SRM Punch-out Catalogs SRM_SHO_301 SRM Punch-out Catalogs
Dec 19, 2015
What Are “Punch-Out Catalogs”“Punch-out” catalogs are customized shopping environments on contract suppliers’ websites and accessed via myUK. They usually relate to the University’s highest volume suppliers and contain available items along with customized University pricing. Punch-out environments are virtual in nature and use checkout cart systems similar to common internet shopping websites.
Some punch-out sites have advanced features including customized quoting, support documents, order status checks, etc.
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What Are the Advantages of Punch-Out Catalogs?Punch-out shopping correlates with paperless processes including electronic ordering and invoicing. The University achieves efficiency and savings with the use of punch-out catalogs over manual processes. It reduces the need for procurement card transactions for high-volume suppliers and related paper records.
The use of punch-out catalogs also provides “spend visibility”. All line item data is maintained within SAP and available for internal reporting. Quality reporting information allows departments to better analyze and manage their procurement and Purchasing to better negotiate with suppliers.
The University will continue to add punch-out catalogs from contract suppliers to SRM as opportunities permit.
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Training Requirements for SRM Departmental RolesRole Training Requirements
Shopper Shoppers are required to take and pass four course modules in successive order via myUK Training:
SRM_SHO_300 SRM Shoppers IntroductionSRM_SHO_301 SRM Punch-out Catalogs (This course)SRM_SHO_302 SRM Free Text CartsSRM_SHO_303 SRM Supplementary Information
Approver Approvers are required to take and pass the MM_APP_300 Combined Approvers course via myUK Training .
Goods Confirmer Goods Confirmers are required to take and pass the SRM_CON_300 SRM Goods Confirmations course via myUK Training .
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Create Punch-out Catalog
Shopping Cart
Punch-out catalogs are used for the University’s highest volume suppliers and are located on their websites. Pricing is pre-negotiated by Purchasing.
SRM automatically processes and transmits purchase orders to the supplier for punch-out catalog orders.
SRM Punch-out Catalogs
Begin Shopping Cart from POWL1. Start from the
Shopper tab
2. Select Shopping Cart from Site
Navigation to display the POWL
3. Click Create Shopping Cart
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Default Settings: Set Values
4. Click Set Values within Default Settings
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Two default values – Account Assignment and Delivery Address – can be set at the beginning of the ordering process. This will copy the data to all line items as they are placed
into the Shopping Cart, thus bypassing tedious line item entries later.
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Complete Delivery Address (Required) 5. Select the
Delivery Address / Performance Location tab
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6. Complete contact person, floor, room, etc.
Delivery information flows in from Personal Settings and reflects your building address only. The Shopper must add the Contact Person, Floor, and Room Number, etc. This must
be completed for each cart and will populate to all line items placed in the cart.
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Important: Be sure to enter the delivery information at the header level. Bypassing
entry of the contact person, floor, and room number within Set Values will require the
information to be entered for each line item in the bottom Details section.
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Complete Delivery Address (Required)
Set Account Assignment (Optional)
8. Default Account Assignment Category is Cost Center. You can also select WBS Element from
the dropdown if needed.
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9. Enter the Cost Center or WBS Element number as
applicable
Enter Cost Center or WBS Element information if the entire order will be charged to the same cost object structure. Alternatively, if you need to charge various line items
to different cost objects, this can be entered as indicated on Slide 23.
TIP: WBS Elements relate to grants.
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Finish Header Values
10. Click OK to finish Set Values
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No entries are required on other tabs within Default Settings.
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Set PO Type
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11. Click the possible entries icon on right side of PO Type
selection
12. Select Type NBPO
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Punch-out Catalog Order – Create
13. Click Add Item menu and select catalog choice.
Shopper will transfer from SRM to supplier’s website.
Punch-out 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.
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Arrive at Punch-out Landing Page
Product Search menu
SRM Punch-out Catalogs
The visuals and structure of punch-out catalogs vary among suppliers, but operate similarly. Shoppers initially arrive at a landing page and use product search features to
locate needed items.
Additional features vary across catalogs, including
message boards, Shopping Lists, order status, etc.
Note: Shopper can exit punch-out catalog without
ordering at any time.
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Search Items from Punch-out Catalog14. The Shopper can
select items through a Search feature…
…or manually enter product numbers if they
are known.
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Search Items from Punch-out CatalogAlternatively, the Shopper
can browse and locate items through a Category
structure.
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Add Items from Punch-out Catalog
15. As items are located, enter the quantity needed
and click Add to Cart.
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Checkout from Punch-out Catalog
From your punch-out cart, you can update quantities, delete items, or
potentially move items to “Shopping Lists” for future purchase.
