the Cost Center name.
b. Select a Home Organization in the drop-down box.
c. Click Save.
Restricting 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.
Restricting 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.
Restricting 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.
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Mass Change
Restricting 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.
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.
The Advanced Administration Application displays the page in which you can
perform a 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].
The Advanced Administration Application displays a list of users in the source
organization and other controls.
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.
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.
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Workflow Services
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
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
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:
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!
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.
Procurement Help
Workflow Services
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 | Buying 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
"
Spending Limit: Monthly
"
Spending Limit: Quarterly
"
Spending Limit: Yearly
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:
"
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.
4. Click [Save] to save the entered data and leave the form.
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Edit
1. In the expanded Tree Menu, select Organization | Buying 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 | Buying Organization Name |
Attributes | Workflow | Templates | Shopping Cart Approval Template.
The Advanced Administration Application displays the read-only version of
the Shopping Cart Approval Template form.
2. Click [Delete] to delete the template from the organization.
Blanket Order Approval Template
To configure a Blanket Order Approval Template for each organization.
Add
1. In the expanded Tree Menu, select Organization | Buying Organization Name |
Attributes | Workflow | Templates | Blanket Order Approval Template.
The Advanced Administration Application displays the editable Blanket Order
Approval Template form for the following Approval Rules:
"
Blanket Order Approval
2. Click [Create].
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Workflow Services
The Advanced Administration Application creates the default template 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 | Buying Organization Name |
Attributes | Workflow | Templates | Blanket Order Approval Template.
The Advanced Administration Application displays the read-only Blanket
Order Approval Template form 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 | Buying Organization Name |
Attributes | Workflow | Templates | Blanket Order Approval Template.
The Advanced Administration Application displays the read-only version of
the Blanket Order Approval Template form.
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.
Add
1. In the expanded Tree Menu, select Organization | Buying Organization Name |
Attributes | Workflow | Templates | Blanket Order Release Approval
Template.
The Advanced Administration Application displays the editable Blanket Order
Release Approval Template form for the following Approval Rules:
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"
Spending Limit
"
Commodity
"
Cost Center
"
Special Request
"
Shopping Cart Total
"
Supplier
2. Click [Create].
The Advanced Administration Application creates the default template and
displays the editable 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 | Buying Organization Name |
Attributes | Workflow | Templates | Blanket Order Release Approval
Template.
The Advanced Administration Application displays the read-only Blanket
Order Release Approval Template form for the following Approval Rules:
"
Spending Limit
"
Commodity
"
Cost Center
"
Special Request
"
Shopping Cart Total
"
Supplier
2. For each Approval Rule:
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"
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.)
Workflow Services
"
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 | Buying Organization Name |
Attributes | Workflow | Templates | Blanket Order Release Approval
Template.
The Advanced Administration Application displays the read-only version of
the Blanket Order Release Approval Template form.
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 | Buying Organization Name |
Attributes | Workflow | Templates | Check Request Approval Template.
The Advanced Administration Application displays the editable Check Request
Release Approval Template form for the following Approval Rule:
"
Check Request Approval
2. Click [Create].
The Advanced Administration Application creates the default template 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 | Buying Organization Name |
Attributes | Workflow | Templates | Check Request Approval Template.
The Advanced Administration Application displays the read-only Check
Request Approval Template form for the following Approval Rule:
"
Check Request Approval
2. For the Approval Rule:
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"
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 | Buying Organization Name |
Attributes | Workflow | Templates | Check Request Approval Template.
The Advanced Administration Application displays the read-only version of
the Check Request Approval Template form.
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 | Buying Organization Name |
Attributes | Workflow | Templates | IT Request Approval Template.
The Advanced Administration Application creates the default template and
displays the editable IT Request Approval Template form 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 | Buying Organization Name |
Attributes | Workflow | Templates | IT Request Approval Template.
The Advanced Administration Application displays the read-only IT Request
Approval Template form for the following Approval Rule:
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Workflow Services
"
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 | Buying Organization Name |
Attributes | Workflow | Templates | IT Request Approval Template.
The Advanced Administration Application displays the read-only version of
the IT Request Approval Template form.
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 Buying Organization Name |
Attributes | Workflow | Approvers |Shopping Cart Total Approvers.
The Advanced Administration Application displays the Shopping Cart Total
Limit form.
2. Click [Change].
The Advanced Administration Application displays the Change Approver form.
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].
The Advanced Administration Application displays a Results list of all
qualified users or Approval Groups that match your query.
6. Click on a user’s or Approval Group’s name and click [Select].
The Advanced Administration Application re-displays the Approver form 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 entered data and leave the form, or
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Workflow Services
"
[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 Buying Organization Name |
Attributes | Workflow | Approvers | Blanket Order Approvers.
The Advanced Administration Application displays the Blanket Order Total
Limit form.
2. Click [Change].
The Advanced Administration Application displays the Change Approver form.
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].
The Advanced Administration Application displays a Results list of all
qualified users or Approval Groups that match your query.
6. Click on a user’s or Approval Group’s name and click [Select].
The Advanced Administration Application re-displays the Approver form with
the selected approver or Approval Group’s name.
7. Click:
"
[Save] to save the entered 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 Buying Organization Name |
Attributes | Workflow | Approvers | Special Request Approver.
The Advanced Administration Application displays the Special Request
Approver form.
2. Click [Change].
The Advanced Administration Application displays the Change Approver form.
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.
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Workflow Services
5. Click [Search].
The Advanced Administration Application displays a Results list of all
qualified users or Approval Groups that match your query.
6. Click on a user’s or Approval Group’s name and click [Select].
The Advanced Administration Application re-displays the Approver form with
the selected approver or Approval Group’s name.
7. Click:
"
[Save] to save the entered 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 Buying Organization Name |
Attributes | Workflow | Approvers | Commodity Approver.
2. The Advanced Administration Application displays the Commodity Approver
form.
3. 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.
4. Enable the View All Commodities check box to display all commodities
recognized by the Procurement application.
5. Disable the View All Commodities check box to display only commodities
available to the organization.
6. Click the expand icon next to Commodities to expand the commodity tree.
7. For each commodity level that you wish to assign an approver, select the
commodity level.
The Change Approver form displays.
8. 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.
9. In the Order Quantity text box, enter the maximum approval quantity.
10. Click [Save] for that commodity level.
11. Repeat for other commodity levels.
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Check Request Approver
To specify a Check Request approver:
New
1. In the expanded Tree Menu, select Organization Buying Organization Name |
Attributes | Workflow | Approvers | Check Request Approvers.
The Advanced Administration Application displays the Check Request
Approvers form with, for each existing approver:
"
Action
"
Approval Order
"
Approver Name
"
Approval Limit
2. Click [New Approver].
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 Advanced Administration application displays the Change Approver form.
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].
The Advanced Administration Application displays a Results list of all
qualified users or Approval Groups that match your query.
7. Click on a user’s or Approval Group’s name and click [Select].
The Advanced Administration Application re-displays the Approver form 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:
"
"
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[Save] to save the entered data and leave the form, or
[Cancel] to leave the form without adding a new approver.
Workflow Services
Edit
1. In the expanded Tree Menu, select Organization Buying Organization Name |
Attributes | Workflow | Approvers | Check Request Approvers.
The Advanced Administration Application displays the Check Request
Approvers form with, for each existing approver:
"
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 Advanced Administration application displays the Change Approver form.
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].
The Advanced Administration Application displays a Results list of all
qualified users or Approval Groups that match your query.
7. Click on a user’s or Approval Group’s name and click [Select].
The Advanced Administration Application re-displays the Approver form 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 entered 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 Buying Organization Name |
Attributes | Workflow | Approvers | Check Request Approvers.
The Advanced Administration Application displays the Check Request
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Approvers form with, for each existing approver:
"
Action
"
Approval Order
"
Approver Name
"
Approval Limit
2. Click [Delete] beside an approver’s name to remove that approver.
The Advanced Administration Application requests confirmation and then
removes the approver from the list.
IT Request Approver
To specify a IT Request approver.
1. In the expanded Tree Menu, select Organization Buying Organization Name |
Attributes | Workflow | Approvers | IT Request Approvers.
The Advanced Administration Application displays the IT Request Approver
form.
2. Click [Change].
The Advanced Administration Application displays the Change Approver form.
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].
The Advanced Administration Application displays a Results list of all
qualified users or Approval Groups that match your query.
6. Click on a user’s or Approval Group’s name and click [Select].
The Advanced Administration Application re-displays the Approver form with
the selected approver or Approval Group’s name.
7. Click:
"
[Save] to save the entered 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.
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Workflow Services
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.
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 | Buying 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
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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 entered data, or
"
[Cancel] to discard your changes.
Edit
1. In the Tree Menu, select Organizations | Buying 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 entered data, or
"
[Cancel] to discard your changes.
Copy
1. In the Tree Menu, select Organizations | Buying Organization Name |
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Workflow Services
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.
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 entered data, or
"
[Cancel] to discard your changes.
Delete
1. In the Tree Menu, select Organizations | Buying 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 Approval Group you
selected.
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.
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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 or Approval Group.
To Setup Application Settings for 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.
EBO Level
1. In the Tree Menu, select Setup | Application Settings.
The Advanced Administration Application displays the page, including the
following new entries:
"
Connect To Settlement
"
DDID for EIPP
2. Click Edit on Connect To Settlement.
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.
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Settlement
You must enable each top level buying organization individually.
1. In the Tree Menu, select Organizations | Attributes | Organization Settings.
2. Click Edit on Connect To Settlement.
3. Set the value to 1 to enable Settlement.
4. Click the Propagate to All Child Organizations check box, so that a check mark
is displayed, to share this information.
5. Click the Propagate to All Child Organizations check box again, so that the
check mark disappears, to limit this information to the Parent Buying
Organization only.
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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)
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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:
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"
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.
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34
Administer Suppliers
In the Administer Suppliers Help
To administer suppliers, go to the Advanced Administration Application 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 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 information for a supplier, see Supplier RoundTrip.
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New Supplier
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.
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. Click in the text boxes, and type a Supplier Name and Description to identify
the new supplier.
3. Click in the drop-down menus and click from lists of available:
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"
Address
"
Ship Method
"
Contact
Existing Supplier
"
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. Enable the check boxes for all items that apply to the new supplier:
"
Minority
"
Small Business
"
Supports Change Requests
5. 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 a Supplier Name to edit its Information, or for each Supplier, 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. Click in the text boxes, and type a new Supplier Name or Description to
identify the supplier.
3. Click in the drop-down menus and click from lists of available:
"
Address
"
Ship Method
"
Contact
"
Supplier Type
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Existing Supplier
Note: You can only click from the lists in these menus. To add new menu
options, you must add them using Setup.
4. Enable the check boxes for all items that apply to the supplier:
"
Minority
"
Small Business
"
Supports Change Requests
5. 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.
In the expanded Suppliers | Supplier Name | Accounts menu, 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 Advanced Administration Application displays the Supplier Ship Method
form, containing all available Ship Methods.
If the supplier already has ship methods assigned, it is displayed with:
"
A checked check box 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.
The Advanced Administration Application shows that radio button turned-on.
The previous radio button is shown as turned-off.
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Existing Supplier
3. To change enabled ship methods:
"
Click to remove the check mark from any checked check box, or
"
Click to add a check mark to any unchecked check box.
4. Click [Save] to save the entered data and leave the form.
Supplier Dispatch
1. In the expanded Tree Menu, click Suppliers | Supplier Name | Supplier
Dispatch.
The Advanced Administration Application displays the Supplier Dispatch List
form, containing, for all available Ship Dispatch methods:
"
Dispatch Name
"
Description
"
Priority (where number 1 is the default)
Field
Description
Dispatch
Name
Name for your dispatch method.
Description
Description for this method.
Dispatch Type
Method by which the system sends a purchase
order. Select a method from the drop-down list.
Priority
Specifies your preference for this method of
dispatch. If this method is your first choice, enter
zero (0), and so on.
2. Click Delete to the left of any dispatch method, to remove it from the list.
3. Click Edit to the left of any dispatch method, to modify it.
The Advanced Administration Application displays the Supplier Dispatch Edit
form, in which you can:
"
Type a different Dispatch Name, Description or Priority, and
"
Click [Save] to save your changes, close the form and return to the Supplier
Dispatch List form.
"
Click [Cancel] to close the form and return to the Supplier Dispatch List
form without making any changes.
4. Click [New] above the list of dispatch methods, to add a new method.
The Advanced Administration Application displays the Supplier Dispatch New
form, in which you can:
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Existing Supplier
"
Type a Dispatch Name, Description and Priority,
"
Select from a drop-down menu a Dispatch Type, for example:
MarketSite
E-Mail
FAX
PRINTER
"
Click [Save] to save your changes, close the form and return to the Supplier
Dispatch List form.
"
Click [Cancel] to close the form and return to the Supplier Dispatch List
form without making any changes.
5. When you have finished, click any other option.
Supplier Payment Type
Payment types are the methods of payment accepted by a supplier accepts.
1. In the expanded Tree Menu, click Suppliers | Supplier Name | Supplier
Payment Type.
The Advanced Administration Application displays the Supplier Payment Type
form, containing, for all available payment types:
"
Payment Type
"
Priority (where number 1 is the default)
"
Payment Term
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.
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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 Advanced Administration Application displays the Edit Supplier Payment
Type form, in which you can:
"
Type a different Priority,
"
Select a Payment Term and
"
Click [Save] to save your changes, close the form and return to the Supplier
Payment Type form.
"
Click [Cancel] to close the form and return to the Supplier Payment Type
form without making any changes.
4. Click [Add Supplier Payment Type] above the list of dispatch methods, to add a
new method.
The Advanced Administration Application displays the Add Supplier Payment
Type form, in which you can:
"
Select a Payment Type from a drop-down menu,
"
Type a Priority,
"
Select a Payment Term and
"
Click [Save] to close the form and add the new payment type to the Supplier
Payment Type form.
"
Click [Cancel] to close the form and return to the Supplier Payment Type
form without making any changes.
5. When you have finished, click any other option.
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.
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
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Item
Definition
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. In the expanded Tree Menu, click Suppliers | Supplier Name | Supplier
MarketSite.
The Advanced Administration Application displays the Supplier MarketSite
Edit form, containing text boxes for:
"
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.
2. Click [Delete] to clear all of the text boxes.
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3. Click in each text box, and type 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. In the expanded Tree Menu, select Suppliers | Supplier Name | Supplier
DDIDs.
The Advanced Administration Application displays the Supplier DDID List
form, 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.
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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 2.0B. 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:
424
!
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.
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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. In the tree menu, select Supplier | Supplier Name | Supplier RoundTrip.
3. In the Supplier RoundTrip screen, enter the following information:
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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 2.0c 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:
"
Support HTTP
Post
Says that the supplier has implemented
OCI version 2.0b 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.
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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 in
the Setup Catalog Views Help for more information.
Using Application Settings
You can configure some aspects of the RoundTrip process through the Setup
Application Settings page. 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.
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!
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. In the expanded Tree Menu, click Suppliers | Supplier Name | Supplier
RoundTrip.
The Advanced Administration Application displays the Supplier RoundTrip
Edit form, 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.
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Existing Supplier
"
Support HTTP Post
A check box (checked for yes)
2. Click in each text box, and type the necessary information.
3. Click in the Document Protocol drop-down menu and select an option.
4. Click in the Support HTTP Post check box to add or remove a check mark.
5. Click [Save] to save the entered data and leave the form.
Edit
1. In the expanded Tree Menu, click Suppliers | Supplier Name | Supplier
RoundTrip.
The Advanced Administration Application displays the Supplier RoundTrip
Edit form, 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
"
[Set New 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. Click in each text box, and type the necessary information.
3. Click [Set New Password] to display a Set New Password form, in which you
can enter a new password and confirmation.
4. Click in the Document Protocol drop-down menu and select an option.
5. Click in the Support HTTP Post check box to add or remove a check mark.
6. Click [Save] to save the entered data and leave the form.
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Procurement Help
Edit Account
Delete
1. In the expanded Tree Menu, click Suppliers | Supplier Name | Supplier
RoundTrip.
The Advanced Administration Application displays the Supplier RoundTrip
Edit form.
2. Click [Delete] to remove the Supplier RoundTrip setup.
Tax Registration
1. In the expanded Tree Menu, click Suppliers | Supplier Name | Tax
Registration.
The Advanced Administration Application displays the Supplier Tax
Registration form, containing a check box for all available Registered States for
tax purposes.
If the supplier has already been configured, one or more of the check boxes is
checked.
2. Click in one or more Registered States check boxes to add or remove check
marks.
3. Click [Save] to save the entered data and leave the form.
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
In the expanded Tree Menu, you can:
!
Create New Account,
!
Edit Account,
!
Delete Price Catalogs, and
!
Add Price Catalog.
New Account
1. In the expanded Tree Menu, click Suppliers | Supplier Name | Accounts | New
Account.
The Advanced Administration Application displays the New Supplier Account
form.
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Edit Account
2. Enter the following information:
"
Authorizing Organization
Click the name of a Buying Organization which can originate orders with
this supplier.
"
Buyer TPID
Trading Partner ID. This is not editable.
"
Account Code
Specify an identifier to represent this supplier.
"
Description
Enter a description for the account.
"
Active
Click the check box to activate or de-activate the account.
