OfficeMax and Supplier Relationship Management (SRM) Town Hall Sessions December 13, 2012 OfficeMax SRM Town Hall Session December 2012 To Whom Does SRM OfficeMax Punchout Apply? Any persons authorized to purchase office supplies for their department or units. Purchases of office supplies for these areas can no longer be purchased via procurement card. This is not applicable to purchases of furniture or computer peripherals. Note: This does not include: UK HealthCare College of Medicine Facilities areas using Plant Maintenance (PM) These areas will continue to use procurement card for purchases until they have transitioned to the SRM e-procurement platform. For an emergency situation departments can use the procurement card at an OfficeMax retail store. OfficeMax SRM Town Hall Session December 2012 2 Create Punchout Catalog Shopping Cart Punchout catalogs are used for the Universitys highest volume suppliers
and are located on external websites. Pricing is pre-negotiated by Purchasing. SRM automatically processes and transmits a purchase order to the supplier for punchout catalog orders. OfficeMax SRM Town Hall Session December 2012 3 Special Notes on Punchout Catalog Shopping Carts Special features are added to SRM for punchout catalog orders: Orders totaling $2000 or less from punchout catalog suppliers do not require approval. SRM automatically transmits a purchase order once a cart is created and ordered. Goods Confirmations are not required for punchout catalog orders. Upon shipment and invoicing of goods, the Shopper and their employment supervisor will receive an email confirmation of the order. OfficeMax SRM Town Hall Session December 2012 4 Login to myUK 1. Click Link Blue from the UK Home Page 2. Click myUK from the Link Blue site
3. Login to myUK using your AD and password OfficeMax SRM Town Hall Session December 2012 5 Personal Settings Overview Personal Settings relate to the users employee data and are established via Site Navigation. Default information populates into this area based on data from Human Resources org structure. Personal Settings must be confirmed and setup for all roles during the first visit to SRM to ensure a successful Shopping experience. OfficeMax SRM Town Hall Session December 2012 6 Shopper Tab and Site Navigation 4. Select the Shopper tab Site Navigation TIP: TIP: User
User can can expand expand or or collapse collapse Site Site Navigation by clicking Navigation by clicking on on the the triangle triangle 5. Click Settings OfficeMax SRM Town Hall Session December 2012 7 Personal Settings Position Tab 6. Click Edit to begin changes 7. Form of address is required
OfficeMax SRM Town Hall Session December 2012 8. Email address is the only data on the Position tab to be edited 8 Personal Settings Position Tab Organizational and Functional Assignments populate automatically and relate to the employees position Department Address within the Position tab is organizational data only and will always be the 322 Peterson Building address. Note: None of the above items are edited within Personal Settings. If any of your organizational or functional assignments data appears to be incorrect, or you have changed departments, please notify [email protected] OfficeMax SRM Town Hall Session December 2012
9 Personal Settings User Account Tab 9. Click User Account Tab 10. Edit date format if desired OfficeMax SRM Town Hall Session December 2012 10 Set Building Delivery Address The Building Delivery Address must also be set prior to using SRM. This designates the building to which purchased items will be delivered. 11. Select Building Delivery Address from Attributes drop down menu The default building delivery address for all firsttime Shoppers is 322 Peterson Service Building. It must be changed to your building address. Note: If the building delivery address is
not changed, any Shopping Cart orders you place will be delivered to the Peterson Building address. 12. Click the Possible Entries icon to search and choose your building delivery address OfficeMax SRM Town Hall Session December 2012 11 Finalize Building Delivery Address 13. Locate your building address based on postal speed-sort code. Highlight and click OK. 14. Click the Standard radio button Note: If building address is not listed or incorrect, please notify [email protected] OfficeMax SRM Town Hall Session December 2012 12
Save and Exit Personal Settings 15. Click Save when all settings are completed OfficeMax SRM Town Hall Session December 2012 13 Shopping Cart Initial Settings Initial Shopping Cart Settings must be set prior to completion of your first Shopping Cart. Because these settings relate to carts themselves, they are set within your initial Shopping Cart, not Personal Settings. Not configuring Shopping Cart settings may result in errors or incorrect processing of carts. OfficeMax SRM Town Hall Session December 2012 14 Shopping Cart Initial Settings The Shopping Cart Settings button is located to the far right of the Item Overview (middle) section. You may need to scroll to the right to locate it. 1. 1. Click Click Settings
