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 i Free-form Text Entry .................................................................................... Drop-down Menu ......................................................................................... Search Page ................................................................................................ Icons and Buttons ........................................................................................ 27 27 27 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 ....................................................................................... ii Procurement Help 43 44 44 45 45 45 45 46 46 47 50 51 52 Smart Form ................................................................................................. 55 Availability .................................................................................................. 55 Check Out ....................................................................................................... 58 6. Browse the Catalog ................................................................... 59 The Shop Page ................................................................................................ 59 Start to Browse ............................................................................................... 59 How to Browse ................................................................................................ 60 Restart the Browse ........................................................................................... 61 Browse Results ................................................................................................ 61 Results List ................................................................................................. 61 Refine Results .............................................................................................. 63 Item Description .............................................................................................. 65 Price .............................................................................................................. 65 Show All Suppliers ........................................................................................... 66 Add to Favorites .............................................................................................. 66 Add to Cart ..................................................................................................... 66 7. Search the Catalog .................................................................... 69 The Shop Page ................................................................................................ 69 Start to Search ................................................................................................ 70 Detail Search ................................................................................................... 70 Keyword Search ............................................................................................... 71 Search Syntax ................................................................................................. 71 Restart the Search ........................................................................................... 72 Search Results ................................................................................................. 72 Item Description .............................................................................................. 72 Price .............................................................................................................. 72 Show All Suppliers ........................................................................................... 73 Add to Favorites .............................................................................................. 73 Add to Cart ..................................................................................................... 73 8. RoundTrip ................................................................................. 75 The Shop Page ................................................................................................ 75 RoundTrip Shopping ......................................................................................... 75 Filter the List ................................................................................................... 76 Supplier Web Site ............................................................................................ 77 Shopping Cart ................................................................................................. 77 9. Special Request ......................................................................... 79 The Shop Page ................................................................................................ 79 Create Special Request ..................................................................................... 79 iii 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 iv 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 v 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 vi Procurement Help 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 vii 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 viii Procurement Help 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 ix 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 x 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 xi 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 xii Procurement Help 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 xiii 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 xiv 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 xv 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 xvi Procurement Help 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 xvii xviii 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, Commerce One Collaborative Platform, Commerce One Community Manager, Process Manager, Commerce One Web Services Framework, Commerce One Auction, Transaction Manager, Commerce One Business Intelligence Framework, The Basics 1 How to Get Help XML Common Business Library, Global Trading Web, GTW, Commerce One.net, xCBL MailBox, MarketSite, eLink, Net Market Maker, XML Development Kit, xDK, XML Commerce Connector, xCC, BuySite, xCBL, RoundTrip, Commerce Chain, Commerce One Supplier Order Management, and SupplyOrder are registered marks, trademarks or service marks of Commerce One Operations, Inc. All other company, product, and brand names are trademarks of their respective owners. September 14, 2003 - 20:27 How to Get Help This topic explains the basics of how to: ! Access Online Help, ! Navigate Online Help, ! Print Online Help, and ! Other Ways to Get Help Access Online Help After starting the Procurement application, click the Help icon on any page of the Procurement application user interface. Click to access the Online Help 2 Procurement Help How to Get Help After you click this icon. the Procurement application opens a new browser window containing: ! The Contents Tab, ! The Index Tab, ! The Search Tab, and ! The Text Frame Contents Tab Click the Contents tab to view an expandable and collapsible table of contents of all Help topics. In the Help table of contents: Click to expand a section sub-head and display all of topics contained in it. Click to collapse a section sub-head and hide all of topics contained in it. Click to view a topic in the Text Frame, to the right of the browser window. Index Tab Click the Index tab to view an alphabetical list of subjects and terms mentioned in all Help topics. Click a term in the Index to: ! View the relevant topic in the Text Frame, to the right of the browser window, or ! If the subject or term occurs in more than one topics title, a list of relevant topic titles is displayed in the Text Frame, to the right of the browser window. Click on one to view it. Search Tab Click the Search tab to search for a word or phrase in any Help topic. 1. Click in the text box, below the tab heading. 2. Type all or part of a word or phrase. 3. Click [Search]. The 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. ! In most versions of Internet Explorer, click View | Go to | Back or Forward. ! In most versions of Netscape Communicator, click Go Back or Forward. In either case: ! 4 Procurement Help Back steps back through topics in the sequence that you read them. How to Get Help ! 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. ! Click the Back button to step back through topics in the sequence that you read them. ! Click the Forward button to return forward through your sequence of previously read topics. Help Text Frame Icons At the top of the text frame are icons used to move forward and back through all topics in the Online Help: Click to move back, topic-by-topic, through Online Help topics. You can view all topics, in reverse topic order, not just your previously viewed topics. Click to move forward, topic-by-topic, through the Online Help topics. You can view all topics, in topic order, not just your previously viewed topics. If you scroll down to the bottom of a help topic, you can see a shortcut button allowing a quick return to the top of the topic: Click to move back to the top of the Online Help topic. Your browser may also have a menu bar and a toolbar used to control page-topage navigation. Different browsers have differences in appearance or performance but in any of them you will have controls to: ! Go [Back] to the last viewed page, ! Go [Forward] to the next viewed page, or ! Close [X] the browser window. Check your browser’s Online Help, or User Guide for more information. Netscape Oddities The Netscape Navigator Version 4.x browser does not fully support the CSS style definition language used in the Procurement application Help. The Basics 5 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: ! Contact Commerce One Technical Support by email: [email protected] 6 Procurement Help Terms and Conventions ! Get more information at the Commerce One Technical Support web site: www.commerceone.com ! Find updates to published documentation: https://customersolution.commerceone.com/ Terms and Conventions Certain terms used throughout this online help have special meanings: ! Type Type letters or numbers on the computer keyboard. If upper or lower case is mandatory, this is stated. If it is not, use either. ! 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. ! Click Position the mouse pointer over a screen image and click the left mouse button. ! Right-click Position the mouse pointer over a screen image and click the right mouse button. ! The “System” and the “Browser” The Procurement application communicates with you, with an e-marketplace and, via the e-marketplace, with your suppliers. Database lookups and calculations take place at various places in this network of systems. Where a particular process takes place can vary from system to system, and from time to time. For convenience in this document, we shall just refer to the system. For example, when we write: The Procurement application communicates with you, the user, through the Procurement application browser interface. This is displayed in the window of a normal Internet browser, such as Microsoft Internet Explorer or Netscape Navigator. For convenience in this document, we shall just refer to the browser. For example, when we write: The 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. 8 Procurement Help 2 Overview In the Overview Help Module To view help, click a help topic title in the list in the left-hand frame, or click: ! Online Procurement ! User Roles ! Buying Organization ! Procurement Administration ! Workflow ! User Interface ! Navigation Online Procurement The Procurement application is a browser-based application that uses a simple web browser interface for communication between: ! Business Buyers, ! An e-Marketplace, and then on to ! Their Suppliers The application allows professional and casual corporate users to: ! Access an online, multi-supplier catalog of products and services they need in their work, ! Search the Catalog for a specific item, or Browse the Catalog for categories of purchasable items, ! Make a RoundTrip to a suppliers web site to order specialized or customized products, ! Compare alternative Suppliers for an item, ! Quickly re-order recurring items using lists of Favorite Items, or Shopping Overview 9 Online Procurement Cart Templates, ! Make online checks of item availability and current price from a number of Suppliers. ! Check Out a Shopping Cart containing an assortment of needed items and quantities, ! Submit the Shopping Cart to be processed according to the business rules of their Buying Organization, and monitor the Shopping Cart Status, ! Users with the Approver Role may also monitor Order Status, and issue Change Requests to suppliers, and ! View Advance Ship Notices from suppliers, and perform Desktop Receiving of shipments. The Procurement application may also offer access to other Services, installed at your site, such as: ! Submitting and tracking Online Forms, ! Bidding in Auctions, ! Invoice Payment, and ! Other Commerce One or third-party products and services. Contact your Procurement application Administrator and the applicable documentation for more information about the services available at your site. Buyers The Procurement application is an easy-to-use application that helps you shop for needed items and select the best supplier. The Procurement application then automates the internal approval process using your organization’s business rules. A simple browser interface is used to: ! Shop for items, and add them to a Shopping Cart, ! Check Out the Shopping Cart and add billing and shipping instructions, ! Route Shopping Carts to authorized approvers for approval, ! Create Orders and send them to various suppliers for fulfillment, ! Manage Change Requests and other updates from suppliers, ! Receive advance notice of shipping and packaging details, and ! Process items as they are received, and manage partial and back-ordered items. Note: Approvers may be an individual approver or a member of an approval group. 10 Procurement Help Online Procurement e-Marketplace The Procurement application is part of a Commerce One Solution, business-tobusiness online procurement system. To use the Procurement application, you should understand your own Buying Organization and how the Procurement application: ! Creates Orders for the items in your Shopping Cart, and ! Sends all Orders to an e-marketplace, which serves as the central exchange coordinating all users and suppliers. An e-marketplace is a portal using the Commerce One MarketSite software to manage transactions and other communications between Procurement application users and their suppliers. The e-marketplace manages all Orders from every Buying Organization using the Procurement application (and other online procurement applications), passes each of them to the appropriate registered supplier and returns responses from suppliers to buyers. The e-marketplace receives Orders from the Procurement application (and other compatible procurement applications) and: ! Evaluates each Order before forwarding it to the appropriate supplier, ! Orders with pricing or availability problems (outside pre-approved tolerances) may be returned to the Procurement application to be resolved by a user designated to the Approver Role. ! Automatically forwards valid Orders to Integrated Supplier for fulfillment. ! Holds Orders for non-integrated, Hosted Supplier, who use a web application to view and process Orders from the e-marketplace. The Commerce One MarketSite software also handles other communications between users and suppliers, such as updates of catalog content, item prices and availability. Suppliers Some suppliers are fully integrated with an e-marketplace, allowing continuous, two-way communication between the Procurement application and the Supplier. This allows regular and accurate updating of product pricing and inventory. Integrated Supplier These suppliers use a software information system to communicate directly with an e-marketplace. Using the Procurement application, a user can make real-time checks of availability and receive an immediate response from an integrated supplier. Orders received by an e-marketplace are transmitted immediately to an integrated supplier. Overview 11 User Roles Hosted Supplier These suppliers are not integrated. They do not have real-time communication with an e-marketplace. Orders for hosted suppliers are held at an e-marketplace. From time to time, the supplier connects to the e-marketplace, using a web application to view new Orders, update the status of those in progress, and upload catalog and price updates to the e-marketplace. For hosted suppliers, the most available pricing and availability data is from the Procurement application's local database which is periodically updated via the emarketplace. User Roles The Procurement application recognizes a corporate purchasing Approval Hierarchy. Depending on a user’s privilege and Buying Organization membership, they are given access to: ! View an Catalog incorporating products of commodities and suppliers suited to their purchasing needs, and ! View information and perform tasks necessary in their purchasing or administration responsibilities. Various user privileges allow for many levels of access to the Procurement application functions. In practice, there are four important types of user role for the Procurement application: ! Buyer Role ! Approver Role ! Reviewer Role ! Administrator Role Your User Profile identifies you to the Procurement application when you Log In. It also informs the Procurement application about: ! Your most commonly used billing and shipping information, such as credit card numbers, billing and shipping addresses, and cost centers for your purchases, ! Your spending limit, ! ! 12 Procurement Help If you are an approver, then you will also be assigned an approval limit, and How to route your Shopping Carts for approval, through the Procurement application Workflow. User Roles Buyer Role This is the most common role in the Procurement application. Most of the people who need to search for items, add and delete items in a Shopping Cart, and submit the Shopping Cart for processing are buyers. All buyers have access to the Shop pages, on which they may: ! Browse the Catalog for a category of item, ! Search the Catalog for a particular brand or model of item, ! Select from a saved list of their Favorite Items, ! Make a RoundTrip to shop at a supplier’s web site, ! Order regular batches of items using Shopping Cart Templates. ! Check Out their Shopping Cart and submit it for approval and ordering. Approver Role Approvers can perform all buyer tasks and approve items or amounts for other buyers. Approvers may also be responsible for resolving problem Shopping Carts and Orders routed to them by the Procurement application Workflow. This may require changing quantities of items or selecting alternate items or suppliers. Note: Approvers may be an individual approver or a member of an approval group. An approval group is a set of users, any one of which can approve or reject a Shopping Cart. Reviewer Role Reviewers are responsible for reviewing the Shopping Carts initiated by other users or approvers. ! Reviewers do not have the ability to approve Shopping Carts or Orders, only to comment on them. ! Reviewers are not permanently assigned in the workflow. They may be added by a buyer voluntarily, as needed. ! Reviewers may be added to the workflow on an ad hoc basis by users or approvers. Administrator Role The Procurement application administrator is responsible for managing the application, and its: ! Buyers, Overview 13 Buying Organization ! Approvers / Approval Groups, and Reviewers, ! Buying Organizations, ! Roles, and ! Suppliers. Most of the Administrator’s tasks are performed using the Advanced Administration application, to designate permanent buyer roles, logon names and passwords to all users, add new suppliers, currencies, units of measure, and so on: ! Codes ! Setup ! Administer Users ! Administer Organizations ! Administer Roles ! Administer Suppliers If the Procurement application is integrated with an Enterprise Resource Planning application (also known as an ERP, or back office system), the Administrator may also need to use the Integration Administration application to setup or maintain links and correspondences between the Procurement and ERP applications, such as: ! Buying Organizations ! ERP Systems ! Data Synchronization ! Job Schedules ! Data Mapping ! Flexible User Interface ! Cost Allocation Both of these administration applications are accessible from the Procurement Home Page Application Administration Menu, but only to those users who have logged on in the Administrator role. Buying Organization In the Procurement application, a Buying Organization is a group of users who have similar business needs. A single enterprise may be divided into several Buying Organizations based upon: 14 ! Different business units, ! Regional divisions, or Procurement Help Buying Organization ! Job function. For example, there may be: ! An organization for everyone who needs access to suppliers of plumbing materials, ! Another organization for buyers of automotive parts, ! Another for office supplies, and so on., ! 