PR22_Purchasing Contract - Create New

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The Pennsylvania State UniversitySIMBA Hands-On Guide TITLE \* MERGEFORMAT PR22_Purchasing Contract - Create New? 2020 The Pennsylvania State University? Copyright 2020 Labyrinth Solutions, Inc. All rights reserved. Labyrinth Solutions, Inc., the LSI logo, and CampusOneTM are trademarks of Labyrinth Consulting, Inc. SAP, R/3, SAP NetWeaver, and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and other countries. Business Objects and the Business Objects logo, BusinessObjects, Crystal Reports, Crystal Decisions, Web Intelligence, Xcelsius, and other Business Objects products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of Business Objects S.A. in the United States and in other countries. Business Objects is an SAP company.PR22_Purchasing Contract - Create New?Overview?Transaction Description:This transaction enables the creation of? a new purchasing contract.?Penn State?Purpose:This transaction enables buyers to create contracts that may be published to the PSU or ARL contract catalog for use in shopping.Process Steps?Contract Management and 1 more page StepActionUnder?the Strategic Sourcing tab, the Create Documents dropdown has been selected. When the Contract link is clicked, the Select Contract Type Window will appear. ?Contract Management and 1 more pageStepAction1.The Contract button is clicked.?Select Contract Type StepActionThe Contract Type to be created is selected using the?line selection button?to the left of the description. We will choose Purchasing Contract.2.The?line selection?button is clicked. ?Select Contract TypeStepAction3.The Continue button is clicked.?Create Purchasing Contract 7000000266 StepActionNote that we start in the Overview tab. Details added to the General Header Data tab will apply to the entire contract and each line item added in the lower section. To select a Supplier for the contract, the Possible Values button is clicked. This will prompt the Search: Supplier Window to appear.4.The Possible Values button is clicked for Supplier.?Create Purchasing Contract 7000000266 StepActionThe various Search option dropdowns here?can be changed, and text can be entered to further refine the Supplier Search. In this example we will run the Search wide open, without entering any text descriptions. 5.The Search button is clicked.?Create Purchasing Contract 7000000266 StepActionThe desired Supplier line is selected?to auto-populate the supplier back into the Create Contract window.6.The?line selection?button is clicked.?Create Purchasing Contract 7000000266StepAction7.Training Contract is typed into the Contract Name field.? StepActionA?Target Value and Currency are entered here. This will reflect the Target Value for the entirety of the contract. Once the Target Value amount is consumed/purchased, shoppers will no longer be able to create shopping carts referencing the contract. The Currency auto-populates to USD.8.20000.00 is typed into the Target Value / Currency field.? StepActionA Contract Classification is adding?by using the drop down.9.The Contract Classification?dropdown is clicked.?Create Purchasing Contract 7000000266StepAction10.The PSU Contract menu item is clicked.?Create Purchasing Contract 7000000266 StepActionIf applicable, an External Contract Number may be entered for reference.? Examples might include a state or federal contract number.11.T1 is typed into the External Contract Number field.? StepActionThe Supplier’s Contact Name and Email address are entered here.12.John Doe is typed into the Contact Name field.13.john.doe@ is typed into the Contact Email field.? StepActionThe Pricing Update Terms dropdown is used to record how often contract pricing should be re-evaluated, negotiated, or edited.14.The Pricing Update Terms?dropdown is clicked.?Create Purchasing Contract 7000000266 StepActionThe desired time frame for re-evaluating, renegotiating, or editing the contract’s pricing is selected.15.The?12 Months menu item is clicked.?Create Purchasing Contract 7000000266 StepActionThe contract line item details are entered here. A unique contract item Description may be typed or pasted in.16.Laptop is typed into the Description field.? StepActionThe contract item's Product Category is entered here by directly typing the Product Category number, copy/pasting into the field, or using the Possible Values button search function. 