16. When punch-out Shopping is complete,
check Checkout.
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Punch-out Items Return to SRM Shopping Cart
Selected items from punch-out site transfer to
the SRM Shopping Cart
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Note: All product info transfers to SRM Shopping Cart including
description, quantity, price, UOM, and supplier name.
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Complete Header and Item Overview
19. Click Details to open bottom section
17. Add Header Notes if desired (Optional). Approval Note is
internal and does not print on purchase order. Note to Supplier
will print on purchase order.
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18. Shopper can overwrite Delivery Date
if desired
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Punch-out Catalog Order – Details SectionThe bottom section of the Shopping Cart is termed “Item Details”. It contains 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 notes, etc. if desired.
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Punch-out Catalog Order – Account AssignmentAccount Assignment entries can be formed at the line item level within the bottom
Item Details section.
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Remember: If you already set the Account Assignment Information within Default Values: Set Values at the header
level, you can bypass this section.
20. Select the Account Assignment Category (either cost center or WBS element).
21. Enter the cost center or WBS element
number
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Punch-out Catalog Order – GL Account22. A suggested GL will populate
automatically on many carts or can be entered/overwritten as needed. The
Shopper should check the GL to ensure it is correct based on the nature of the
particular purchase.
TIP: The General Ledger (GL) Account is an accounting
component that relates to the description of the goods or
services purchased.
If needed, you can click on the right side of the GL box to access a Possible Entries icon and search function.
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Punch-out Catalog Order – Line Item Notes23. If desired, you can enter Notes and Attachments for individual line items.
Internal Note does not print on the purchase order. All other notes will print
on the purchase order to supplier.
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TIP: Quotes are not required for punch-out orders. Thus, quote
attachments here are not applicable.
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Punch-out Catalog Order – Line Item Delivery Address
Provided you entered the Delivery Address information within the Default Values: Set Values section at the header
level, nothing needs entered here.
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Remember: If you already set the Delivery Address Information within Default Values:
Set Values at the header level, you can bypass this section. If you omitted that
step, the contact person, floor and room number will need entered manually for
each line.
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Punch-out Catalog Shopping Cart – Check & Order
25. Click Order to finish
24. Click Check to confirm whether errors exist
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Note: Only click the SAVE button if the order is to be placed on HOLD and finished later.
A Saved Shopping Cart resides in the Shopper’s POWL and does not move forward to the
Approver.
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Punch-out Catalog Shopping Cart – Complete Order
26. Click Close button to close window
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Punch-out Catalog Shopping Cart-Status from POWL
Click Refresh to see current Shopping
Cart Status
Shopping Carts are listed in the POWL and can be
accessed by clicking on the cart number.
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Special Notes on Punch-out Catalog Shopping CartsSpecial features are added to SRM for punch-out catalog orders:
•Orders totaling $2000 or less from punch-out catalog suppliers do not require approval. SRM automatically transmits a purchase order once a cart is created and ordered.
•Goods Confirmations are required for all punch-out catalog orders with the exception of office supplies purchases.
•Upon shipment and invoicing of goods, the Shopper and their employment supervisor will receive an email confirmation of the order.
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Quick Reference Guides for Punch-out Catalogs
SRM Punch-out Catalogs
Quick Reference Guides for all punch-out catalogs are created and housed on the Purchasing website. Each guide shows customized step-by-step order details for each
punch-out catalog.
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Completion of SRM Punch-Out CatalogsThis completes module SRM_SHO_301 Punch-Out Catalogs. After completing the Check for Understanding, you should book and complete the third module SRM_SHO_302 Free Text Carts.
Remember, all four modules must be completed and passed to receive the SRM Shopper role:
SRM_SHO_300 SRM Shoppers IntroductionSRM_SHO_301 SRM Punch-out CatalogsSRM_SHO_302 SRM Free Text CartsSRM_SHO_303 SRM Supplementary Information
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Printing Course Manual (Optional)If desired, a printable (Adobe PDF) version of this course manual is available for your convenience.
To access and print the manual:1. Click on the printer (the manual will open in a separate browser window)2. Print the course manual3. Close the separate browser window4. Return to this course window5. Click on the green Continue button below
To proceed without printing, click on the green Continue button below.
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Check for UnderstandingIn order to receive full credit for the SRM Shoppers course, you must now successfully complete the Check for Understanding – a quiz covering the main concepts presented in this course.
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Course CompletionTo complete this WBT, click on the yellow Log off button in the lower corner of this window.
Note: This window will close, and you should be returned to the main myUK Training page for this WBT. The main page will refresh (usually within 30 seconds, depending on network traffic), and you should receive a green, system message confirming your participation.
You may then safely navigate away from the main page.
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