3. Click [Save].
Edit Account
1. In the expanded Tree Menu, click Suppliers | Supplier Name | Accounts |
Account Name.
The Advanced Administration Application displays the Edit Supplier Account
form.
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.
"
Buyer TPID
Trading Partner ID. This is not editable.
"
Account Code
Specify an identifier to represent this supplier.
"
Description
Enter a description for the account.
"
Active
Click the check box to activate or de-activate the account.
4. Click [Save] to save the entered data and leave the form.
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Procurement Help
Configure Settlement
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. In the expanded Tree Menu, click Suppliers | Supplier Name | Accounts |
Account Name | Price Catalog Name.
The Advanced Administration Application displays the Current Price Catalog
form.
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. In the expanded Tree Menu, click 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:
!
at the Enterprise Buying Organization, or EBO Level,
!
at the Buying Organization Level, and
!
at the Supplier Level.
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.
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Configure Settlement
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. In the Tree Menu, select Suppliers | Supplier Name | Supplier Options.
2. Click the Connect To Settlement check box, so that a check mark is displayed,
to enable Settlement.
3. Click the Connect To Settlement check box a second time, so that the check
mark is not displayed, to disable Settlement.
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35
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
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435
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.
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Procurement Help
36
Application Privileges
In the Application Privileges Help
This section include tables of:
!
Procurement Privileges assignable to users of the Procurement application,
and
!
Administrator Privileges required to access various menus in the Advanced
Administration application
Procurement Privileges
This table includes all of the privileges available in the Procurement application.
Code
Category
Name
Description
000
Reports
Reports Reports Menu
View Reports Menu.
abr
Admin Organization
Update User
Role
Assign a User to a
Role for a particular
Organization or
remove an
assignment. Scoped
by the View
Organization
privilege. You can
only assign an Admin
Role if you have it,
unless you have this
privilege. An Admin
Role is one with the
admin privilege.
adm
Admin
Admin
Access to admin.
api
Admin Setup
AppIni
settings
Manage AppIni
settings.
Application Privileges
437
Procurement Privileges
438
Code
Category
Name
Description
arl
Admin Roles
Add Role
Add a role to an
Enterprise. If you
have this privilege you
can assign any role to
any Buying
Organization user
within your scope.
asn
ASN
View Advance
Ship Notice
Access to Advance
Ship Notice.
auc
RoundTrip
RoundTrip
Auction
Allow user to
RoundTrip to Auction
type suppliers.
aus
Admin Users
Add Users
Add users to
Enterprise.
bac
Approval
Workflow
Approve
Shopping Cart
Able to approve
Shopping Carts.
bms
Admin Organization
Market Site
Update Organization
MarketSite.
boc
Blanket
Orders
Blanket Order
- Create
Create a Blanket
Order.
bod
Blanket
Orders
Blanket Order
- Delete
Delete a Blanket
Order.
boe
Blanket
Orders
Blanket Order
- Edit
Edit a Blanket Order.
bon
Blanket
Orders
Blanket Order
- Cancel
Cancel a Blanket
Order.
bop
Blanket
Orders
Blanket Order
- Print
Print a Blanket Order.
bor
Blanket
Orders
Blanket Order
Release Create
Create a Blanket
Order Release.
boy
Blanket
Orders
Blanket Order
- Copy
Copy a Blanket Order.
bsp
Admin Organization
Manage
Suppliers
View and update
Organization Supplier
associations including
approver ID.
Procurement Help
Procurement Privileges
Code
Category
Name
Description
buu
Admin Organization
Update User
Add or remove Users
for an Organization.
Update Organization
User information.
bwt
Admin Organization
Workflow
Templates
View and update the
Organization
Workflow Templates.
cat
Catalog
Catalog
Search
Search catalogs.
cex
Admin Organization
Currency
Exchange
Associate the
Organization with
currency exchange
groups.
cnc
Admin Setup
Currencies
Manage currency
exchange rates.
coc
Change
Request
Change
Request Create/Edit/
Delete
Create/Edit/Delete a
Change Request.
cod
Admin Codes
Update codes
Update code
information.
cop
Change
Request
Change
Request Print
Print a Change
Request.
cos
Change
Request
Change
Request Submit/
Cancel
Submit/Cancel a
Change Request.
cov
Change
Request
Change
Request View
Access to the Change
Request list.
cvb
Admin Setup
Catalog View
Buyer
Accounts
View and update
Catalog View buyer
accounts.
cvw
Admin Setup
Catalog View
Management
View and update
catalog views.
deu
Admin Users
Delete User
Delete enterprise
user.
Application Privileges
439
Procurement Privileges
440
Code
Category
Name
Description
drl
Admin Roles
Delete Role
Delete role from
enterprise.
era
Editable
Shopping
Cart
Always
Require ReApproval
Shopping Cart edit
requires Re-Approval.
ern
Editable
Shopping
Cart
Never
Require ReApproval
Shopping Cart edit
does not require ReApproval.
err
Editable
Shopping
Cart
Re-Approve
Based on
Approval
Rules
Shopping Cart edit
approval based on
Approval Rules.
idm
Integration
Admin
Integration
Administrator
Access Integration
Admin.
mcg
Admin Organization
Mass Change
Organization Mass
Change. Must have at
least Super Org scope
on View Organization
to use this.
mks
Admin Setup
MarketSite
Enables access to the
Admin MarketSite
page.
odr
RoundTrip
On Demand
Supplier
Registration
On Demand Supplier
Registration. Allow
the user to add
RoundTrip suppliers
on demand.
pmt
Admin Setup
Payments
Manage Payments
information.
poc
Order
Order - Create
Create an Order.
pol
Order
Order Cancel
Cancel an existing
Order.
pop
Order
Order
Access to the
purchase list.
por
Order
Order Reorder
Reorder an existing
Order.
pov
Order
Order Receiving
Create a receipt and
view receipt history.
prt
Order
Order - Print
Print an Order.
Procurement Help
Procurement Privileges
Code
Category
Name
Description
rec
Shopping
Cart
Shopping Cart
- Create
Create a Shopping
Cart.
red
Shopping
Cart
Shopping Cart
- Delete
Delete a Shopping
Cart.
ree
Shopping
Cart
Shopping Cart
- Edit
Edit a Shopping Cart.
reg
Shopping
Cart
Shopping Cart
- Shared
Templates
Add or delete shared
templates.
rel
Shopping
Cart
Shopping Cart
- Cancel
Cancel a Shopping
Cart.
req
Shopping
Cart
Shopping Cart
Access to the
Shopping Cart list.
res
Shopping
Cart
Shopping Cart
- Special
Request
Add a special item to
a Shopping Cart.
ret
Shopping
Cart
Shopping Cart
- Submit
Submit a Shopping
Cart.
rey
Shopping
Cart
Shopping Cart
- Copy
Copy a Shopping Cart.
rpr
Shopping
Cart
Shopping Cart
- Print
Print a Shopping Cart.
rtr
RoundTrip
RoundTrip
Catalog
Access
RoundTrip Catalog
Access.
stp
Admin Setup
Setup
Manage addresses:
bill to, ship to, cost
centers, contact.
sup
Admin Suppliers
Supplier
Manage supplier
information.
txa
Admin Setup
Tax
Administratio
n
Privilege to use to
administer the taxi
configuration.
Application Privileges
441
Procurement Privileges
Code
Category
Name
Description
ubg
Admin Organization
Update
Add, change, or delete
Organization
information. (This is
scoped by the View
Borg privilege. If you
have this privilege you
can update any
Buying Organization
that you can view.)
uer
Admin Roles
Update Role
Update Enterprise
Role. If you have this
privilege you can
assign any role to any
Buying Organization
user within your
scope.
ueu
Admin Users
Update User
Update enterprise
user.
usn
ASN
View
Unmatched
Advance Ship
Notice
Access the list of
advance ship notices
which do not have
Order information.
vba
Admin Organization
Commodity
Setup
View and update
Organization
commodities (for
approval workflow).
vbg
Admin Organization
View
Organization
View Organization
details. Determines
scope for all
Organization-related
admin.
vbo
vbr
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Procurement Help
View and update bill
to, ship to, and cost
center assignments
and defaults. Order
and Shopping Cart
number generation
supplier association.
Admin Organization
View User
Roles
View roles for an
Organization User.
Must have View Users
privilege to get to this
one. Organization
scope is controlled by
the View Organization
privilege.
Administrator Privileges
Code
Category
Name
Description
vbu
Admin Organization
View Users
View Organization
Users. Scope is
controlled by the View
Organization
privilege.
ver
Admin Roles
View Roles
View the enterprise
roles.
veu
Admin Users
View Users
View Enterprise
users. You can only
see a user if you have
the View Borg
privilege on the user’s
Home Buying
Organization.
vlg
Admin Admin Log
View Log
View and search the
admin log.
Administrator Privileges
This table includes information on Administration menu items and the privileges
required to view them.
Menu items with no covering privileges are not listed, unless they are necessary to
provide hierarchical information.
Menu Item
Privilege
Code
Privilege
Category
Privilege Name
Codes
cod
Admin Codes
Update codes
Tax
Category
txa
Admin Setup
Tax Administration
Setup
stp
Admin Setup
Setup
Addresses
vbg
Admin Organization
View Organization
Agency
vbg
Admin Organization
View Organization
Application
Settings
api
Admin Setup
AppIni settings
Application Privileges
443
Administrator Privileges
Menu Item
Privilege
Code
Privilege
Category
Privilege Name
Bill To
Addresses
vbg
Admin Organization
View Organization
Catalog
Update
vbg:4 &&
stp
Admin Organization
View Organization
(Enterprise scope)
Admin Setup
Setup
Admin Organization
View Organization
(Enterprise scope)
Admin Setup
Setup
Admin Organization
View Organization
(Enterprise scope)
Admin Setup
Setup
Admin Setup
Catalog View
Management
Admin Organization
View Organization
Catalog
Update
Packages
Catalog
Update
Packages
Catalog
Views
444
vbg:4 &&
stp
vbg:4 &&
stp
cvw &&
vbg
Buyer
Accounts
cvb
Admin Setup
Catalog View Buyer
Accounts
Contacts
vbg
Admin Organization
View Organization
Cost
Centers
vbg
Admin Organization
View Organization
Currency
Exchange
cnc
Admin Setup
Currencies
MarketSite
mks
Admin Setup
MarketSite
Payments
pmt
Admin Setup
Payments
Credit
Cards
vbg
Admin Organization
View Organization
Procurement Help
Administrator Privileges
Menu Item
Privilege
Code
Privilege
Category
Privilege Name
Ship To
Addresses
vbg
Admin Organization
View Organization
Taxes
txa
Admin Setup
Tax Administration
Users
veu
Admin Users
View Users
New User
aus
Admin Users
Add Users
Organizations
vbg
Admin Organization
View Organization
Home Users
veu
Admin Users
View Users
Users
vbu
Admin Organization
View Users
Bill To
Addresses
vbo
Admin Organization
Order Management
Ship To
Addresses
vbo
Admin Organization
Order Management
Cost
Centers
vbo
Admin Organization
Order Management
Customize
IDs
vbo
Admin Organization
Order Management
Customize
Change
Request
Number
vbo
Admin Organization
Order Management
Customize
Order
Number
vbo
Admin Organization
Order Management
Customize
Shopping
Cart
Number
vbo
Admin Organization
Order Management
Customize
Blanket
Order
Number
vbo
Admin Organization
Order Management
Application Privileges
445
Administrator Privileges
446
Menu Item
Privilege
Code
Privilege
Category
Privilege Name
Customize
Blanket
Order
Release
Number
vbo
Admin Organization
Order Management
Organizatio
n Settings
vbo
Admin Organization
Order Management
Change
Request
Edit Fields
vbo
Admin Organization
Order Management
Workflow
vbo
Admin Organization
Order Management
Templates
bwt
Admin Organization
Workflow
Templates
Shopping
Cart
Approval
Template
bwt
Admin Organization
Workflow
Templates
Blanket
Order
Approval
Template
bwt
Admin Organization
Workflow
Templates
Blanket
Order
Release
Approval
Template
bwt
Admin Organization
Workflow
Templates
Check
Request
Approval
Template
bwt
Admin Organization
Workflow
Templates
Navigation
Approval
Template
bwt
Admin Organization
Workflow
Templates
Approvers
bwt
Admin Organization
Workflow
Templates
Shopping
Cart Total
vbo
Admin Organization
Order Management
Procurement Help
Administrator Privileges
Menu Item
Privilege
Code
Privilege
Category
Privilege Name
Blanket
Order
Approver
vbo
Admin Organization
Order Management
Special
Request
Approval
vbo
Admin Organization
Order Management
Commodity
Approver
vba
Admin Organization
Commodity Setup
Check
Request
Approver
bac
Approval
Workflow
Approve Workflow
Documents
Navigation
Approver
bac
Approval
Workflow
Approve Workflow
Documents
Catalog
View
cvw &&
vbg
Admin Setup
Catalog View
Management
Admin Organization
View Organization
Supplier
Options
bsp
Admin Organization
Manage Suppliers
Commodity
Tolerance
vba
Admin Organization
Commodity Setup
Currency
Exchange
Groups
cex
Admin Organization
CurrencyExchange
Organizatio
n
MarketSite
bms
Admin Organization
Market Site
Organizatio
n DDIDs
bms
Admin Organization
Market Site
Organizatio
n Identifier
bms
Admin Organization
Market Site
Usage Code
txa
Admin Setup
Tax Administration
Tax Entity
txa
Admin Setup
Tax Administration
Application Privileges
447
Administrator Privileges
Menu Item
Privilege
Code
Privilege
Category
Privilege Name
Mass
Change
mcg &&
Admin Organization
Mass Change
Admin Organization
View Organization
Admin Organization
View Organization
Admin Organization
Update
Admin Organization
View Organization
(Super Org. scope)
Admin Organization
View Organization
(Enterprise scope)
(vbg:3 ||
vbg:4)
New
Organizatio
n
448
ubg &&
(vbg:3 ||
(Super Org. scope)
(Enterprise scope)
vbg:4)
Roles
ver
Admin Roles
View Roles
Suppliers
sup
Admin Suppliers
Supplier
Admin Log
vlg
Admin Admin Log
View Log
Procurement Help
37
Application Settings
In the Application Settings Help
This section include tables of the AppIni settings for the Procurement application:
!
EBO Database
!
Host Database
To access the Application Settings, in the expanded Tree Menu, select Setup
EBO Database
This section include tables of the AppIni settings in the EBO database for the
Procurement application:
!
AdminForms Section
!
Attachments Section
!
Catalog Section
!
DataAccess Section
!
Defaulting Section
!
Defaults Section
!
DirectConnect Section
!
EIPP Section
!
Event_Log Section
!
Event_Log_Filters Section
!
Event_Log_Resources Section
!
OnDemand Section
!
OrderMonitor Section
!
OrderResponse Section
!
Paging Section
Application Settings
449
EBO Database
!
QuickCheck Section
!
RoundTripSession Section
!
SearchScreen Section
!
SecurityCache Section
!
SecurityLogin Section
!
Session Section
!
SSL Section
!
Subscription Section
!
SysUser Section
!
SysUser Section
!
Upload Section
!
Workflow Section
AdminForms Section
Name
Value
Description
IEAutoComple
te
0
Use user’s IE setting:
"
0 = Disabled,
"
1 = Enabled,
"
2 = None
(Web server must be rebooted before
change will take effect.)
450
Procurement Help
EBO Database
Attachments Section
Name
Value
Description
AttachmentsEnabl
ed
1
Enable or disable
Attachments for shopping
carts.
URL
http://
cldev2-sun/
ebd/attach
"
0 = Disabled,
"
1 = Enabled
URL for BDX - To fetch
attachment files
Catalog Section
Name
Value
Description
CupSchemaName
CUP
Schema
Commodity schema
name for commodities
loaded via CUP.
CupSchemaStandard
CUP
Commodity schema
standard for
commodities loaded via
CUP.
DefaultLanguage
en
Default language for
catalog searches.
Application Settings
451
EBO Database
Name
Value
Description
DefaultSearchDisplay
1
Default search display
ordering. Grouping
options:
"
1 = Commodity,
"
2 = Supplier,
"
3 = Manufacturer,
"
4 = Price.
Sorting options:
21 = By Relevance,
"
22 = Description,
"
23 = Price,
"
24 = Supplier,
"
25 = Manufacturer,
"
26 = Manufacturer
Part Number,
"
27 = Supplier Part
Number.
EnableAcctCodeUpdat
e
False
Allow AccountCode
modifications in
Commodity table
during catalog load.
EnableDebugOutput
False
Enable output of debug
information during
catalog load.
FreeTextMaxRecords
10000
Number of items
returned by
CONTAINS() searches.
FreeTextSearchType
1
FreeText search
behavior:
IncrementLogName
452
"
Procurement Help
True
"
0 = SystemDefault,
"
1 = AutoStem,
"
2 = AutoWild,
"
3 = ExactMatch.
Increment numeric
portion of CupLog
filename after catalog
load.
EBO Database
Name
Value
Description
MaxErrorDisplay
25
Maximum errors to
display on completion,
"
0 = All.
MaxPriceGroups
8
Maximum number of
price groups to show
when grouping catalog
search results by price.
PerPageGroupedItems
100
Maximum number of
groups to show on each
page of grouped catalog
search results.
See also
MaxPriceGroups.
