A User Guide - University of Warwick
A User Guide
ITS Training
06/02/12
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ITS Training
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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
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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
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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
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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.
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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.
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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:
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(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:
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(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:
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Click on Submit
Requisition.
NB. In the live system the
button will say Place
Order.
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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:
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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:
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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.
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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:
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(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:
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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.
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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.
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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:
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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:
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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:
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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:
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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.
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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:
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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.
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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:
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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:
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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.
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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:
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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.
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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:
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(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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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:
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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:
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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:
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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.
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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.
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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.
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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:
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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:
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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.
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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.
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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.
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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.
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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.
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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..
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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.
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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:
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(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.
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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:
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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.
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(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.
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(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.
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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:
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(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:
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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:
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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.
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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
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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.
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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
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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.
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