A User Guide ITS Training 06/02/12 v1.1a ITS Training ITS Training i v1.1a ITS Training CONTENTS About this User Guide ........................................................................................................................... iv 1. INTRODUCTION TO OPERA................................................................................................................1 Logging On............................................................................................................................................. 1 2. CREATING A PURCHASE REQUISITION (PR) ................................................................................3 Submitting a Purchase Requisition.......................................................................................................... 3 3. SHOPPING IN OPERA ............................................................................................................................7 Searching the Hosted Catalogue ............................................................................................................. 7 Comparing Items in the Hosted Catalogue .............................................................................................. 9 Adding a Non-Catalogue item............................................................................................................... 10 Searching a Punch-out Supplier ............................................................................................................ 12 4. CARTS ..................................................................................................................................................... 15 Creating a Cart ..................................................................................................................................... 15 Changing the Active Cart ...................................................................................................................... 16 Moving items between Carts ................................................................................................................ 17 Copying a Cart...................................................................................................................................... 18 Assigning a Cart ................................................................................................................................... 19 Deleting a Cart ..................................................................................................................................... 22 Editing a Cart ....................................................................................................................................... 22 5. USING FAVOURITES IN OPERA....................................................................................................... 24 Setup a Favourites Folder ..................................................................................................................... 24 Adding to Favourites ............................................................................................................................ 26 Using Favourites .................................................................................................................................. 26 6. APPROVING A REQUISITION IN OPERA ...................................................................................... 28 Searching for a Requisition................................................................................................................... 28 Approving a Requisition ....................................................................................................................... 30 ii v1.1a ITS Training Rejecting a Requisition......................................................................................................................... 30 Rejecting an item from a Requisition .................................................................................................... 32 Returning a Requisition ........................................................................................................................ 34 7. DOCUMENT SEARCH .......................................................................................................................... 35 Basic search ......................................................................................................................................... 35 Viewing Documents ............................................................................................................................. 37 Searching for your Documents.............................................................................................................. 38 Filtering Results ................................................................................................................................... 39 Saving a Search .................................................................................................................................... 41 Advanced Search.................................................................................................................................. 43 8. MISCELLANEOUS................................................................................................................................. 45 Forms .................................................................................................................................................. 45 Medical Research Flag.......................................................................................................................... 47 Hazardous Flag..................................................................................................................................... 48 Attachments ........................................................................................................................................ 50 Default Cost Codes............................................................................................................................... 52 VAT ..................................................................................................................................................... 54 Chemical Drawings............................................................................................................................... 57 9. APPENDIX.............................................................................................................................................. 61 Glossary............................................................................................................................................... 61 Icon Guide ........................................................................................................................................... 