PerPageSortedItems
25
Maximum number of
items to show on each
page of sorted catalog
search results.
RecreateCUPIndexes
True
Recreate CUP indexes
to cut CUP load time must be database
owner.
SearchMaxRecords
500
Maximum number of
items returned by
catalog searches.
StopAfterError
True
Do not process valid
rows in CUP if any rows
fail validation.
UpdatePackageDir
C:\CUP
Directory for Catalog
Update Package search.
Must be readable by
web server, e.g.,
\\HOST\CUP.
See Setup Catalog
Updates.
UpdatePkgMaxView
26000
Maximum number of
parts in catalog update
for drilldown in update
package viewer.
Application Settings
453
EBO Database
DataAccess Section
Name
Valu
e
Description
GroupedTimeO
ut
60
Database Request Timeout for Grouped
catalog searches.
TimeOut
30
Database Request Timeout.
Defaulting Section
Name
Value
Description
Borg Defaulting
com.
Buying Organization
Defaulting.
commerceone.
ebs.apps.ip.
flexui.utils.
defaulthandlers
.DefaultBorg
Commodity
Defaulting
com.
commerceone.
Commodity
Defaulting.
ebs.apps.ip.
flexui.utils.
defaulthandlers
.Default
Commodity
Standard Defaulting
com.
commerceone.
ebs.apps.ip.
flexui.utils.
defaulthandlers
.DefaultBasic
454
Procurement Help
Standard Defaulting.
EBO Database
Defaults Section
Name
Value
Description
AdminLoginID
eboadmin
Commerce One
Procurement
Administrator Login ID.
CommodityImage
DefaultIma
ge.gif
Default Image for
Commodity tree
/* verified */
DeliverByDateDays
15
Default increment, in days,
that is added to the current
date to calculate the
DeliverByDate.
EmailFormat
1
"
0 = Plain Text,
"
1 = HTML Content.
MaxCostCenterDistr
ib
10
Maximum number of cost
centers that can be
allocated to a Shopping
Cart line item. Value
should be 1 or more.
MaxListResult
50
Maximum number of
records returned for list
pages.
MaxSearchDisplay
50
Maximum number of
matches returned from a
search.
ShipToContact
0
"
0 = ShipTo Contact
comes from the ShipTo
ContactID,
"
1 = ShipTo Contact
comes from the
Requester.
Application Settings
455
EBO Database
DirectConnect Section
Name
Valu
e
Description
AllowDirectConne
ct
1
Permit Direct Connect MarketSite
entries.
"
0 = Disabled,
"
1 = Enabled.
Dispatch Section
Name
Valu
e
Print Dispatch
Email
Description
This is email that is used if Print
dispatch method is selected.
EIPP Section
Name
Value
Description
ConnectToSettleme
nt
0
"
0 = Disabled,
"
1 = Enabled.
DDIDForSettlement
Input the
DDID here.
DDID for sending PO to
the Reconciliation and
Settlement application.
Event_Log Section
456
Name
Value
Description
Default_Resour
ce
properties/
BuyerLabel
s
Core/Default resource bundle.
Procurement Help
EBO Database
Event_Log_Filters Section
Name
Valu
e
Description
Error
0
Indicates whether to log this type of event:
Informatio
n
Trace
Warning
0
"
0 = Log,
"
1 = Do not log.
Indicates whether to log this type of event:
1
"
0 = Log,
"
1 = Do not log.
Indicates whether to log this type of event:
0
"
0 = Log,
"
1 = Do not log.
Indicates whether to log this type of event:
"
0 = Log,
"
1 = Do not log.
Event_Log_Resources Section
Nam
e
Value
Description
IP
IPLabe
ls
Resource bundle packaged with Invoice
Presentment.
OnDemand Section
Name
Valu
e
Description
OnDemandTimeo
ut
9000
0
Amount of time, in milliseconds,
before receiving a timeout error.
Application Settings
457
EBO Database
OrderConfirmation Section
Name
Valu
e
Description
AllowEdi
ts
0
"
0 = Disabled,
"
1 = Enabled.
Enabled
1
"
0 = Disabled,
"
1 = Enabled.
OrderMonitor Section
Name
Value
Description
StuckPOHoursLimit
1
Number of hours before an
Order is considered stuck.
StuckPOSendToLoginI
D
eboadmi
n
User Login ID to whom
Stuck Order notices are
sent.
OrderResponse Section
Name
Valu
e
Description
XML_Sto
re
0
'Enable or disable Storing XML
OrderResponse in database.
"
0 = Disable storing XML,
"
1 = Enable storing XML
OrderStatus Section
458
Name
Valu
e
Description
OrderStatusTimeo
ut
9000
0
Amount of time, in milliseconds,
before receiving a timeout error.
Procurement Help
EBO Database
Paging Section
Name
Valu
e
Description
Page
Size
10
Default page size used for paging.
QuickCheck Section
Name
Valu
e
Description
QuickCheckEnable
d
1
"
0 = Disabled,
"
1 = Enabled.
QuickCheckTimeo
ut
9000
0
Amount of time, in milliseconds,
before receiving a timeout error.
RoundTripSession Section
Name
Valu
e
Description
RTBuyerRestric
t
1
"
0 = Don't restrict,
"
1 = Restrict by defined Buyer and
Supplier Accounts.
RTTimeOutDel
ta
45
Session timeout extension, in minutes.
SearchScreen Section
Name
Valu
e
Description
IEAutoComple
te
300
Maximum number of matches that will
be returned from search on the Admin
Search Screens.
Application Settings
459
EBO Database
SecurityCache Section
Name
Valu
e
Description
CurrencyCacheChang
e
70
Flag increment by 1 every time
when currency cache change.
SecurityCacheChange
11774
Flag increment by 1 every time
when security cache change.
SecurityLogin Section
Name
Value
Description
AllowedAttempts
10
Allowed error log in
attempts before locked
login account.
(Web server must be
rebooted before change
will take effect.)
ChangePswd1Logi
n
1
"
1 = Required,
"
0 = Not required.
(Web server must be
rebooted before change
will take effect.)
GraceLoginsAllowe
d
7
Grace logins allowed for
expired password.
(Web server must be
rebooted before change
will take effect.)
LoginClass
com.
commerceone
.
Security Class Name.
(Web server must be
rebooted before change
will take effect.)
ebs.apps.
c1security.
bslogin.
BSLogin
LoginDomain
460
Procurement Help
Windows domain name
(use only in Windows NT/
2000 login).
EBO Database
Name
Value
Description
LoginExpInterval
180
Number of days allowed
without logging in before
disabling a login.
(Web server must be
rebooted before change
will take effect.)
LoginRCImportant
1
"
1 = Return detailed
message to the user
"
0 = Return general
message to the user.
MaxLoginID
32
Maximum login ID size.
(Web server must be
rebooted before change
will take effect.)
MaxPassword
32
Maximum password size.
(Web server must be
rebooted before change
will take effect.)
MinLoginID
2
Minimum login ID size.
(Web server must be
rebooted before change
will take effect.)
MinPassword
4
Minimum password size.
(Web server must be
rebooted before change
will take effect.)
PswExpInterval
90
Password expiration
interval in days. (Web
server must be rebooted
before change will take
effect.)
ReusePassword
0
"
0 = Allowed,
"
1 = Never re-use old
passwords.
(Web server must be
rebooted before change
will take effect.)
Application Settings
461
EBO Database
Session Section
Name
Valu
e
Description
LockOverride
1
Override existing document lock
when the same user in a different
session requests a lock on the same
document.
SessionViolated
1
SingleLoginPerUs
er
0
Timeout
1440
"
0 = Read only in different
session;
"
1 = Override existing lock by
same user.
"
0 = If hacker hacks victim’s
session, then do not log off
victim’s session,
"
1 = Logoff victim’s session to
prevent hacker from trying to
hack the same session again.
"
0 = Multiple logins per user,
"
1 = Single login per user.
Default number of minutes to
determine session timeout and row
level locking for Shopping Carts and
Orders.
SSL Section
462
Name
Valu
e
Description
SecureAllActio
ns
0
"
0 = Do not secure all actions,
"
1 = All actions are SSL enabled.
Procurement Help
EBO Database
Subscription Section
Name
Value
Description
ContainerBorgNa
me
Root
The parent Buying
Organization name new
Trading Partners are
created under.
TemplateBorgNam
e
TemplateBor
g
The template Buying
Organization name from
which new Trading Partner
default values are copied.
SysUser Section
Name
Valu
e
Description
ActiveDateIncreme
nt
48
Default increment, in months,
added to the SysUser.StartDate to
calculate the SysUser.EndDate.
UI Section
Name
Valu
e
Description
DateFormat
1
Output date format:
"
0 = Full Date Format,
"
1 = Long Date Format,
"
2 = Short Date Format.
ItemDescLengt
h
80
Maximum length of Item Description to
display before truncating.
ItemExpandLi
mit
3
Blanket Order maximum number of
line items to display when expanding a
document.
Application Settings
463
EBO Database
Name
Valu
e
Description
QuantityLengt
h
20
Maximum Quantity Entry Length.
TimeFormat
1
Output time format:
"
1 = Long Time Format,
"
2 = Short Time Format.
Upload Section
Nam
e
Value
Description
Path
\\cldev2-sun\pub\
The path where the files are
uploaded.
upload
Size
500000
File size to be loaded in bytes.
Workflow Section
Name
Value
Description
ApproverNotify
1
"
0 = Notification not
required,
"
1 = Notification is
required.
"
0 = Notification not
required,
"
1 = Notification is
required.
"
0 = Notification not
required,
"
1 = Notification at all
steps is required.
"
0 = Disabled,
"
1 = Enabled.
CreatorNotify
CreatorNotifySteps
EscalationEnabled
464
Procurement Help
1
1
1
Host Database
Name
Value
Description
EscalationTimeOut
2880
Route to another approver if
no response within this
duration, in minutes.
ReNotifyCount
1
Number of re-notifications
to perform.
ReNotifyTimeOut
1440
Time in minutes, to wait
before re-notification, if no
response is received.
SpendLimitInclude
Tax
0
"
0 = Do not include tax in
the spending limit
"
1 = Include tax in the
spending limit
URL
http://www.
commerceon
e.com
WorkflowEnabled
1
URL for Commerce One
Procurement.
"
0 = Disabled,
"
1 = Enabled,
"
2 = 3rd Party Workflow.
Host Database
This section include tables of the AppIni settings in the EBO database for the
Procurement application:
!
Admin Forms Section
!
Caching Section
!
Event_Log Section
!
Event_Log_Filters Section
!
Event_Log_Resources Section
!
Help Section
!
I18N Section
!
Messenger_Trace_Dirs Section
!
SecurityCache Section
!
SSL Section
!
SSO Section
!
Subscription Section
Application Settings
465
Host Database
Admin Forms Section
Name
Valu
e
Description
IEAutoComple
te
1
"
0 = Disabled,
"
1 = Enabled,
"
2 = None - use user’s IE setting.
(Web server must be rebooted before
change will take effect.)
Caching Section
Name
Valu
e
Description
AppIni_Del
ay
120
AppIni cache refresh time in seconds (2 *
60)
Event_Log Section
Name
Value
Description
Backup_File_Pa
th
/
EBDBackupLog.xm
l
Backup file log for use
when database log is
down
Default_Resourc
e
properties/
BuyerLabels
Core/Default
resource bundle
Event_Log_Filters Section
466
Name
Valu
e
Description
Error
0
Indicates whether to deactivate logging this
type of event:
Procurement Help
"
0 = Log,
"
1 = Do not log
Host Database
Informati
on
Trace
Warning
0
1
0
Indicates whether to deactivate logging this
type of event:
"
0 = Log,
"
1 = Do not log
Indicates whether to deactivate logging this
type of event:
"
0 = Log,
"
1 = Do not log
Indicates whether to deactivate logging this
type of event:
"
0 = Log,
"
1 = Do not log
Event_Log_Resources Section
Name
Value
Description
ip
properties/
IPLabels
Integration Platform string
resources
ip/messenger
properties/
IPLabels
Integration Platform string
resources
ip/messenger/
http
properties/
IPLabels
Integration Platform string
resources
ip/util
properties/
IPLabels
Integration Platform string
resources
Help Section
Name
Value
Description
HelpDirecto
ry
c:\commerceone
\
Path to directory where Help
files are stored.
Ebd\webroot\
Help\
Application Settings
467
Host Database
I18N Section
Name
Valu
e
Description
RoundingMo
de
6
Currency rounding mode:
"
4 = ROUND_HALF_UP,
"
5 = ROUND_HALF_DOWN, or
"
6 = ROUND_HALF_EVEN
The default is 6.
See java.math.BigDecimal for more
details.
Messenger_Trace_Dirs Section
Name
Valu
e
Description
Inbound_Messages
Directory for tracing inbound
messages; leave this empty to
disable this
Outbound_Messag
es
Directory for tracing outbound
messages; leave this empty to
disable this
SecurityCache Section
468
Name
Valu
e
Description
CheckConstrSleep
600
Sleep time for Check Cache
Const. thread
ConnCacheChange
93
Flag increment by 1 every time
when connection strings cache
change
CurrencyCleanerSlee
p
60
Sleep time for Currency
Exchange Rate cleaner thread
CurrencyObjectTime
3600
Lifetime of Currency Exchange
Rate in memory
Procurement Help
Host Database
SecurityCleanerSleep
300
Sleep time for security cache
cleaner thread
SecurityObjectTime
1500
Lifetime of user privileges object
in memory
SSL Section
Name
Valu
e
Description
Https_Enabl
ed
1
"
0 = Site doesn’t support SSL,
"
1 = Site supports SSL and certificate is
installed on a web server
SSO Section
Name
Value
Description
MSBEnabled
0
Indicates if MarketSite
Builder, SiteMinder
protected connection
request are allowed.
MSBLogoffU
RL
http://
[MSB machine
name]/en/
mymarketsite/auth/
current/
use_services.jsp
"
0 = Disabled,
"
1 = Enabled
URL location for
redirection after logoff
or session timeout.
Subscription Section
Name
Valu
e
AdminOrgID
ContainerEBOI
D
Description
Organization ID value of the portal
administration organization
0
EBOID for new Trading Partner
organizations
Application Settings
469
Host Database
Enabled
GuestEBOID
0
0
GuestLoginID
GuestOrgID
470
Procurement Help
Enables or disables the processing of
Trading Partner Organization and User
Documents from MarketSite for SSO
functionality.
"
0 = Disabled
"
1 = Enabled
EBOID for Guest Access connection
LoginID for Guest Access connection
Guest
s
Organization ID value of the supported
Guest organization. Any guest must be
in this organization to gain access
38
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
471
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:
472
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, 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
the list.
Account Administration
473
Credit Card Tab
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, which only the last four digits are
shown; the remainder of the number is encrypted and shown as asterisks
(****).
"
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:
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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).
"
Credit Card Type - the brand of credit card or charge card.
"
Card Number - the number of the card, which only the last four digits are
shown; the remainder of the number is encrypted and shown as asterisks
(****).
"
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.
Account Administration
475
Ship To Address Tab
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 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
Address
The address for deliveries.
Contact Name
The name of someone who can be contact
name of the company and division.
to discuss shipping problems.
Email
Telephone
FAX
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Procurement Help
The e-mail
address of the contact person.
The business telephone number of the
contact person.
The business FAX number 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
477
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
address 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.
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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
address 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
479
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
Address
The address for deliveries.
Contact Name
The name of someone who can be contact
name of the company and division.
to discuss billing problems.
Email
Telephone
FAX
The e-mail
address of the contact person.
The business telephone number of the
contact person.
The business FAX number 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).
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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
481
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
address 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:
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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
address 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
483
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.
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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
485
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
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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
487
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.
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Procurement Help
40
Workflow Primer
In the Workflow Primer
This document provides instructions on how to configure workflow information.
Workflow services manage the approval process for Shopping Carts and Blanket
Order Releases.
First we provide an overview of Procurement services:
!
Workflow Services Overview
!
Order Tolerance Service Overview
!
Order Monitoring Service Overview
The final sections describe how to configure Workflow in detail using the tools
described in the Advanced Administration and Administer Organizations Help
modules.
!
Workflow Approval Process
!
Configure Templates
!
Configure Approvers
For additional information on Workflow, see the Procurement Installation Guide
(for your operating system and database).
Workflow Services Overview
Workflow Service manages the approval process for all Shopping Carts, Blanket
Orders, and Blanket Order Releases. There are three services that make up
Workflow Services:
!
The Workflow re-notification Service sends e-mail to re-notify an approver /
approval group if a Shopping Cart, Blanket Order, or Blanket Order Release is
not approved within a specified time period.
!
The Workflow Escalation Service escalates a Shopping Cart, Blanket Order, or
Blanket Order Release if an approver / approval group does not address it after
a predefined number of notifications.
Workflow Primer
489
Workflow Services Overview
!
The workflow Admin Cleanup Service cleans up of Workflow approvals. This
can occur in cases where approval privileges are not changed or removed from
an approver / approval group 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 require approval by certain people
before a Shopping Cart becomes an order. The sequence of Approvers / 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:
!
Commerce One Procurement builds the approval chain before a user submits
their Shopping Cart, Blanket Order, or Blanket Order Release for approval. A
user creates a Shopping Cart, Blanket Order, or Blanket Order Release 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, or Blanket Order Release,
Workflow service sends the document through the approval chain. The following
describes different Workflow routing methods that you can use:
!