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: ! 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.) ! 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. ! Each member of a Buying Organization has available to them a single, consolidated Procurement application catalog containing only the commodities and items, needed by the members of that Buying Organization, available from all suppliers with which the Enterprise has a purchasing relationship. ! Each member of a Buying Organization is governed by the same Workflow, Approval Hierarchy, and so on. In a large enterprise, there may be several levels of the Buying Organization hierarchy, so that: ! The enterprise is sub-divided into several Buying Organizations, ! Each Buying Organization may be sub-divided into child Buying Organizations, ! Child Buying Organizations may be further sub-divided into another level of child Buying Organizations, By default, Inheritance applies to Buying Organization rules. After rules are enabled for any Buying Organization, they also apply to the children of that Buying Organization, and further children down the line. 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: ! Different Buying Organizations may have access to different catalogs, and ! A user with wide purchasing needs may be a member of several Buying Organizations. If you belong to more than one Buying Organization, you may use the Organization drop-down menu, on the Procurement Home Page. You should contact your 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. 16 Procurement Help Procurement Administration The following sections describe steps you complete and important information you should understand before you use Administration: ! Define your Business Rules and obtain data supplied by Commerce One, ! Understand important Procurement application rules and Key Concepts, and ! Establish Access Control and privileges. Business Rules The Procurement application operates on a variety of rules and concepts. Before you manage system information in the Procurement application, it is important that you understand the relationship between your business and the Procurement application: ! How the system represents business structures. ! How roles, scopes and privileges provide access control. In the Procurement Advanced Administration application, you can represent a complex business, with multiple organizations, within a single system. Before you use the Advanced Administration application, we recommend that you determine the structure of your business and how it corresponds to items in the Procurement application. The following describes important system constructs: 1. You can administer the system as a host. A host is any entity that provides procurement services to other companies. 2. You can create Enterprises, which represent individual, confidential entities. An enterprise typically corresponds to a single company, or business. Enterprises receive procurement services from hosts. An Enterprise can contain one or more Buying Organizations. 3. You can create Buying Organizations, which represent units within an enterprise which use procurement services. In the Procurement application, a Buying Organization can represent a business unit, a division, or other subdivision within a business: " You can define a hierarchy when you create one or more Buying Organizations within an original Buying Organization. " Each Buying Organization can operate under different business rules, have access to different suppliers, and so on. " Parent-child organizations exist in a hierarchy of Buying Organizations. For example, Buying Organization A, which you define under Buying Organization B, is considered a child of B and B is the parent. " In parent-child relationships, a child can inherit business rules and configuration from their parent. That is, the child has its own rules and configuration that are identical with the parent’s. In the Procurement application, this is only true for certain approval rules. 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. 44 Procurement Help Workspace Use this method to search every item description, manufacturer’s and supplier’s name and part number, in the catalog for a specific phrase, word or number. You can use parts of a word and Wild Card Characters to extend the search. RoundTrip Click the RoundTrip tab to visit a supplier’s web site, view item specification and customization options, and make purchases. On the supplier’s web site, you can obtain more information and use configuration tools to specify exact details of the item you wish to purchase. When you have finished shopping, you can click a button or icon on the supplier web site to return to the Procurement application. In the Procurement application, your purchase can be checked out and processed for approval and ordering through the Procurement application workflow. Favorite Items Click the Favorite Items tab to view a list of your favorite or most commonly purchased items. When shopping, you can save time by selecting items from this list, instead of searching for them in the catalog every time. You can add an item to your list of favorites from any browsed or searched list of catalog items. Special Request Click the Special Request tab to place a request for items that you cannot find in the catalog. The Procurement application provides you with a form in which you describe the item you need, providing as much information as you have about the estimated price, most likely supplier, manufacturer and so on. Shopping Cart Click the Shopping Cart tab to display all of the items and quantities that you have selected. If necessary you can Change Items quantities or substitute alternative items. On this page you can also: ! Calculate your total Shopping Cart cost, estimated taxes and cost center distribution. ! Adjust shipping, billing and payment details for the Shopping Cart or individual Item Details. New Shopping Cart 45 Buying Tools When you have completed your Shopping Cart contents and details, you can: ! Perform an Approval Preview and see the workflow steps needed for your items to be approved and ordered, and ! Submit your Shopping Cart for Check Out. Buying Tools Here are some important terms and concepts that occur throughout the Procurement application. These provide the basis for the methods and tools used in searching, browsing, comparing and specifying the details of items and Shopping Carts. ! Browse Sequence ! Search Syntax ! Item Description ! Tiered Prices ! Show All Suppliers ! Smart Form ! Availability You will find these concepts referenced in many other modules of this Online Help. Browse Sequence The browse sequence or browse path (sometimes called the cookie crumb trail) shows the levels of the catalog, the categories and sub-categories of items, through which you have passed to reach the desired item, like this: Entire Catalog > Commodity > Category > Sub-category#1 >Sub-category#2 > etc. For example: Entire Catalog > Cleaning Equipment and Supplies > Janitorial equipment > Cleaning equipment > Cleaning pails or buckets > 6 GAL WASH TANK, etc. All items in the lowermost (final) category, in the browse path, are displayed in a Results table below. By default (before you begin browsing) this Results table contains a list of all the highest level commodities in your Buying Organization catalog. Reset the Browse Sequence If you make a mistake and want to restart your browse or search of the catalog, you can: 46 Procurement Help Buying Tools ! Click on the name of any sub-category in the browse path to return to that step in the browse sequence, or ! Click [Reset] to return to the top-level category list. Search Syntax The Procurement application allows searches using combinations of words, phrases and numbers. You may also use: ! Boolean Operators, ! Parentheses, ! Quotes, or ! Wild Card Characters. Boolean Operators ! AND ! NOT ! OR The AND operator has a higher precedence than OR. Usage Examples ! computer The Procurement application retrieves all items containing the word “computer”, “Computer”, or “COMPUTER”. Searches may be Case-sensitive or not Case-sensitive, depending on the database server installed for you system, and the language in which you are searching. ! computer monitor The Procurement application retrieves all items containing the exact phrase “computer monitor”. ! computer AND monitor The Procurement application retrieves all items containing both the words “computer” and “monitor” (not necessarily adjacent), but not items containing only the word “computer”, or only the word “monitor”. ! computer OR monitor The Procurement application retrieves all items containing either the word “computer” or “monitor”, or both (not necessarily adjacent). ! computer AND NOT monitor The Procurement application retrieves all items containing the “computer”, if they do not also contain the word “monitor”. New Shopping Cart 47 Buying Tools Parentheses The AND operator has a higher precedence than OR. For example, these first three queries yield the same result: ! pen AND pencil OR deskset ! Deskset OR Pencil AND Pen ! deskset OR (pen AND pencil) ! This next one does not: ! (deskset OR pen) AND pencil Expressions inside parentheses are evaluated before the rest of the query so that you can use parentheses to nest AND, OR and NOT expressions within a query. Quotes Noise Words include the definite and indefinite articles, “and”, “or”, other common conjunctions, and so on. If used in a phrase, inside double quotation marks (“), noise words are treated as placeholders in queries and may be replaced with any other Noise Word. Use double quotes (“) to indicate that “and”, “or” and “not” are not being used as operator keywords and should be considered part of a search phrase. For example: ! computer AND monitor The Procurement application retrieves all items containing both the words “computer” and “monitor” (not necessarily adjacent), but not items containing only the word “computer”, or only the word “monitor”. ! “computer and monitor“ The Procurement application retrieves only items containing a phrase connecting “computer” and “monitor” with any Noise Word, such as: “computer and monitor”, “computer for monitor”, “computer by monitor”, and so on. To search for a phrase containing a quotation, double the double quotes symbols around the word or phrase you want to be quoted. For example: ! ““Computer”” monitor The Procurement application retrieves items containing “Computer” monitor” but not “computer monitor”. 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. 48 Procurement Help Buying Tools 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 New Shopping Cart 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. New Shopping Cart 51 Buying Tools 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: 52 Procurement Help Buying Tools Show All Suppliers If the same item is available from different suppliers, you may want to select a particular supplier because of price, availability or because of your organization’s purchasing policy. If there are multiple suppliers for an item and you do not select one, the Procurement application automatically selects the primary supplier of the item specified by your administrator The Procurement application displays the Show All Suppliers page, containing, for each supplier: Quantity Click in this box, and type the quantity of an item you want to buy (whole numbers, using 0 through 9 only, no fractions or decimals. This quantity is added to your Shopping Cart. Item This short description is a hyperlink. Click on it to view the Item Details page, where you can see a longer description and other details such as pictures, technical drawing, animations, web page links, etc. Description Order Price (Currency) The Order Price for your selected Quantity of the item, expressed in the currency used by your Buying Organization, for the unit of measurement (UOM) for this item. (For example, PK is package, CT is carton, EA is each. The Item Description includes an explanation of how many of each item is contained in the Unit of measurement.) If the supplier offers price reductions, such as a schedule of Tiered Prices and quantities, this Order Price may be less than the supplier’s Comparable Price. New Shopping Cart 53 Buying Tools Comparable Price (Currency) The supplier’s Comparable Price for the item, expressed in the currency used by your Buying Organization, for the unit of measurement (UOM) for this item. (For example, PK is package, CT is carton, EA is each. The Item Description includes an explanation of how many of each item is contained in the Unit of measurement.) The actual Order Price for your selected Quantity may be less than this Comparable Price, if the supplier offers price reductions, such as a schedule of Tiered Prices and quantities, or if the supplier uses a different currency. Action Click an icon to perform various actions on the selected item. Note: " If you mouse-over an icon, the browser displays a tool tip containing a few words explaining the action represented by the icon. " If an Action is not available in any situation, its Action icon is not displayed. Actions include: to add the item to your Shopping Cart. (Remember to first type number into the Quantity text box.) Supplier The supplier’s name which may have appended to it one or more icons indicating that: " this is a minority supplier " this is a preferred supplier " this is a small business supplier Or other icons indicating other supplier classifications used by your Buying Organization or Enterprise. 54 Supplier Part Number Supplier Part Number Manufacturer Manufacturer name Procurement Help Buying Tools If you select an item that is a product or service requiring extra information to purchase it, the Procurement application displays a Smart Form requesting the necessary additional information. Smart Form If the supplier of an item or service requires extra information from the buyer, a Smart Form is created and added to the Procurement application. A Smart Form allows you to supply additional, optional information to a Shopping Cart item for such things as service requests and 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 New Shopping Cart 55 Buying Tools ! Search Alternatives, for alternative items or suppliers. After making any changes, remember to click [Update Total] to re-calculate the Shopping Cart cost and estimated taxes. Check Availability Click [Check Availability], above the list of items, on the Shopping Cart page. The Procurement application performs a check of availability at the selected suppliers, for all items in the Shopping Cart, and re-displays the Shopping Cart page, and: ! The Available Quantity is shown as equal to the Quantity that you want to buy, if a supplier has reported enough (or more than enough) items on hand to meet your requirement. ! The Available Quantity is reduced to an amount less than the Quantity that you want to buy, if a supplier has reported having not enough items on hand to meet your requirement. ! “---” if a supplier failed to respond, or has supplied No Information on an item. If the Available Quantity is not sufficient for your Shopping Cart, your can view Alternatives and select a replacement item, or a different supplier. Supplier Price Changes If the check on availability reports that there has also been a change in the supplier’s unit price for the item, the Supplier Price (Currency) is changed to show this new price or “---” if a supplier failed to respond, or has supplied No Information on an item. If the Supplier Price (Currency) is not acceptable for your Shopping Cart, your can view Alternatives and select a replacement item, or a different supplier. However, this change is for information only. When the Shopping Cart is submitted, the existing prices in the Unit Price (Currency) column is used to calculate the total price of the Shopping Cart. No Information If the check on availability receives no availability or price information from the supplier, then “---” is displayed in the Available Quantity and Supplier Price (Currency) columns: No information was returned by this query. This may be because of a communications delay or because no information is available from a Hosted Supplier or an offline Integrated Supplier. 56 Procurement Help Buying Tools You may wait and re-try your availability check later. If you don’t wait, but submit your Shopping Cart immediately, any discrepancies (beyond the acceptable tolerances defined in Setup Order Tolerances) will be reported to the Procurement workflow and result in a Supplier Update being displayed in the 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 New Shopping Cart 57 Check Out ! Selected an alternative item or supplier, or ! Performed any other action that may change the total cost of the Shopping Cart The Procurement application recalculates and re-displays the Subtotal, Estimated tax, and Total amounts for the Shopping Cart. This only applies to changes of items, supplier or quantity, it does not reflect reported supplier unit price changes. Check Out When you have finished selecting items, you may click the Shopping Cart tab to display the Shopping Cart page. On this page, you can make further changes or additions and click [Submit] to Check Out your Shopping Cart for approval. To save the Shopping Cart without checking out: ! Click in the Shopping Cart Name text box, in the status bar, and type any name you wish, then ! Click the Save icon, to save the Shopping Cart with your chosen name: Click to save an Open (un-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: 58 Procurement Help " When you submit a Shopping Cart, it is automatically saved, but " When you save a Shopping Cart, it is not automatically submitted. 6 Browse the Catalog In the Browse the Catalog Help Module To view help, click a help topic title in the list in the left-hand frame, or click: ! The Shop Page ! Start to Browse ! How to Browse ! Restart the Browse ! Browse Results ! Item Description ! Price ! Show All Suppliers ! Add to Favorites ! Add to Cart The Shop Page When you select New Shopping Cart in the Procurement Home Page Shop Menu, the Procurement application displays the Shop page, with the Search Catalog tab to the front. This is the page you need to begin browsing the catalog. If the Procurement application is already open with some other tab (RoundTrip, Favorite Items, Blanket Order Item List, Special Request or Shopping Cart) to the front, click the Search Catalog tab to begin browsing the catalog. When browsing, you can drill down through levels of commodities and subcategories of items in the catalog until you find what you need. Start to Browse Browsing through the catalog is often the best way to locate an item if you know the type, but do not know the specific item, or the name of the item. Browse the Catalog 59 How to Browse If you know a product name or part number, then you can search directly for that information in the catalog text. Below the Tabs is a drop-down menu and text entry boxes used to set-up a catalog search, sort and filter the results. When starting to 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: 60 Procurement Help Restart the Browse There are no further sub-categories, beyond this subcategory. 4. Click a final sub-category name. The Procurement application displays a Sorted Results List, containing all items in your final sub-category. If there are enough items for the list to fill several pages, use the Navigation Controls to move forward and backward through the pages when Navigate Lists. You can also use the drop-down menu and text entry boxes, above the list, to filter, sort or group the list, and find the items that 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. 