63 iii v1.1a ITS Training About this User Guide This User Guide is designed for new users of OPeRA and focuses on the role of Shoppers and Budget Holders. It is written to accompany the ITS Training classroom delivered course which can be booked via the ITS Training website. Conventions The following conventions are used in this guide: Convention Bold Names of objects such as tabs, links and buttons. Italics Used to emphasise important points. “Quotation Marks” ‘Single quotation marks’ Online Help and Information Meaning Prompts/options/messages that appear on screen e.g. “Do you want to save changes…” Used to denote field names e.g. ‘Completed’ and ‘Pending’ below: () Denotes an optional step in the step-by-step procedures. E.g. (4) means step 4 may be skipped or may not always be required. NB Take note! Something important that you should be aware of. Tip Handy tips that make your work easier. Follow the link below for additional help and guidance regarding OPeRA: https://www2.warwick.ac.uk/services/finance/purchasing_and_insurance/opera User Guide Copies of the User Guide can be obtained from here: http://www2.warwick.ac.uk/services/its/servicessupport/training/course_cat/opera/u ser_guide_to_shopping_with_opera_v1.1a.pdf iv v1.1a ITS Training 1. Introduction to OPeRA OPeRA is The University of Warwick's e-Procurement System. (Online Purchasing electronic Requisition Automation) Overview Through OPeRA, departmental users are able to shop within University approved catalogues, create purchase requisitions, obtain electronic approval and seamlessly distribute Purchase Orders to suppliers. There is currently a range of UoW approved lab, office stationery, electrical and IT suppliers on the new system. Therefore, when you search for an item you will recognise the suppliers and products that come back. OPeRA works with Internet Explorer, Firefox, Chrome and on PCs, Macs and iPads. OPeRA utilises Single Sign-on. To log on to OPeRA follow the procedure below and the instructions provided by your department about how to access the service. Logging On 1 Open your web browser, go to the Warwick Intranet site and sign in: Once you have done this follow your departmental instructions on how to access OPeRA, probably via a link on your departmental homepage. (2) The first page you may see if you have not logged on before is the User Settings/User Identification tabs in your profile. This is shown because as a new user you may wish to complete certain details. If you do make any changes you will need to click on the relevant Save or Update buttons. Continued on next page… 1 v1.1a ITS Training …continued from previous page. 3 Subsequently when logging on you will see the home/shop page: 1 Profile name (not the same name as your login), profile and logout link. 2 Navigation tabs, tab configuration drop down and Text Size selector. 3 Search Catalogue field, category drop down and Advanced Search link. 4 Go to links including Favourites, non-catalogue order form and quick order. 5 Action Items – Showing outstanding Purchase Orders and Requisition Orders. 6 Punch out – Suppliers which use their own website for Requisition facilitation. 7 Cart information – Showing Active cart or “Select Draft Cart or Add Items to Cart” if empty. 8 Browse links - ways to search for items using suppliers, categories and chemical structures. 9 Showcased Suppliers – Showing suppliers which UoW encourages the use of. 10 Showcase Services – Forms which have unique and useful functions. 2 v1.1a ITS Training 2. Creating a Purchase Requisition (PR) Overview In this scenario you are going to submit a requisition to purchase a low value item from the catalogue. Other scenarios cover adding multiple items to a cart form a variety of sources and editing default information such as the VAT code. At the end of the process you will place the order and create Purchase Requisition. Submitting a Purchase Requisition The steps below take you through the whole process of searching for a common item from the catalogue, adding it to a draft cart, going to checkout and ensuring all required steps are completed, and then submitting the requisition. 1 On the home/shop tab type the name of the item you want into the ‘Search Catalogue for’ field e.g. “scissors” and then click on Go: 2 A list of items from the catalogue will be returned: 3 Apply any required filter using the Filter Results panel on the left – “Lab Scissors” is to be selected in this example: Continued on next page… 3 v1.1a ITS Training …continued from previous page. (4) To remove a filter click on show all… or click the remove selected filter icon: 5 When you have found the item you want change the quantity if necessary and then click on Add to Cart: 6 A note appears below indicating the item(s) has been added to your cart and a draft cart will be created with a default name if you didn’t already have an active cart: 7 Go to the cart by clicking on the cart’s name (above) or clicking on view cart on the results page. 8 Make the cart more easily identifiable later by over typing the default name with something more meaningful: 9 To save the name click on Update: 10 Click Proceed to Checkout in the top right of the screen: Continued on next page… 4 v1.1a ITS Training …continued from previous page. (11) The progress bar across the top of the page indicates any steps (in red) that need to be completed before the requisition can be submitted, but note the cart could be assigned to someone else at this point as the Assign Cart button is active. Click on Cost Collector if this step is not selected and needs attention: (12) Click on Required field to enter the cost code: NB: If the Cost Collector field has not been defaulted in your profile then you will see four Required field boxes above and you will first need to set the Cost Collector to Cost Centre before proceeding to the next step. (13) Click into the ‘Cost Centre’ field and type in cost code. (14) Click on Save. 15 If all required fields in each step are completed the requisition is ready to be submitted: Continued on next page… 5 v1.1a ITS Training …continued from previous page. 16 Click on Submit Requisition. NB. In the live system the button will say Place Order. 17 Tip A message confirms you have successfully submitted the requisition: At Step 11 above you can go straight to Final Review where you will be presented with a summary of all items which need to be resolved before the requisition can be submitted. To resolve these click on each one in turn: 6 v1.1a ITS Training 3. Shopping in OPeRA This section of the manual covers the essentials of shopping in OPeRA: Overview (a) (b) (c) (d) (e) Searching the hosted catalogue Comparing items found in the hosted catalogue Adding a catalogue item to a cart. Adding a non-catalogue item to a cart Searching for and adding an item to a cart from a punch-out. This section will show a Shopper/Budget Holder with appropriate permissions how to search for an item using the hosted catalogue. Searching the Hosted Catalogue 1 After logging in you will find the ‘Search Catalogue for’ field at the top of the home/shop page: It is recommended that you search Everything initially and only select a category if too many irrelevant results are returned. (2) The category selector is useful for refining a search for an item like a table. If, for example, you want a table for the office searching Everything for “table” is likely to return many results that are not relevant. In this case changing Everything to Furniture could be helpful. (3) The advanced search link will allow you to define the exact item to find in the hosted catalogue. But you will need to know certain keywords or part numbers: Continued on next page… 7 v1.1a ITS Training …continued form previous page. 4 In this example type in “Bunsen” as in Bunsen Burners and click on Go: This particular search returned 111 results and the default in OPeRA is to show 20 per page. Looking at the results notice that the different items have different codes such as: 5 EA – If this symbol is on its own then the price above it represents price per single item. 10m, EA – If there is a form of measurement before EA then this represents the amount per price. 