Parallel Approval allows users to send a Shopping Cart, Blanket Order, or
Blanket Order Release to multiple approvers / approval groups at the same
time. If a Shopping Cart, Blanket Order, or Blanket Order Release is associated
with more than one business rule, the procurement application simultaneously
sends it for approval to 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.
!
Ad- Hoc Approval allows a user or approver / approval group to add another
approver / approval group to the approval chain:
"
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Procurement Help
Users can view the approval chain, then add an approver / approval group
before they submit their Shopping Cart, Blanket Order, or Blanket Order
Release. Users can also add approvers / approval groups at the beginning of
Workflow Services Overview
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)
"
!
!
Approvers / approval groups 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 a certain approver / approval group does
not address a Shopping Cart or Blanket Order 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 requisitions becomes stuck, Workflow service escalates the approval by
sending the Shopping Cart, Blanket Order, or Blanket Order Release to the
next approver / approval group on the approval chain.
Users and approvers to send carbon copies of a Shopping Cart, Blanket Order,
or Blanket Order Release to certain individuals for review. Reviewers receive email notification about the Shopping Cart and can view the Shopping Cart.
However, Commerce One Procurement does not require a reviewer to approve
the Shopping Cart, Blanket Order, or Blanket Order Release.
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
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. The approval template administration
screen can be found by logging into the administrator, selecting the
appropriate organization, and clicking
Organization|...|Attributes|Workflow|Approval Template.
!
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
Workflow Primer
491
Workflow Services Overview
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 a organization will
apply to requisitions submitted in the organization.
If the rule is not explicitly established at that hierarchy level with an approval
template, Workflow Service will search the parent Buying Organization for an
inherited rule.
Configure Rules
You configure the business rules after an organization has an approval template.
These are the rules you can configure for each Buying 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, or Blanket Order Release, and can approve $1000 for other
user’s Shopping Cart.
!
Quantity for Commodity Routing
You can require a commodity manager to approve a Shopping Cart, Blanket
Order, or Blanket Order Release only if it contains more than a certain number
of items for that commodity.
!
Cost Center/ GL Account Requirements
You can require approval by a cost center or GL account owner if a user
submits a Shopping Cart or Blanket Order that specifies that center or account.
!
Supplier-specific Rules
You can require that the system routes requisitions for a particular supplier to
a specific person, such as supplier manager or requester.
!
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 requisitions with a value greater
than 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, consider these implications:
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Procurement Help
Order Tolerance Service Overview
Workflow Service Disabled
The system will still determine if a user is submitting a Shopping Cart, Blanket
Order, or Blanket Order Release that exceeds that user’s spending limit. If so, the
application will display a message and not allow the Shopping Cart, Blanket
Order, 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 business rules are disabled, even if a
Shopping Cart or Blanket Order does not conform with business rules, the system
automatically converts it into a purchase order.
When Workflow Service and business rules are all enabled, if a Shopping Cart,
Blanket Order, or Blanket Order Release does not conform with business rules,
the system places it in open status, for further review by approvers / approval
groups.
Order Tolerance Service Overview
You use tolerances to 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, such as ± $0.50
!
Item price percentages, such as ± 5.0%
!
Quantity, such as ±5 boxes
!
Percentage of the order quantity, such as ± 5.0%
!
Zero tolerance
!
No limit
For additional information see the Setup Order Tolerances section of the
Advanced Administration Help module.
Order Monitoring Service Overview
Order Monitoring Service, also known as Stuck PO Service, monitors the status of
orders. It sends e-mail notification if an order is stuck, such as “failed to send to
supplier”.
Workflow Primer
493
Workflow Approval Process
Workflow Approval Process
The Workflow Approval Administration determines how your Workflow Approval
system routes and handles Shopping Carts as they are approved to become
purchase orders. This involves setting-up Buying Organizations to facilitate the
approval chain. To do this, you need to understand:
!
Workflow Rules
!
Inheritance
With this understanding, you can create an Approval Process Blueprint.
Workflow Rules
Workflow approval rules determine the types of approvals that a 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 rules govern:
!
Spending and Approval Limit
!
Spending Limit Over Time
!
Commodity Routing
!
Cost Center & General Ledger Account
!
Supplier Limit Approval
!
Shopping Cart Total Amount
!
Special Request
!
Custom Rules
Spending and Approval Limit
You assign both a spending and approval limit for every user. This determines the
ceiling on a user’s ability to spend, and also determines the maximum they are
authorized to approve.
Things to consider:
494
!
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 $1000 Approval Limit when they are approving Shopping Carts.
!
The Spending Limit amount can include the tax. You specify whether to use the
Order total or the sub-total (without tax) when configuring the Workflow
Section of the Application Settings.
Procurement Help
Workflow Approval Process
Spending Limit Over Time
You can limit the amount a user can spend over various time intervals: Monthly,
Quarterly, and/or Yearly. If a user spends more than his limit during a defined
time period, the Shopping Cart will have to go through an approval process.
For example, a user has a spending limit of $500 for the month. If, at some point
during the month, the user exceeds $500, then the user will not be able to submit
the Shopping Cart that exceeded the limit. If Workflow is enabled, the Shopping
Cart will go through the approval process. The approver(s) will be based on the
amount of the Shopping Cart that exceeded the limit.
To use this, set up your Buyering Organizations and Spending Rules. You can then
go back to your Buying Organization and associate the Spending Rule to the
organization and individual users.
Consider the following:
!
The Spending Limit amount can include the tax. You specify whether to use the
Order total or the sub-total (without tax) when configuring the Workflow
Section of the Application Settings.
!
The Quarterly and Yearly time periods are based on the fiscal year, as defined
in your Organization Settings. For example, if you define your fiscal year to
start in March, your Quarter will be March, April, and May, etc. Your Yearly
time period will be March to February of the following year.
!
If a Shopping Cart, during the approval process, exceeds a limit, then the new
approval step is added to the approval process and must be approved before
creating an Order. For example, Shopping Cart A proceeds throught the
approval process. Before it is completely approved, another Shopping Cart,
Shopping Cart B, is submitted and approved. Because B adds to the total
amount for the given time, Shopping Cart A now exceeds a defined spending
limit. Shopping Cart A must now go through the additional approval steps
triggered by the exceeded limit.
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 the commodity will also need manager
approval.
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 Limit 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.
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Workflow Approval Process
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.
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 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 only within their own Buying Organization, while an approver or approval
group with SuperBorg Scope can approve any Shopping Cart within its own
Buying Organization and any child Buying 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
Workflow Approval system, it is helpful to draw a Buying Organization hierarchy
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Procurement Help
Configure Templates
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 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 step 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 SuperBorg
Scope. For more information on Scope see Access Control in the Overview
Help module.
5. Consider whether or not the approvers / approval groups will approve child
Buying Organizations, or if another approver / approval groups 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, and so on, through the
workflow approval process:
!
Shopping Cart Approval Template
!
Blanket Order Approval Template
!
Blanket Order Release Approval Template
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 (for your operating system and database).
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
Workflow Primer
497
Configure Templates
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 in the Overview Help module.
To create or edit a Shopping Cart Approval Template for each organization, see
Shopping Cart Approval Template in the Administer Organizations Help module.
This table describes the difference between a serial approval and a parallel
approval.
Step Type
Definition
Serial Approval
This sends a type of Shopping Cart to one
approver or approval group at a time.
For example, consider a Shopping Cart
that must have approval by two
commodity approvers or approval groups.
In a serial approval, one commodity
approver or group must approve the
Shopping Cart first, and then the Shopping
Cart is sent to the other approver /
approval group.
Parallel Approval
This enables you to send a Shopping Cart
to multiple approvers at the same time. If a
Shopping Cart is associated with more
than one business rule, the system sends
the Shopping Cart for approval
simultaneously to those specified in the
business rule. For example, if a Shopping
Cart must have approval by a commodity
manager and a spending limit approver,
then parallel approvals enables both
people to receive the Shopping Cart at the
same time.
Blanket Order Approval Template
To create or edit a Blanket Order Approval Template for each organization, see
Blanket Order Approval Template in the Administer Organizations Help module.
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Procurement Help
Configure Approvers
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 in the Administer
Organizations Help module.
Configure Approvers
After you set up a Buying 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 in the Administer
Organizations Help module.
Commodity Approvers
Requires a commodity manager to
approve a Shopping Cart only if it orders
more than a certain number of items 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 in the
Administer Organizations Help module.
Suppliers
Requires that the system routes Shopping
Carts for a particular supplier to a specific
person, such as supplier manager. See
Supplier Options in the Administer
Organizations Help module.
Special Requests
Requires that the system route all special
request orders to a certain person. See
Special Request Approver in the
Administer Organizations Help module.
Workflow Primer
499
Configure Approvers
Approval Type
Description
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 in the
Administer Organizations Help module.
Blanket Order
Permits Blanket Orders to be assigned to
the buying organization.
Requires that the system route all Blanket
Orders to a certain person for approval
To do this involves:
!
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
!
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 the
Administer Roles Help module.
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 in the Administer
Organizations Help module.
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Procurement Help
Configure Approvers
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 in the
Administer Organizations Help module.
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 in the Administer Organizations Help module.
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 in the Administer Organizations Help module.
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 in the Administer Organizations Help module.
Workflow Primer
501
Configure Approvers
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.
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 in the Administer Organizations Help module.
Assign Supplier Approvers
Supplier approvers are those who approve Shopping Carts for a particular
supplier. To assign a supplier approver, see Supplier Options in the Administer
Suppliers Help module.
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).
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Procurement Help
Configure Approvers
To assign a spending limit, see Users in the Administer Organizations Help
module
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.
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 approver 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.
Workflow Primer
503
Configure Approvers
If a member of an approval group delegates to a user outside of the approval
group, the delagatee 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
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.
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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.
Procurement Help
Configure Approvers
Workflow Primer
505
Configure Approvers
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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
507
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.
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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
509
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:
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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
511
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:
"
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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
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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:
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"
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.
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515
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:
"
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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.
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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:
"
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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.
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519
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.
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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.
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521
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.
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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.
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523
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 (green) or Halt (red) job icons.
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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.
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525
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:
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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 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 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-
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527
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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.
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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
529
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.
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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
531
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.
532
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