62 Procurement Help Browse Results Actions Click an icon to perform various actions on the selected item. Note: " If you mouse-over an icon, the browser displays a tool tip containing a few words explaining the action represented by the icon. " If an Action is not available in any situation, its Action icon is not displayed. Actions include: to add the item to your Shopping Cart. (in the number of units that you typed into the Quantity text box.) to Show All Suppliers so that you can view all of the suppliers of this same item, and compare their prices. to add the item to your list of commonly ordered, or Favorite Items. Supplier Supplier Supplier Part Number Supplier Part Number Manufacturer Manufacturer Refine Results Use the Procurement application Shop page to browse and search in your Buying Organization’s catalog. At the top of the Shop page work area, 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 64 Procurement Help Item Description 819 Items Communications, Computer... > Network Hardware > Hubs 9 Items Communications, Computer... > Software > PBX Many different types of items may include the same keywords in their descriptions. For example, the descriptions of communications software, desktop hardware or network hardware products may all contain many similar terms. 6. Compare the browse paths to decide which group of items interests you and click on it to discard the others. 7. To continue to refine your search: " Repeat steps 1 through 5. 8. To re-widen the search: " Select the All Categories hyperlink, or " Click any sub-category (above the lowest) in the browse path. 9. To re-start the search from the top level: " Click [Reset], or " Click Entire Catalog in the browse path. Item Description After selecting an item from the catalog, but before submitting your Shopping Cart for processing, you can view more information about this and similar items. Click any underlined item’s short description in the Shop page, to see a long description and other information. The Procurement application displays the Item Description page containing more information about the items, and tools you can use to find comparable items or sources for this item. You can use this page the same way, whether you are Searching or Browsing. When you have finished viewing product details, click [Close]. The Procurement application re-displays your previous page. Price The Item Description page displays the Order Price for the item. This page can also display information about Tiered Prices, when it is available. Browse the Catalog 65 Show All Suppliers Show All Suppliers Use the Show All Suppliers page to view and compare all of the suppliers from whom an item can be obtained. After selecting an item from the catalog, but before submitting your Shopping Cart for processing, you can view more information about this and similar items: Click to Show All Suppliers of this same item, and compare their prices. If the same item is available from different suppliers, you may want to select a particular supplier because of price, availability or because of your organization’s purchasing policy. If there are multiple suppliers for an item and you do not select one, the Procurement application automatically selects the primary supplier of the item specified by your administrator. Add to Favorites Click the Action icon in the Browse Results list, the Item Description page or the Show All Suppliers page to add an item to your Favorite Items list: Click to add the item to your Favorite Items List Add to Cart Click the Action icon in the Browse Results list, the Item Description page or the Show All Suppliers page to add an item to your Shopping Cart: Click to add the item to your Shopping Cart. (in the number of units that you typed into the Quantity text box.) When you have finished adding items, you may click the Shopping Cart tab to display the Shopping Cart page. On this page, you can make further changes or additions and Check Out your Shopping Cart for approval. If you change your mind, you can change the quantity of an item or remove it from your Shopping Cart: 66 Procurement Help Add to Cart Quantity Click in this box, and type the changed quantity of an item you want to buy (whole numbers, using 0 through 9 only, no fractions or decimals. This quantity is added to your Shopping Cart. Click to remove a selected item from your Shopping Cart On this page, you can make further changes or additions and submit your Shopping Cart for Check Out. Browse the Catalog 67 Add to Cart 68 Procurement Help 7 Search the Catalog In the Search the Catalog Help Module To view help, click a help topic title in the list in the left-hand frame, or click: ! The Shop Page ! Start to Search ! Detail Search ! Keyword Search ! Search Syntax ! Restart the Search ! Search Results ! Item Description ! Price ! Show All Suppliers ! Add to Favorites ! Add to Cart The Shop Page When you select New Shopping Cart in the Procurement Home Page Shop Menu, the Procurement application displays the Shop page, with the Search Catalog tab to the front. This is the page you need to begin searching the catalog. If the Procurement application is already open with some other tab (RoundTrip, Blanket Order Item List, Special Request or Shopping Cart) to the front, click the Search Catalog tab to begin browsing the catalog. If you know an identifying word or phrase from a catalog description, such as product name or part number, then you can search directly for that information in the catalog text. Search the Catalog 69 Start to Search If not, then it is better to Browse the Catalog, and drill down through the catalog’s commodities, categories and sub-categories to locate an item. Start to Search The Procurement application provides two ways to search for items in the catalog. ! Detail Search Use this method to search the catalog and sort (or group) the results using multiple criteria. Detail searches are particularly useful when you want to make a progressive search, or to refine the results of a previous search or browse. ! Keyword Search Use this method to search every item description, manufacturer’s and supplier’s name and part number, in the catalog for specific phrase, word or number. You can use parts of a word and Wild Card Characters to extend the search. When doing a keyword search, the Procurement application searches the full text of the Catalog Item Descriptions. Although this takes longer than searching just the short item descriptions, it allows you to use more complex keyword search syntax to refine your search and return a shorter list of items that meet your exact requirements. Detail Search Detail searches enables you to search the Procurement application catalog by various categories. Detail searches are particularly useful when you want to search using multiple criteria or to narrow the results of a previous search or browse. 1. Use the Search Criteria text entry boxes, to set-up a search. You may type a value for one or more of: " manufacturer " part number " supplier 2. To perform a combined detail and Keyword Search of the catalog, type all or part of search word (to be found in the catalog item description) in the keyword text box. 3. Click [Find]. The Procurement application displays a list of all items meeting all of your criteria in a Search Results table below. 70 Procurement Help Keyword Search 4. If a long list is presented, use the Navigation Controls to Navigate Lists. 5. If too many items are retrieved, use the Search Criteria text entry boxes, dropdown menu and radio buttons to Refine Results and reduce the number of items. Keyword Search When doing a keyword search the Procurement application searches the full text of the Procurement application catalog for a single keyword or using combinations of keywords and more complex search syntax. 1. Click in the keyword text box, and type any word, part of a word, or logical phrase you want to find in an item name or description. The Procurement application allows complex keyword searches, using Wild Card Characters and combinations. For example: pen OR pencil 2. To perform a combined keyword and Detail Search of the catalog, also use the Search Criteria text entry boxes, to add search criteria. You may specify a value for one or more of: " 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. 72 Procurement Help Show All Suppliers The page also displays information about Tiered Prices, when available. Show All Suppliers Use the Show All Suppliers page to view and compare all of the suppliers from whom an item can be obtained. After selecting an item from the catalog, but before submitting your Shopping Cart for processing, you can view more information about this and similar items: Click to Show All Suppliers so that you can view all of the suppliers of this same item, and compare their prices. If the same item is available from different suppliers, you may want to select a particular supplier because of price, availability or because of your organization’s purchasing policy. If there are multiple suppliers for an item and you do not select one, the Procurement application automatically selects the primary supplier of the item specified by your administrator. Add to Favorites Click the Action icon in the Search Results list, the Item Description page or the Show All Suppliers page to add an item to your Favorite Items list: Click to add the item to your Favorite Items List Add to Cart Click the Action icon in the Search Results list, the Item Description page or the Show All Suppliers page to add an item to your Shopping Cart: Add the item to your Shopping Cart. (in the number of units that you typed into the Quantity text box.) Search the Catalog 73 Add to Cart When you have finished adding items, you may click the Shopping Cart tab to display the Shopping Cart page. On this page, you can make further changes or additions and Check Out your Shopping Cart for approval. If you change your mind, you can change the quantity of an item or remove it from your Shopping Cart: Quantity Click in this box, and type the new quantity of an item you want to buy (whole numbers, using 0 through 9 only, no fractions or decimals. This quantity is added to your Shopping Cart. Remove a selected item from your Shopping Cart On this page, you can make further changes or additions and submit your Shopping Cart for Check Out. 74 Procurement Help 8 RoundTrip In the RoundTrip Help Module To view help, click a help topic title in the list in the left-hand frame, or click: ! The Shop Page ! RoundTrip Shopping ! Filter the List ! Supplier Web Site ! Shopping Cart The Shop Page When you select New Shopping Cart in the Procurement Home Page Shop Menu, the Procurement application displays the Shop page, with the Search Catalog tab to the front. Click the RoundTrip tab to visit a supplier’s web site, view item specification and customization options, and make purchases: Not all suppliers make RoundTrip shopping available. If none of your Buying Organization’s supplier offer RoundTrip shopping, the RoundTrip tab may not be available on the Shop page. RoundTrip Shopping Click the RoundTrip tab, in the Shop page. The Procurement application displays the RoundTrip page containing an alphabetical list of all web sites that you may visit: RoundTrip 75 Filter the List ! Some of the Supplier names listed on the RoundTrip page may be web sites representing a single supplier. ! Some of the Supplier names listed on the RoundTrip page may be web sites representing several suppliers. ! Some of the suppliers listed in your Buying Organization catalog may not be available via RoundTrip shopping. Following each web site name there is: ! A brief description of the products and services available there, and ! A Supplier Type: " Auction Service, or " Single Supplier Catalog, or " Multi-supplier Catalog To shop at a supplier web site: 1. Use the Filter the List criteria to select a suitable supplier. 2. Click on a Supplier Name. The Procurement application opens a secondary browser window displaying the Supplier Web Site. Purchase Orders generated from RoundTrip items have the following limitations: ! Change Requests may not be sent on a sub-item ! Advanced Ship Notice may not be on a sub-item ! Blanket Orders may not be 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. 76 Procurement Help Supplier Web Site Supplier Web Site Click on the name of the supplier web site from which you want to make a purchase. The Procurement application opens a secondary browser window and displays the selected web site. There are no rules for RoundTrip web site appearance or functionality. To navigate and shop on the supplier's web site you must follow the procedures: ! Supplied separately to you by that supplier, or ! Available on the web site. Procurement application functionality such as Item Description, Show All Suppliers and Add to Favorites is not available while you are at the supplier’s web site, but similar functions may be provided there. When you've finished shopping, select a button which is labeled something like: ! “back to Shopping Cart”, ! “Logout”, or ! “Return to the Procurement Application”. or follow the instructions provided by the supplier. The supplier web site window closes and you are returned to the RoundTrip page in the original browser window. Any selections made at the supplier’s web site are added to your Shopping Cart and carried with your Shopping Cart through the system workflow according to the standard rules and your Procurement application. Shopping Cart When you've finished shopping on the Supplier Web Site, select a button which is labeled something like: ! “back to Shopping Cart”, ! “Logout”, or ! “Return to the Procurement Application”. or follow the instructions provided by the supplier. The supplier web site window closes and, back in the original browser window: 1. Click the Shopping Cart tab. 2. Confirm that the items you selected on the supplier’s web site have been added to your Shopping Cart for Check Out. Any selections made using RoundTrip, are carried with your Shopping Cart through the system workflow according to the standard rules and your Procurement application. RoundTrip 77 Shopping Cart 78 Procurement Help 9 Special Request In the Special Request Help To view help, click a help topic title in the list in the left-hand frame, or click: ! The Shop Page ! Create Special Request ! Edit Special Request ! Cancel Special Request The Shop Page When you select New Shopping Cart in the Procurement Home Page Shop Menu, the Procurement application displays the Shop page, with the Search Catalog tab to the front. Click the Special Request tab if you cannot find an item you need in the Procurement application catalog either by Searching or Browsing, and there is no appropriate supplier RoundTrip web site available. The Procurement application displays a Special Request form, in which you can 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. 82 Procurement Help 10 Favorite Items In the Favorite Items Help Module To view help, click a help topic title in the list in the left-hand frame, or click: ! The Shop Page ! Favorite Items List ! Add to Cart ! Add to Favorites ! Delete from Favorites The Shop Page When you select New Shopping Cart in the Procurement Home Page Shop Menu, the Procurement application displays the Shop page, with the Search Catalog tab to the front. Click the Favorite Items tab to begin selecting from your list of favorite items and adding them to your Shopping Cart. When shopping, you can save time by selecting items from this Favorite Items List, instead of searching for them in the catalog every time. You can add an item to your list of favorites from any browsed or searched list of catalog items. Alternatively, if you have a favorite group of items, you can save all of the items and their quantities as a Shopping Cart Template. When you want to buy all of the items, click New Shopping Cart from Template and select a Template List from a list of your favorites. Favorite Items List The Procurement application allows you to maintain a list of your favorite or most commonly purchased items. Favorite Items 83 Favorite Items List When shopping, you can save time by selecting items from this list, instead of searching for them in the catalog every time. You can add an item to your list of favorites from any browsed or searched list of catalog items. To see your Favorite Items list: 1. Click the Favorite Items tab on the Shop page. The Procurement application displays your Favorite Items page, containing, each of your saved favorite items. 2. If there are enough items for the list to fill several pages, use the Navigation Controls to move forward and back, page-by-page, or to jump to the first or last page. The Favorite Items list contains, for each item: 84 Quantity Click in this box, and type the quantity of an item you want to buy (whole numbers, using 0 through 9 only, no fractions or decimals. This quantity is added to your Shopping Cart. Unit The unit of measurement (UOM) for this item. For example, PK is package, CT is carton, EA is each. The Item Description includes an explanation of how many of each item is contained in the Unit of measurement. Item Description This short description is a hyperlink. Click on it to view a longer description and other Item Description such as pictures, technical drawing, animations, web page links, and so on. Manufacturer Manufacturer name Unit Price (Currency) The unit price of the item expressed in the currency used by your Buying Organization. The actual price may vary from this if the supplier uses a different currency or if you are able to take advantage of tiered pricing. Procurement Help Add to Cart Action Click an icon to perform various actions on the selected item. Note: If you mouse-over an icon, the browser displays a tool tip containing a few words explaining the action represented by the icon. If an Action is not available in any situation, its Action icon is not displayed. Actions include: Add the item to your Shopping Cart. (in the number of units that you typed into the Quantity text box.) Remove a selected item from your Favorite Items list. Supplier Supplier Supplier Part Number Supplier Part Number Manufacturer Part Number Manufacturer Part Number Add to Cart Click the Action icon in the Favorite Items List list to add an item to your Shopping Cart: Add the item to your Shopping Cart. (in the number of units that you typed into the Quantity text box.) When you have finished adding items, you may click the Shopping Cart tab to display the Shopping Cart page. Add to Favorites To add a new item to your Favorite Items list: 1. Click the Search Catalog tab. The Procurement application displays the Search Catalog page. Favorite Items 85 Delete from Favorites 2. Browse the Catalog or Search the Catalog find a list of items. 3. In the Browse Results list, the Search Results list, the Item Description page or the Show All Suppliers page, click an Action icon next to an item to add it to your Favorite Items List: Add the item to your Favorite Items List Delete from Favorites To delete an item from your Favorite Items List: 1. Click the Favorite Items tab on the Shop page. The Procurement application displays your Favorite Items page, containing, each of your saved favorite items. 2. Click the Delete Action icon, to delete the item from your Favorite Items List: Delete a selected item from your Favorite Items list. 86 Procurement Help 11 Templates In the Templates Help To view help, click a help topic title in the list in the left-hand frame, or click: ! Template List ! Template Types ! Create ! Modify ! Delete ! Check Out The Procurement application allows you to save a list of Shopping Carts, as templates for regularly ordered batches of items. When re-ordering regular batches of items, you can save time by selecting one of these templates, instead of searching in the catalog and filling a Shopping Cart every time. If one of the items in a template no longer exists, or if the item does not satisfy the filtering rules (Commodity, Supplier), this item will not be carried over. An Error message indicates to the user that the line item could not be copied (reordered). You can add a Shopping Cart, from your Shopping Cart List, to your list of templates. Alternatively, if you have favorite single items, you can add the items separately in a Favorite Items List. When you want to add an individual item, click the Favorite Items tab on the Shop page. Template List To select a template: 1. Go to the Procurement application Procurement Home Page. 2. Click New Shopping Cart from Template in the Shop Menu. Templates 87 Template List The Procurement application displays the Templates List containing a list of all available templates. Each template is a previously created Shopping Cart, with all of its items, quantities and details. 