1/EA – This means price per item and is similar to EA above. Continued on next page… 8 v1.1a ITS Training …continued from previous page. 5/PK – If there is a number preceding PK this means how many items in a pack and the price is for each pack. 6 To put an item into your cart first check the number required is correct then click on Add to Cart. OPeRA allows the Shopper to compare side-by-side items from different suppliers provided they are both in the Hosted Catalogue making it easier to choose the most appropriate one. Comparing Items in the Hosted Catalogue 1 After searching for an item in the hosted catalogue you can compare several items by clicking on compare underneath the Add to Cart button for each item that you want to compare. Notice how each compare has turned into remove; this can be toggled on/off. 2 After selecting the items to compare, if needed, scroll back to the top and click on the Compare Selected button at the top right of the search page. 3 Notice the categories along the left which align each aspect of the multiple items: Continued on next page… 9 v1.1a ITS Training …continued from previous page. (4) To add any item to your cart, check the quantity is correct and click on Add to Cart. (5) To add multiple items to your cart, tick the boxes above those you require, check the quantity is correct, then click on Go: 6 Adding a NonCatalogue item When you have finished comparing click on Back to Search Results. This section will show how a Shopper/Budget Holder can add a non-catalogue item to a cart. Note that you will need to get information from the supplier, probably from their website, before you can complete this process. 1 On the home/shop page click on non-catalog item to open the form. 2 The Non-Catalog Item form loads: 3 Start to type the name of your supplier into the ‘Enter Supplier’ field and when the supplier’s name appears click on it to select: Continued on next page… 10 v1.1a ITS Training …continued from previous page. 4 Type in a detailed description for the required item. This can be obtained from the supplier’s website and needs to be consistent with the data required by SAP. 5 Complete the ‘Suppliers reference number’, ‘Quantity’ and ‘Unit Price’ fields, and change the ‘Packaging’ field if necessary: (6) The material number is not a required field at this stage of the process, but if you need to add it type it in, or if you don’t know it click on the search icon adjacent to the ‘Material Number ‘ field: (7) Enter any search parameters and click on Search. (8) Click select adjacent to the appropriate code. (9) The material number appears in the field. 10 Click Save and Close to add this item to your cart. Continued on next page… 11 v1.1a ITS Training …continued from previous page. 11 Searching a Punchout Supplier 1 In your cart you will notice the symbol for a noncatalogue item. Certain suppliers will have a punch-out option on OPeRA’s home/shop page which gives you access to their website via OPeRA. Not all that supplier’s products may be available via the punch-out, but any that are can be added directly to your OPeRA cart if you want to purchase them. Any items you want to buy via a Punch-out will be added to your active cart, so create a new draft cart or make active the cart you want items from the Punchout website to be added to (see Section 4, Carts, of this User Guide). 2 Click on the Punch-out you wish to access – Insight in this example. (3) If at any point Internet Explorer throws up this Security Warning dialogue box, click on No. If you select Yes the Punch-out will stop working. N.B: This is not an issue with Firefox or Chrome. Continued on next page… 12 v1.1a ITS Training …continued from previous page. 4 The website opens in the OPeRA browser window. It will appear like the website of the company and the only indication you are still using OPeRA will be the blue bar above the browser window which says OPeRA Punchout: NB: A Punch-out will ‘time out’ after 30 minutes of inactivity. (5) You can leave the Punchout website and return to OPeRA at any time by clicking on Cancel Punchout. 6 Search for and add items to your basket as you would normally do so on this website. 7 Look for the Checkout or Return to Requisition button when finished and this will return you to OPeRA: Continued on next page… 13 v1.1a ITS Training …continued from previous page. 8 View the item(s) selected from the punch-out in your OPeRA cart and proceed as normal to submit the requisition: Note the symbol which indicates this item is from a Punch-out: 14 v1.1a ITS Training 4. Carts When you logon to OPeRA for the first time you will not have a cart selected, referred to as the active cart, and you will see the following in the top right of the screen: Overview Subsequently, after logging on your active cart will be the last one you were using if you didn’t trigger an action that caused the cart to change its status, such as submit a requisition order: The following section covers how to create, assign, delete and copy a cart, and how to change your active cart. Any items you wish to purchase will be placed in your active cart. If you don’t have a cart active then one will be created whenever you click on an Add to Cart button when shopping. Alternatively you can create a new draft cart whenever you need to by following the procedure below: Creating a Cart 1 Select the carts tab. If you have no active cart you will see the following: Otherwise you will see your active cart and will need to click on the draft carts tab: Continued on next page… 15 v1.1a ITS Training …continued from previous page. 2 Click on Create Cart. 3 OPeRA will assign a default name for the cart of the date and your username. Rename your cart with a meaningful name. You must then click on Update to save your name change. 4 This is now your active cart and any items you wish to purchase will be added to it as you shop. You can rename an active cart at any time (step 3 above) but you must remember to click on Update to save your changes NB The active cart is the one to which any items will be added when you click any Add to Cart button whilst shopping. You can only have one active cart at a time. To change the active cart follow the steps below: Changing the Active Cart 1 From the carts tab make sure draft carts is selected. 