533
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:
534
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
535
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.
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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
537
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.
!
538
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
539
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.
540
Procurement Help
Index
- Detail Report, Orders By Supplier 262
- Detail, Orders By Supplier 262
- Summary Report, Orders By Supplier 261
- Summary, Orders By Supplier 261
Symbols
& General Ledger Account, Cost Center 495
& Measures, Weights 179
& Spending Limit , ID 267
(Units of Measurement) Setup, UOM 356
(UOM), Setup Units of Measurement 356
/ Approval Group, Add an Approver 139
/ Approval Groups, Assign Cost Center
Approvers 501
/ Approval Groups, Assign Spending Limit
Approvers 502
/ Item Attachments, Item Details 161
/ Organization Report, Orders By
Commodity 254
/ Organization, Orders By Commodity 254
/ Part Report, Receipts By Supplier 259
/ Part, Receipts By Supplier 259
/ Supplier Report, Receipts By Part 258
/ Supplier Update List, Filter the Change
Request 159
/ Supplier, Receipts By Part 258
/ User Report, Privileges by Organization
263
/ User, Privileges by Organization 263
Numerics
5.6.2 Help, Welcome to Procurement 1
A
About the Procurement Application 1
Access Control 18
Access Online Help 2
Account Administration 471
Account Administration Module, In the 471
Account Administration, Start 471
Account Assignment 126
Account Assignment, Create a New 126
Account Assignment, Delete 127
Account Assignment, Delete an 127
Account Assignment, Edit an Existing 127
Account Assignment, Edit Existing 127
Account, Cost Center 495
Account, Cost Center & General Ledger 495
Account, Edit 431, 432
Account, General Ledger 495
Account, New 431
Account, New Supplier 431
Account, Supplier 418
Accounts 418
Accounts, Add Buyer 304
Accounts, Edit Buyer 305
Accounts, Specify Buyer 304
Acrobat Online Document 6
Acrobat Reader 6
Action Icon, View Details 248
Action Icons 30
Add 381, 388, 393, 394, 395, 397, 398
Add a New ERP 515
Add a Reviewer 140
Add Ad-hoc Approvers and Reviewers 503
Add an Approver / Approval Group 139
Add Authorization 207
Add Bill To Address 371
Add Buyer Accounts 304
Add Cost Center 374
Add Custom Report 264
Add Price Catalog 433
Add Ship To Address 373
Add to Cart 66, 73, 85, 101
Add to Cart, from Blanket Order Release
101
Add to Favorites 66, 73, 85
Add to Menu 277, 382
Add View to Menu 303
Adding Custom Reports 264
Address Tab, Bill To 480
Address Tab, Ship To 476
Address Visibility, Restricting 390
Address Visibility, Restricting Bill To 390
Address Visibility, Restricting Ship To 391
Address, Add Bill To 371
Address, Add Ship To 373
Address, Delete 293
Address, Edit 289
Address, Edit Bill To 482
541
Address, Edit Ship To 478
Address, New 290
Address, New Bill To 481
Address, New Ship To 477
Address, Order Bill To 115
Address, Order Ship To 114
Address, View 289
Addresses Setup, Bill To 295
Addresses Setup, Shipto 343
Addresses, Bill To 370
Addresses, Organization Bill To 370
Addresses, Organization Ship To 372
Addresses, Setup 289
Addresses, Setup Bill To 295
Addresses, Setup Billto 295
Addresses, Setup Ship To 343
Addresses, Setup Shipto 343
Addresses, Ship To 372
Ad-Hoc 21
Ad-Hoc Approval 21
Ad-hoc Approvers 503
Ad-hoc Approvers and Reviewers, Add 503
Ad-hoc Reviewers 503
Admin Forms Section 466
AdminForms Section 450
Administer Home Organization 277
Administer Organizations 363
Administer Organizations Help, In the 363
Administer Roles 411
Administer Roles Help, In the 411
Administer Suppliers 415
Administer Suppliers Help, In the 415
Administer Users 359, 363, 411, 415
Administer Users Help, In the 359
Administration Application 275
Administration Help, In the Advanced 275
Administration Log 435
Administration Log Help, In the 435
Administration Menu, Application 42
Administration Module, In the 507
Administration Module, In the Account 471
Administration Privilege 437
Administration Tools 275
Administration, Account 471
Administration, Application 275
Administration, Enterprise 16
Administration, Integration 507
Administration, Procurement 16
Administration, Start Account 471
Administration, Start EBI 508
Administration, Start Integration 508
Administrator Privileges 443
Administrator Role 13
Advance Ship Notice 173
Advance Ship Notice List 175
Advanced Administration Help, In the 275
All Child Organizations 208
All Child Organizations, To 208
All Organizations 209
All Suppliers, Show 52, 66, 73
Allocation Default Item Details, View Cost
539
Allocation Default Items, Cost 535
Allocation, Cost 535
Allocation, ERP Cost 535
Allocation, Item Cost 124
Allow Back Order 381
Allow Partial Shipment 381
Alternative Items 57
Alternatives 57
Amount, Commodities Ranking By
Committed 260
Amount, Shopping Cart Total 496
Amounts, Currency 204
An Organization 208
AND 47
AppIni 449, 465
AppIni Settings 449
Application 449
Application Administration 275
Application Administration Menu 42
Application Privileges Help, In the 437
Application Settings Help, In the 449
Application Settings Setup 293
Application Settings, Modify 294
Application Settings, Setup 293
Application Settings, Use 299
Application Settings, Using 428
Application Settings, View 294
Application, About the Procurement 1
Application, Administration 275
Application, Quit the 35
Application, Start the 33
Application, Start the Procurement 37
Approval 20, 282
Approval , Delegate 269
Approval and Review 221
Approval and Review Help, In the 221
Approval and Review Menu 41
Approval Assignments 362, 368
Approval Assignments, User’s 362
Approval Chains 490
Approval Delegation 269
Approval Escalation 408
Index : 542
Approval Escalation, Set-up 408, 504
Approval Group 404
Approval Group, Add an Approver / 139
Approval Groups 362, 380
Approval Groups, Assign Cost Center
Approvers / 501
Approval Groups, Assign Spending Limit
Approvers / 502
Approval Hierarchy 22
Approval Inbox 223, 405
Approval Limit 494
Approval Limit, Spending and 494
Approval Limits 492
Approval List 223
Approval Preview 111, 209, 222
Approval Process Blueprint 496
Approval Process, Plan 496
Approval Process, Workflow 494
Approval Requirements 20
Approval Roles 500
Approval Roles to Users, Assign 500
Approval Roles, Create 500
Approval Route 21
Approval Status Code 282
Approval Tab 483
Approval Template, Blanket Order 394,
498
Approval Template, Blanket Order Release
395, 499
Approval Template, Check Request 397
Approval Template, IT Request 398
Approval Template, Navigation 398
Approval Template, Shopping Cart 392,
497
Approval Templates 379, 392
Approval Workflow 221
Approval, Account Administration 483
Approval, Ad-Hoc 21
Approval, Blanket Order 209
Approval, Cost Center 492
Approval, Delegate 269
Approval, GL 492
Approval, Online Form Preview 237
Approval, Parallel 21, 498
Approval, Preview 237
Approval, Serial 498
Approval, Supplier Limit 495
Approve and Review Menu 41
Approve Edited Shopping Cart 226
Approve Shopping Cart 223
Approve with Changes 226
Approver 399
Approver / Approval Group, Add an 139
Approver Role 13
Approver, Assign Blanket Order 501
Approver, Assign Special Request 501
Approver, Assign Spending Limit 502
Approver, Assign Supplier 502
Approver, Blanket Order 400
Approver, Check Request 402
Approver, Commodity 401, 499
Approver, Configure Commodity 502
Approver, Cost Center 499
Approver, IT Request 404
Approver, Navigation 404
Approver, Notes to 110
Approver, Shopping Cart 399
Approver, Shopping Cart Total 399
Approver, Special Request 400, 492
Approver, Supplier- specific 492
Approvers 379, 392, 503
Approvers / Approval Groups, Assign Cost
Center 501
Approvers / Approval Groups, Assign
Spending Limit 502
Approvers and Reviewers, Add Ad-hoc 503
Approvers, Ad-hoc 503
Approvers, Assign Blanket Order 501
Approvers, Assign Cost Center 501
Approvers, Assign Shopping Cart Total 501
Approvers, Assign Special Request 501
Approvers, Assign Supplier 502
Approvers, Configure 499
Approvers, Configure Commodity 502
Area, Header 24, 38
ASN 173
ASN Detail 177
ASN Detail Pages 177
ASN Help, In the 173
ASN in Detail, View an 174
ASN List 175
ASN List, Filter the 176
ASN Material Details 181
ASN Package Details 183
ASN Tracking Details 179
ASN Transport Details 185
ASN, Respond to 187
ASNs, View a List of Available 174
Assign Approval Roles to Users 500
Assign Blanket Order Approver 501
Assign Blanket Order Approvers 501
Assign Cost Center Approvers 501
Assign Cost Center Approvers / Approval
Groups 501
Index : 543
Assign Delegate 503
Assign Delegates 503
Assign Roles 362
Assign Shopping Cart Total Approvers 501
Assign Special Request Approver 501
Assign Special Request Approvers 501
Assign Spending Limit Approver 502
Assign Spending Limit Approvers /
Approval Groups 502
Assign Supplier Approver 502
Assign Supplier Approvers 502
Assignment , Account 126
Assignment, Account 126
Assignment, Create a New Account 126
Assignment, Delete Account 127
Assignment, Delete an Account 127
Assignment, Edit an Existing Account 127
Assignment, Edit Existing Account 127
Assignments, Approval 362, 368
Assignments, User’s Approval 362
Associate Item 349
Association, Cancel 350
Association, Create a New Data Sync 525
Association, Create a New ERP 516
Attached File, Edit 130
Attached File, Edit an 130
Attachment File Names 131
Attachment File Sizes 131
Attachment, Modify 109, 110, 128, 129, 130
Attachment, New 109, 110, 128, 129
Attachments 109, 128
Attachments Page 128
Attachments Section 451
Attachments, Change Request 128
Attachments, Item Details / Item 161
Attachments, Line Item 128
Attachments, Shopping Cart 128
Attributes 365
Attributes, Edit 366
Attributes, Organization 365
Auction 39
Authorization, Add 207
Authorize Organizations 206
Availability 55
Availability Check 56
Availability, Check 56, 108
Available ASNs, View a List of 174
B
Back Order, Allow 381
Back, Move Forward and 4
Banner 24, 38
Bar, Browser Tool 5
Basic Information 50, 207
Basics 1
Basics, Help 1
Basis, Tax 122
Behavior, System 491
Bill Information 120, 170
Bill Instructions 122
Bill To 121
Bill To Address Tab 480
Bill To Address Visibility, Restricting 390
Bill To Address, Account Administration
480
Bill To Address, Add 371
Bill To Address, Default 270
Bill To Address, Edit 482
Bill To Address, New 481
Bill To Address, Order 115
Bill To Addresses 370
Bill To Addresses Setup 295
Bill To Addresses, Organization 370
Bill To Addresses, Setup 295
Bill To Details, Edit 120
Bill To, Delete 298
Bill To, Edit 296
Bill To, New 297
Bill To, View 295
Billing Information 120
Billing Instructions 122
Billto Addresses, Setup 295
Blanket Order 200
Blanket Order Approval 209
Blanket Order Approval Template 394, 498
Blanket Order Approver 400
Blanket Order Approver, Assign 501
Blanket Order Approvers, Assign 501
Blanket Order Details 200
Blanket Order Help, In the Existing 213
Blanket Order Help, In the New 199
Blanket Order History 216
Blanket Order Item List 100, 209
Blanket Order List 213
Blanket Order Number 376
Blanket Order Release 97
Blanket Order Release Approval Template
395, 499
Blanket Order Release Help, In the 97
Blanket Order Release History 217
Blanket Order Release List 97
Blanket Order Release Number 376
Blanket Order Release, New 97
Blanket Order Release, Shopping Cart 102
Index : 544
Blanket Order Release, Special Request 101
Blanket Order Release, Special Request
Edit 102
Blanket Order Type 280
Blanket Order Type Code 280
Blanket Order, Allow Catalog Search 202
Blanket Order, Allow Round Trip 203
Blanket Order, Allow Special Request 203
Blanket Order, Edit 213
Blanket Order, Existing 213
Blanket Order, New 199
Blueprint, Approval Process 496
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 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 5
Business Rules 17, 491
Business Rules, Workflow 491
Button, Close 249
Buttons 30, 31, 163
Buttons and Icons 246, 248
Buttons, Control 246, 247
Buttons, Icons and 30
Buyer 10
Buyer Accounts, Add 304
Buyer Accounts, Edit 305
Buyer Accounts, Specify 304
Buyer Role 13
Buyer Status 149
Buyers 10
Buying Organization 14
Buying Organization Configuration 510
Buying Organization Level 408
Buying Organizations 510
Buying Tools 46
C
Caching Section 466
Calculation, Sales Tax 120
Cancel an Order 166
Cancel Association 350
Cancel Special Request 82
Card Characters, Wild 49
Card Information, Credit 268
Card Tab, Credit 472
Card, Corporate Credit 339
Card, Credit 335
Card, Edit Credit 475
Card, New Credit 474
Card, Personal Credit 338
Cards, Wild 49
Cart Approval Template, Shopping 392,
497
Cart Approver, Shopping 399
Cart Attachments, Shopping 128
Cart Details 118
Cart Differences, Shopping 232
Cart Help, In the New Shopping 43
Cart Help, In the Open Shopping 93
Cart History Log, Shopping 231
Cart Information, Shopping 50
Cart Items By Requester, Shopping 257
Cart Items By Requestor Report, Shopping
257
Cart List, Filter the Shopping 136
Cart List, Open Shopping 93, 94
Cart List, Shopping 134
Cart Number, Shopping 376
Cart Page, Shopping 104, 117
Cart Review, Shopping 227
Cart Status Code, Shopping 286
Cart Status Help, In the Shopping 133
Cart Status, Shopping 133
Cart Tab, Shopping 45
Cart Total Amount, Shopping 496
Cart Total Approver, Shopping 399
Cart Total Approvers, Assign Shopping 501
Cart, Add to 66, 73, 85, 101
Cart, Approve Edited Shopping 226
Cart, Approve Shopping 223
Cart, Change Items in a Shopping 95
Cart, Modify Open Shopping 93
Cart, New Shopping 43
Cart, Open Shopping 93
Cart, Review Shopping 227
Cart, Save Shopping 112
Cart, Select Open Shopping 95
Cart, Shopping 45, 77, 286
Cart, Submit Shopping 111
Carts By Status Report, Shopping 256
Index : 545
Carts By Status, Shopping 256
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 299
Catalog Section 451
Catalog Update Files 299
Catalog Updates 298
Catalog Updates, Setup 298
Catalog View 201, 301, 380
Catalog View from Menu, Remove 304
Catalog View, Edit 303
Catalog View, New 302
Catalog Views 199
Catalog Views Setup 301
Catalog Views, Setup 301
Catalog, Add Price 433
Catalog, Browse 59
Catalog, Multi-supplier 76
Catalog, Search 44, 69, 211
Catalog, Search the 69, 70
Catalog, Single Supplier 76
Catalogs, Price 433
Category Code, Tax 281
Category, Delete 341
Category, Edit Report 341
Category, New Report 340
Category, Tax 281
Center & General Ledger Account, Cost 495
Center , Cost 19
Center Account, Cost 495
Center Approval, Cost 492
Center Approver, Cost 499
Center Approvers / Approval Groups,
Assign Cost 501
Center Approvers, Assign Cost 501
Center Report, Orders By Cost 255
Center Visibility, Restricting Cost 389
Center, Add Cost 374
Center, Cost 19
Center, Delete Cost 314
Center, Edit Cost 313
Center, New Cost 312
Center, Orders By Cost 255
Center, Ship To Cost 314
Center, View Cost 311
Centers Setup, Cost 311
Centers, Cost 373
Centers, Organization Cost 373
Centers, Setup Cost 311
Chains, Approval 490
Change Details 107
Change Items 106
Change Items in a Shopping Cart 95
Change Password 271
Change Quantity 106
Change Request 157, 283
Change Request / Supplier Update List,
Filter the 159
Change Request Attachments 128
Change Request Edit Fields 378
Change Request Header Detail 170
Change Request Help, In the 157
Change Request List, Filter 159
Change Request Number 375
Change Request Page 160
Change Request Status Code 283
Change Request, Edit 160
Change Your Password 271
Change, Make a 95
Change, Mass 388, 391
Changes List, Pending 157
Changes, Approve with 226
Changes, Price 56
Changes, Supplier Price 56
Characters, Wild Card 49
Check Availability 56, 108
Check Out 58, 91, 95, 103
Check Out Help, In the 103
Check Out Template 91
Check Request Approval Template 397
Check Request Approver 402
Check Status 133, 239
Check, Availability 56
Child Organization 365
Child Organizations 365
Child Organizations, All 208
Child Organizations, To All 208
Close Button 249
Code, Approval Status 282
Code, Blanket Order Type 280
Code, Change Request Status 283
Code, Commerce One Payment Type 278
Code, Document Type 279
Code, Edit Usage 354
Code, New Usage 354
Code, Order Status 285
Code, Payment Status 284
Code, Ship Method 281
Code, Shipment Status 287
Code, Shopping Cart Status 286
Code, Tax Category 281
Index : 546
Code, Usage 388
Codes 278
Codes, Advanced Administration 278
Codes, Status 149, 282
Column Description 247, 253, 254, 256,
257, 258, 259, 260, 261, 262, 263, 264
Commerce One Payment Type 278
Commerce One Payment Type Code 278
Committed Amount, Commodities
Ranking By 260
Commodities Ranking By Committed
Amount 260
Commodity 21
Commodity / Organization Report, Orders
By 254
Commodity / Organization, Orders By 254
Commodity Approver 401, 499
Commodity Approver, Configure 502
Commodity Approvers, Configure 502
Commodity Filters, Configure 306
Commodity Routing 492, 495
Commodity Tolerance 383
Compare Documents 165
Compare Orders 165
Complete the Form 236
Concepts, Key 19
Configuration, Buying Organization 510
Configuration, Confirm 487
Configuration, Create a New 512
Configuration, Edit a 511
Configuration, Rules for Flexible UI 531
Configuration, Search for a 510
Configure Approvers 499