3. If there are enough items for the list to fill several pages, use the Navigation Controls to move forward and backward through the pages. 4. To reduce the number of templates displayed, click in the filter by template type drop-down menu, and select from the available Template Types: " Personal & Shared Templates " Personal Templates " Shared Templates 5. Click the Open icon (to the left of template name), to expand the 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: 88 Procurement Help Template Types Delete icon 10. To leave the Templates List without making a selection, click any icon in the Home Row, and select a new option. After the template is copied to the Shopping Cart page, you can: ! Change the quantities of items, or delete them. ! View Item Descriptions, check Availability, Show All Suppliers, locate alternatives. ! Add Attachments and Notes to Approver. ! Click a different tab on The Shop Page, to continue shopping by different method. ! Submit the Shopping Cart for Check Out and approval ! and so on... Template Types There are different types of Shopping Cart templates: Personal Templates are Shopping Carts that you saved yourself during previous shopping sessions. Every user who has a privilege to create a Shopping Cart can create Personal templates, however Personal templates are only available by the 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, 90 Procurement Help Delete 2. Make necessarily additions and deletions, 3. Save the Shopping Cart as a new template, and 4. Delete the original template. Delete You may only delete templates that you created yourself. You cannot delete another user’s shared templates. To remove a template from your Templates list: 1. Go to the Procurement application Procurement Home Page. 2. Click New Shopping Cart from Template in the Shop menu. The Procurement application displays the Templates list page containing a list of all available templates. 3. Click the Delete icon next to a template to remove it from the list: Delete icon Check Out When you have finished selecting and adding to your template, you may click the Shopping Cart tab to display the Shopping Cart page. On this page, you can make further changes or additions and click [Submit] to Check Out your Shopping Cart for approval. To save the Shopping Cart without checking out: ! Click in the Shopping Cart Name text box, in the status bar, and type any name you wish, then ! Click the Save icon, to save the Shopping Cart with your chosen name: Click to save an Open (un-submitted) Shopping Cart with your chosen name. The Procurement application uses its own internal identifier for each Shopping Cart. The name you choose to save it under is for your own convenience. Templates 91 Check Out IMPORTANT TO REMEMBER: 92 Procurement Help " When you submit a Shopping Cart, it is automatically saved, but " When you save a Shopping Cart, it is not automatically submitted. 12 Open Shopping Cart In the Open Shopping Cart Help To view help, click a help topic title in the list in the left-hand frame, or click: ! Modify Open Shopping Cart ! Open Shopping Cart List ! Select ! Make a Change ! Check Out Modify Open Shopping Cart When starting the Procurement application, you can: ! Start with an empty, New Shopping Cart, or ! Select an existing Open Shopping Cart, to add or modify its contents. An open Shopping cart is one that has: ! Been created, and ! Shopping items have been added to it, but ! It has not yet been submitted for Check Out and approval. To select an open Shopping Cart from the Open Shopping Cart List and continue shopping at any time: 1. Go to the Procurement application Procurement Home Page. 2. In the Shop menu, click Modify Open Shopping Cart. The Procurement application displays the Open Shopping Cart List, containing a list of all open (un-submitted) 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. 94 Procurement Help Select Select You can view the contents of Open Shopping Carts in the Shopping Cart List but, before you can add or change contents, you must select a Shopping Cart and display it on the Shopping Cart Page: Click this icon to expand the Shopping Cart and view its contents, prices, and total cost (including tax.) Click to close up the Shopping Cart again and hide its contents. Click this Action icon to select a Shopping Cart and display its contents in the Shopping Cart page, in order to add new shopping, make changes or submit it for approval. Make a Change Before submitting your Shopping Cart, you can make updates and revisions on the Shopping Cart page: ! Change the Quantity of an item, ! Delete the item from your Shopping Cart, ! Change Ship Information, Bill Information and Cost Distribution, or ! Add Attachments Page or Notes to Approver. Check Out When you have displayed a Shopping Cart from the Open Shopping Cart List to display the Shopping Cart page, you can make further changes or additions and click [Submit] to Check Out your Shopping Cart for approval. Open Shopping Cart 95 Check Out 96 Procurement Help 13 Blanket Order Release In the Blanket Order Release Help To view help, click a help topic title in the list in the left-hand frame, or click: ! Blanket Order Release List ! Filter the List ! Blanket Order Item List ! Add to Cart ! Shop Page Differences Blanket Order Release List A Blanket Order is a contract with a supplier, allowing members of your Buying Organization to purchase specified release amounts from a list of items. A Blanket Order may contain: ! One or a small number of items from a supplier’s catalog, which you can select and add to a Shopping Cart (in a similar manner to your Favorite Items List, 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: 100 Procurement Help Add to Cart to add the item to your Shopping Cart. (in the number of units that you typed into the Quantity text box.) Manufacturer Manufacturer name Supplier Part Number Supplier Part Number Unit Price (Currency) The unit price of the item expressed in the currency used by your Buying Organization. The actual price may vary from this if the supplier uses a different currency or if you are able to take advantage of tiered pricing. Add to Cart Click the Action icon in the Blanket Order Item List to add an item to your Shopping Cart: Quantity To add the item, you must click in this box, and type the quantity of an item you want to buy. (whole numbers, using 0 through 9 only, no fractions or decimals. This quantity is added to your Shopping Cart. If you do not type a value, a quantity of 1 is added to the release in your Shopping Cart Click to add the specified quantity of the item to your Shopping Cart. (in the number of units that you typed into the Quantity text box.) When you have finished adding items, you may click the Shopping Cart tab to display the Shopping Cart Page page, where you can Check Out. Shop Page Differences When selecting from a Blanket Order there are differences in the Shop Page tabs: ! Search Catalog ! RoundTrip ! Favorite Items ! Blanket Order Item List Blanket Order Release 101 Shop Page Differences ! Special Request In normal shopping, the Blanket Order Item List tab is not displayed. When selecting from a Blanket Order: ! 102 The Favorite Items tab is not displayed, ! The RoundTrip tab is displayed only if Allow RoundTrip is enabled when the Blanket Order is created. ! The Special Request tab is displayed only if Allow Special Request is enabled when the Blanket Order is created. ! If Allow Catalog Search is enabled when the Blanket Order is created: Procurement Help " Selecting a Blanket Order in the Blanket Order Release List causes the Shop page to be displayed with Search Catalog tab to the front, but " The Blanket Order Item List tab is also available, and can be clicked to bring it to the front. 14 Check Out In the Check Out Help To view help, click a help topic title in the list in the left-hand frame, or click: ! The Shop Page ! Shopping Cart Page ! Change Items ! Change Details ! Check Availability ! Tax ! Notes to Approver ! Approval Preview ! Submit Shopping Cart ! Order Confirmation The Shop Page When you select New Shopping Cart in the Procurement Home Page Shop Menu, the Procurement application displays the Shop page, with the Search Catalog tab to the front. You can click on Tabs at the top of the workspace to select different methods of shopping and their results: ! Search the Catalog ! RoundTrip ! Favorite Items ! Blanket Order Release ! Special Request Check Out 103 Shopping Cart Page There are Shop Page Differences. The tabs shown in the Shop page depend on your buying activities. When you have completed shopping, click the Shopping Cart tab to view the Shopping Cart Page. On this page, you can: ! Change Items, ! Change Details, such as Ship Information, Bill Information, and Cost Distribution, ! Check Availability, ! Update Total cost and estimate Tax, and ! Attachments or Notes to Approver. If you decide not to submit the Shopping Cart, you may: ! Save Shopping Cart without submitting, and ! [Close] the Shopping Cart page. Shopping Cart Page When you have finished shopping, you need to review the contents of your Shopping Cart, make any last minute changes and submit it for check out. To do this, click the Shopping Cart tab on the Shop. The Procurement application brings the Shopping Cart page to the front and displays buttons and hyperlinks allowing you to: ! View and add Attachments, ! View and add Notes to Approver, ! View an Approval Preview, ! Check Availability of an item, ! Update Total Cost and estimate taxes, ! Delete the Shopping Cart and all items in it, and ! Submit Shopping Cart the Shopping Cart for approval, or, if you change your mind, you may: 104 ! Save Shopping Cart without submitting, and ! [Close] the Shopping Cart page. Procurement Help Shopping Cart Page Note: A similar page to this one is used, in Approval and Review, by an approver who wants to edit a Shopping Cart before approving it. If you have the necessary privilege to do this, you can use the Approve with Changes page in a similar manner as the Shopping Cart page, except for these differences: " The [Submit] button is replaced by an [Approve with Changes] button, " An Enter Comments text box is added at the lower left of the page, and " The notes to approver hyperlink is not displayed on the page. Below these buttons, there is a list of Shopping Cart contents with, for each item: Quantity You can click in this box, and type a new quantity of an item you want to buy (whole numbers, using 0 through 9 only, no fractions or decimals. This quantity is added to your Shopping Cart when you Submit Shopping Cart the Shopping Cart. Unit The unit of measurement (UOM) for this item. For example, PK is package, CT is carton, EA is each. The Item Description includes an explanation of how many of each item is contained in the Unit of measurement. Item Description This short description is a hyperlink. Click on it to view a longer description and other Item Description such as pictures, technical drawing, animations, web page links, and so on. Action Click an icon to perform various actions on the selected item. Note: " If you mouse-over an icon, the browser displays a tool tip containing a few words explaining the action represented by the icon. " If an Action is not available in any situation, its Action icon is not displayed. Actions include: to view the Item Details Page, containing shipping, delivery, billing and payment information for individual items and the whole Shopping Cart. to remove the item from your Shopping Cart. Check Out 105 Change Items to view and edit the Special Request form used to describe details of this item. to view and edit the Smart Form used to specify purchase details of this item. Manufacturer Manufacturer name Supplier Supplier name Supplier Part Number Supplier Part Number Unit Price (Currency) The unit price of the item expressed in the currency used by your Buying Organization. The actual price may vary from this if the supplier uses a different currency or if you are able to take advantage of tiered pricing. Below the list, there are calculated and estimated costs and taxes for the Shopping Cart: ! Subtotal (Currency) If you remove an item or change the purchase quantity, click Update Total to recalculate this and the other amounts. ! Estimated Tax (Currency) This is a hyperlink. Click on it to display a page containing other Tax information. ! Total (Currency) Change Items Before submitting your Shopping Cart, you can make updates and revisions on the Shopping Cart page: ! Change the Quantity of an item, or ! Delete the item from your Shopping Cart. ! Edit Item Requirements Order Confirmation allows you to view and modify the same information, but on differently organized pages. Quantity 1. Click in the Quantity text box, and type a new quantity in whole numbers (using 0 through 9) only, not text or fractions. 106 Procurement Help Change Details 2. Click [Update Total] to recalculate the Shopping Cart total cost and estimated taxes. Delete 1. Click the Delete icon next to an item description: Remove the item from your Shopping Cart The Procurement application displays a dialog box requesting confirmation 2. Click: " [OK] to confirm deletion, " [Cancel] if you change your mind. 3. Click [Update Total] to recalculate the Shopping Cart total cost and estimated taxes. 4. To delete all of the items from the Shopping Cart, click [Delete All]. Item Requirements To change the information 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: 108 Procurement Help Attachments ! Tax Payment Method, ! Tax Type, ! Tax Jurisdiction, ! Tax Category, ! Tax Rate, and ! Error codes or warnings created by the Tax Engine used to estimate the tax due. This information is for your information only. It cannot be edited. Order Confirmation allows you to view similar information, but on differently organized pages. If you believe that any of the jurisdictions or values shown are incorrect values, you must contact your Procurement application Administrator to request changes. Attachments You may add an attachment to the Shopping Cart or to a single item in the Shopping Cart. An attachment is carried though the Procurement workflow and to subsequent documents in the workflow, such as Orders or Change Requests, and may 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. 110 Procurement Help Approval Preview Approval Preview Click on approval preview on the Shopping Cart page to display the Status page containing the Process Map for your Shopping Cart. This map shows each of the workflow steps through which your Shopping Cart must pass in order to be approved so that Orders can be created to suppliers. This information is for your information only. It cannot be edited. The only action you can take on this page is to: ! Add an Approver / Approval Group Select an additional approver to assist the approval process. Note: Approvers may be an individual approver or a member of an approval group. ! Add a Reviewer Add the name of a person who will not have authority to approve the Shopping Cart, but who you want to know about, or to comment on your purchases. When you have viewed the information, click [Close] to return to the Shopping Cart page. Submit Shopping Cart When you have reviewed your purchases in the Shopping Cart page, and made any necessary changes, you may check out: 1. Confirm that all necessary changes have been made to the shopping cart. 2. If you have changed the quantity of any item (or removed any), click [Update Total]. 3. Click [Submit]. If your system uses Order Confirmation, the Procurement application displays the Confirmation page, where you may make further changes. If not, the Procurement application sends your Shopping Cart to your Procurement application for: " Approval, " Review, " Clarification of Special Requests, " Validation against a Blanket Order, " And so on. If you are not yet ready to submit the shopping cart, you may choose to continue shopping or Save Shopping Cart as an Open Shopping Cart for later additions or changes. Check Out 111 Order Confirmation Save Shopping Cart To save the Shopping Cart without checking out: ! Click in the Shopping Cart Name text box, in the status bar (at the bottom of the browser window), and type any name you wish, then ! Click the Save icon, to save the Shopping Cart with your chosen name: Click to save an Open (un-submitted) Shopping Cart with your chosen name. The Procurement application uses its own internal identifier for each Shopping Cart. The name you choose to save it under is for your own convenience. IMPORTANT TO REMEMBER: " When you submit a Shopping Cart, it is automatically saved, but " When you save a Shopping Cart, it is not automatically submitted. Order Confirmation After you’ve viewed your Shopping Cart and made all necessary changes, click [Submit]. Depending on how your Procurement application is configured, it may: ! Display the Confirmation page where you may make other changes, such a billing, shipping instructions, and payment method, or ! Submit your Shopping Cart directly to the Procurement application workflow for routing to the necessary Approval and Review processes, and creation of Orders. Confirmation After you’ve viewed your Shopping Cart and made all necessary changes, click [Submit]: 112 ! If you have the appropriate privilege, the Procurement application displays the Confirmation page where you may make other changes, such a billing, shipping instructions, and payment method. ! If not, the application submits your Shopping Cart to the Procurement application workflow for routing to the necessary Approval and Review processes, and creation of Orders. Procurement Help Order Confirmation In the Confirmation page, the Procurement application displays, for each item in the Shopping Cart: Quantity The quantity of an item you want to buy. Unit The unit of measurement (UOM) for this item. For example, PK is package, CT is carton, EA is each. The Item Description includes an explanation of how many of each item is contained in the Unit of measurement. Item Description This short description. Supplier Part Number Supplier Part Number Unit Price (Currency) The unit price of the item, expressed in the currency used by your Buying Organization. The actual price may vary from this if the supplier uses a different currency or if you are able to take advantage of tiered pricing. Total (Currency) The extended price for the quantity ordered of the item, expressed in the currency used by your Buying Organization. For the Shopping Cart, the page displays (expressed in the currency used by your Buying Organization): ! Subtotal ! Estimated Tax This is a hyperlink. Click on it to display a page containing other Tax information. ! Order Total These are the same figures displayed on the Shopping Cart Page. ! Ship To Address This is a hyperlink. Click on it to display a list of alternatives. ! Ship To Contact ! Bill To Address This is a hyperlink. Click on it to display a list of alternatives. ! Bill To Contact ! Payment Method This is a hyperlink. Click on it to display a display a list of alternatives. You can make changes on this page: Check Out 113 Order Confirmation 1. To change the Ship To Address or Ship To Contact, click the Order Ship To Address hyperlink. 2. To change the Bill To Address or Bill To Contact, click the Order Bill To Address hyperlink. 3. To change the Payment Method or to add a new credit card, click the Order Payment Method hyperlink. 4. When you 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]. 114 Procurement Help Order Confirmation Order Bill To Address 1. To change the Bill To Address or Bill To Contact, click a Bill To Dress hyperlink. The Procurement application displays the Checkout > Change Bill To Address page, containing a list of alternatives: " Company Name " Address " Contact Name " Email " Telephone " FAX 2. To make your new selection the default for other orders from that supplier, click the Apply Address selection to all orders check box so that a check mark is displayed. 3. To select a new Bill Address and Contact, click the Selection check mark icon next to it: Selection check mark icon The Procurement application re-displays the Confirmation page, showing your newly selected Bill To Address and Bill To Contact. 