2 Your draft carts are listed with the currently active one indicated in blue: Continued on next page… 16 v1.1a ITS Training …continued from previous page. 3 (4) To make another cart active click on its ‘Active Cart’ icon and it will turn blue and become the active cart. Clicking on a carts name, e.g. “Re-equip lab 3 – MP” above, will open that cart and also make it active. Whole carts or specified items within a cart can be moved to a new or existing draft cart. Follow the steps below to move items to a new cart: Moving items between Carts 1 Open the cart you wish to move items from, i.e. make it the active cart. 2 Tick ‘Select All’ in the top right. OR Tick the individual items you wish to move: 3 Click on the Perform an action on… dropdown list and select Move to Another Cart. Continued on next page… 17 v1.1a ITS Training …continued from previous page. 4 A new dialogue box opens. Click on Move. (Alternatively you could use the dropdown to select an existing draft cart and move the items into that.) 5 Click on Close. OPeRA moves the items to a new draft cart and gives it a default name. You will probably want to change this. To find the new cart go to draft carts and look for the one with a default name: Carts or specified items within a cart can be copied to an existing draft cart. Note you cannot copy to a new cart and so would need to first create an empty draft cart if this is where you wanted things to go. OPeRA will not allow you to copy any items that originated from a Punch-out. Follow the steps below to copy items to a new cart: Copying a Cart 1 Open the cart you wish to copy, i.e. make it the active cart. 2 Tick ‘Select All’ in the top right. OR Tick the individual items you wish to copy: Continued on next page… 18 v1.1a ITS Training …continued from previous page. 3 Click on the Perform an action on… dropdown list and select Add to Draft Cart… 4 A new dialogue box opens. Select the cart you wish to copy the item(s) to and then click on Add to Draft Cart or Pending PR/PO. 5 You will see confirmation of the action. Click on Close. Once you have prepared a cart you can assign it to someone else to add to or complete. Follow the steps below to assign a cart to a colleague: Assigning a Cart 1 Open the draft cart you wish to assign. 2 Click on Proceed to Checkout. Continued on next page… 19 v1.1a ITS Training …continued from previous page. 3 Click on Assign Cart in the top right of the screen. 4 Click on Search for an assignee: 5 Add your search criteria and click Search. In the example here only the Science Department has been selected. 6 Click [select] adjacent to the person you wish to assign the cart to: Continued on next page… 20 v1.1a ITS Training …continued from previous page. 7 The name of the assignee is displayed: You can add a note if required using the ‘Note to Assignee’ field. NB: If you tick the ‘Add to Profile’ box you can find this person quickly next time by using the Select from profile values option. 8 Click on Assign. The following message will appear: 9 Carts you have assigned to others appear at the end of your list of draft carts: (10) NB To get a cart back click on its Unassign button and it will become your active cart. You will find carts that have been assigned to you on the draft carts tab in the Drafts Assigned To Me section: 21 v1.1a ITS Training Your draft carts can be deleted if you no longer need them: Deleting a Cart 1 Click on the carts tab and go to draft carts: 2 Click on Delete ajacent to the cart you wish to delete: 3 Your cart is deleted. You are not asked to confirm the deletion. You can’t get it back once it has gone. Any cart can be edited to remove items, change quantity required, add an item to favourites etc. Editing a Cart 1 When viewing a cart before you can carry out any action on an item you must first select it 2 The buttons to the right of an item allow you to add it to your favourites, remove it from the cart, or copy/move it to another cart (More Actions). 3 You can change the quantity of an item in the cart but must then click on Update to save that change. Continued on next page… 22 v1.1a ITS Training …continued from previous page. 4 You can perform actions on multiple items in a cart simultaneously using the Perform an action on… dropdown menu. First you need to select the items. Either tick the ‘Select All’ option to select everything in the cart OR tick the box against individual items: 23 v1.1a ITS Training 5. Using Favourites in OPeRA In this section of the manual the user will: Overview (a) Setup a favourite’s folder and Subfolder. (b) Add an item. (c) Retrieve this item and put it in their Active cart. NB: You cannot use favourites with Punch-out suppliers. This section will show a Shopper/Budget Holder with appropriate permissions how to create a favourites folder in OPeRA. Setup a Favourites Folder 1 Click on the favourites tab at the top of the page: 2 In favourites you will find two main areas: the Personal and the Shared categories. In Personal you can create a folder to store your items or combinations of items which you can easily retrieve at a later time. In Shared there are set folders with useful things like forms and favourite items that UoW or your department have created. 3 Click New and select Top level personal folder. Continued on next page… 24 v1.1a ITS Training …continued from previous page. 4 Type in a name for the folder and a description of its intended contents then click Save: (5) After clicking Save you may need to close the Create New Personal Favourites Folder dialogue box manually: 6 You may need to click twice on the +/- symbol to the left of Personal to display the new folder that you have just created. 7 Click on your folder name to see the empty folder: Continued on next page… 25 v1.1a ITS Training …continued from previous page. (8) You can create subfolders within existing folders. Firstly select the folder within which the sub-folder will reside, then click on New and select Subfolder of selected folder. You can add items to your Favourites from a number of locations in OPeRA. In each case you will be prompted to select the folder or sub folder into which you want to add the item and then click on Submit. Adding to Favourites 1 In search results click on add favorite for any item you want to add. 2 In a cart click on Add to Favorites to the left of the item. NB If you add a non-catalogue item to favourites you will need to check the price with the supplier before adding to a cart in future because the price may have changed. Manually entered item (such as a non-catalogue item) will not automatically update any changes to details like price. Using Favourites To add a favourite into your active cart, follow the steps below: 1 Click on the favourites tab and select the appropriate favourites folder. 2 Tick the box adjacent to the favourite(s) you want to add and change the default quantity of 1 if necessary. Continued on the next page… 26 v1.1a ITS Training …continued from previous page. 3 At the top of the favourites page click on add to cart. 4 A note appears at the top indicating the number of items added to your cart: (5) To add every item in a folder or sub-folder into your cart, tick the box at the top and then click on add to cart, remembering to edit any quantities first if necessary: (6) You can move or copy items from one folder to another using the move/copy links, delete an item or entire folder using delete, and edit the descriptions and default quantities individually or for the entire folder using edit. 27 v1.1a ITS Training 6. Approving a Requisition in OPeRA In this section of the user guide covers some of the actions undertaken by Approvers: Overview (a) (b) (c) (d) Approving a Requisition Rejecting a Requisition Rejecting a line item from a Requisition Returning a Requisition The Approver will be able to search for a Requisition using the OPeRA document search or using the Approver Tab along the top of the interface. Searching for a Requisition Here are steps to simply search for a requisition and choose a requisition and assign to yourself in order for you to be able to approve/return or reject: 1 After logging in the home page will show grey tabs along the top. Click on the Approvals tab to access the list of Pending Requisitions. 