Configure Commodity Approver 502
Configure Commodity Approvers 502
Configure Commodity Filters 306
Configure Rules 492
Configure Settlement 433
Configure Templates 497
Configuring OCI RoundTrip Information
425
Configuring RoundTrip Suppliers 426
Confirm Configuration 487
Confirm Goods Received 189, 190
Confirmation 112
Confirmation, Order 112
Contact Information 267
Contact Visibility, Restricting 390
Contact, Delete 310
Contact, Edit 309
Contact, New 308
Contact, View 308
Contacts Setup 307
Contacts, Setup 307
Contents Tab 3
Contents, Order 148
Contract 201
Control Buttons 246, 247
Control, Access 18
Controls, Navigation 26
Controls, VCR-style 26
Conventions 7
Conventions, Terms and 7
Cookie Crumb Trail 46
Copy 406
Copy Multiple Users 391
Corporate Credit Card 339
Cost 178
Cost Allocation 535
Cost Allocation Default Item Details, View
539
Cost Allocation Default Items 535
Cost Allocation, ERP 535
Cost Allocation, Item 124
Cost Center 19
Cost Center & General Ledger Account 495
Cost Center Account 495
Cost Center Approval 492
Cost Center Approver 499
Cost Center Approvers / Approval Groups,
Assign 501
Cost Center Approvers, Assign 501
Cost Center Report, Orders By 255
Cost Center Visibility, Restricting 389
Cost Center, Add 374
Cost Center, Default 271
Cost Center, Delete 314
Cost Center, Edit 313
Cost Center, New 312
Cost Center, Orders By 255
Cost Center, Ship To 314
Cost Center, View 311
Cost Centers 373
Cost Centers Setup 311
Cost Centers, Organization 373
Cost Centers, Setup 311
Cost Distribution 122
Cost Distribution, Flexible UI Method 124
Create 89, 405
Create a Default Item 538
Create a New Account Assignment 126
Create a New Configuration 512
Create a New Data Mapping Item 528
Create a New Data Sync Association 525
Index : 547
Create a New Data Synchronization Item
520
Create a New ERP Association 516
Create a New Flexible UI Item 533
Create a New Scheduled Job 523
Create a Template 89
Create Approval Roles 500
Create Special Request 79
Create Template 89
Creating New Suppliers 425
Credit Card 335
Credit Card Information 268
Credit Card Tab 472
Credit Card, Account Administration 472
Credit Card, Corporate 339
Credit Card, Edit 475
Credit Card, New 474
Credit Card, Personal 338
Crumb Trail, Cookie 46
CUP Files, Setup 298
Currency Amounts 204
Currency Exchange Group 383
Currency Exchange Group, Modify 316
Currency Exchange Group, New 315
Currency Exchange Groups 383
Currency Exchange Transaction Rules 316
Currency Exchanges Setup 315
Currency Exchanges, Setup 315
Current EBO, ERPs in the 510, 513
Custom Report, Add 264
Custom Reports, Adding 264
Custom Rules 496
Customize IDs 375, 391
D
Data Entry Form 195
Data Mapping 526
Data Mapping Item Details, View 529
Data Mapping Item, Create a New 528
Data Mapping Item, Edit a 527
Data Mapping Item, Search for a 526
Data Mapping Items 526
Data Mapping, ERP 526
Data Sync Association, Create a New 525
Data Sync Items 517
Data Synchronization 517
Data Synchronization Item, Create a New
520
Data Synchronization Item, Edit a 518
Data Synchronization Item, Search for a
518
Data Synchronization, ERP 517
DataAccess Section 454
Database, EBO 449
Database, Host 465
Date Ranges 204
Date, Requested Delivery 122
DDID 387
DDIDs, Organization 387
DDIDs, Supplier 423
Default Item Details, View Cost Allocation
539
Default Item, Create a 538
Default Item, Edit a 536
Default Item, Search for a 535
Default Items, Cost Allocation 535
Default Method 123
Defaulting Section 454
Defaults Section 455
Defaults Table, Supplier 428
Delegate Approval 269
Delegate, Assign 503
Delegates, Assign 503
Delegation 269, 405, 503
Delegation, Approval 269
Delegation, Disable 270
Delete 57, 91, 107, 320, 332, 334, 336, 394,
395, 397, 398, 399, 403, 407, 431
Delete Account Assignment 127
Delete Address 293
Delete an Account Assignment 127
Delete Bill To 298
Delete Category 341
Delete Contact 310
Delete Cost Center 314
Delete from Favorites 86
Delete icon 130
Delete Item 107
Delete Report 342
Delete Ship To 346
Delete Smart Form 349
Delete Template 323
Delete Tolerance 331
Delivery 122
Delivery Date, Requested 122
Description, Column 247, 253, 254, 256,
257, 258, 259, 260, 261, 262, 263, 264
Description, Item 50, 65, 72
Description, Long 50
Desktop Receiving 189
Desktop Receiving Help, In the 189
Detail Pages, ASN 177
Detail Report, Orders By Supplier - 262
Detail Search 70
Index : 548
Detail, Advance Ship Notice 177
Detail, ASN 177
Detail, Change Request Header 170
Detail, Order 155
Detail, Orders By Supplier - 262
Detail, Supplier Update 168
Detail, View an ASN in 174
Details 361, 367
Details / Item Attachments, Item 161
Details Action Icon, View 248
Details Help, In the Item 117
Details Page, Invoice 247
Details Page, Item 118
Details Page, Procurement 118
Details Page, Tax 163
Details, ASN Material 181
Details, ASN Package 183
Details, ASN Tracking 179
Details, ASN Transport 185
Details, Blanket Order 200
Details, Cart 118
Details, Change 107
Details, Edit Bill To 120
Details, Item 117, 194
Details, User 361
Details, View Cost Allocation Default Item
539
Details, View Data Mapping Item 529
Differences, Shop Page 101
Differences, Shopping Cart 232
Differences, View 232
Direct Pay Product Exemption 355
Direct Pay Product Exemption, Edit 355
Direct Pay Product Exemption, New 355
DirectConnect Section 456
Disable Delegation 270
Disable Workflow 493
Disable Workflow, Enable and 492
Disabled, Workflow Service 493
Dispatch Section 456
Dispatch, Supplier 419
Display 50
Display Icons 30
Distribution, Cost 122
Document Type 279
Document Type Code 279
Document, Acrobat Online 6
Documents, Compare 165
Does RoundTrip Work, How 424
Drop-down Menu 27
E
EBI Administration, Start 508
EBO Database 449
EBO Level 408
EBO, ERPs in the Current 510, 513
Edit 279, 280, 281, 282, 283, 284, 285,
286, 287, 319, 332, 334, 337, 381, 384,
387, 388, 394, 395, 396, 397, 398, 403,
406, 430
Edit a Configuration 511
Edit a Data Mapping Item 527
Edit a Data Synchronization Item 518
Edit a Default Item 536
Edit a Flexible UI Item 532
Edit a Scheduled Job 522
Edit Account 431, 432
Edit Address 289
Edit an Attached File 130
Edit an ERP System 515
Edit an Existing Account Assignment 127
Edit Attached File 130
Edit Attributes 366
Edit Bill To 296
Edit Bill To Address 482
Edit Bill To Details 120
Edit Blanket Order 213
Edit Buyer Accounts 305
Edit Catalog View 303
Edit Change Request 160
Edit Contact 309
Edit Cost Center 313
Edit Credit Card 475
Edit Direct Pay Product Exemption 355
Edit Existing Account Assignment 127
Edit Fields, Change Request 378
Edit Filters 306
Edit Group 316
Edit icon 130
Edit Organization 364
Edit Report 342
Edit Report Category 341
Edit Role 412
Edit Settings 294
Edit Ship To 344
Edit Ship To Address 478
Edit Smart Form 107, 348
Edit Special Request 81
Edit Special Request, Edit 107
Edit Supplier 417
Edit Tax Entity 353
Edit Tax Instance 352
Edit Template 322
Index : 549
Edit the Form 237
Edit Tolerance 328
Edit Usage Code 354
Edit, Identifier 292
Edit, Tax 291
Edited Shopping Cart, Approve 226
EIPP Section 456
E-mail Notification 205
E-mail Notification, Blanket Order 205
e-Marketplace 11
e-Marketplace Information, Setup 318
Enable and Disable Workflow 492
Enable Workflow 493
Enabled, Workflow Service 493
Enterprise Administration 16
Entity, Edit Tax 353
Entity, New Tax 352
Entity, Tax 352, 389
Entry Form, Data 195
Entry, Free-form Text 27
Entry, Receipt 193
Entry, Text 27
ERP Association, Create a New 516
ERP Cost Allocation 535
ERP Data Mapping 526
ERP Data Synchronization 517
ERP Job Scheduling 521
ERP System, Edit an 515
ERP System, Search for an 514
ERP Systems 513
ERP Value Search 127
ERP Value Search Page 127
ERP, Add a New 515
ERP, Buying Organization Administration
510
ERPs in the Current EBO 510, 513
Escalation, Approval 408
Escalation, Set-up Approval 408, 504
Event_Log Section 456, 466
Event_Log_Filters Section 457, 466
Event_Log_Resources Section 457, 467
Events, Logged 435
Examples , Usage 47
Examples, Search 47
Exceptions 49
Exchange Group, Currency 383
Exchange Group, Modify Currency 316
Exchange Group, New Currency 315
Exchange Groups, Currency 383
Exchange Rates 316
Exchange Transaction Rules, Currency 316
Exchanges Setup, Currency 315
Exchanges, Setup Currency 315
Exemption, Direct Pay Product 355
Exemption, Edit Direct Pay Product 355
Exemption, New Direct Pay Product 355
Existing Account Assignment, Edit 127
Existing Account Assignment, Edit an 127
Existing Blanket Order 213
Existing Blanket Order Help, In the 213
Existing Organization 364
Existing Role 412
Existing Supplier 417
Expand/Collapse Icon, Drop-down 248
Extra Information 50
F
Favorite Items 45, 83
Favorite Items Help Module, In the 83
Favorite Items List 83, 84
Favorite Lists 83
Favorites, Add to 66, 73, 85
Favorites, Delete from 86
Favorites, Remove from 86
Fields, Change Request Edit 378
File Names, Attachment 131
File Sizes, Attachment 131
File, Edit an Attached 130
File, Edit Attached 130
Files, Catalog Update 299
Files, Setup CUP 298
Fill-out Online Form 236
Filter Change Request List 159
Filter Invoices, Sort or 245
Filter Receiving List 192
Filter Supplier Update List 159
Filter the ASN List 176
Filter the Change Request / Supplier
Update List 159
Filter the List 76, 99, 136, 146, 176, 192,
216, 241
Filter the Shopping Cart List 136
Filters, Configure Commodity 306
Filters, Edit 306
Filters, List 306
Flexible UI Configuration, Rules for 531
Flexible UI Item, Create a New 533
Flexible UI Item, Edit a 532
Flexible UI Item, Search for a 531
Flexible UI Items 530
Flexible UI Method 124
Flexible User Interface 530
Form History Log, Online 243
Form List, Online 240
Index : 550
Form Preview Approval, Online 237
Form Process Map, Online 242
Form Setup, Smart 346
Form Status Help, In the Online 239
Form Status, Online 239
Form Template, New 321
Form Template, Online 235
Form, Complete the 236
Form, Data Entry 195
Form, Delete Smart 349
Form, Edit Smart 107, 348
Form, Edit the 237
Form, Fill-out Online 236
Form, New Smart 347
Form, Online 235
Form, Setup a Smart 346
Form, Setup Online 321
Form, Smart 55
Form, Submit Online 238
Form, Submit the 238
Forms Help, In the Online 235
Forms Menu, Online 42
Forms Section, Admin 466
Forms, Online 235, 239
Forms, Setup Smart 346
Forms, Smart 19
Forward and Back, Move 4
Frame Icons, Help Text 5
Frame, Text 4
Free-form Text Entry 27
G
General 178, 266
General Information 201
General Ledger Account 495
General Ledger Account, Cost Center & 495
General, User Profile 267
Get Help, How to 2
Get Help, Other Ways to 6
Getting Help 2
GL Approval 492
Goods Received, Confirm 189, 190
Group, Add an Approver / Approval 139
Group, Approval 404
Group, Currency Exchange 383
Group, Edit 316
Group, Modify Currency Exchange 316
Group, New 315
Group, New Currency Exchange 315
Groups, Approval 362, 380
Groups, Assign Cost Center Approvers /
Approval 501
Groups, Assign Spending Limit Approvers
/ Approval 502
Groups, Currency Exchange 383
H
Header 24
Header Area 24, 38
Header Detail, Change Request 170
Help Basics 1
Help Icon, Online 2
Help Module, In the Browse the Catalog 59
Help Module, In the Favorite Items 83
Help Module, In the Overview 9
Help Module, In the Procurement Home 37
Help Module, In the RoundTrip 75
Help Module, In the Search the Catalog 69
Help Module, In this 33
Help Section 467
Help Text Frame Icons 5
Help with Search 540
Help, Access Online 2
Help, Getting 2
Help, How to Get 2
Help, In the Administer Organizations 363
Help, In the Administer Roles 411
Help, In the Administer Suppliers 415
Help, In the Administer Users 359
Help, In the Administration Log 435
Help, In the Advanced Administration 275
Help, In the Application Privileges 437
Help, In the Application Settings 449
Help, In the Approval and Review 221
Help, In the ASN 173
Help, In the Blanket Order Release 97
Help, In the Change Request 157
Help, In the Check Out 103
Help, In the Desktop Receiving 189
Help, In the Existing Blanket Order 213
Help, In the Invoice Presentment 245
Help, In the Item Details 117
Help, In the New Blanket Order 199
Help, In the New Shopping Cart 43
Help, In the Online Form Status 239
Help, In the Online Forms 235
Help, In the Open Shopping Cart 93
Help, In the Order Status 143
Help, In the Reports 251
Help, In the Services 273
Help, In the Shopping Cart Status 133
Help, In the Special Request 79
Help, In the Templates 87
Help, In the User Profile 265
Index : 551
Help, Navigate Online 4
Help, Other Ways to Get 6
Help, Print Online 6
Help, Using 1
Help, Welcome to Procurement 5.6.2 1
Hierarchy, Approval 22
History 216
History Log 140, 231, 243
History Log, Online Form 243
History Log, Receipt 195
History Log, Receive 195
History Log, Shopping Cart 231
History, Blanket Order 216
History, Blanket Order Release 217
History, Order 153
History, Order Transaction 154
History, Release 217
History, Workflow 229
Home Help Module, In the Procurement 37
Home Organization 19, 277
Home Organization, Administer 277
Home Page 34, 37
Home Page Menus, Administration 40
Home Page Menus, Approval 39
Home Page Menus, Online Forms 40
Home Page Menus, Purchasing 39
Home Page, Procurement 37
Home Row 23
Home Users 367
Host Database 465
Hosted Supplier 12
Hosted Suppliers 12
How Does RoundTrip Work 424
How to Browse 60
How to Get Help 2
Hyperlink 4
Hyperlinks 4, 160
I
I18N Section 468
icon, Delete 130
icon, Edit 130
Icon, Online Help 2
icon, Search 27
Icon, View Details Action 248
Icons 30
Icons and Buttons 30
Icons and Meanings 509
Icons, Action 30
Icons, Buttons and 246, 248
Icons, Display 30
Icons, Help Text Frame 5
ID & Spending Limit 267
Identifier Edit 292
IDs, Customize 375, 391
In the Account Administration Module 471
In the Administer Organizations Help 363
In the Administer Roles Help 411
In the Administer Suppliers Help 415
In the Administer Users Help 359
In the Administration Log Help 435
In the Administration Module 507
In the Advanced Administration Help 275
In the Application Privileges Help 437
In the Application Settings Help 449
In the Approval and Review Help 221
In the ASN Help 173
In the Blanket Order Release Help 97
In the Browse the Catalog Help Module 59
In the Change Request Help 157
In the Check Out Help 103
In the Desktop Receiving Help 189
In the Existing Blanket Order Help 213
In the Favorite Items Help Module 83
In the Invoice Presentment Help 245
In the Item Details Help 117
In the New Blanket Order Help 199
In the New Shopping Cart Help 43
In the Online Form Status Help 239
In the Online Forms Help 235
In the Open Shopping Cart Help 93
In the Order Status Help 143
In the Overview Help Module 9
In the Procurement Home Help Module 37
In the Reports Help 251
In the RoundTrip Help Module 75
In the Search the Catalog Help Module 69
In the Services Help 273
In the Shopping Cart Status Help 133
In the Special Request Help 79
In the Templates Help 87
In the User Profile Help 265
In the Workflow Primer 489
In this Help Module 33
Inbox, Approval 223, 405
Index Tab 3
Information 417
Information, Basic 50, 207
Information, Bill 120, 170
Information, Billing 120
Information, Configuring OCI RoundTrip
425
Information, Contact 267
Information, Credit Card 268
Index : 552
Information, Extra 50
Information, General 201
Information, News and 42
Information, No 56
Information, Order 161, 194, 196
Information, Order Shipping 151
Information, Setup e-Marketplace 318
Information, Setup MarketSite 318
Information, Ship 119, 171
Information, Shipment 194
Information, Shipping 119
Information, Shopping Cart 50
Inheritance 16, 496
Inheritance, override 16
Instance, Edit Tax 352
Instance, New Tax 351
Instance, Tax 351
Instructions, Bill 122
Instructions, Billing 122
Instructions, Ship 120
Instructions, Shipping 120
Instructions, Special 122
Integrated Supplier 11
Integrated Suppliers 11
Integration Administration 507
Integration Administration, Start 508
Interface, Flexible User 530
Interface, User 23
Intermediary Setup 485
Intermediary Setup, RoundTrip 485
Invoice Details Page 247
Invoice List Page 245
Invoice Presentment 245
Invoice Presentment Help, In the 245
Invoice Presentment Report 246
Invoice Summary Report 246
Invoices, Sort or Filter 245
IT Request Approval Template 398
IT Request Approver 404
Item Attachments, Item Details / 161
Item Attachments, Line 128
Item Cost Allocation 124
Item Description 50, 65, 72
Item Details 117, 194
Item Details / Item Attachments 161
Item Details Help, In the 117
Item Details Page 118
Item Details, View Cost Allocation Default
539
Item Details, View Data Mapping 529
Item Information, Basic 50
Item Information, extra 50
Item List, Blanket Order 100, 209
Item Price 72
Item Requirements 107
Item, Associate 349
Item, Create a Default 538
Item, Create a New Data Mapping 528
Item, Create a New Data Synchronization
520
Item, Create a New Flexible UI 533
Item, Delete 107
Item, Edit a Data Mapping 527
Item, Edit a Data Synchronization 518
Item, Edit a Default 536
Item, Edit a Flexible UI 532
Item, Search for a Data Mapping 526
Item, Search for a Data Synchronization
518
Item, Search for a Default 535
Item, Search for a Flexible UI 531
Items By Requester, Shopping Cart 257
Items By Requestor Report, Shopping Cart
257
Items Help Module, In the Favorite 83
Items in a Shopping Cart, Change 95
Items List, Favorite 83, 84