4. To leave the Checkout > Change Bill To Address page without making any changes, click [Cancel]. Order Payment Method 1. To change the Payment Method, click a Payment Method hyperlink. The Procurement application displays the Checkout > Change Payment Method page, containing a list of alternatives: " Credit Card Type, or Payment Type " Credit Card Description, or Payment Description " Name on Card " Card Number (part encrypted) " A Corporate Icon if this is a corporate credit card. Check Out 115 Order Confirmation Corporate Icon 2. To make your new selection the default for other orders from that supplier, click the Apply selection to all Orders where the Supplier accepts the Payment Method check box so that a check mark is displayed. 3. To update the order’s Bill To Address to match that on a selected credit card, click the Update Orders associated Bill To Address when the selection is a Credit Card check box so that a check mark is displayed. 4. To add a new Credit Card to the list, click [New Credit Card]. The Procurement application displays the New Credit Card page, with empty text boxes for all the information required about the credit card. 5. To select a new Credit Card or other Payment method, click the Selection check mark icon next to it: Selection check mark icon The Procurement application re-displays the Confirmation page, showing your newly selected Payment Method. 6. To leave the Checkout > Change Payment Method page without making any changes, click [Cancel]. 116 Procurement Help 15 Item Details In the Item Details Help To view help, click a help topic title in the list in the left-hand frame, or click: ! Shopping Cart Page ! Item Details Page ! Cart Details ! Ship Information ! Bill Information ! Cost Distribution ! Attachments Page Shopping Cart Page Click the Details Action icon beside an item in the Shopping Cart page: The Details Action icon The Procurement application displays the Item Details page, on which you can view and change, for the item: ! Ship Information, ! Bill Information, ! Cost Distribution, and ! Attachments Page Item Details 117 Item Details Page Item Details Page Before submitting your Shopping Cart, you can view and edit procurement information for each item in the cart or for the entire contents. 1. Find the item in the Shopping Cart page for which you want to change some details. 2. Click the Details icon beside that item: View and edit procurement information on the Item Details page. The Procurement application displays the Item Details page containing: ! Basic Information for the selected item, and ! Current values of Ship Information, and Bill Information for that item. If your Procurement application is configured to use Order Confirmation, you can view and modify this information, but on differently organized pages. When you have finished adding or changing shipping and billing information: ! Click [Save] to save the information for the item (or the Shopping Cart, if you have selected Apply to all items.) ! Click [Cancel] to restore the original values. On the Item Details page, you may also click on tabs to view and edit: ! Cost Distribution ! Attachments Page Cart Details When you have changed the details for an item, in the Item Details Page, you can click a check box to make the item changes applicable to more items in the Shopping Cart. You may click check boxes labeled: 118 ! Apply to all items, or ! Apply to all items from the same supplier (where the details are specific to a single supplier.) Procurement Help Ship Information Ship Information On the Item Details Page you can view and edit shipping information for any item or the entire Shopping Cart contents: ! Ship To ! Ship Method ! Payment Method ! Click the Apply to all items check box, if you want to send these shipping instructions to the suppliers of all items in the Shopping Cart. ! Ship Instructions Ship To On the Item Details Page: 1. Click the Search icon, of the left side of the Ship to Address. Search icon The Procurement application displays a Search Page. 2. Search for and select a Ship to name. For the selected name, the Procurement application updates: " Organization name " Address You must accept all values for the item. You cannot change individual values. The Procurement application also updates the Contact information, but you do not need to accept the default value for this. The Ship To Contact Use Default radio button is checked by default. 3. To change contact information, click the Ship to Contact Override radio button, and type, in the text boxes below, new values for the contact’s: " Name " E-mail address " Phone number " Fax number Item Details 119 Bill Information " Mail Stop 4. Click the Apply to all items check box to use this Ship to Address information for all items in this Shopping Cart. Ship Method On the Item Details Page: 1. Click in the Ship Via drop-down menu, and select a shipping method from the displayed list of options. This field is not editable, you must accept one of the items in the displayed list. 2. Click the Apply to all items from the same supplier check box to use this shipping method for other items in this Shopping Cart. Payment Method On the Item Details Page: 1. Click in the Payment Method drop-down menu, and select a payment method from the displayed list of options. This field is not editable, you must accept one of the items in the displayed list. 2. Click the Apply to all items from the same supplier check box, if you want to use this payment method information for other items in the Shopping Cart. Sales Tax Calculation The calculation of sales tax is based on the Taxable status of the Shopping Cart, or the items in it. If you have changed the Taxable status, click [Update Total] in the Shopping Cart Page. The Procurement application recalculates and re-displays the Subtotal, Estimated Tax, and Total amounts for the Shopping Cart. Ship Instructions On the Item Details Page: 1. Click in the Shipping Instructions text box, and type any special instructions for shipping. 2. Click the Apply to all items check box, if you want to send these shipping instructions to the suppliers of all items in the Shopping Cart. Bill Information On the Item Details Page you can view and edit billing information for any item or the entire Shopping Cart contents: 120 Procurement Help Bill Information ! Bill To ! Requested Delivery Date ! Tax Basis ! Bill Instructions 1. Find the item in the Shopping Cart for which you want to change some details. 2. Click beside that item. The Procurement application displays current values of the Bill to (payment) details and Ship to (delivery) details for that line item. Bill To On the Item Details Page: 1. Click the Search icon, of the left side of the Bill to Address: Search icon The Procurement application displays a Search Page. 2. Search for and select a Bill to name. For the selected name, the Procurement application updates: " Organization name " Address You must accept all values for the item. You cannot change individual values. The Procurement application also updates the Contact information, but you do not need to accept the default value for this. The Bill To Contact Use Default radio button is checked by default. 3. To change contact information, click the Bill to Contact Override radio button, and type, in the text boxes below, new values for the contact’s: " Name " E-mail address " Phone number " Fax number " Mail Stop 4. Click the Apply to all items check box to use this Bill to information for all Item Details 121 Cost Distribution items in this Shopping Cart. Delivery On the Item Details Page: 1. Click in the Requested Delivery Date drop-down menus, and select (or type) a Month, Day and Year on which you want delivery. 2. Click the Apply to all items check box, if you want to request this delivery date for all items in the Shopping Cart. Tax Basis On the Item Details Page: 1. Click in one the Taxable radio buttons: Yes or No, to specify if the items is to be subject to sales tax. 2. Click the Apply to all items check box, if you want to use this 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: 122 ! The Default Method is used when the Procurement application is not integrated with an ERP system, and ! The Flexible UI Method is used when the Procurement application is Procurement Help Cost Distribution integrated with an ERP system and sharing cost distribution information. To begin assigning cost distribution for an item, or a Shopping Cart full of items (see step 4): 1. Find an item in the Shopping Cart for which you want to adjust the cost distribution. 2. Click the Item Details icon next to that item. 3. On the Item Details Page, click the Item Cost Distribution tab. The Procurement application displays the Item Cost Distribution page containing: " Basic Information for the selected item " Total of all allocations between cost centers which must be 100%. 4. Select whether this cost distribution is to be applied to just this item or to all the items in the Shopping Cart: " Click the Apply Percentage Distribution to All Items in the Shopping Cart check box, if you want to apply this cost distribution to all items in the Shopping Cart. " Leave the check box unchecked, if you want to apply this cost distribution to just one item. 5. To adjust the cost distribution, follow the instructions in the appropriate sections: Default Method or Flexible UI Method. 6. Click: " [Save] to save the new Cost Distribution and return to the Shopping Cart Page, or " [Cancel] to discard the new Cost Distribution changes and return to the Shopping Cart Page. If the Total of all Allocations does not equal 100%, the Procurement application adds a decimal value to the last input field to make 100%. Default Method The default method (used by the Procurement application standard configuration) for selecting cost distribution is as follows: 1. Click the Search icon to the right of the Cost Center text box. The Procurement application displays a Search Page. 2. Search for and select a Cost Center. The Procurement application displays the selected cost center and updates the Allocated Totals text box. The Unallocated Totals text box displays the remaining values. Item Details 123 Cost Distribution 3. Enter either the Percentage, Quantity, or Amount values. When you enter the value in any one of these text boxes, the other text boxes are automatically calculated. 4. You may choose to select the Distribute Evenly or Recalculate button: " Click [Distribute Evenly] to evenly distribute the values across all input cost centers. You do not need to enter values into the Percentage, Quantity or Amount text fields. " Click [Recalculate] to recalculate all the fields. You can also do this by pressing the Tab key on your keyboard. 5. Verify the Allocated Totals equals 100%. If it does not equal 100% the values are red. 6. You may click the Clear icon to clear an unnecessary Cost Center text box: Clear the Cost Center text box 7. Click: " [Save] to save the new Cost Distribution and return to the Shopping Cart Page, or " [Cancel] to discard the Cost Distribution changes and return to the Shopping Cart Page. If the Total of all allocations does not equal 100%, the Procurement application displays an error message and continues to display the Cost Distribution page, so that you can make the correct allocation changes. Flexible UI Method In this configuration, you assign cost allocation to a Shopping Cart and its contents by: 1. Selecting an assigned account. 2. Allocating a percentage, quantity, or amount of the cost to that account. 3. Repeat steps 1. and 2. until the total of all allocated percentages equals 100%. 4. Save the cost allocation. Before allocating cost distribution to a Shopping Cart, you must first perform Item Cost Allocation for all accounts to be used in the allocation. Item Cost Allocation To assign cost allocation: 124 Procurement Help Cost Distribution 1. Click the Item Cost Distribution tab. The Procurement application displays the Item Cost Distribution page showing item information, and: " Total of all distribution preferences made, which must equal 100% before you may save the cost allocation and exit the page. " For each account currently assigned to the Buying Organization, you may: Click to edit assigned account. Click to delete the assigned account. Click Add Account Assignment to add a new account to the item. 2. Enter either the Percentage (a whole number between 1 and 100, or a decimal), Quantity, or Amount values and click [Enter]. When you enter the value in any one of these text boxes, the other text boxes are automatically calculated. The application calculates the values in the Allocated Totals text box. 3. You may choose to select the Distribute Evenly or Recalculate button: " Click [Distribute Evenly] to evenly distribute the values across all input cost centers. You do not need to enter values into the Percentage, Quantity or Amount text fields. " Click [Recalculate] to recalculate all the fields. You can also do this by pressing the Tab key on your keyboard. 4. Click: " [Save] to save the new Cost Distribution and return to the Shopping Cart page, or " [Cancel] to discard the Cost Distribution changes and return to the Shopping Cart page. If the Total allocation does not equal 100%, the Allocated Totals is in red and an error message appears. The Cost Distribution page continues to be displayed, so that you can make necessary allocation changes. Item Details 125 Cost Distribution Account Assignment Before allocating cost distribution to a Shopping Cart, you must first perform Account Assignment for all accounts to be used in the allocation. This may require you to: ! Create a New Account Assignment ! Edit an Existing Account Assignment ! Delete an Account Assignment ! ERP Value Search Page Create a New Account Assignment 1. In the Cost Distribution page, click Add Account Assignment: Add Account Assignment The Procurement application displays the Account Assignment page. 2. Click beside the Account Assignment drop-down menu, and: " Select an entry, or " Type a new entry. 3. Click the Search icon beside the Cost Center text box, and the Procurement application displays a Search Page in which you can search for and select a Cost Center. 4. Click the Next button to move to the next page: Next The Procurement application displays your selected Account Assignment and Cost Center, and text-entry fields for child values. 5. Click the Search icon beside the next child value text box, and the Procurement application displays a Search Page in which you can search for and select another child value. 6. Repeat these steps until you have added all necessary values. 7. When you are finished adding values, click: " 126 Procurement Help [Save] to save the new Account Assignment and return to the Cost Cost Distribution Distribution page, or " [Cancel] to discard the new Account Assignment and return to the Cost Distribution page. Edit an Existing Account Assignment 1. In the Cost Distribution page, click the Edit Account Assignment icon beside the Account Assignment: The Edit Account Assignment icon The Procurement application displays the Account Assignment page, displaying the selected Account Assignment, and associated values of Cost Center, GLCode and GLCode2. 2. Edit the Account Assignment information using the data entry fields explained in the Create a New Account Assignment Help page. 3. When you are finished editing values, click: " [Save] to save the new Account Assignment and return to the Cost Distribution page, or " [Cancel] to discard the new Account Assignment and return to the Cost Distribution page. Delete an Account Assignment In the Cost Distribution page, click the Delete icon beside the Account Assignment: The Delete icon The Procurement application deletes the Account Assignment. ERP Value Search Page Use the ERP Search Value page to search for ERP values by ERP ID or by Description: 1. Click beside the Search by text box, and select either ERP ID or Description. 2. Click in the Search <value> values text box, and type a criteria to search by. This can be: " To search by ERP ID, you can type any number of text characters followed Item Details 127 Attachments Page by a wild card character. The Procurement application will search for any value beginning with the entry. For example: the entry 4-3* will return the values: 4-3, 4-3a, 4-300, 4-3000 and so on. " To search by Description, you can type any combination of text and Wild Card Characters. The Procurement application will search for any value containing 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: 128 Procurement Help " Attach a New Attachment to the document, or " Modify Attachments by removing or replacing an attached file name or pathname. Attachments Page To access attachments to a single item in the Shopping Cart: 1. Click the Details Action icon beside an item: The Details Action icon The Procurement application displays the Item Details page. 2. Click the Item Attachment tab. The Procurement application displays the Item Attachments page with: " Basic Information for the selected item, and " A list of files currently attached to the item. 3. On the Item Attachment page you can: " Attach a New Attachment to the item, or " Modify Attachments by removing or replacing an attached file name or pathname. You must use an external application if you want to Edit Attached File contents. You cannot edit or view the contents of an attached file unless you have the necessary editing software or a viewer installed on your computer. 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 Item Details 129 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. 130 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. Item Details 131 Attachments Page 132 Procurement Help 16 Shopping Cart Status In the Shopping Cart Status Help To view help, click a help topic title in the list in the left-hand frame, or click: ! Workflow ! Check Status ! Shopping Carts List ! Filter the List ! Process Map ! History Log Workflow After you have submitted your Shopping Cart, it is routed through the Procurement application workflow for approval and the creation of Orders to the various suppliers of items in the Shopping Cart. At any time, to view this approval workflow and your Shopping Cart’s progress through it: ! Before you check out, click Approval Preview in the Shopping Cart Page. ! After Check Out, click Shopping Cart Status in the Shop Menu, on the Procurement Home Page. ! After Approval and Review, click Order Status in the Orders Menu, on the Procurement Home Page. Check Status Click Shopping Cart Status in the Shop Menu, on the Procurement Home Page. The Procurement application displays the Shopping Cart Status page, containing the Shopping Carts List. Shopping Cart Status 133 Shopping Carts List This list contains all currently open and submitted Shopping Carts. Depending on your Procurement application role, 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. 134 Procurement Help Shopping Carts List Organization Name The Buying Organization to which the creator of this Shopping Cart belongs. If that buyer belongs to more than one Buying Organization, then this shows which Buying Organization the buyer selected in the Choose your Organization drop-down menu before starting this Shopping Cart. Shopping This is the unique identifier assigned to the Shopping Cart when created, unless the buyer chose to name the Shopping Cart. Cart Name Requester This is the name of the buyer who created the Shopping Cart (the real name not a logon ID. For example, Doris Smith, not User28, or DSmth.) Creation Date This is the date on which the Shopping Cart was first created for a new item or from a template. Status The current status of the Shopping Cart, which can be: Action " Open, if the buyer has not yet submitted the Shopping Cart. " Awaiting Approval, if the total cost exceeds the buyer’s Spending Limit or the item requires Commodity approval. " Pending Action, if there are unresolved issues, such as a special request, requiring action from an approver / approval group or administrator. " Order Created, if the Shopping Cart satisfies the Procurement application workflow, is approved and Orders have been created. " Cancelled by the buyer " Rejected by the Approver or Approval Group Click an icon to perform various actions on the selected item. Note: " If you mouse-over an icon, the browser displays a tool tip containing a few words explaining the action represented by the icon. " If an Action is not available in any situation, its Action icon is not displayed. Actions include: View and edit an un-submitted (Open) or un-approved (Awaiting Approval) Shopping Cart in the Shopping Cart page. Makes a duplicate of this Shopping Cart (with a new unique identifier) which is displayed in the Shopping Cart page, for submission as-is or after making changes to the items and quantities. (This action creates a single copy; it does not create a template from which multiple copies can be made.) Shopping Cart Status 135 Filter the List Prepares a version of the Shopping Cart and displays it for printing. Cancels a submitted (Awaiting Approval or Pending Action) Shopping Cart and removes it from the workflow. Deletes an un-submitted (Open) Shopping Cart. Displays the Shopping Cart History Log of workflow steps and actions. Displays the Shopping Cart Process Map, showing all the workflow steps through which the Shopping Cart has passed with explanations and comments. Makes a duplicate of this Shopping Cart and saves it as a template for your personal use. Every user who has a privilege to create a Shopping Cart can create Personal templates, however Personal templates are only available by the 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: " 136 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: ! 