2 The Next page will show two main boxes: The My PR Approvals box shows any Requisitions you have assigned to yourself for Approval. The Pre-release box shows any requisitions which are pending approval by the Approvers in your department. Continued on next page… 28 v1.1a ITS Training …continued from previous page. 3 If in the Pre-release area there are too many requisitions to sort through and you can’t find the requisition you want, you can use the manual filter. Click + symbol next to Click to filter requisitions. Use the drop down to select Manual Filter Choose a date from the drop down. Click Search. 4 After finding a requisition you want to approve you can now review it. You can now click on the requisition order number (circled above) to view it in more detail before you approve or reject it. 5 Below shows the requisition: While you are viewing this screen you can approve or reject. NB: You can only reject a requisition on this screen, not on the list of requisitions on the previous screen. 29 v1.1a ITS Training Here are steps following on from Searching for a Requisition which allow you to assign a Requisition to yourself, check it for accuracy and approve it. Approving a Requisition 1 NB: To return to the My PR Approvals list click on the Approvals tab at the top of OPeRA. Notice the Apply Action to Selected PR(s) drop down selector, also the Assign button. You can either click the Assign button or tick the selected item(s) and choose assign from the drop down. 2 After assigning to yourself it will appear in the My PR Approvals box. Notice now that the button that was previously Assign, has changed to Approve. 3 You can now click Approve. The next screen you will see shows an empty My PR Approvals Here are steps following on from Searching for a Requisition and assigning it to yourself. Rejecting a Requisition 1 After assigning a cart to yourself it will appear in the My PR Approvals box. 2 Click the requisition number to view the requisition. Continued on next page… 30 v1.1a ITS Training …continued from previous page. 3 On the Requisition click on the Available Actions drop down. Now select Reject Requisition at the bottom of the drop down list. 4 Type in a reason as to why the Requisition was rejected. Click Reject Requisition. Once the Requisition is rejected it can only be recovered by searching for the Requisition number in Document Search and then copying the contents of the rejected Requisition into a new cart. This can only be done by an Approver. 31 v1.1a ITS Training Here are steps following on from Searching for a Requisition and assigning it to yourself. Rejecting a Line item will not reject the Requisition, but will remove individual items from the Requisition. Rejecting an item from a Requisition 1 After assigning the requisition to yourself it will appear in the My PR Approvals box. 2 Click the requisition number to view the requisition. 3 Scroll down the Requisition to view the line items (the individual items in the Requisition). Each item is separated by Supplier and has a tick box to the right of each item. Continued on next page… 32 v1.1a ITS Training …continued from previous page. 4 Tick the box to the right of the item you wish to reject. 5 Once the item tick box is ticked, click on the For Selected Line items drop down and select Reject Selected Items and click Go. 6 Type in a reason for each line item to be rejected and click Reject Line Item. 33 v1.1a ITS Training Here are steps following on from Searching for a Requisition and assigning it to yourself. Returning a Requisition will return it to the Shopper or Budget Holder for required changes. Returning a Requisition 1 After assigning the requisition to yourself it will appear in the My PR Approvals box. 2 Click the requisition number to view the requisition. 3 Click the Available Actions drop down and select Return to Requisitioner and click Go. 4 Type in a reason for the return with possible changes required. 34 v1.1a ITS Training 7. Document Search OPeRA will keep copies of all requisitions and POs and these can be retrieved using the document search facility. Access is controlled by the document’s access permissions and user’s profile. Overview Click on the document search tab to access the search tool: To find Requisition and Purchase Orders OPeRA provides some simple but powerful tools. Search results can be further refined. Basic search 1 You can specify whether to search all documents, Requisitions or POs. 2 You can specify the date period to search. OPeRA has a wide range of predefined date options and you can specify a custom date range. Continued on next page… 35 v1.1a ITS Training …continued from previous page. 3 You can search using any of the criteria listed below by typing into the search field (catalogue number used in example here) and clicking Go: requisition number requisition name purchase order number invoice number supplier invoice number invoice name catalogue number (SKU) product description (or partial product description) supplier name contract number manufacturer name receipt number for related PO receipt packing slip number for related PO receipt tracking number for related PO receipt name for related PO NB: you can search on partial document numbers and don’t need to use an asterisk (wild card). 4 To view the details of any requisition or PO returned by a search click on the Requisition No or PO No. Alternatively, click on the Quick View icon: Tip If you know the requisition or PO number (as below) of the document you want then simply type it into the Search field and click on Go: 36 v1.1a ITS Training Viewing Documents Clicking on a Requisition Number or PO Number will give you access to the document detail on multiple and layered tabs. 1 A Purchase Requisition document: 2 A Purchase Order document: Continued on next page…. 37 v1.1a ITS Training …continued from previous page. 3 Both types of document have an Approvals tab which displays in graphical format the progress of your PR/PO through OPeRA: 4 In the example above the PR has got as far as Pre-Release Approval and clicking on view approvers will produce a list of people you could contact to action this if necessary: Searching for your Documents If you are only interested in your requisitions and POs OPeRA allows you to quickly access these. 