Settings on on far far right right side side of of screen screen of of Item Item Overview Overview section section OfficeMax SRM Town Hall Session December 2012 15 Shopping Cart Initial Settings Remove from View The Product ID and Supplier columns should be removed from view prior to creation of your first Shopping Cart. This only needs done once. 2. 2. Under Under Basic Basic Settings Settings Tab, Tab, highlight
highlight Product Product ID ID and click Remove and click Remove 3. 3. Scroll Scroll down down and and highlight highlight Supplier Supplier column column and and click click Remove Remove 4. 4. Click Click OK OK to to finish finish cart
cart settings settings OfficeMax SRM Town Hall Session December 2012 16 Create Punchout Shopping Cart from OfficeMax Personal Settings and Shopping Cart settings are only done the first time you enter SRM. The following slides show how to create a punchout Shopping Cart from OfficeMax. OfficeMax SRM Town Hall Session December 2012 17 Create Punchout Catalog Order Set Delivery Room/Floor The room address for delivery of goods must be confirmed/refined at the Shopping Cart level. This must be done for every Shopping Cart. 1. 1. Click Click Set Set Values Values within within Default Default Settings
Settings 2. 2. If If needed needed click click the right arrow the right arrow to to expose expose all all tabs tabs OfficeMax SRM Town Hall Session December 2012 18 Create Punchout Catalog Order Set Delivery Room/Floor Delivery address information flows in from Personal Settings and reflects your building address only. The Shopper must add the specific floor and room number, contact person, etc. This must be completed on each cart and will populate to all line items in the cart. 3. 3. Complete Complete contact contact person,
person, floor, floor, room, room, etc. etc. 4. 4. Click Click OK OK OfficeMax SRM Town Hall Session December 2012 19 Punchout Catalog Order Create Punchout catalog items are ordered through the Add Item dropdown button. As new catalogs are added to the system, they will appear in the Add Item menu. 5. 5. Click Click Add Add Item Item and and select select catalog catalog choice. choice. Shopper
will leave Shopper will leave SRM SRM and and enter enter suppliers suppliers website. website. OfficeMax SRM Town Hall Session December 2012 20 Punchout Catalog Order Add Items from Site To To leave leave without without ordering, ordering, click click Cancel/Exit Cancel/Exit 6. 6. Once Once at at the the
punchout punchout site site browse browse for for needed needed items items 7. 7. Enter Enter quantities quantities of of items items and and click click Add Add to to Cart. Cart. Continue Continue to to add add other other items items or or proceed
proceed to to Checkout. Checkout. Note: Punchout catalogs are customized for SRM use only. They do not retain information on Shoppers personal orders or settings. OfficeMax SRM Town Hall Session December 2012 21 Punchout Catalog Order Add Items from Site 8. 8. Click Click Checkout Checkout when when finished finished Shopping Shopping at at punchout punchout site site Note: Each punchout suppliers catalog has a different appearance,
but all operate similarly based on standard checkout-cart ordering. Selected Selected items items from from punchout punchout site site transfer to the transfer to the SRM SRM Shopping Shopping Cart Cart Note: All product info transfers to SRM including quantity, price, UOM, and supplier name OfficeMax SRM Town Hall Session December 2012 22
Punchout Catalog Order Details Section 9. 9. Enter Enter required required Delivery Delivery Date Date 10. 10. Click Click to to open open Details Details (bottom) (bottom) section section of of Shopping Shopping Cart Cart OfficeMax SRM Town Hall Session December 2012 23
Punchout Catalog Order Details Section Note: The lower section of the Shopping Cart is termed Item Details. It holds additional information relating to the purchase such as Account Assignment, Notes and Attachments, etc. and is edited on a line item basis, i.e., each line item can be assigned different accounting, etc. if desired. Cost Cost Object Object information information (funding (funding source) source) can can be be found found on on the the Account Account Assignment Assignment tab tab Notes Notes and and file file
attachments attachments can can be be added added by by line line item item Delivery Delivery Address Address information information was was already already set set at at header header level level under under Default Default Settings/Set Settings/Set Values. Values. Thus, Thus, nothing nothing needs
needs entered or modified for entered or modified for this this in in Details Details section. section. OfficeMax SRM Town Hall Session December 2012 24 Punchout Catalog Order Account Assignment The primary components of Account Assignment are Cost Center (or WBS Element) and General Ledger (GL) Account. Both must be completed on each cart line item. 11. 11. Account Account Assignment Assignment Category