17.43211501 is typed into the Product Category field.? StepActionEach contract line must contain either a Target Quantity or Target Value and can also contain both. The Target Quantity for the contract line is entered here. Once this quantity is consumed/purchased, shoppers will no longer be able to create shopping carts for the line item.18.10.000 is typed into the Target Quantity field.? StepActionThe unit of measure is entered here by directly typing it into the field or using the Possible Values button search option.19.ea is typed into the Unit field.? StepActionEach contract line must contain either a Target Quantity or Target Value and can also contain both. The Target Value for the contract line is entered here. Once this value amount is consumed/purchased, shoppers will no longer be able to create shopping carts for the line item.20.1000.00 is typed into the Target Value field.? StepActionThe contract line item Price is entered here.21.1000 is typed into the Price field.? StepActionThe Price Per is entered here. Typically the price is listed per one item but could also reflect a bundle of multiple items.22.1 is typed into the Price Per field.?Create Purchasing Contract 7000000266 StepActionFor good measure, the Save button is clicked to ensure that information is being saved along the way.23.The Save button is clicked.?Display Purchasing Contract 7000000266 StepActionThe following example will demonstrate how to upload contract lines from Excel through the Import function. First, the Export button is clicked?to download a copy of the contract with its current information. 24.The Export button is clicked.?Purchasing Contract 7000000266 StepActionOnce the contract downloads, it is saved?to a designated place for editing. The edited file will be re-uploaded later.25.The More Options button is clicked.?Purchasing Contract 7000000266StepAction26.The Save as button is clicked.?Save As StepActionA?folder location is designated?and the file is renamed. The Save as Type is not changed. 27.Training Contract is typed into the File name field.28.The Save button is clicked.?Purchasing Contract 7000000266StepAction29.The Open button is clicked.?Microsoft Excel StepActionThe saved file is opened and Yes is selected in response to this warning message. 30.The Yes button is clicked.?Training Contract - Excel StepActionThe Excel lines reflect the contract’s current line item information. To add new lines, delete the existing line information or change the information to reflect data for a new line. Here we overwrite the Line 1 info with the Line 2 info. If you do not delete or overwrite the original lines in the template, duplicates will be added to the contract once the Excel file is imported. Enter the item number here. Because our contract already has one line item, we will pick up here with Line Item 2.31.2 is typed into the B11 field.? StepActionThe new Line Item 2 Description is entered.32.Desktop is typed into the C11 field.? StepActionThe new Line Item 2 Target Quantity is entered.33.5 is typed into the E11 field.? StepActionThe new Line Item 2 Price is entered.34.2000 is typed into the H11 field.? StepActionThe new Line Item 2 Manufacturer name is entered.35.Dell is typed into the J11 field.? StepActionThe new Line Item 2 Manufacturer Part Number is entered.36.123 is typed into the K11 field.? StepActionThe new Supplier Part Number is entered. Once all edits have been made, the file is saved?in the exact same format used previously.37.456 is typed into the L11 field.?Purchasing Contract 7000000266 StepActionBecause we previously saved the contract, we must click the Edit button to make any new changes. 38.The Edit button is clicked.?Change Purchasing Contract 7000000266 StepActionThe Import button is clicked?to import the new contract lines from the edited Excel export file. This will prompt an Upload window to pop up. 39.The Import button is clicked.?Change Purchasing Contract 7000000266 StepActionSelect the Browse button to locate the edited Excel file.40.The Browse button is clicked.?Open StepActionThe edited export file is opened. 41.The Training Contract?file is clicked.?OpenStepAction42.The Open button is clicked.?Microsoft EdgeStepAction43.The Upload button is clicked.?Purchasing Contract 7000000266 StepActionThe data from Line Item 2 has been successfully uploaded into the contract line items. To view, add, or edit additional details for each line item, the line selection button next to the line item is selected.?Purchasing Contract 7000000266StepAction44.The line selection?button is clicked.?Purchasing Contract 7000000266 StepActionOnce the line item is selected, clicking the Details button will reveal additional information to view, add, and edit.45.The Details button is clicked.?Purchasing Contract 7000000266 StepActionUnder the General Data tab, additional Further Properties information is entered?including the Supplier Product Number, Manufacturer Part Number, and External Manufacturer.?Purchasing Contract 7000000266 StepActionThe Supplier Product Number is entered here. This should be a unique number. 