1 To view your requisitions or POs click on the appropriate link below the search field: 2 Clicking on my requisitions will give you a list of all your requisitions for the last 90 days: Continued on next page… 38 v1.1a ITS Training …continued from previous page. 3 Clicking on my purchase orders will give you a list of all your POs for the last 90 days: Once a search has been executed and the results are displayed, it is still possible to apply further filters and amend the sort criteria: Filtering Results (1) Any document list can be sorted by a number of criteria using the Sort by field at the top of the list. 2 Any search results can be further refined using the Refine Search Results panel down the left of the screen. Continued on next page… 39 v1.1a ITS Training …continued from previous page. 3 4 5 To apply a filter using one criterion simply click on it. To apply a filter using multiple criteria click on the appropriate Filter button select the criteria you require, then click Apply: Applied filters will be displayed in the Filtered By panel and can be removed by un-ticking the boxes. Note that in this case if you wanted to filter by another supplier you must first remove all the ‘Supplier’ filters before the By Supplier option reappears in the Refine Search Results panel. 40 v1.1a , ITS Training To save search criteria that you regularly use follow the steps below: Saving a Search 1 Once you have selected all the required criteria and have your search result click on Save Search in the Filtered By panel. 2 Name your search, add a description, then click on Save. 3 Click on Close. 4 If you have saved searches the saved searches option appears at the top of the tab: 5 To see saved searches click on the link indicated in Step 4 and a list will appear: NB: Saved search looking for both PR and POs will not have the export option. Continued on next page… 41 v1.1a ITS Training …continued from previous page. 6 (7) Any saved searches also appear on the document search tab: You can delete, rename or export any search wherever you see those options listed opposite your saved search. Any export will create a zipped Excel file and if you click on the help icon in the Request Export dialogue box you will find an explanation of your export options: 42 v1.1a ITS Training This can be useful if you need to search for documents from multiple departments or to check spend against a particular Cost Centre or Project. Advanced Search provides a wide range of search options. Advanced Search The example below shows you how to search for all Requisitions raised against a particular Cost Centre over the last month. 1 On the document search tab click on advanced search: 2 The advanced search form then appears: 3 Select Requisitions from the document options. 4 Select the required date range: Continued on next page… 43 v1.1a ITS Training …continued from previous page. 5 Scroll down to ‘Custom Fields’ at the bottom and entre the appropriate Cost Centre: N.B: You can add additional Cost Centres. 6 Click on Go. 44 v1.1a ITS Training 8. Miscellaneous Overview In this section you will find guidance on how to use a number of useful features in OPeRA, how to change some key defaults, and how to carry out certain required actions. Forms Forms have been created to make it easier to order or request services such courtesy cars or change order requests. (1) If you are ordering a service such as a courtesy car the form will place it into a cart and you will then need to process the requisition as normal. Therefore, either make sure your active cart is the one you want the service to be added to or create a new draft cart and give it an appropriate name: 2 Forms are accessed via the forms tab where a list of available forms appears on the left of the screen categorised as Personal or Shared: (3) 4 Alternatively, you may be able to access forms via the Showcased Services area on the home page. To open a form either click on its name or click on its View Form button. Continued on next page… 45 v1.1a ITS Training …continued from previous page. 5 The form will open in a new window: 6 Any instructions or guidance associated with the form will appear down the left hand side. (7) You can use the dropdown at the top of the form to change the default action. Continued on next page… 46 v1.1a ITS Training …continued from previous page. 8 Complete the necessary details on the form. 9 When completed click on Go. (10) If the form was purchasing a service (e.g. taxi) and you used the default Add and go to Cart action (see Step 6 above) the service will now be added to the active cart or a new cart will be created. (11) Click on Proceed to Checkout and complete the requisition as normal. If any item in an OPeRA cart triggers the Medical Research flag the cart must not also contain any items that would to also trigger that flag. To activate the Medical Research flag follow the procedure below. Medical Research Flag 1 After clicking on Proceed to Checkout select the General step. 2 On the General panel you will find the ‘Medical Research’ flag which is inactive by default. To switch it on click on edit. Continued on next page… 47 v1.1a ITS Training …continued from previous page. 3 Tick the ‘Medical Research’ box and then click on Save. 4 The flag is now active. If items are classed as hazardous they need to be flagged accordingly in OPeRA which will route the Purchase Requisition through Health and Safety. Hazardous Flag The default ‘Hazard Level’ for all items in OPeRA is “Not Hazardous” and this needs to be changed manually by the Shopper or the Budget Holder before requisition is raised (Order Placed). To activate the Hazardous flag follow the procedure below. (1) Hazardous items should appear in search results from the hosted catalogues with the Hazardous material icon. Items from a Punch-out and non-catalogue items will not have this icon and the Shopper and/or Budget Holder should know which items are hazardous and flag appropriately. 2 After proceeding to checkout with your cart select the Final Review step. Continues on next page… 48 v1.1a ITS Training …continued from previous page. 3 Scroll down until you find the hazardous item and note it’s ‘Hazard Level’ will be “Not Hazardous”: 4 To change the level click on the edit button for this line item. 5 Click on Select from all values. 6 Use the dropdown to select the appropriate level. 7 Click on Save and note the new hazard level.. 49 v1.1a ITS Training You may need to add an attachment to a requisition, such as quotes, terms and conditions etc. Internal attachments are only seen by UoW. External attachments go to the supplier. When adding attachments to a cart they can be added at the cart level (Header) which means they apply to all items in the cart, or at line item level if they only apply to certain items within the cart. Attachments Particular care must be paid with External attachments if the cart contains multiple items from multiple suppliers. If the attachment only applies to certain items these must be attached at line item level because if you attach them at cart (Header) level every supplier will get a copy. 1 After clicking on Proceed to Checkout go to the Final Review step: 2 Scroll down until you see the Internal Notes and Attachments section of the Header: 3 Click on add attachment to open the Internal Attachments dialogue box. 4 Enter an appropriate name into the ‘File Name’ field and then click on the Browse button. Continued on next page… 50 v1.1a ITS Training …continued from previous page. 5 The Choose File to Upload dialogue box opens. Navigate to