Items, Alternative 57
Items, Change 106
Items, Cost Allocation Default 535
Items, Data Mapping 526
Items, Data Sync 517
Items, Favorite 45, 83
Items, Flexible UI 530
Items, Manage 209
J
Job Log, View the Scheduler 525
Job Schedules 521
Job Scheduling, ERP 521
Job, Create a New Scheduled 523
Job, Edit a Scheduled 522
Job, Search for an 522
Jobs, Scheduler 521
Jobs, Start and Stop Scheduler 524
K
Key Concepts 19
Keyword Search 71
Keyword Search Syntax 47, 71
L
Ledger Account, Cost Center & General 495
Ledger Account, General 495
Index : 553
Level, Buying Organization 408
Level, EBO 408
Level, Supplier 433
Limit , ID & Spending 267
Limit , Spending 20
Limit Approval, Supplier 495
Limit Approver, Assign Spending 502
Limit Approvers / Approval Groups, Assign
Spending 502
Limit Over Time, Spending 495
Limit, Approval 494
Limit, Spending 20, 267, 494, 502
Limit, Spending and Approval 494
Limits, Approval 492
Line Item Attachments 128
List Filters 306
List of Available ASNs, View a 174
List Page, Invoice 245
List Prices 433
List, Advance Ship Notice 175
List, Approval 223
List, ASN 175
List, Blanket Order 213
List, Blanket Order Item 100, 209
List, Blanket Order Release 97
List, Browse Results 61
List, Favorite Items 83, 84
List, Favorites 83
List, Filter Change Request 159
List, Filter Receiving 192
List, Filter Supplier Update 159
List, Filter the 76, 99, 136, 146, 176, 192,
216, 241
List, Filter the ASN 176
List, Filter the Change Request / Supplier
Update 159
List, Filter the Shopping Cart 136
List, Online Form 240
List, Open Shopping Cart 93, 94
List, Open Shopping Carts 94
List, Order 144
List, Orders 144
List, Pending Changes 157
List, Receipt 196
List, Receiving 190
List, Results 61
List, Review 227
List, Shopping Cart 134
List, Shopping Carts 134
List, Template 87
List, Tracking Numbers 152
Lists, Favorite 83
Lists, Navigate 26
Lists, Navigating 26
Locale 271
Log Help, In the Administration 435
Log In 33
Log Off 35
Log On 33
Log Out 35
Log, Administration 435
Log, History 140, 231, 243
Log, Online Form History 243
Log, Receipt 195
Log, Receipt History 195
Log, Receive History 195
Log, Shopping Cart History 231
Log, View 435
Log, View the Scheduler Job 525
Logged Events 435
Long Description 50
M
Make a Change 95
Make Selections 26
Manage Items 209
Manage Purchasing Menu 41
Map, Online Form Process 242
Map, Process 138, 242
Map, Workflow Process 138
Mapping Item Details, View Data 529
Mapping Item, Create a New Data 528
Mapping Item, Edit a Data 527
Mapping Item, Search for a Data 526
Mapping Items, Data 526
Mapping, Data 526
Mapping, ERP Data 526
MarketSite 385
MarketSite Information, Setup 318
MarketSite Setup 319, 320
MarketSite, Organization 385
MarketSite, Setup 318
MarketSite, Supplier 421
MarketSite.net 39
Mass Change 388, 391
Material Details, ASN 181
Meanings, Icons and 509
Measure, Setup Units of 356
Measure, Units of 356
Measurement (UOM), Setup Units of 356
Measurement) Setup, UOM (Units of 356
Measures, Weights & 179
Menu 27
Menu , Profiles 42
Index : 554
Menu, Add to 277, 382
Menu, Add View to 303
Menu, Application Administration 42
Menu, Approval and Review 41
Menu, Approve and Review 41
Menu, Drop-down 27
Menu, Manage Purchasing 41
Menu, Online Forms 42
Menu, Orders 40
Menu, Organization 38
Menu, Profiles 42
Menu, Remove Catalog View from 304
Menu, Remove from 277, 383
Menu, Remove View from 304
Menu, Reports 41, 251
Menu, Services 39
Menu, Shop 40
Menu, Tree 276
Menus, Browser 4
Messenger_Trace_Dirs Section 468
Method Code, Ship 281
Method, Default 123
Method, Flexible UI 124
Method, Order Payment 115
Method, Payment 120
Method, Ship 120, 281
Method, Shipping 120
Method, Supplier Ship 418
Methods, Setup Payment 331
Minimum Requirements, Supplier 424
Modify 90
Modify a Template 90
Modify Application Settings 294
Modify Attachment 109, 110, 128, 129, 130
Modify Currency Exchange Group 316
Modify Open Shopping Cart 93
Modify Template 90
Module, In the Account Administration 471
Module, In the Administration 507
Module, In the Browse the Catalog Help 59
Module, In the Favorite Items Help 83
Module, In the Overview Help 9
Module, In the Procurement Home Help 37
Module, In the RoundTrip Help 75
Module, In the Search the Catalog Help 69
Module, In this Help 33
Monitoring Service Overview, Order 493
Monitoring Service, Order 493
Move Forward and Back 4
Move Multiple Users 391
Multiple Users, Copy 391
Multiple Users, Move 391
Multi-supplier Catalog 76
N
Name, Supplier 417
Names, Attachment File 131
Navigate Lists 26
Navigate Online Help 4
Navigate Pages 25
Navigating Lists 26
Navigating Pages 25
Navigation 25
Navigation Approval Template 398
Navigation Approver 404
Navigation Controls 26
Netscape Oddities 5
New 319, 331, 333, 335, 384, 386, 402, 429
New Account 431
New Account Assignment, Create a 126
New Address 290
New Attachment 109, 110, 128, 129
New Bill To 297
New Bill To Address 481
New Blanket Order 199
New Blanket Order Help, In the 199
New Blanket Order Release 97
New Catalog View 302
New Configuration, Create a 512
New Contact 308
New Cost Center 312
New Credit Card 474
New Currency Exchange Group 315
New Data Mapping Item, Create a 528
New Data Sync Association, Create a 525
New Data Synchronization Item, Create a
520
New Direct Pay Product Exemption 355
New ERP Association, Create a 516
New ERP, Add a 515
New Flexible UI Item, Create a 533
New Form Template 321
New Group 315
New Order Tolerance 326
New Organization 363
New Report 341
New Report Category 340
New Role 411
New Scheduled Job, Create a 523
New Ship To 345
New Ship To Address 477
New Shopping Cart 43
New Shopping Cart Help, In the 43
New Smart Form 347
Index : 555
New Supplier 416
New Supplier Account 431
New Suppliers, Creating 425
New Tax Entity 352
New Tax Instance 351
New Usage Code 354
New User 360
News and Information 42
No Information 56
Nominal Price 51
NOT 47
Notes 179, 206
Notes to Approver 110
Notice List, Advance Ship 175
Notice, Advance Ship 173
Notification, E-mail 205
Notification, Shipping 173
Number, Blanket Order 376
Number, Blanket Order Release 376
Number, Change Request 375
Number, Order 375
Number, Shopping Cart 376
Numbers List, Tracking 152
O
OCI RoundTrip Information, Configuring
425
Oddities, Netscape 5
Off, Log 35
OnDemand Section 457
One Payment Type Code, Commerce 278
One Payment Type, Commerce 278
Online Document, Acrobat 6
Online Form 235
Online Form History Log 243
Online Form List 240
Online Form Preview Approval 237
Online Form Process Map 242
Online Form Status 239
Online Form Status Help, In the 239
Online Form Template 235
Online Form, Fill-out 236
Online Form, Setup 321
Online Form, Submit 238
Online Forms 239
Online Forms Help, In the 235
Online Forms Menu 42
Online Help Icon 2
Online Help, Access 2
Online Help, Navigate 4
Online Help, Print 6
Online Procurement 9
Open Shopping Cart 93
Open Shopping Cart Help, In the 93
Open Shopping Cart List 93, 94
Open Shopping Cart, Modify 93
Open Shopping Cart, Select 95
Open Shopping Carts List 94
Operators, Boolean 47
Operators, Search 47
Options, Supplier 380, 431
OR 47
or Filter Invoices, Sort 245
Order 284
Order Approval Template, Blanket 394,
498
Order Approval, Blanket 209
Order Approver, Assign Blanket 501
Order Approver, Blanket 400
Order Approvers, Assign Blanket 501
Order Bill To Address 115
Order Confirmation 112
Order Confirmation, Small Business
Features Checkout 112
Order Contents 148
Order Detail 155
Order Details, Blanket 200
Order Help, In the Existing Blanket 213
Order Help, In the New Blanket 199
Order History 153
Order History, Blanket 216
Order Information 161, 194, 196
Order Item List, Blanket 100, 209
Order List 144
Order List, Blanket 213
Order Monitoring Service 493
Order Monitoring Service Overview 493
Order Number 375
Order Number, Blanket 376
Order Payment Method 115
Order Price 72
Order Release Approval Template, Blanket
395, 499
Order Release Help, In the Blanket 97
Order Release History, Blanket 217
Order Release List, Blanket 97
Order Release Number, Blanket 376
Order Release, Blanket 97
Order Release, New Blanket 97
Order Ship To Address 114
Order Shipping Information 151
Order Status 143
Order Status Code 285
Order Status Help, In the 143
Index : 556
Order Status Page 143
Order Tolerance Service 493
Order Tolerance Service Overview 493
Order Tolerance, New 326
Order Tolerances Setup 323
Order Tolerances, Setup 323
Order Transaction History 154
Order Type Code, Blanket 280
Order Type, Blanket 280
Order, Allow Back 381
Order, Blanket 200
Order, Cancel an 166
Order, Cancellation 166
Order, Edit Blanket 213
Order, Existing Blanket 213
Order, New Blanket 199
OrderConfirmation Section 458
OrderMonitor Section 458
OrderResponse Section 458
Orders By Commodity / Organization 254
Orders By Commodity / Organization
Report 254
Orders By Cost Center 255
Orders By Cost Center Report 255
Orders By Organization 253
Orders By Organization Report 253
Orders By Supplier - Detail 262
Orders By Supplier - Detail Report 262
Orders By Supplier - Summary 261
Orders By Supplier - Summary Report 261
Orders List 144
Orders Menu 40
Orders, Compare 165
OrderStatus Section 458
Organization 14
Organization / User Report, Privileges by
263
Organization / User, Privileges by 263
Organization Attributes 365
Organization Bill To Addresses 370
Organization Configuration, Buying 510
Organization Cost Centers 373
Organization DDIDs 387
Organization Level, Buying 408
Organization MarketSite 385
Organization Menu 38
Organization Report, Orders By 253
Organization Report, Orders By
Commodity / 254
Organization Settings 377
Organization Ship To Addresses 372
Organization, Administer Home 277
Organization, An 208
Organization, Buying 14
Organization, Child 365
Organization, Edit 364
Organization, Existing 364
Organization, Home 19, 277
Organization, New 363
Organization, Orders By 253
Organization, Orders By Commodity / 254
Organization, To An 207
Organizations 361, 368
Organizations Help, In the Administer 363
Organizations, Administer 363
Organizations, All 209
Organizations, All Child 208
Organizations, Authorize 206
Organizations, Buying 510
Organizations, Child 365
Organizations, To All Child 208
Organizations, User’s 361
Organizing Browse Results 61
Other Ways to Get Help 6
Out Help, In the Check 103
Out Template, Check 91
Out, Check 58, 91, 95, 103
Out, Log 35
Over Time, Spending Limit 495
Overview 9
Overview Help Module, In the 9
Overview, Order Monitoring Service 493
Overview, Order Tolerance Service 493
Overview, Workflow Services 489
P
Package Details, ASN 183
Page Differences, Shop 101
Page, Attachments 128
Page, Change Request 160
Page, ERP Value Search 127
Page, Home 34, 37
Page, Invoice Details 247
Page, Invoice List 245
Page, Item Details 118
Page, Order Status 143
Page, Procurement Home 37
Page, Search 27
Page, Shop 43, 59, 69, 75, 79, 83
Page, Shopping Cart 104, 117
Page, Tax Details 163
Page, The Shop 43, 59, 69, 75, 79, 83, 103
Pages, ASN Detail 177
Pages, Navigate 25
Index : 557
Pages, Navigating 25
Paging Section 459
Parallel 21
Parallel Approval 21, 498
Parameters 246, 253, 254, 255, 256, 257,
258, 259, 260, 261, 262, 263
Parentheses 48
Part / Supplier Report, Receipts By 258
Part / Supplier, Receipts By 258
Part Report, Receipts By Supplier / 259
Part, Receipts By Supplier / 259
Partial Shipment, Allow 381
Password 271, 272
Password, Change 271
Password, Change Your 271
Path, Browse 46
Pay Product Exemption, Direct 355
Pay Product Exemption, Edit Direct 355
Pay Product Exemption, New Direct 355
Payment 284
Payment Method 120
Payment Method, Order 115
Payment Methods, Setup 331
Payment Setup 331
Payment Status Code 284
Payment Term 331
Payment Type 333
Payment Type Code, Commerce One 278
Payment Type, Commerce One 278
Payment Type, Supplier 420
Payments, Setup 331
Pending Changes List 157
Personal Credit Card 338
Personal Templates 89
Plan Approval Process 496
Predefined Reports 252
Preferences 270
Preferences, User 270
Preferred Supplier 381
Presentment Help, In the Invoice 245
Presentment Report, Invoice 246
Presentment, Invoice 245
Preview Approval 237
Preview Approval, Online Form 237
Preview, Approval 111, 209, 222
Price 51, 65, 72
Price Catalog, Add 433
Price Catalogs 433
Price Changes 56
Price Changes, Supplier 56
Price Tiers 51
Price, Item 72
Price, Nominal 51
Price, Order 72
Prices , Tiered 51
Prices, List 433
Prices, Tiered 51
Primer, In the Workflow 489
Primer, Workflow 489
Print Online Help 6
Print Report 251
Privilege 18
Privilege, Administration 437
Privileges by Organization / User 263
Privileges by Organization / User Report
263
Privileges Help, In the Application 437
Privileges, Administrator 443
Privileges, Procurement 437
Procedures, Receiving 189
Process Blueprint, Approval 496
Process Map 138, 242
Process Map, Online Form 242
Process Map, Workflow 138
Process Status, Catalog 299
Process, Plan Approval 496
Process, Workflow Approval 494
Procurement 9
Procurement 5.6.2 Help, Welcome to 1
Procurement Administration 16
Procurement Application, About the 1
Procurement Application, Start the 37
Procurement Home Help Module, In the 37
Procurement Home Page 37
Procurement Privileges 437
Procurement, Online 9
Product Exemption, Direct Pay 355
Product Exemption, Edit Direct Pay 355
Product Exemption, New Direct Pay 355
Profile , View 265
Profile Help, In the User 265
Profile, User 265
Profiles Menu 42
Protocol, RoundTrip 429, 430
Purchasing Menu, Manage 41
Q
Quantities 52
Quantity 62, 106
Quantity, Change 106
QuickCheck Section 459
Quit the Application 35
Quotes 48
Index : 558
R
Ranges, Date 204
Ranking By Committed Amount,
Commodities 260
Rates, Exchange 316
Reader, Acrobat 6
Re-approval 22
Receipt Entry 193
Receipt History Log 195
Receipt List 196
Receipts By Part / Supplier 258
Receipts By Part / Supplier Report 258
Receipts By Supplier / Part 259
Receipts By Supplier / Part Report 259
Receive 285
Receive History Log 195
Received, Confirm Goods 189, 190
Receiving 189
Receiving Help, In the Desktop 189
Receiving List 190
Receiving List, Filter 192
Receiving Procedures 189
Receiving, Desktop 189
Refine Browse Results 63
Refine Results 63
Registration, Supplier Tax 431
Registration, Tax 431
Release Approval Template, Blanket Order
395, 499
Release Help, In the Blanket Order 97
Release History 217
Release History, Blanket Order 217
Release List, Blanket Order 97
Release Number, Blanket Order 376
Release, Blanket Order 97
Release, New Blanket Order 97
Remove 385, 387, 388
Remove Catalog View from Menu 304
Remove from Favorites 86
Remove from Menu 277, 383
Remove Template 91
Remove View from Menu 304
Report Category, Edit 341
Report Category, New 340
Report, Add Custom 264
Report, Delete 342
Report, Edit 342
Report, Invoice Presentment 246
Report, Invoice Summary 246
Report, New 341
Report, Orders By Commodity /
Organization 254
Report, Orders By Cost Center 255
Report, Orders By Organization 253
Report, Orders By Supplier - Detail 262
Report, Orders By Supplier - Summary 261
Report, Print 251
Report, Privileges by Organization / User
263
Report, Receipts By Part / Supplier 258
Report, Receipts By Supplier / Part 259
Report, Shopping Cart Items By Requestor
257
Report, Shopping Carts By Status 256
Reports 251
Commodities Ranking By Committed
Amount 260
Orders By Commodity / Organization
254
Orders By Cost Center 255
Orders By Organization 253
Orders By Supplier - Detail 262
Orders By Supplier - Summary 261
predefined 252
Privileges by Organization / User 263
Receipts By Part / Supplier 258
Receipts By Supplier / Part 259
Shopping Cart Items By Requestor 257
Shopping Carts By Status 256
Reports Help, In the 251
Reports Menu 41, 251
Reports, Adding Custom 264
Reports, Predefined 252
Reports, Run 251
Reports, Setup 340
Request / Supplier Update List, Filter the
Change 159
Request Approval Template, Check 397
Request Approval Template, IT 398
Request Approver, Assign Special 501
Request Approver, Check 402
Request Approver, IT 404
Request Approver, Special 400, 492
Request Approvers, Assign Special 501
Request Attachments, Change 128
Request Edit Fields, Change 378
Request Header Detail, Change 170
Request Help, In the Change 157
Request Help, In the Special 79
Request List, Filter Change 159
Request Number, Change 375
Request Page, Change 160
Request Status Code, Change 283
Request, Cancel Special 82
Index : 559
Request, Change 157, 283
Request, Create Special 79
Request, Edit Change 160
Request, Edit Special 81
Request, Special 45, 79, 496
Requested Delivery Date 122
Requester, Shopping Cart Items By 257
Requestor Report, Shopping Cart Items By
257
Requirements , Approval 20
Requirements, Item 107
Requirements, Supplier Minimum 424
Re-route Workflow 22
Reset the Browse Sequence 46
Respond to ASN 187
Respond to Supplier Update 164
Restart Browse 61
Restart the Browse 61
Restart the Search 72
Restricting Address Visibility 390
Restricting Bill To Address Visibility 390
Restricting Contact Visibility 390
Restricting Cost Center Visibility 389
Restricting Ship To Address Visibility 391
Restricting Visibility 389
Results List 61
Results List, Browse 61
Results, Browse 61
Results, Organizing Browse 61
Results, Refine 63
Results, Refine Browse 63
Results, Search 72
Review 221, 227
Review Help, In the Approval and 221
Review List 227
Review Menu, Approval and 41
Review Menu, Approve and 41
