Slide 1 FastFacts Feature Presentation March 27 th, 2008 We are using audio during this session, so please dial in to our conference line… Phone number:

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FastFactsFeature Presentation

March 27th, 2008

We are using audio during this session, so please dial in to our conference line…

Phone number: 877-322-9648 Participant code: 182500

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Today’s Topic

We’ll be taking a look at…Using HopkinsSelect eMarketplace to submit an order to Dell

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Today’s PresenterDana HoganSourcing Specialist for the Johns Hopkins University

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Session Segments

PresentationDana will show you how to create a Dell order with an E-Quote using eMarketplace.During her presentation, your phone will be muted.

Q&AAfter the presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. Dana will answer as many of your questions as time allows.

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Contact Us

If you would like to submit a question during the presentation or if you’re having technical difficulties, you can email us at: [email protected] can also send us an instant message!

GoogleTalk – [email protected] Instant Messenger – HopkinsFastFactsMSN – [email protected]

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Survey

SurveyAt the end of this FastFacts session, we’ll ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

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Using HopkinsSelect eMarketplace to Submit an

Order to Dell

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Agenda

Today we will cover …

1. How to create a Dell E-QuoteCreating a new Dell Premier ProfileUsing an existing Dell Premier ProfileCreating a Dell E-Quote

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Agenda


2. Using the information from the E-Quote to create an order for Dell in eMarketplace

Shopping cart settingsCreate an order for DellUsing eMarketplaceUsing the Dell eMarketplace catalogItems in the shopping cartCost AssignmentImportant informationCompleting the Dell orderShopping cart status

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Agenda


3. Approving the shopping cart

4. Processing a Goods Receipt

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1. How to Create a Dell E-Quote

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Creating a New Dell Premier Profile

Dell E-Quotes may be created using the Dell Premier Web site.No SAP Shopping Cart roles are required for the Dell Premier

site.

Creating a new Dell Premier Profile

If you do not have a Dell Premier user profile, go to http://ssc.jhmi.edu/supplychain/secure/contract_list.html#computers and login with your JHED ID and Password.Select Create a Quote under Dell Marketing.

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Creating a New Dell Premier Profile

Enter required information and click Submit.

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Using an Existing Dell Premier Profile

Dell E-Quotes may be created using the Dell Premier Web site.No SAP Shopping Cart roles are required for the Dell Premier

site.

Using an existing Dell Premier Profile

If you already have a Dell Premier user profile, go to http://premier.dell.com/.Enter your E-mail address and Password and click Sign In.

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Creating a Dell E-QuoteAs you shop, click Add to Cart for each item you would like to save in an E-Quote.

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Creating a Dell E-QuoteOnce you have added all desired products to your cart, click Proceed to Cart & Checkout or click on My Cart.

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Creating a Dell E-QuoteView the cart and click on Save as E-Quote.

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Creating a Dell E-QuoteFinalize the E-Quote by completing all required fields (marked with an *asterisk).Click Continue.

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Creating a Dell E-QuoteTo edit a saved E-Quote:

Retrieve the E-Quote.Make changes to the product, quantity, or purchasing information that was saved in the original E-Quote.

To make changes to the product, click Adjust System to open the configuration page. To make changes to the quantity, enter the quantity and click Update Total.

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Creating a Dell E-QuoteTo edit a saved E-Quote:

Save the changes made to your original E-Quote by clicking Save as new E-Quote.

The edited E-Quote will be saved as a new E-Quote referencing a new E-Quote number. The original E-Quote is not changed by your edits and is not deleted unless you choose to do so in a separate process.

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Creating a Dell E-QuoteInformation for the SAP SRM Requisitioner:

E-Quote numberE-mail address on the E-Quote

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Creating a Dell E-QuoteA Premier.Dell.com Shopping and Ordering Guide is available online. http://ssc.jhmi.edu/supplychain/guides/dell_premier_buyers_guide.pdf

Dell Account Team Representatives are also available to provide assistance.

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2. Using the Information from the E-Quote to Create an

Order for Dell in eMarketplace

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Shopping Cart Settings

The delivery information in the SRM Requisitioner’s Settings tab will be entered on the Purchase Order.

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The Requisitioner should verify the delivery information for the Dell order. Address Data:

BuildingRoom NumberFloorInternal mail (Enter thephone number that youwant the vendor to callif they have questions regarding the order.)

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The Requisitioner should verify the delivery information for the Dell order. Attributes:

The Delivery address is located in the Attributes drop-down.

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A complete listing of ship-to address codes is available online.http://ssc.jhmi.edu/supplychain/shipto.html

Use the paging options at the bottom, right corner to locate the address code for the Dell order.

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Select the radio button to the left of your delivery address code.Click the Save button.

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Create an Order for Dell

Click the Go Shopping tab at the top of the SAP portal screen.

Click ShopSelect HopkinsSelect eMarketplace

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Using eMarketplace

First-time eMarketplace users should click Profile.

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Using eMarketplace

The following Profile information is required for first-time eMarketplace users.

First NameLast NamePhone NumberE-mail Address

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Using eMarketplace

Click Save to save your profile.Click product search to get to the Dell punch-out catalog.

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Click the Dell logo to access the Dell punch-out catalog.

Using the Dell eMarketplace Catalog

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Click E-Quotes to access the E-Quote that was created in http://premier.dell.com.


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Enter the E-mail address that is on the Dell E-Quote.Click Retrieve E-Quote.