where the document you wish to upload is located in your filing system, select it and click on Open. 6 Click on Save. 7 You attachment is listed. Repeat Steps 3-6 to add further attachments. Any attachment can be removed by clicking on its remove link. (8) If the attachment does not apply to every item in the cart, it can be attached at the line item level. Scroll down until you find the relevant line item and you will see the links on the right: Continued on next page… 51 v1.1a ITS Training …continued from previous page. (9) NB Click on add attachment under ‘Internal Attachments’ and follow Steps 4-6 above. External Attachments can only be used with Non-catalogue items. However, if you do need to use an external attachment with an item from the catalogue this can be achieved by processing it as a non-catalogue item. The process for adding external attachments is the same as for internal attachments but remember if there are multiple suppliers in the requisition they will all receive an external attachment if you add it at the Header level, so attaching at the line level is likely to be more appropriate. Catalogue and Punch-out items cannot have External attachments and you will see a warning similar to this: Default Cost Codes If you regularly use the same Cost Code for most or all of your purchasing then OPeRA allows you to define this as your default code (or create a list of commonly used codes) to save you having to entre it every time. Note that defining a default Cost Code does not prevent you from manually changing the code in any given order. 1 Click on the profile tab. 2 In your profile click on the Purchasing tab. Continued on next page… 52 v1.1a ITS Training …continued from previous page. 3 Click on the Codes tab. (4) You may first need to set the Cost Collector default to Cost Centre. Click on Edit adjacent to the ‘Cost Centre’ field name: (5) Select Cost Centre and this will trigger the Edit Existing Value panel to the right. Tick the ‘Default’ box and click Save: (6) You will see Cost Centre is now set as the default value. Click on Close: 7 Next click on Edit adjacent to the ‘Cost Centre’ field name: Continued on next page… 53 v1.1a ITS Training …continued from previous page. 8 Click on Create New Value: 9 In the New Value panel add your cost code to the ‘Value’ filed and tick the ‘Default’ box. The ‘Description’ will be imported from SAP. Click on Save. (10) Repeat Steps 8 & 9 to create a list of your frequently used Cost Codes, one of which may be set to default, but all will appear as dropdown options at checkout. 11 Click on Close. 12 You will see the cost code is now set as the default value: There may be occasions where you need to change the VAT code for items in a cart. If all items in the cart have the same VAT code this can be changed at the header level and will apply to the entire cart. Alternatively, you can change the VAT code for specified items in a cart leaving the rest with the default VAT code. VAT VAT code VZ cannot be mixed with non VZ coded items in a cart. 1 After clicking on Proceed to Checkout select the VAT Code step. Continued on next page… 54 v1.1a ITS Training …continued from previous page. (2) If all items in the cart are to have the same VAT Code, change the code in the header by clicking on edit in the VAT Code panel. 3 Click on ‘Select from all values…’ 4 Use the dropdown to select the VAT Code you require. 5 Click on Save. Continued on next page… 55 v1.1a ITS Training …continued from previous page. (6) The VAT Code panel reminds you that the code displayed here applies to all lines unless specified by line item. (7) If you need to change the VAT code for only some items, scroll down until you can see the line item and click on the ‘VAT Code’ edit button for that item: (8) Repeat Steps 3 to 5 above. (9) The note for the VAT Code on this line reminds you that the code has been overridden for this line. Clicking on copy to other lines allows you to quickly apply the same VAT Code to other line items. NB In Step 3 above there is the option to split the allocation of VAT. The VZ VAT Code cannot be used in any split. Continued on next page… 56 v1.1a ITS Training …continued from previous page. Select the options required and note you can add further splits if necessary. VAT splits can be applied to the whole cart, as here, or to individual line items within a cart. Chemical Drawings OPeRA has a Chemical Structure Search facility to facilitate finding chemicals. Follow the steps below to use it. 1 To access the chemical search facility click on the chemicals link found on the home/shop page: Continued on next page… 57 v1.1a ITS Training …continued from previous page. (2) You may receive a message like the one below. If so, click Run: (3) You may also see the following Warning message about Java. If so, click No: 4 The Chemical Structure Search will load after a short delay: Continued on next page… 58 v1.1a ITS Training …continued from previous page. 5 Use the top section for a categorical search: 6 Use the section below to draw a chemical structure: 7 Draw with single bonds or increase bond type is a tool which has multiple tools accessible with a click and hold: Continued on next page… 59 v1.1a ITS Training …continued from previous page. 8 The structure palette is simply click and select but there are also tools which allow you to hold down the left mouse button to access other tools and structures 9 Either use the tools to create a structure or use the categorical search above. In either event when finished click on Search. 10 The results will show the search parameters at the top and the results below: 11 To select a chemical structure click on Search Catalogue in the top right hand corner of a chemical structure box. This will take you to a typical search results page where the you can add to your cart as normal. 60 v1.1a ITS Training 9. Appendix Overview Below you will find a glossary of common OPeRA terms and a list of icons you will see in the system. Glossary Administrator These are system administrators and can make changes to site configuration, user information, suppliers, etc. Approver1-read These users can review (approve and reject) purchase requisitioners that are assigned to them. Typically this role is assigned to the Top Tier, Specialist and Department Release Approvers. This role CANNOT modify a requisition in workflow. Approver2–write These users can review (approve and reject) purchase requisitioners that are assigned to them. Typically this role is assigned to the Pre-Release Approvers. This role CAN modify a requisition after they have assigned it to themselves. Budget Holder These users can shop for items and submit carts (that they created or from a shopper). They are responsible for making sure the correct Cost Collector values are populated Cart Carts are found in all online shopping, including SelectSite. A cart is the entity that holds details about the items(s) or services that you would like to order. Prior to submitting a cart, you can add additional items, change items, remove items, change quantities, etc. Funding is not attached or “reserved” for a cart – meaning carts do not have a PO number, PR number, or money from a credit card reserved. Once you hit submit, the financial