Category and and related related entries entries can can populate populate automatically automatically if if they they were were established established within within your your Personal Settings (See Appendix). Personal Settings (See Appendix). They They can can be be entered entered or or modified modified on on aa cart
cart basis basis as as needed. needed. A A WBS WBS Element Element (e.g., (e.g., grant) grant) can can also also be be selected selected from from the the dropdown dropdown menu menu OfficeMax SRM Town Hall Session December 2012 25 Punchout Catalog Order GL Account
12. 12. A A suggested suggested GL GL will will populate populate automatically automatically on on many many carts carts or or can can be be entered/overwritten entered/overwritten as as needed. needed. The The Shopper Shopper should should check check the the GL GL to to ensure ensure it
it is is correct correct based on the nature of the based on the nature of the particular particular purchase. purchase. Note: You are still on the Account Assignment tab TIP: The General Ledger (GL) Account is an accounting component that relates to the description of the goods or services purchased. If If needed needed click click on on the
the right right side side of of the the GL GL box box to to access access aa Possible Possible Entries Entries icon icon and and search search function function OfficeMax SRM Town Hall Session December 2012 26 Punchout Catalog Shopping Cart Complete Order 13. 13. Click Click Check Check to to confirm
confirm whether whether errors errors exist exist Note: Only click the SAVE button if the order is to be placed on HOLD. A Saved Shopping Cart resides in the Shoppers POWL and does not move forward to the Approver. 14. 14. Click Click Order Order to to place place order order 15. 15. Click Click Close Close button button to to
close window. Do not close window. Do not click click the the X X in in upper upper right right window window corner corner to to close. close. OfficeMax SRM Town Hall Session December 2012 27 Requesting Restricted Office Supplies If an employee cannot find a specific item on the My Contract list and an equivalent substitute is also not available, the employee may request to purchase the item from OfficeMax. The Office Supply contract with OfficeMax is exclusive, therefore all office supplies should be purchased through them. The Office Supply Restricted Product Request form can be found at: http://www.uky.edu/Purchasing/officesupplies.htm.
OfficeMax SRM Town Hall Session December 2012 28 Free Text Shopping Cart Overview The first step in creating a Free Text Shopping Cart is obtaining a quote from a supplier. As the name Free Text implies, the Shopper enters the line items directly into the cart via freehand rather than selecting from electronic catalogs. The supplier quote should be electronically attached to the cart. All Free Text Shopping Carts require approval regardless of dollar amount. They route to Purchasing after approval and are processed on a case-by-case basis based on established policies and procedures. OfficeMax SRM Town Hall Session December 2012 29 Free Text Shopping Carts OfficeMax Departments may enter a Free Text Shopping Cart for restricted items approved through the Cost Containment Program for purchase. For For Free Free Text Text orders orders from from OfficeMax, OfficeMax, select
select With With Free Free Description Description from from the the Add Add Item Item menu menu and and enter enter order order via free hand via free hand OfficeMax SRM Town Hall Session December 2012 30 Resources Available via Purchasing Website A special page dedicated to purchase of office supplies is available on the Purchasing Division website: http://www.uky.edu/Purchasing/ From From the the Purchasing
Purchasing home home page, page, select select How How to to Buy Buy // Office Office Supply Supply Cost Cost Containment Containment Program Program OfficeMax SRM Town Hall Session December 2012 31 SRM Help Web Sites SRM Resource Page on Purchasing web site: http://www.uky.edu/Purchasing/srm.htm myHelp MM & Purchasing Help web site: http://myHelp.uky.edu/rwd/HTML/MM.html Both sites contain Quick Reference Cards, updated and printable course manuals, Reference Manual, etc. SRM Assistance Email: [email protected] The Purchasing / AP Quick Reference dictates the correct method by
commodity type and can be found on the Purchasing website at: http://www.uky.edu/Purchasing/docs/quickrefguide.pdf OfficeMax SRM Town Hall Session December 2012 32 Additional Training Opportunities The Purchasing Division will provide additional (optional) training for ordering office supplies from OfficeMax: Dates: Location: Time: January 17, 24, and 31, 2013 Room 379 Peterson Service Building 10:00 a.m. to 11:00 a.m. Contact Patricia Stewart to reserve space or for questions, email: [email protected], phone: 7-9103 Remember: You can email questions or request assistance at any time to: [email protected] OfficeMax SRM Town Hall Session December 2012 33
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