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Click on the E-Quote Number or click the button under Create Order Requisition for that E-Quote.


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You may add itemsor change the quantities as needed.Click Create Order Requisition when the order is complete.

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Shipping InformationClick the radio buttonfor the preferreddelivery method.Click the radio buttonfor tax-exempt.Click the appropriatetrade complianceradio button for this order.Click Continue.


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Verify and Submit OrderReview the items on the order.Scroll to the bottomof the page.Click Submit Order Requisition.


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Click Transfer Items to SAP Cart.


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Items in the Shopping Cart

Items in Shopping CartThe Required on date defaults to the date the shopping cart is created. Change the delivery date to the date the items are expected to arrive.On item 1, click the Details button (magnifying glass) to enter the cost assignment information for the order.

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Cost Assignment

Click Cost Assignment to change the cost assignment information.

Click Cost Distribution to charge multiple cost assignments. Cost distribution may be split by percentage, quantity, or value.Enter the cost assignment information for the line item.

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Cost AssignmentTo copy the cost distribution from item 1 to all items in the shopping cart…

Click Copy to Clipboard.Check the box for Change All Items in Document.Click Insert from Clipboard.

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Important Information

Documents and Attachments Dell does not receive Vendor Text or Attachments with the electronically transmitted purchase orders.Supply Chain Shared Services does not see Internal Notes on Dell eMarketplace orders because the POs are transmitted directly to Dell after departmental approval.

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Important Information

Ship-To Address/Performance Location Do not type data in any of thefollowing fields on Dell Orders:

Name (This is the placeholderfor the delivery address.)Other Namec/o (This field does not print on any POs.)

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Completing the Dell Order

Additional Specifications - Optional Change the name of the cart in Name of Shopping Cart.Add a note to your Approver.

The Notes for Approval are for your departmental Approver and are not seen by Supply Chain Shared Services.

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Completing the Dell OrderClick Check to check for errors. Yellow error messages are warning messages and will not stop the completion of the shopping cart. Orange messages must be corrected before the items may be ordered.Click Order to complete the shopping cart and send it to your departmental Approver.

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Completing the Dell Order

The Shopping Cart name and number will display.

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Shopping Cart Status

Click Go Shopping Check Status to view the status of the cart.Use various filter options available and click Start.Click the Details button (magnifying glass) on the item level of the document you wish to review.

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If the status in Follow-on Documents is Awaiting Approval, click Approval to see the Approvers for the order.

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Approval will show the Approvers for the cost assignments used on the order. If the status of your order is Awaiting Approval, contact the Approver(s) regarding your order.

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3. Approving the Shopping Cart

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Approving the Shopping Cart

eMarketplace orders require level 1 approval by a Shopping Cart Approver. Approvers may either click the Shopping Cart Approval Tab or click Go Shopping Approval.

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Shopping Cart Approvers are responsible for reviewing the information on a shopping cart before completing the approval step. Click the Details button (magnifying glass) to review the shopping cart.

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Approvers may see additional information for each item by clicking the Details button.Click the Change button to change information (i.e., delivery date).

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Approvers may accept the items or reject the items by clicking the radio button for each item.Click Complete approval step to send the PO to Dell.

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4. Processing a Goods Receipt

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Processing a Goods Receipt

SRM Requisitioners and individuals with the Central Receiving role may create Goods Receipts.Goods Receipts are required for all Dell orders.Goods Receipts indicate that the item was received.Accounts Payable can not pay a Dell PO invoice until a Goods Receipt is processed.

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Processing a Goods ReceiptProcessing a Goods Receipt in SRM (Shopping Cart).

Click Go Shopping.Click Confirm Goods/Services.Select “Confirm Goods Receipt/Services Performed” on the Make a Selection drop-down.Change Timeframe from Last 7 Days to blank.Enter the Purchase Order Number from the Dell packing slip.

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Processing a Goods Receipt

If you don’t have the PO number for the Dell order…The SRM Requisitioner who created the shopping cart may use an online job aid to get the PO number.

http://www.jhu.edu/hopkinsone/Support/documents/goodsreceipt.ppt

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In Summary

To order from Dell using eMarketplace:

1. Create an E-Quote.2. Use the E-Quote to create an order for Dell in

eMarketplace.3. Approve the items in the cart to send the PO to Dell.4. Process a Goods Receipt when the goods are received.

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Thank You!

Thank you for listening.We hope this information will be helpful.

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Q&AWe’re going to open the phone lines now!There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line.We’ll be answering questions in the order that we receive them.We’ll also be answering the questions that were emailed to us during the presentation.If there’s a question that we can’t answer, we’ll do some research after this session, and then email the answer to all participants.

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New Courses

Introduction to Business Warehousehttp://training.jhu.edu

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Thank You!

Thank you for participating!We would love to hear from you.

Are there certain topics that you would like us to cover in future FastFacts sessions?Would you like to be a FastFacts presenter?Please email us at: [email protected]

To download this presentation, please go to: http://www.hopkinsfastfacts.org

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Survey

Before we close, please take the time to complete a short survey.Your feedback will help us as we plan future FastFacts sessions.Click this link to access the survey… http://connectpro28579135.acrobat.com/fastfactssurvey/

Thanks again!

Slide 1 FastFacts Feature Presentation March 27 th, 2008 We are using audio during this session, so please dial in to our conference line… Phone number:

Documents

dell slide

dell equote slide

emarketplace slide

dell equote information

saved equote

original equote

edited equote

dell marketing