138 Procurement Help A brief explanation of its purpose. Process Map Click on any node, and the Procurement application displays more detailed information in a text box above. ! Color-coding and icons indicating the actual status of the approval process: Icon Node Color Status Green Approved Yellow Pending Gray Action Suspended Red Rejected Plain The designated Approver/ Approval Group or Reviewer has not yet received the Shopping Cart. Add an Approver / Approval Group 1. Click [Add Approver / Approval Group] The Procurement application displays the Add Approver / Approval Group dialog box. 2. Use the Name Search Page to search for and select the name of the approver or Approval Group you wish to add to the workflow. 3. Click a radio button to place the ad hoc Approver or Approval Group in the workflow, before, after, or in parallel with your designated Approver or Approval Group: " Before " After " Parallel (not an option for ad-hoc approvers) When one button is clicked, the other two are automatically cleared. 4. Click: " [Save] to save your selection, or Shopping Cart Status 139 History Log " [Cancel] to discard the selection. Add a Reviewer 1. Click [Add Reviewer] The Procurement application displays the Add Reviewer dialog box. 2. Use the Name Search Page to search for and select the name of the approver or approval group you wish to add to the workflow. 3. Click: " [Save] to save your selection, or " [Cancel] to discard the selection. History Log Click the History Action icon in any row of the Shopping Carts List: to view the Shopping Cart History Log of workflow steps and actions. The Procurement application displays the Shopping Cart History Log, containing a list of all actions taken on the Shopping Cart, with: ! The buyer’s name, ! The name of the buyer’s assigned Approver or Approval Group, ! Ad hoc Approvers or Approval Group, and Reviewers who have been nominated by the buyer or Approver / Approval Group, ! Higher-level Approvers or Approval Group (if the designated Approver or Approval Group’s Approval Limit was exceeded and approval escalated to a higher level), ! Automatic routing steps performed by the Procurement application. This is an historical record, so: ! You cannot change any of the actions recorded here. ! You cannot cause or request any other actions to be taken on a Shopping Cart Click [Close] to leave the log and return to the Shopping Cart List. If, after reviewing a Shopping Cart History Log, you want to edit, cancel or initiate some other action on a Shopping Cart, you must: ! 140 Procurement Help Find the Shopping Cart in the Shopping Carts List or the Open Shopping Cart History Log List, ! Select the Shopping Cart ! Click the appropriate Action icon. Shopping Cart Status 141 History Log 142 Procurement Help 17 Order Status In the Order Status Help To view help, click a help topic title in the list in the left-hand frame, or click: ! Order Status Page ! Orders List ! Order Contents ! Filter the List ! Status Codes ! Order Shipping Information ! Tracking Numbers List ! Order History ! Order Transaction History ! Order Detail Order Status Page Approvers / approval groups can click Order Status, in the Procurement Home Page Orders Menu. The Procurement application displays the Order Status page containing: ! Tabs allowing you to view: " Orders List Orders to suppliers (this page is to the front, by default) " 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: 146 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: 148 Procurement Help Status Codes Item Description Catalog descriptions of the items in the Order. Quantity Quantities ordered. Unit Unit of measurement used for ordering the item, for example, PK is package, CT is carton, EA is each. The item description indicates how many of each item is contained in the unit of measurement. Manufacturer Manufacturer of the item. Part Number The manufacturer's part number for the item. Status Codes In the Orders List, the Procurement application displays for each Order: ! Buyer Status, ! Supplier Status, and ! Transmission Status Some of these statuses, such as Accepted by Supplier, refer to purchasing transactions, and can be used to track routine business items. Others, such as Change Pending, refer to problems delivering ordered goods, and can be used to locate and respond to Change Requests and updates from suppliers. Others, such as Failed to Send, indicate types of system and network problems and should not be required by a normal user. These are normally only used by an Administrator, when troubleshooting problems. In addition to these statuses, the system also assigns a Payment Status and a Receive Status to every Order, but these are not displayed in this list. Buyer Status ! Accepted by Supplier ! Approved ! Cancelled by Buyer ! Change Pending ! Completed ! Failed to Send ! Invalid Data Order Status 149 Status Codes ! Other ! Pending Action ! Received ! Rejected by Supplier ! Waiting for Response Supplier Status ! Accepted ! 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. 152 Procurement Help Order History The Procurement application displays the Order Shipping Information page, containing: ! Tabs to select the Order Shipping Information page (to the front, by default) or the Tracking Numbers List. ! A list of Advance Ship Notices (ASN), information about them, and actions you can perform. Depending on your system privilege, 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. 154 Procurement Help Order Detail Order Detail Click the Order Details Action Icon beside any Order on the Order Status Page: The Details Action icon The Procurement application displays the Order Details page, containing, for the selected Order: ! Basic Order and Shopping Cart information ! Status Codes: Buyer, Supplier and Transmission ! Description of the item, cost, quantity ordered and shipped ! Supplier comments This is an historical record, so: ! You cannot change any of the actions recorded here, and ! You cannot cause or request any other actions to be taken on an Order. Click [Close] to leave the Order Details page and return to the Order Status page. If, after reviewing Order Detail, you want to change, cancel or initiate some other action on an Order, you must: ! Find the Order in the Order Status Page page ! Select the Order ! Click the appropriate Action icon. Order Status 155 Order Detail 156 Procurement Help 18 Change Request In the Change Request Help 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 159 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. 160 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: 162 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: " 164 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: 166 Procurement Help 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: ! 168 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. 170 Procurement Help 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 171 Change Request Header Detail 172 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: 174 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. 176 Procurement Help ASN Detail Pages 5. Click to select a filter by radio button: " issue date " ship date When one is selected, the other is automatically de-selected. 6. In the From menus, select (or type) an earliest date for Advance Ship Notices to be displayed. 7. In the To menus, select (or type) a latest date for Advance Ship Notices to be displayed. 8. Click [Go]. The Procurement application selects all of the available Advance Ship Notices that meet 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. 180 Procurement Help ASN Material Details ASN Material Details The Advance Ship Notice Detail pages can display all of the data contained in an Advance Ship Notice selected from the list of Advance Ship Notices on the Advance Ship Notice List or Order Shipping Information page. At the top of each page are tabs. By default, the Summary tab is displayed in front. Click another tab to display a different Detail page: ! Tracking - the ASN Tracking Details page ! Package - the ASN Package Details page ! Transport - the ASN Transport Details page ! Summary - the ASN Detail Pages Summary page When you have finished viewing Detail pages, click [Close] to return to the ASN List page or the Order Shipping Information page. The Material Detail page has non-editable data fields and a results table of shipment contents, as follows: Advance Ship Notice Number Type Which can be: Actual An Advance Ship Notice sent after shipment and containing known information Planned An Advance Ship Notice sent before shipment and containing expected information Purpose Code Which can be: Original Cancellation Replacement Status Which can be: Current Received Issue Date ASN issue date Ship to Your address (as specified in your Shopping Cart or Order) Advance Ship Notice 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 182 Procurement Help ASN Package Details Action Click an icon to perform various actions on the selected item. Note: If you mouse-over an icon, the browser displays a tool tip containing a few words explaining the action represented by the icon. If an Action is not available in any situation, its Action icon is not displayed. Actions include: Display the Order Shipping Information page, containing a list of all Advance Ship Notices (ASN) received for items in this Order. You may filter and sort the list, and choose another ASN to view in detail. If there are enough Orders for the list to fill several pages, use the Navigation Controls to move forward and backward through the pages. ASN Package Details The Advance Ship Notice Detail pages can display all of the data contained in an Advance Ship Notice selected from the list of Advance Ship Notices on the Advance Ship Notice List or Order Shipping Information page. At the top of each page are tabs. By default, the Summary tab is displayed in front. Click another tab to display a different Detail page: ! Tracking - the ASN Tracking Details page ! Material - the ASN Material Details page ! Transport - the ASN Transport Details page ! Summary - the ASN Detail Pages Summary page When you have finished viewing Detail pages, click [Close] to return to the ASN List page or the Order Shipping Information page. The Packaging Detail page has non-editable data fields and a results table listing all packages included in the shipment, as follows: Advance Ship Notice 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: 184 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 185 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 214 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: 216 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. 222 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 230 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. 240 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: 242 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: 246 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: " ! ! ! 248 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 250 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 " 252 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: 254 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 255 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 257 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: 258 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: 260 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: 262 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. 264 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 266 Procurement Help General tab to the front. The General page contains: ! Non-editable ID & Spending Limit information, ! Editable Contact Information, and ! Editable Credit Card Information. ID & Spending Limit This is for your information only. It cannot be edited: User Login ID An abbreviated version of your name that the Procurement application uses to recognize your access to the system. Maximum Spending Limit The maximum total dollar amount for which your Shopping Carts receive automatic approval. Any Shopping Cart that exceeds this amount is routed for approval. Maximum Approval Limit If you have the Approval privilege, this is the maximum total dollar amount for which you may approve a Shopping Cart. If you approve a Shopping Cart that exceeds this amount, the cart is routed to a higher level approver / approval group. Spending Limit Approver The name of a more senior member of your Buying Organization who can approve Shopping Carts that exceed your Spending Limit. Contact Information This information is displayed in editable text boxes. Click in any text box to change: Phone Number Your office area code, phone number and extension. Fax Number Your fax machine area code, phone number and extension. Mail Stop Your office mail stop or office number. E-mail Address Your business E-mail address. User Profile 267 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. 268 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 269 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: 270 Procurement Help Change Password Click to search for a Bill To Address, by company name, address or contact name. Note: When typing a search string into the Address field, type all or part of the street address only. Do not include City, locality, or postal codes. The Procurement application updates all of the Bill to information. 2. Click the Search icon, next to the Ship to Address text box, and use the Search Page to select your default shipping address from the list: Click to search for a Ship To Addresses, by company name, address or contact name. Note: When typing a search string into an Address field, type all or part of the street address only. Do not include City, locality, or postal codes. The Procurement application updates all of the Ship to information. 3. Click the Search icon, next to the Cost Center text box, and use the Search Page to select your default cost center from the list: Click to search a list of cost centers. The Procurement application updates the Cost Center to which your purchases are to be billed by default. 4. Select your default locale (a combination of geographical location and language zone) from the Locale drop-down menu. 5. Select your default time zone from the Time zone drop-down menu. 6. Click [Save] (or [Reset] to cancel the operation.) Change Password Before changing your password, contact your Administrator to find out your organization’s rules about creating or issuing passwords, the minimum number of characters it must include, and so on. You cannot change your Logon name. User Profile 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. 272 Procurement Help 29 Services In the Services Help The Procurement application can integrate with other Commerce One Services, such as Auctions, and third-party services. Depending on the available services, and your system privilege, you can use these service to access other buying, selling and collaboration applications. 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. Services 273 Select a Service 274 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. Advanced Administration 275 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 277 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 278 Procurement Help Codes Payment Type form, containing a table of: " Underlined (hyperlink) Short Descriptions used in the Procurement application, and " Long Descriptions, explaining the full meaning of the code (maximum 255 characters). 2. If there are too many codes to be viewed in a single page, click the Short Description hyperlink to view the next batch of codes. 3. When you reach the end of the list, click the Short Description hyperlink again, to go back to the top of the list. Edit 1. Click Edit to the left of the code you wish to modify. The Advanced Administration Application displays the Edit: Commerce One Payment Type form. 2. Click in either the Short Description or Long Description text box and type any new text you want (maximum 255 characters). 3. Click: " [Save] to save the description and leave the Edit: Commerce One Payment Type form, or " [Cancel] to leave the Edit: Commerce One Payment Type form without making any changes. Document Type The Document Type code identifies the types of document that Procurement application can process. To View and Edit these codes: View 1. In the Tree Menu, select Codes | Document Type. The Advanced Administration Application displays the Document Type form, containing a table of: " Underlined (hyperlink) Short Descriptions used in the Procurement application, and " Long Descriptions, explaining the full meaning of the code (maximum 255 characters). 2. If there are too many codes to be viewed in a single page, click the Short Description hyperlink to view the next batch of codes. 3. When you reach the end of the list, click the Short Description hyperlink again, to go back to the top of the list. Advanced Administration 279 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: " 280 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: 282 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 283 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: 284 Procurement Help Codes View 1. In the Tree Menu, select Codes | Status Codes | Order. The Advanced Administration Application displays the Order Status form, containing a table of: " Underlined (hyperlink) Short Descriptions used in the Procurement application, and " Long Descriptions, explaining the full meaning of the code (maximum 255 characters). 2. If there are too many codes to be viewed in a single page, click the Short Description hyperlink to view the next batch of codes. 3. When you reach the end of the list, click the Short Description hyperlink again, to go back to the top of the list. Edit 1. Click Edit to the left of the code you wish to modify. The Advanced Administration Application displays the Edit: Order Status form. 2. Click in either the Short Description or Long Description text box and type any new text you want (maximum 255 characters). 3. Click: " [Save] to save the description and leave the Edit: Order Status form, or " [Cancel] to leave the Edit: Order Status form without making any changes. Receive To View and Edit these status codes: View 1. In the Tree Menu, select Codes | Status Codes | Receive. The Advanced Administration Application displays the Receive Status form, containing a table of: " Underlined (hyperlink) Short Descriptions used in the Procurement application, and " Long Descriptions, explaining the full meaning of the code (maximum 255 characters). 2. If there are too many codes to be viewed in a single page, click the Short Description hyperlink to view the next batch of codes. 3. When you reach the end of the list, click the Short Description hyperlink again, to go back to the top of the list. Advanced Administration 285 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: 286 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 Advanced Administration 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. Advanced Administration 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: 290 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: Advanced Administration 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: 292 Procurement Help " 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: " 294 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. Advanced Administration 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. 