46.789 is typed into the Supplier Product Number field.? StepActionThe Manufacturer Part Number is entered here. This should be a unique number.47.345 is typed into the Manufacturer Part Number field.? StepActionThe Manufacturer is entered here. 48.Dell is typed into the External Manufacturer field.?Purchasing Contract 7000000266 StepActionTo view and change data for the next line item, the yellow Next Item button is clicked.49.The Next Item button is clicked.?Purchasing Contract 7000000266 StepActionThe Supplier Product Number, Manufacturer Part Number, and External Manufacturer information are entered?for Line Item 2.?Purchasing Contract 7000000266 StepActionTo send the contract information to MDM, which allows shoppers to purchase from the contract?in SIMBA, we need to select?“Distribute the Contract to Catalog”. The Header Tab is clicked?to navigate to this checkbox.50.The Header?tab is clicked.?Purchasing Contract 7000000266 StepActionThe option?will be?set to?Yes. Because this?is done?at the Header level after the line items have been created, it will flow down to each individual line.51.The Distribute Contract to Catalog?is clicked.?Purchasing Contract 7000000266StepAction52.The?Yes menu item?is clicked.?Purchasing Contract 7000000266 StepActionTo verfiy that Distribute Contract to Catalog has been correctly applied to each line, the Items tab is clicked. 53.The Items?tab is clicked.?Purchasing Contract 7000000266 StepActionNote that Distribute Contract to Catalog for Line 2 is correctly marked as Yes. ?Purchasing Contract 7000000266 StepActionWe will return?to Line 1 by clicking the yellow Previous Item button.54.The Previous Item button is clicked.?Purchasing Contract 7000000266 StepActionNote that Distribute Contract to Catalog for Line?1 is correctly marked as Yes. ?Purchasing Contract 7000000266 StepActionClicking the Check button refreshes the system’s error messages and updates based on newly entered information.55.The Check button is clicked.?Purchasing Contract 7000000266 StepActionNote that there are no red error messages. Yellow warning messages should be considered by the buyer, but will not prevent a contract form being successfully released. The Release button is selected. Note the contract number on the header.?Purchasing Contract 7000000266StepAction56.The Release button is clicked.?Display Purchasing Contract 7000000266 StepActionSystem Status Bar Confirmation:?Display Purchasing Contract 7000000266StepAction57.The?Close?button is clicked.?Contract Management and 1 more page StepActionIn the Active Queries?section, All Central Contracts is selected and Refresh is clicked?to update the data. Note that the contract is now in Awaiting Approval status. The Approval tab is selected to view the approval process steps and approvers.58.The?Refresh?button is clicked.?Contract Management and 1 more page StepActionThe updated purchasing contract information is displayed. ?Contract Management and 1 more pageStepAction59.The?7000000266?field is clicked.?Contract Management and 1 more page StepActionTo view a list of Approval Steps and Approvers, the Approval tab is clicked.60.The Approvaltab is clicked.?Contract Management and 1 more page StepActionThe Approval steps and approvers are displayed.?Disclaimer?Alternative Format Statement This publication is available in alternative media upon request.??Statement of Non-Discrimination The University is committed to equal access to programs, facilities, admission, and employment for all persons. It is the policy of the University to maintain an environment free of harassment and free of discrimination against any person because of age, race, color, ancestry, national origin, religion, creed, service in uniformed services (as defined in state and federal law), veteran status, sex, sexual orientation, marital or family status, pregnancy, pregnancy-related conditions, physical or mental disability, gender, perceived gender, gender identity, genetic information, or political ideas. Discriminatory conduct and harassment, as well as sexual misconduct and relationship violence, violates the dignity of individuals, impedes the realization of the University’s educational mission, and will not be tolerated. Direct all inquiries regarding the nondiscrimination policy to Affirmative Action Office, The Pennsylvania State University, 328 Boucke Building, University Park, PA 16802-5901; Email: aao@psu.edu; Tel: 814-863-0471. ................
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