association begins. (This works just as it does when you are shopping online). Once the cart is submitted, it becomes a purchase requisition. Custom fields Used to track information specific to an organization. Custom fields can be used to identify financial information associated with an order, used to assign a buyer, or can be used to identify Yes/No or On/Off type information. The number of custom fields, along with the custom field type, varies based on your organization’s needs. Custom fields can display in a number of different locations on a purchase requisition or purchase order. Depending on how the custom field is set up and what permissions are assigned to the users, a custom field can be viewable only be certain users/roles, can be freeform entry, can be selected from a administrator defined list, or can be pre-selected for the user by an administrator. NOTE: In the cases where a user is given view-only privileges for a custom field, he/she will still be able to assign the default value. Hosted Catalogue Hosted catalogues are an electronic form of a supplier’s printed catalogue. Suppliers provide information for the items that they sell and put this into a spreadsheet. This information is then loaded into the system where it can be viewed by shoppers and requisitioners. Generally, organization-specific pricing is applied to a hosted catalogue Continued on next page… 61 v1.1a ITS Training …continued from previous page. Non-Catalogue A non-catalogue item indicates the item is not available via a hosted catalogue or punch-out catalogue. OPeRA knows nothing about the item being requested and it is the requisitioner’s responsibility to accurately describe and price the item. Punch-out Catalogue A Punch Out catalogue is held on the supplier’s own website and may or may not be a section of their website tailored to University of Warwick approved products and / or pricing. Items are selected via the Punch Out facility and brought back into the OPeRA environment. The Requisition is created and approved within the OPeRA environment. This experience is very similar to shopping directly from a supplier’s website except: 1) you will only see those items that you can order, 2) you will see organization-specific negotiated pricing, Purchase Order (PO) A purchase order is simply that, your order to purchase goods or services. A purchase order is a binding contract. It contains the name and/or description of the goods you are buying, as well as the quantity, price, payment, and delivery terms. Many wholesale distributors and vendors will insist on a purchase order before they sell to you. Purchase Requisition (PR) Once a cart is submitted, it becomes a Purchase Requisition (PR). During the Purchase Requisition phase, the funding for the purchase is oftentimes validated (Is the credit card number valid? Can the user “use” the account entered? Is there is enough money for this purchase?) AND the approval process is initiated. Once a Purchase Requisition is fully approved and complete, it becomes a Purchase Order Purchasing These users can be responsible for approving high dollar orders or managing supplier content. Shopper These users can shop for items, but cannot submit a cart. These users may know Cost Collector values, the correct Material Number and VAT code, but they are not required assign the cart to a budget holder. Shoppers should not populate any fields they are unsure of. 62 v1.1a ITS Training Icon Guide Organisation Favourite - Item offers additional discount and / or best value across a range of suppliers on a contract. Item should be purchased in preference to like alternatives. Core Item - Item is benefitting from extra University of Warwick discount. Item should be purchased in preference to like alternatives. Duty Applies - Indicates that the item being purchased may attract additional duty charges e.g. ethanol. Duty charges are separate and in addition to any VAT charges. In most cases, such charges will be added to the invoice by the supplier. Form – Item is a form which can be filled in and added into a cart. Service – Item is a service such as ordering a taxi or catering and is filled in as a form. Dry Ice - Indicates that the item being purchased may be delivered on dry ice and may incur such additional charge. In most cases, charges will be added to the invoice by the supplier. Requisition Symbols Requisition Approved – The Requisition is approved by Approver. Requisition Rejected - The Requisition is Rejected by Approver Requisition Withdrawn - The Requisition is Withdrawn by Budget Holder Requisition Pending Approval - The Requisition is being considered by Approver Requisition Quick View – A quick way of viewing a Requisition instead of going to the Requisition Page Approved Supplier, 1st Rank Preference - The supplier is approved on a University of Warwick Agreement and has a rank of 1. Similar icons may be seen indicating the number 2, 3, 4 etc. for the 2nd, 3rd, 4th etc. ranked suppliers on multi supplier ranked agreements Non-Catalogue Item – Can be found next to an item in a cart or on a Requisition to indicate that it is a non-catalogue item i.e. has not be selected via a catalogue search. Non catalogue items are created via the Non Catalogue Item route. Hosted-Catalogue Item / Supplier – Can be found next to an item in a cart or on a Requisition to indicate that it is included in a hosted supplier’s catalogue and has been selected from the catalogue. Can be found next to the supplier in the Supplier Search to indicate that the supplier has a hosted catalogue. A hosted catalogue is held within the OPeRA system environment itself 63 v1.1a ITS Training Punch Out Item – Can be found next to an item in a cart or on a Requisition to indicate that it is included in a Punch Out supplier’s catalogue and has been selected from the catalogue. A Punch Out catalogue is held on the supplier’s own website and may or may not be a section of their website tailored to University of Warwick approved products and / or pricing. Items are selected via the Punch Out facility and brought back into the OPeRA environment. The Requisition is created and approved within the OPeRA environment. Science Catalogue – This functionality is not used by the University of Warwick at the moment and the icon can be ignored Print – Can be found above requisitions and certain other pieces of information that OPeRA presumes the user may wish to print. Warning – Can be found within Requisitions and Approvals lists to indicate a current or potential problem. Item has image – An image of the item. Favourite – An item which has been added to the user’s personal favourite’s folder Link Pop-out – Next to a weblink which when clicked on will open the page in another browser window. Supplier’s catalogue flag to indicate a Hazardous item - These flags are set by the hosted catalogue suppliers only. The University of Warwick will not be relying on such flags to inform the approval of or reporting of hazardous, harmful or controlled substances. Please refer to guidance on procedures for the purchase of Hazardous materials or seek advice from your departmental administrators or departmental OPeRA system superuser. 64 v1.1a
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