296 Procurement Help 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. Advanced Administration 297 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: Advanced Administration 299 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. 300 Procurement Help 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 301 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. 302 Procurement Help Setup Catalog Views 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, Advanced Administration 303 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: " 304 Procurement Help 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] Advanced Administration 305 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. 306 Procurement Help 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. 308 Procurement Help 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 Advanced Administration 309 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. 310 Procurement Help Setup Cost Centers 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 Advanced Administration 311 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. 312 Procurement Help Setup Cost Centers 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 314 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 Advanced Administration 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: 316 Procurement Help 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 317 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. Advanced Administration 319 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. 320 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. Advanced Administration 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. 322 Procurement Help 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: Advanced Administration 325 Setup Order Tolerances Field Description of Percentage and Relative Tolerance Options Unit Price Type Unit Price Below and Above — This is the amount (percentage or absolute) that the final unit price can differ from the price at the time the order originated. Order Quantity Type Order Quantity Above and Below —This is the amount the quantity can differ from the quantity at the time the order originated. Back Order Quantity Type Back Order Quantity Max — This is the maximum units of the object ordered that can be placed on back order. Shipping Days Type Shipping Days Max and Min — Indicates the number of days the order can be in transit from supplier to buyer. As long as the supplier ships the order within a range of days prior to the DeliverByDate, the order is acceptable. View Tolerances 1. 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 326 Procurement Help 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: Advanced Administration 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. 328 Procurement Help 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. Advanced Administration 329 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: " 330 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): Advanced Administration 331 Setup Payments " 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: " 332 Procurement Help 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. Advanced Administration 333 Setup Payments 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. 334 Procurement Help 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 Advanced Administration 335 Setup Payments 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. 336 Procurement Help Setup Payments 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. Advanced Administration 337 Setup Payments 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] 338 Procurement Help Setup Payments The Advanced Administration Application displays all user names matching your query. 4. In the Results text box, click the Name of the appropriate user. 5. Click [Select]. 6. In the Priority text box, enter an integer value. This Priority allows a user with more than one credit card assigned to choose a preference for a card when they pay for a purchase. A priority level of zero (0) means that the credit card is the first one presented when a user pays for the purchase. 7. Click: " [Save] to save the credit card user name, or " [Cancel] to exit without making any changes. Corporate Credit Card 1. In the New Credit Card form: " " Uncheck the Corporate Card check box, and Click [Select Organization]. The Advanced Administration Application displays the Organization Search form. 2. Click in the Search for Name text box, and type all or part of the name of a Buying Organization, or use Wild Card Characters. 3. Click [Search] The Advanced Administration Application displays all Buying Organization names matching your query. 4. In the Results text box, click the Name of the appropriate organization. 5. Click [Select]. 6. In the Priority text box, enter an integer value. This Priority allows a user with more than one credit cards assigned to choose a preference for a card when they pay for a purchase. A priority level of zero (0) means that the credit card is the first one presented when a user pays for the purchase. 7. Click: " [Save] to save the credit card Buying Organization name, or " [Cancel] to exit without making any changes. Advanced Administration 339 Setup Reports Setup Reports Commerce One Procurement application is able to manage externally created reports through the Reports menu. This menu, organized by Report Category, displays all Report formats available at your site. The reports listed in the Reports menu may be standard formats supplied by Commerce One, and new or modified report formats created by or for your site. You can create additional reports using any third-party reporting tool that is able to create reports viewable in a web browser. When you have created a new report, you can: ! Update the Report menu by adding the new report name to an existing report category (or creating a new Report Category), and ! Supply the URL of the page containing the report. In the Advanced Administration application, there are tools to: ! New Report Category ! Edit Report Category ! Delete Category ! New Report ! Edit Report ! Delete Report New Report Category In the Commerce One Procurement application Reports menu, reports are organized by report category. When you add a new custom report to the menu, you must assign it to an existing category. If no suitable category exists, then you must create one before adding the new report. 1. In the Tree Menu, select Setup | Reports | New Report Category. The Advanced Administration Application displays the New Report Category form. 2. Click in the Report Category Name text box and type the name for the category that will be displayed in the Reports menu. 3. Enter the Name Resource ID. This is used to obtain translated text for other languages. 4. Click in the Report Category Description text box and type any additional information needed to administer the category (this information will not be seen by users). 5. Click in the Privilege Code drop-down menu, and select the minimum privilege 340 Procurement Help Setup Reports level required by a user to access this category of reports. 6. Click [Save] to save the new category and leave the New Report Category form. Edit Report Category 1. In the Tree Menu, select Setup | Reports | Report Category Name The Advanced Administration Application displays the Edit Report Category form, containing the information for the named category. 2. Click [Delete] to remove the category and all contained reports. 3. Enter the Report Category Name. 4. Enter the Name Resource ID. This is used to obtain translated text for other languages. 5. Enter the Report Category Description in the text boxes. 6. Click the Privilege Code drop-down menu, and select a new the minimum privilege level required by a user to access this category of reports. 7. Click [Save] to save the modified category and leave the Edit Report Category form. Delete Category 1. In the Tree Menu, select Setup | Reports | Report Category Name The Advanced Administration Application displays the Edit Report Category form, containing the information for the named category. 2. Click [Delete] to remove the category and all contained reports. New Report 1. Create the new report using a third-party reporting tool. You can get more information and training in custom report creation from Commerce One Professional Services or Educational Services. 2. 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. Advanced Administration 341 Setup Reports 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 342 Procurement Help 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 Advanced Administration 343 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, 344 Procurement Help Setup Ship To Addresses 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). Advanced Administration 345 Setup a Smart Form 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. 346 Procurement Help Setup a Smart Form 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. Advanced Administration 347 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 348 Procurement Help 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. Advanced Administration 349 Setup Taxes 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: ! ! ! 350 Procurement Help 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 Advanced Administration 351 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. 352 Procurement Help Setup Taxes 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. Advanced Administration 353 Setup Taxes 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. 354 Procurement Help 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 Advanced Administration 355 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: 356 Procurement Help 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. Advanced Administration 357 Setup Units of Measure 358 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. Administer Users 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. 360 Procurement Help Search 4. If there are too many addresses to be viewed in a single page, use the browser scroll bar, at the right of the window, to move the display up and down. 5. Click a user name and then click Select. The Advanced Administration Application displays the Enterprise User form and displays your selected User Name. 6. In the Tree Menu, select Users | Login ID (User Name). If there are many users in an organization, the Tree Menu does not display all the users’ names. Instead, you must click Select Users | Search to locate and select a user. 7. Edit information for the user. 8. Click the expand icons to view your choice of user information. 9. Click [Save] to save the entered data and leave the form. Details 1. Click [Delete] to delete the user form the Procurement application. 2. Click [Set New Password] to set and confirm a new user log on password.Click in the text boxes, and type values for: " Name " Mail Stop " Phone number " Fax number " E-mail 3. Click in the drop-down menus, and pick from lists of available: " Home Organization " Locale " Time Zone 4. Click the Account never expires check box, so that a check mark is displayed, if you do not want the account to require periodic renewal. 5. Click [Save] to save the entered data and leave the form. 6. Click the expand icons to view other user information. Organizations This page displays a list of all the Buying Organizations to which the user belongs. This information is not editable. To assign users to Buying Organizations, or to un-assign them, use Administer Organizations. Administer Users 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. 362 Procurement Help 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. Administer Organizations 363 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. 364 Procurement Help 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. Administer Organizations 365 Edit Attributes 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: 366 ! 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 Procurement Help Edit Attributes 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: Administer Organizations 367 Edit Attributes " 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 | 368 Procurement Help Edit Attributes 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. Administer Organizations 369 Edit Attributes 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: 370 Procurement Help " 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 Administer Organizations 371 Edit Attributes 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. 372 Procurement Help Edit Attributes 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 Administer Organizations 373 Edit Attributes " 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. 374 Procurement Help Edit Attributes 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 Administer Organizations 375 Edit Attributes 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 376 Procurement Help Edit Attributes 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 Administer Organizations 377 Edit Attributes 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: 378 Procurement Help Edit Attributes 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 Administer Organizations 379 Edit Attributes ! 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. 380 Procurement Help Edit Attributes 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) Administer Organizations 381 Edit Attributes " 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 382 Procurement Help Edit Attributes 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 | Administer Organizations 383 Edit Attributes 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 384 Procurement Help Edit Attributes 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 Administer Organizations 385 Edit Attributes 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. 386 Procurement Help Edit Attributes 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. Administer Organizations 387 Edit Attributes 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: 388 Procurement Help Restricting Visibility " 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: Administer Organizations 389 Restricting Visibility 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. 390 Procurement Help 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. Administer Organizations 391 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: 392 ! 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. Administer Organizations 393 Workflow Services 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]. 394 Procurement Help 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: Administer Organizations 395 Workflow Services " 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: 396 Procurement Help " 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: Administer Organizations 397 Workflow Services " 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: 398 Procurement Help 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 Administer Organizations 399 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. 400 Procurement Help 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. Administer Organizations 401 Workflow Services 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: " " 402 Procurement Help [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 Administer Organizations 403 Workflow Services 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. 404 Procurement Help 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 Administer Organizations 405 Workflow Services 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 | 406 Procurement Help 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. Administer Organizations 407 Settlement 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. 408 Procurement Help 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. Administer Organizations 409 Settlement 410 Procurement Help 33 Administer Roles In the Administer Roles Help In the Procurement application, a Role is a set of user privileges used to manage user access and, if necessary, modify data. To administer Roles, go to the Advanced Administration Application Tree Menu, and click: ! The Expand icon beside Roles to expand the menu and display a list of available actions and existing Roles. ! An Existing Role by name, to edit its name and privileges. ! New Role to add a new Role to the system, name it and enable privileges. To assign roles to a user, you must: ! Establish the role you want to assign. ! Create the user at the Enterprise level. ! Associate the user with at least one Buying Organization. ! Assign the role to users. New Role To create a new role: 1. In the Tree Menu, select Roles | New Role. The Advanced Administration Application displays the Role: Details form, with a Role Name text box, and a list of privileges containing, for each privilege: " Category " Privilege " Scope " Enable (check box) Administer Roles 411 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: 412 Procurement Help " Category " Privilege " Scope " Enable check box Existing Role " Description 6. Click an Enable check box, so that a check mark is displayed, to enable a privilege for this Role. 7. Click an Enable check box a second time, so that the check mark disappears, to disable a privilege for this Role. 8. Click: " [Save] to save the entered data and leave the form, or " [Delete] to delete the role. Administer Roles 413 Existing Role 414 Procurement Help 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. Administer Suppliers 415 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: 416 Procurement Help " 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 Administer Suppliers 417 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. 418 Procurement Help 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: Administer Suppliers 419 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. 420 Procurement Help Existing Supplier 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 Administer Suppliers 421 Existing Supplier 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. 422 Procurement Help Existing Supplier 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. Administer Suppliers 423 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. Administer Suppliers 425 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: 426 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. Administer Suppliers 427 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. 428 ! 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. Administer Suppliers 429 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. 430 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. Administer Suppliers 431 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. 432 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. Administer Suppliers 433 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. 434 Procurement Help 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 Administration Log 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. 436 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 442 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: 474 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 476 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. 478 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). 480 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: 482 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. 484 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 486 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. 488 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: " 490 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: 492 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. Workflow Primer 495 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 496 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. 498 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. 500 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). 502 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. 504 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 506 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. 508 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: 510 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: " 512 Procurement Help Click in the text box, and type new text or numbers. ERP Systems " Type the [Delete] or [Backspace] keys to remove any unnecessary characters. 