Review Shopping Cart 227
Review, Approval and 221
Review, Shopping Cart 227
Reviewer 503
Reviewer Role 13
Reviewer, Add a 140
Reviewers, Add Ad-hoc Approvers and 503
Reviewers, Ad-hoc 503
Role 12, 19
Role, Administrator 13
Role, Approver 13
Role, Buyer 13
Role, Edit 412
Role, Existing 412
Role, New 411
Role, Reviewer 13
Role, User 12
Roles 362, 368
Roles Help, In the Administer 411
Roles to Users, Assign Approval 500
Roles, Administer 411
Roles, Approval 500
Roles, Assign 362
Roles, Create Approval 500
Roles, User 12
Roles, User’s 362
RoundTrip 45, 75, 485
configuration 485
RoundTrip Help Module, In the 75
RoundTrip Information, Configuring OCI
425
RoundTrip Protocol 429, 430
RoundTrip Shopping 75
RoundTrip Suppliers, Configuring 426
RoundTrip URL 429, 430
RoundTrip Work, How Does 424
RoundTrip, Supplier 423
RoundTrip, What is 423
RoundTripSession Section 459
Route 21
Route, Approval 21
Routing 490
Routing, Commodity 492, 495
Routing, Workflow 490
Row, Home 23
Rules 16
Rules for Flexible UI Configuration 531
Rules, Business 17, 491
Rules, Configure 492
Rules, Currency Exchange Transaction 316
Rules, Custom 496
Rules, Spending 384
Rules, Workflow 405, 494
Rules, Workflow Business 491
Run Reports 251
S
Sales Tax Calculation 120
Save Shopping Cart 112
Scheduled Job, Create a New 523
Scheduled Job, Edit a 522
Scheduler Job Log, View the 525
Scheduler Jobs 521
Scheduler Jobs, Start and Stop 524
Schedules, Job 521
Scheduling, ERP Job 521
Scope 18
Index : 560
Search 28, 360
Search Catalog 44, 211
Search Examples 47
Search for a Configuration 510
Search for a Data Mapping Item 526
Search for a Data Synchronization Item 518
Search for a Default Item 535
Search for a Flexible UI Item 531
Search for an ERP System 514
Search for an Job 522
Search icon 27
Search Page 27
Search Page, ERP Value 127
Search Results 72
Search string 28
Search Syntax 47, 71
Search Syntax, Keyword 47, 71
Search Tab 3
Search the Catalog 69, 70
Search the Catalog Help Module, In the 69
Search Tips 29
Search, Detail 70
Search, ERP Value 127
Search, Help with 540
Search, Keyword 71
Search, Restart the 72
Search, Start 70
Search, Start to 70
SearchScreen Section 459
Section, Admin Forms 466
Section, AdminForms 450
Section, Attachments 451
Section, Caching 466
Section, Catalog 451
Section, DataAccess 454
Section, Defaulting 454
Section, Defaults 455
Section, DirectConnect 456
Section, Dispatch 456
Section, EIPP 456
Section, Event_Log 456, 466
Section, Event_Log_Filters 457, 466
Section, Event_Log_Resources 457, 467
Section, Help 467
Section, I18N 468
Section, Messenger_Trace_Dirs 468
Section, OnDemand 457
Section, OrderConfirmation 458
Section, OrderMonitor 458
Section, OrderResponse 458
Section, OrderStatus 458
Section, Paging 459
Section, QuickCheck 459
Section, RoundTripSession 459
Section, SearchScreen 459
Section, SecurityCache 460, 468
Section, SecurityLogin 460
Section, Session 462
Section, SSL 462, 469
Section, SSO 469
Section, Subscription 463, 469
Section, SysUser 463
Section, UI 463
Section, Upload 464
Section, Workflow 464
SecurityCache Section 460, 468
SecurityLogin Section 460
Select 95
Select a Service 273
Select Open Shopping Cart 95
Selections 26
Selections, Make 26
Sequence, Browse 46
Sequence, Reset the Browse 46
Serial Approval 498
Service Disabled, Workflow 493
Service Enabled, Workflow 493
Service Overview, Order Monitoring 493
Service Overview, Order Tolerance 493
Service, Order Monitoring 493
Service, Order Tolerance 493
Service, Select a 273
Services Help, In the 273
Services Menu 39
Services Overview, Workflow 489
Services, Workflow 392, 489
Session Section 462
Settings Help, In the Application 449
Settings Setup, Application 293
Settings, AppIni 449
Settings, Edit 294
Settings, Modify Application 294
Settings, Organization 377
Settings, Setup Application 293
Settings, Use Application 299
Settings, Using Application 428
Settings, View 294
Settings, View Application 294
Settlement 408
Settlement, Configure 433
Settlement, Configure EBO 408
Settlement, Configure Organization 408
Settlement, Configure Suppliers 433
Setup 287
Index : 561
Setup a Smart Form 346
Setup Addresses 289
Setup Application Settings 293
Set-up Approval Escalation 408, 504
Setup Bill To Addresses 295
Setup Billto Addresses 295
Setup Catalog Updates 298
Setup Catalog Views 301
Setup Contacts 307
Setup Cost Centers 311
Setup CUP Files 298
Setup Currency Exchanges 315
Setup e-Marketplace Information 318
Setup MarketSite 318
Setup MarketSite Information 318
Setup Online Form 321
Setup Order Tolerances 323
Setup Payment Methods 331
Setup Payments 331
Setup Reports 340
Setup Ship To Addresses 343
Setup Shipto Addresses 343
Setup Smart Forms 346
Setup Taxation 350
Setup Taxes 350
Setup Tolerances 323
Setup Units of Measure 356
Setup Units of Measurement (UOM) 356
Setup 287
Setup, Application Settings 293
Setup, Bill To Addresses 295
Setup, Catalog Views 301
Setup, Contacts 307
Setup, Cost Centers 311
Setup, Currency Exchanges 315
Setup, Intermediary 485
Setup, MarketSite 319, 320
Setup, Order Tolerances 323
Setup, Payment 331
Setup, Shipto Addresses 343
Setup, Smart Form 346
Setup, UOM (Units of Measurement) 356
Shared Templates 89
Ship Information 119, 171
Ship Instructions 120
Ship Method 120, 281
Ship Method Code 281
Ship Method, Supplier 418
Ship Notice List, Advance 175
Ship Notice, Advance 173
Ship To 119
Ship To Address Tab 476
Ship To Address Visibility, Restricting 391
Ship To Address, Account Administration
476
Ship To Address, Add 373
Ship To Address, Default 271
Ship To Address, Edit 478
Ship To Address, New 477
Ship To Address, Order 114
Ship To Addresses 372
Ship To Addresses, Organization 372
Ship To Addresses, Setup 343
Ship To Cost Center 314
Ship To, Delete 346
Ship To, Edit 344
Ship To, New 345
Ship To, View 343
Ship Via 120
Shipment 287
Shipment Information 194
Shipment Status Code 287
Shipment, Allow Partial 381
Shipping Information 119
Shipping Information, Order 151
Shipping Instructions 120
Shipping Method 120
Shipping Notification 173
Shipto Addresses Setup 343
Shipto Addresses, Setup 343
Shop Menu 40
Shop Page 43, 59, 69, 75, 79, 83
Shop Page Differences 101
Shop Page, The 43, 59, 69, 75, 79, 83, 103
Shopping Cart 45, 77, 286
Shopping Cart Approval Template 392, 497
Shopping Cart Approver 399
Shopping Cart Attachments 128
Shopping Cart Differences 232
Shopping Cart Help, In the New 43
Shopping Cart Help, In the Open 93
Shopping Cart History Log 231
Shopping Cart Information 50
Shopping Cart Items By Requester 257
Shopping Cart Items By Requestor Report
257
Shopping Cart List 134
Shopping Cart List, Filter 136
Shopping Cart List, Filter the 136
Shopping Cart List, Open 93, 94
Shopping Cart Number 376
Shopping Cart Page 104, 117
Shopping Cart Review 227
Shopping Cart Status 133
Index : 562
Shopping Cart Status Code 286
Shopping Cart Status Help, In the 133
Shopping Cart Tab 45
Shopping Cart Total Amount 496
Shopping Cart Total Approver 399
Shopping Cart Total Approvers, Assign 501
Shopping Cart, Approval 223
Shopping Cart, Approve 223
Shopping Cart, Approve Edited 226
Shopping Cart, Change Items 95, 106
Shopping Cart, Change Items in a 95
Shopping Cart, Checkout 103
Shopping Cart, Modify Open 93
Shopping Cart, New 43
Shopping Cart, Open 93, 94
Shopping Cart, Review 227
Shopping Cart, Round Trip 77
Shopping Cart, Save 112
Shopping Cart, Select Open 95
Shopping Cart, Submit 111
Shopping Carts By Status 256
Shopping Carts By Status Report 256
Shopping Carts List 134
Shopping Carts List, Open 94
Shopping Tools 46
Shopping, RoundTrip 75
Shopping, Special Request 79
Show All Suppliers 52, 66, 73
Single Supplier Catalog 76
Site, Supplier Web 77
Sizes, Attachment File 131
Small Business Features, Account
Administration 471
Smart Form 55
Smart Form Setup 346
Smart Form, Delete 349
Smart Form, Edit 107, 348
Smart Form, New 347
Smart Form, Setup a 346
Smart Forms 19
Smart Forms, Setup 346
Sort or Filter Invoices 245
Special Instructions 122
Special Request 45, 79, 496
Special Request Approver 400, 492
Special Request Approver, Assign 501
Special Request Approvers, Assign 501
Special Request Help, In the 79
Special Request, Cancel 82
Special Request, Create 79
Special Request, Edit 81
specific Approver, Supplier- 492
Specify Buyer Accounts 304
Spending and Approval Limit 494
Spending Limit 20, 267, 494, 502
Spending Limit , ID & 267
Spending Limit Approver, Assign 502
Spending Limit Approvers / Approval
Groups, Assign 502
Spending Limit Over Time 495
Spending Rules 384
SSL Section 462, 469
SSO Section 469
Start 33
Start Account Administration 471
Start and Stop Scheduler Jobs 524
Start Browse 59
Start EBI Administration 508
Start Integration Administration 508
Start Search 70
Start the Application 33
Start the Procurement Application 37
Start to Browse 59
Start to Search 70
Status Code, Approval 282
Status Code, Change Request 283
Status Code, Order 285
Status Code, Payment 284
Status Code, Shipment 287
Status Code, Shopping Cart 286
Status Codes 149, 282
Status Codes, Advanced Administration
282
Status Help, In the Online Form 239
Status Help, In the Order 143
Status Help, In the Shopping Cart 133
Status Page, Order 143
Status Report, Shopping Carts By 256
Status, Buyer 149
Status, Catalog Process 299
Status, Check 133, 239
Status, Online Form 239
Status, Order 143
Status, Shopping Cart 133
Status, Shopping Carts By 256
Status, Supplier 150
Status, Transmission 150
Stop Scheduler Jobs, Start and 524
string, Search 28
Submit 111
Submit Online Form 238
Submit Shopping Cart 111
Submit the Form 238
Subscription Section 463, 469
Index : 563
Summary Report, Invoice 246
Summary Report, Orders By Supplier - 261
Summary, Orders By Supplier - 261
SuperBORG 18
Supplier 11
Supplier - Detail Report, Orders By 262
Supplier - Detail, Orders By 262
Supplier - Summary Report, Orders By 261
Supplier - Summary, Orders By 261
Supplier / Part Report, Receipts By 259
Supplier / Part, Receipts By 259
Supplier Account 418
Supplier Account, New 431
Supplier Approver, Assign 502
Supplier Approvers, Assign 502
Supplier Catalog, Single 76
Supplier DDIDs 423
Supplier Defaults Table 428
Supplier Dispatch 419
Supplier Level 433
Supplier Limit Approval 495
Supplier MarketSite 421
Supplier Minimum Requirements 424
Supplier Name 417
Supplier Options 380, 431
Supplier Payment Type 420
Supplier Price Changes 56
Supplier Report, Receipts By Part / 258
Supplier RoundTrip 423
Supplier Ship Method 418
Supplier- specific Approver 492
Supplier Status 150
Supplier Tax Registration 431
Supplier Type 76
Supplier Update 157
Supplier Update Detail 168
Supplier Update List, Filter 159
Supplier Update List, Filter the Change
Request / 159
Supplier Update, Respond to 164
Supplier Update, Response 164
Supplier Web Site 77
Supplier, Edit 417
Supplier, Existing 417
Supplier, Hosted 12
Supplier, Integrated 11
Supplier, New 416
Supplier, Preferred 381
Supplier, Receipts By Part / 258
Suppliers 11
Suppliers Help, In the Administer 415
Suppliers, Administer 415
Suppliers, Configuring RoundTrip 426
Suppliers, Creating New 425
Suppliers, Hosted 12
Suppliers, Integrated 11
Suppliers, Show All 52, 66, 73
Sync Association, Create a New Data 525
Sync Items, Data 517
Synchronization Item, Create a New Data
520
Synchronization Item, Edit a Data 518
Synchronization Item, Search for a Data
518
Synchronization, Data 517
Synchronization, ERP Data 517
Syntax, Keyword Search 47, 71
Syntax, Search 47, 71
System Behavior 491
System, Edit an ERP 515
System, Search for an ERP 514
Systems, ERP 513
SysUser Section 463
T
Tab, Approval 483
Tab, Bill To Address 480
Tab, Contents 3
Tab, Credit Card 472
Tab, Index 3
Tab, Search 3
Tab, Ship To Address 476
Tab, Shopping Cart 45
Table, Supplier Defaults 428
Tabs 3, 24
Tax 108, 122
Tax Basis 122
Tax Calculation, Sales 120
Tax Category 281
Tax Category Code 281
Tax Details Page 163
Tax Edit 291
Tax Entity 352, 389
Tax Entity, Edit 353
Tax Entity, New 352
Tax Instance 351
Tax Instance, Edit 352
Tax Instance, New 351
Tax Registration 431
Tax Registration, Supplier 431
Tax, Usage Code 354
Taxation, Setup 350
Taxes, Setup 350
Template 87
Index : 564
Template List 87
Template Types 89
Template, Blanket Order Approval 394,
498
Template, Blanket Order Release Approval
395, 499
Template, Check Out 91
Template, Check Request Approval 397
Template, Create 89
Template, Create a 89
Template, Delete 323
Template, Edit 322
Template, IT Request Approval 398
Template, Modify 90
Template, Modify a 90
Template, Navigation Approval 398
Template, New Form 321
Template, Online Form 235
Template, Remove 91
Template, Shopping Cart Approval 392,
497
Templates 379
Templates Help, In the 87
Templates, Approval 379, 392
Templates, Configure 497
Templates, Personal 89
Templates, Shared 89
Term, Payment 331
Terms and Conventions 7
Text Entry 27
Text Entry, Free-form 27
Text Frame 4
Text Frame Icons, Help 5
The Authorize Organizations page displays
206
The Shop Page 43, 59, 69, 75, 79, 83, 103
Tiered Prices 51
Tiers, Price 51
Time Zone 271
Time, Spending Limit Over 495
Time-out 35
Tips, Search 29
To All Child Organizations 208
To An Organization 207
Tolerance Service Overview, Order 493
Tolerance Service, Order 493
Tolerance, Commodity 383
Tolerance, Delete 331
Tolerance, Edit 328
Tolerance, New Order 326
Tolerances Setup, Order 323
Tolerances, Setup 323
Tolerances, Setup Order 323
Tolerances, View 326
Tool Bar, Browser 5
Tools, Administration 275
Tools, Buying 46
Tools, Shopping 46
Total Amount, Shopping Cart 496
Total Approver, Shopping Cart 399
Total Approvers, Assign Shopping Cart 501
Total, Update 57
Tracking Details, ASN 179
Tracking Numbers List 152
Trail, Cookie Crumb 46
Transaction History, Order 154
Transaction Rules, Currency Exchange 316
Transmission Status 150
Transport Details, ASN 185
Tree Menu 276
Tree Menu, Advanced Administration 276
Type Code, Blanket Order 280
Type Code, Commerce One Payment 278
Type Code, Document 279
Type, Blanket Order 280
Type, Commerce One Payment 278
Type, Document 279
Type, Payment 333
Type, Supplier 76
Type, Supplier Payment 420
Types, Template 89
U
UI Configuration, Rules for Flexible 531
UI Item, Create a New Flexible 533
UI Item, Edit a Flexible 532
UI Item, Search for a Flexible 531
UI Items, Flexible 530
UI Method, Flexible 124
UI Section 463
Unauthorize 208
Units of Measure 356
Units of Measure, Setup 356
Units of Measurement (UOM), Setup 356
UOM 356
UOM (Units of Measurement) Setup 356
Update Detail, Supplier 168
Update Files, Catalog 299
Update List, Filter Supplier 159
Update List, Filter the Change Request /
Supplier 159
Update Total 57
Update, Respond to Supplier 164
Update, Supplier 157, 164
Index : 565
Updates, Catalog 298
Updates, Setup Catalog 298
Upload Section 464
URL, RoundTrip 429, 430
Usage Code 388
Usage Code, Edit 354
Usage Code, New 354
Usage Examples 47
Use Application Settings 299
User Details 361
User Interface 23
User Interface, Flexible 530
User Preferences 270
User Profile 265
User Profile Help, In the 265
User Profile, General 266
User Report, Privileges by Organization /
263
User Role 12
User Roles 12
User, New 360
User, Privileges by Organization / 263
User’s Approval Assignments 362
User’s Organizations 361
User’s Roles 362
Users 19, 368
Users Help, In the Administer 359
Users, Administer 359, 363, 411, 415
Users, Assign Approval Roles to 500
Users, Copy Multiple 391
Users, Home 367
Users, Move Multiple 391
Using Application Settings 428
Using Help 1
V
Value Search Page, ERP 127
Value Search, ERP 127
VCR-style Controls 26
Version 1
Via, Ship 120
View 278, 279, 280, 281, 282, 283, 284,
285, 286, 287
View a List of Available ASNs 174
View Address 289
View an ASN in Detail 174
View Application Settings 294
View Bill To 295
View Contact 308
View Cost Allocation Default Item Details
539
View Cost Center 311
View Data Mapping Item Details 529
View Details Action Icon 248
View Differences 232
View from Menu, Remove 304
View from Menu, Remove Catalog 304
View Log 435
View Profile 265
View Settings 294
View Ship To 343
View the Scheduler Job Log 525
View to Menu, Add 303
View Tolerances 326
View, Catalog 201, 301, 380
View, Edit Catalog 303
View, New Catalog 302
Views Setup, Catalog 301
Views, Catalog 199
Views, Setup Catalog 301
Visibility, Restricting 389
Visibility, Restricting Address 390
Visibility, Restricting Bill To Address 390
Visibility, Restricting Contact 390
Visibility, Restricting Cost Center 389
Visibility, Restricting Ship To Address 391
W
Ways to Get Help, Other 6
Web Site, Supplier 77
Weights & Measures 179
Welcome to Procurement 5.6.2 Help 1
What is RoundTrip 423
Wild Card Characters 49
Wild Cards 49
Work, How Does RoundTrip 424
Workflow 19, 133, 379, 388, 392
Workflow Approval Process 494
Workflow Business Rules 491
Workflow History 229
Workflow Primer 489
Workflow Primer, In the 489
Workflow Process Map 138
Workflow Routing 490
Workflow Rules 405, 494
Workflow Section 464
Workflow Service Disabled 493
Workflow Service Enabled 493
Workflow Services 392, 489
Workflow Services Overview 489
Workflow, Approval 221
Workflow, Disable 493
Workflow, Enable 493
Workflow, Enable and Disable 492
Index : 566
Workflow, Re-route 22
Workspace 25, 39, 44
Y
Your Password, Change 271
Z
Zone, Time 271
Index : 567
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