5. When you have made all necessary additions, use the scroll bar, on the righthand edge of the browser window, to move to the bottom of the page. Below the list of configuration parameters, there is a list of available Buying Organizations. 6. In the Select Buying Organizations to which this configuration should be applied list box: " Click on one or more Buying Organization names. Selected Buying Organizations are highlighted. " Click Select All Buying Organizations. All Buying Organizations in the list are highlighted. " Click Unselect All Buying Organizations. Highlighting is removed from any highlighted Buying Organizations. 7. Click [Save] to apply the edited configuration parameters to the selected Buying Organizations. 8. When you have completed creating the new configuration: " Click Search or New, in the left-hand frame of the browser window, to take other actions using the Buying Organization Data Configuration Form. " Click the name of a parameter in the left-hand side menu, to take other Integration Administration actions. " Click Home, in the left-hand frame of the browser window, to return to the Procurement Home Page. ERP Systems You can create and modify configuration parameters for an integrated ERP system: ! Search for an ERP System ! Edit an ERP System ! Add a New ERP ! Create a New ERP Association If you have Administrator privilege, Start EBI Administration: The browser displays the Integration Administration application page. 1. Click ERPs used in the current EBO. The browser displays the ERP Configuration Form on the right-hand side of Enterprise Backend Integration Administration 513 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: 514 Procurement Help " Edit " Delete. Before deleting an ERP system, you must first delete all data items associated with the ERP system. " Associate a Buying Organization with this ERP system. ERP Systems Edit an ERP System To edit an ERP system in the displayed table: 1. Click the edit icon, to the right of any ERP system name in the table. The browser displays the Edit ERP form on the right-hand side of the Integration Administration application page. This form includes, for the selected ERP system, a list of configuration information prompts followed by text boxes with the current value displayed: " Name of the ERP product " Vendor of the ERP product " Version number of the ERP product 2. To change a value, click in the text box and type new or replacements text or numbers. 3. Click [Save] to apply the edited configuration parameters to the selected ERP system. 4. When you have completed editing: " Click Search or New, in the left-hand frame of the browser window, to take other actions using the ERP Configuration Form. " Click the name of a parameter in the left-hand side menu, to take other Integration Administration actions. " Click Home, in the left-hand frame of the browser window, to return to theProcurement Home Page. The ERP Name is used as a prefix to all automatically generated data for the ERP, but changing the ERP Name does not cause the automatically generated data names, for Data Sync Items, Data Mapping, and so on, to also be changed. To prevent confusion between similar products, we recommend that: " You create an ERP Name by concatenation of the vendor name and version number. " You do not change the ERP Name. Instead, you should delete the ERP from the Procurement application, and create a new ERP with the new name. Add a New ERP To add a new ERP system (or version) to the table: 1. Click [New], in the left-hand frame of the browser window. Enterprise Backend Integration Administration 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: " 516 Procurement Help Click Search or New, in the left-hand frame of the browser window, to take Data Synchronization other actions using the Buying Organization Data Configuration Form. " Click the name of a parameter in the left-hand side menu, to take other Integration Administration actions. " Click Home, in the left-hand frame of the browser window, to return to the Procurement Home Page. Data Synchronization You can create and modify data synchronization parameters for an integrated ERP system: ! Search for a Data Synchronization Item ! Edit a Data Synchronization Item ! Create a New Data Synchronization Item The Procurement application stores some of the ERP data locally. This data includes: ! Accounting information used in creating shopping carts, and ! Unit of Measurement (UOM) information used to map from the application’s UOM codes to the UOM Codes of the selected ERP application. The Integration Administration application allows you to setup the Data Synchronization elements such as Cost Centers, Vendors, UOM, Company Code, and so on, and group them according to Buying Organizations. A single Data Synchronization Item may be associated with one or more Buying Organization. If you have Administrator privilege, Start EBI Administration: The browser displays the Integration Administration application page. 1. Click Data Sync Items. The browser displays the Data Synchronization Configuration Form on the right-hand side of the page. 2. Click New to create a new parameter value. 3. Click Search to view a list of parameters, their current values and, if necessary, edit them. 4. Click Help with Search to view more information about setting up search criteria and using Wild Card Characters. 5. Click Home to re-display the Procurement Home Page. Enterprise Backend Integration Administration 517 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: " 518 Procurement Help Name of the Data Synchronization item. It is recommended that you create a unique name using the same naming convention used for creating ERP Systems names to be used in automatically generated item names, for example: SAP45_DataSync2. Data Synchronization " ERP ID Field Name in the ERP table you are synchronizing. Blank values are not permitted. " ERP Description Field Name in the ERP table you are synchronizing. " ERP Other Field List of the extra ERP field names in the ERP table you are synchronizing. This is an optional comma-separated list. " ERP Table Name you are synchronizing. This field is used by the connector to retrieve all information associated with the Table Name. " Optional Filter Clause string used by the connector to filter the ERP Table Name information. " Associate ERP with this item, the name of ERP system with which the item is to be associated. 2. These fields are required (and shown with a bold prompt): " Name " Rep. ID Field Name " ERP Description Field Name " ERP Table Name 3. To change a value: " Click in the text box, and type new or replacements text or numbers. 4. These fields are optional (and shown with a light prompt): " ERP Other Field List " Optional Filter Clause 5. To change a value, click in the text box, and type new or replacements text or numbers. 6. The Associate ERP with this item field is also required. To change this value, click un the drop-down menu, and select from a list of available ERP systems to be associated with this Data Synchronization item. 7. Click [Save] to apply the edited configuration parameters to the selected Data Synchronization item. 8. When you have completed editing: " Click Search or New, in the left-hand frame of the browser window, to take other actions using the Data Synchronization Configuration Form. " Click the name of a parameter in the left-hand side menu, to take other integration Administration actions. " Click Home, in the left-hand frame of the browser window, to return to the Procurement Home Page. Enterprise Backend Integration Administration 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. 520 Procurement Help Job Schedules To select this value, click in the drop-down menu, and select from a list of available ERP systems to be associated with this Data Synchronization item. 7. Click [Save] to apply the configuration parameters to the new Data Synchronization item. 8. When you have completed creating Data Synchronization items: " Click Search or New, in the left-hand frame of the browser window, to take other actions using the Data Synchronization Configuration Form. " Click the name of a parameter in the left-hand side menu, to take other Integration Administration actions. " Click Home, in the left-hand frame of the browser window, to return to the Procurement Home Page. Job Schedules The Integration Administration application allows you to setup Scheduled Tasks for the Data Sync Items you have created. You can setup a schedule for Daily, Weekly, Monthly Update: ! Search for an Job ! Edit a Scheduled Job ! Create a New Scheduled Job ! Start and Stop Scheduler Jobs ! View the Scheduler Job Log At the scheduled time, the application fetches the Data from the ERP system and updates the local tables maintained in the Procurement application’s database. If you have Administrator privilege, Start EBI Administration: The browser displays the Integration Administration application page. 1. Click Scheduler Jobs. The browser displays the Scheduler Job Configuration Form on the right-hand side of the page. 2. Click New to create a new parameter value. 3. Click Search to view a list of parameters, their current values and, if necessary, edit them. 4. Click Help with Search to view more information about setting up search criteria and using Wild Card Characters. 5. Click Home to re-display the Procurement Home Page. Enterprise Backend Integration Administration 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. 522 Procurement Help Job Schedules 3. To change the Name value, click in the text box, and type text or numbers to create a unique name for the job. 4. To change the Next Launch Date/Time (GMT) value, click in the drop-down menus, and select values for: " Month " Day " Year " Hour (24-hour clock, GMT) " Minute 5. To change the Frequency value: " Click in the text box, and type a whole number for the time interval at which the job should run. " Click to the right of the drop-down menu, and select the applicable time unit, for example: hours or minutes. 6. To change the Recovery Priority value: " Click in a check box to set the item (a check mark is displayed in the box). If this is checked and a job is missed because of Procurement application downtime, the job is run immediately after the Procurement application has been restarted, click in a check box a second time to clear the item (the check mark is removed from the box 7. Click [Save] to apply the edited parameters to the selected Scheduled Job. 8. When you have completed editing: " Click Search or New, in the left-hand frame of the browser window, to take other actions using the Edit Scheduler Job Form. " Click the name of a parameter in the left-hand side menu, to take other Integration Administration actions. " Click Home, in the left-hand frame of the browser window, to return to the Procurement Home Page. Create a New Scheduled Job To create a new Scheduled Job: 1. Click New, in the left-hand frame of the browser window. The browser displays the Edit Scheduler Job form on the right-hand side of the Integration Administration application page. 2. This form includes a list of configuration parameter prompts followed by empty text boxes. Enterprise Backend Integration Administration 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. 524 Procurement Help Job Schedules Create a New Data Sync Association To create a new association between a Data Synchronization item and a scheduled Job: 1. Click the Associate icon, to the right of any Scheduled Job name in the table. The browser displays the Associate Data Syncs for < Scheduled Job Name > form on the right-hand side of the Integration Administration application page. This form displays a list box containing all available Data Synchronization items. 2. In the Associate Data Syncs for < Scheduled Job Name > form list box: " Click on one or more Data Synchronization item names. Selected Data Synchronization item names are highlighted. " Click Select All Data Syncs. All Data Synchronization item names in the list are highlighted. " Click Unselect All Data Syncs. Highlighting is removed from any highlighted Data Synchronization item names. 3. Click [Save] to confirm the association of the selected Data Synchronization items with the selected Scheduled Job. 4. When you have completed assigning Scheduled Jobs systems: " Click Search or New, in the left-hand frame of the browser window, to take other actions using the Edit Scheduler Job Form. " Click the name of a parameter in the left-hand side menu, to take other Integration Administration actions. " Click Home, in the left-hand frame of the browser window, to return to the Procurement Home Page. View the Scheduler Job Log To view a record of Scheduled Job performance: 1. Click the Log icon, to the right of any item in the table. The browser displays a table of: " Date and time of Scheduled Job run. " Description of the Scheduled Job and completion success. 2. Click [Close] when you have finished viewing the log. Enterprise Backend Integration Administration 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: 526 Procurement Help Data Mapping Name Name of the Data Mapping Item. Action Click an icon to perform various actions on the selected item. Note: " If you mouse-over an icon, the browser displays a tool tip containing a few words explaining the action represented by the icon. " If an Action is not available in any situation, its Action icon is not displayed. Actions include: " Edit a Data Mapping item " Delete an item " View details Edit a Data Mapping Item To edit a Data Mapping item from the displayed table: 1. Click the Edit icon, to the right of any item name in the table. The browser displays the Edit Mapping form on the right-hand side of the Integration Administration application page. This form includes, for the selected item, a list of configuration information prompts followed by text boxes with the current value displayed. 2. To change the Name value, click in the text box, and type text or numbers to create a unique name for the Data Mapping item. 3. To change the Select 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- Enterprise Backend Integration Administration 527 Data Mapping down menu, and select a field name description. This helps in setting up the mappings because many values in the Key Field are numeric (being primary key) and do not give much information about the contained data. For example, for UOM you may select BuyerDesc, or for Supplier you may select Name. 7. To change the optional Alias for the key field value, click in the text box, and type an alias for the value in the Select Key Field. 8. To change the Mapped Field Name value, click in the text box, and type the name of the ERP Field to be mapped to the Procurement application. 9. The Associate ERP with this item field is required. To change this value, click in the drop-down menu, and select from a list of available ERP systems to be associated with this Data Mapping item. 10. Click [Save] to apply the edited configuration parameters to the selected Data Mapping item. 11. When you have completed editing: " Click Search or New, in the left-hand frame of the browser window, to take other actions using the Data Mapping Configuration Form. " Click the name of a parameter in the left-hand side menu, to take other Integration Administration actions. " Click Home, in the left-hand frame of the browser window, to return to the Procurement Home Page. Create a New Data Mapping Item To create a new Data Mapping item: 1. Click New, in the left-hand frame of the browser window. The browser displays the Edit Mapping form on the right-hand side of the Integration Administration application page. This form includes, for the selected item, a list of configuration information prompts followed by text boxes with the current value displayed. 2. To add a Name value, click in the text box, and type text or numbers to create a unique name for the Data Mapping item. 3. To add a Select EBD Table value, click in the drop-down menu, and select a table name from the Procurement application, to be mapped to the ERP system. 4. Click [Get Fields] to populate the Select Key Field and Select the description field drop-down menus from your selected EBD Table. 5. To add a Select Key Field value, click in the drop-down menu, and select a field name that needs to be mapped to the ERP system. 528 Procurement Help Data Mapping This should generally be the Primary Key of the table. For example, you would select UOMID for UOM, or SupplierID if the Procurement application table is Supplier. 6. To add a Select the description field value, click to the right of the drop-down menu, and select a field name description. This helps in setting up the mappings because many values in the Key Field are numeric (being primary key) and do not give much information about the contained data. For example, for UOM you may select BuyerDesc, or for Supplier you may select Name. 7. To add an optional Alias for the key field value, click in the text box, and type an alias for the value in the Select Key Field. 8. To add a Mapped Field Name value, click in the text box, and type the name of the ERP Field to be mapped to the Procurement application. 9. The Associate ERP with this item field is required. To add this value, click in the drop-down menu, and select from a list of available ERP systems to be associated with this Data Mapping item. 10. Click [Save] to apply the configuration parameters to the new Data Mapping item. 11. When you have completed creating new Data Mapping Items: " Click Search or New, in the left-hand frame of the browser window, to take other actions using the Data Mapping Configuration Form. " Click the name of a parameter in the left-hand side menu, to take other Integration Administration actions. " Click Home, in the left-hand frame of the browser window, to return to the Procurement Home Page. View Data Mapping Item Details To view and edit details of a Data Mapping Item: 1. Click the Details icon, to the right of any item name in the table. The browser displays the Search Mapping Details < Data Mapping Item Name > form containing a list 2. Click in the Enter partial values for BORGNAME text box, and type your search criteria, which may be all or part of a name, withWild Card Characters. 3. Click Go. The Procurement application searches and displays a table containing all matching Procurement application EBD Key Values and EBD Description Fields with blank text boxes for mapped ERP values. 4. To select a row in the table to be mapped: Enterprise Backend Integration Administration 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. 530 Procurement Help Flexible User Interface Rules for Flexible UI Configuration Initially, there is only one element in the Procurement application, called the root element. The first element to appear in the cost allocation screen should be setup as a child of the root. If there is a second element that must be displayed on the same page, becoming a sibling of the first element, it should have the same parent (or root). The elements in the next page are children of any of the elements above. ! The type of user interface elements supported are: " text box " combo box, and " data element (as an option or entry in a combo box) ! Each UI element name must match an ERP table name (if not, validation fails) ! Each UI element may have only one parent node. ! A combo or list box: ! " May have a text box or a list box entry (character data) as its parent. " May only have character data as its child. " List box entries (character data) may have another list box or text box as a child A text box: " May have another text box and a combo or list box as its child. " May have a text box or a list box entry as its parent. " The text box entries are validated against an ERP ID " The text box name is validated against an ERP table name. Search for a Flexible UI Item To locate an item to be viewed, edited or deleted: 1. Click Search, on the left-hand side of the Integration Administration application page. The browser displays the Search Flexible UI Items form on the right-hand side of the Integration Administration application page. 2. Click in the Enter partial Flexible UI Item Names text box, and type your search criteria, which may be all or part of a name, with Wild Card Characters. 3. Click Go. The Procurement application searches and displays a table containing all Flexible User Interface Items matching your search criteria: Enterprise Backend Integration Administration 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. 536 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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