Use a Free Text item to only order items not available from a Supplier Catalog.

1. SAP SRM – Shopper Quick Reference Card • What products or servicesare you buying? • - the quantity of each • - requested delivery date • What Product Category? • - formerly “Commodity Code" • What Cost Objects will you charge to? • - Cost center • - WBS Element • - Internal Order • Click the Procurementtab in the navigation bar • Click the Personalization link • Click the Attribute drop down menu • Select the Attribute you would like to assign default values for • Click the Edit button • Click Add Line button • Click within the Value field and use the pop-up search tool to browse for your attribute • Click the Standard radio button • Click Save button • (These attributes will affect all lines in cart) Before You Begin Items that require your attention Check on the status of any cart you created. Internal Service Requests Set your default attributes like cost center and delivery location Click here to begin shopping Personalization • Search Hosted Catalogs • Browse Punchout Catalogs • Create Free-Text Carts • Shopping Cart Templates Appear Here • Carts you saved but did not order also here • Think of this as your “rough draft” area Helpful Tips Keep This In Mind When Choosing a Vendor • Use a Free Text item to only order items not available from a Supplier Catalog. • The Product Category is important because it determines the G/L Account, so try to select the correct one. • TheProduct Categorydefaults to 999999 and MUST be changed when creating cart. • If the dollar value of the free-text shopping cart exceeds $1000,then a Sourcing and Procurement Buyer will need to approve it. • Do NOTcombine Free Text and Catalog items in the same Shopping Cart. • Remember to use the Checkbutton to check for any errors. • A 20 min. idle time limit – remember to save before you leave your desk. • Do NOT put a supplier for a limit order, or it changes to standard PO. USE DO NOT USE Details to Look For Send a Note to the Buyer or Supplier Quantity Units of Measure Model Name Always Assign a new value Unit Price Requested Delivery Date Manufacturer #, Part # or Item #

2. Modifying a Cart Modifying a Cart (Continued) Creating a Cart • Assigning a Vendor/Changing a Vendor • Click the line item Details button in shopping cart view • Click the Sources of Supply/Service Agents tab • Click the pop up search tool1button in the Supplierfield • Use two wildcards2to search for your vendor in the Name 1 field • Click Start Search • Select your desired supplier and click OK • Click the Assign Supplier button • (Click Remove Assigned Supplier button and repeat process to change vendor) • Assigning Item Data • Click the line item Details button in shopping cart view • Click the Item Data tab • Input a model name in the Descriptionfield • Click the pop-up search tool1 button to assign a Product Category number • Use two wildcards2 to search for a Product Category in the Descriptionfield • Input a model number in the Supplier Product Number field • Assign an Order Quantity • Use the pop-up search tool1 button to assign a unit of measure • Assign unit price under Price/Currency • Assign a requested Delivery Date • Assigning Account to Charge • Click the line item Details button in shopping cart view • Click the Account Assignment tab • Click on the Account Assignment category dropdown arrow and select the Cost Object Type • Input the Cost Object in the Assign Number field • Click Save button to save your work • Click Edit Cart to continue working • Adding Notes and Attachments • Click the line item Detailsbutton in shopping cart view • Click the Notes and Attachments tab • Click Supplier Text to send a note to the vendor • Click Internal Note to send a note to the buyer • Uploading Attachments • Click the line item Details button in shopping cart view • Click the Add Attachment button to access the Attachment Browser pop-up tool1 • Click the Browsebutton to find and upload your file • Assign a file name in the Descriptionfield • Click OK • Setting Delivery Location • Click the line item Details button in shopping cart view • Click Delivery Address/Performance Location • Click Resetbutton • Click the pop up search tool button1in the Namefield to access delivery address search • Use two wildcards2to search for street name in the street field • Click Start Search • Select the desired delivery address and click the OKbutton • Assign end user name in the Additional Name field • Assign a Phone Number • Assign an Email Address • Assign a Roomnumber and Floor number • 1pop up search tool • 2see How to Use a Wildcard section • Hosted Catalog Items • Click the Procurementtab in the navigation bar • Click Place and Manage Orders in the Detailed Navigation menu • Click 4 Step Shopping in the Servicesmenu listed under Create Document category • Click Terrier Marketplace link • Or Browse by Supplier, Category, etc. • Click Add to Cart button • Click Check Out link • Click Savebutton to save your work • Click Edit Cart to continue working • Follow Modifying a Cart instructions that follow • Punchout Catalog Items • Click the Procurementtab in the navigation bar • Click Place and Manage Orders in the Detailed Navigation menu • Click 4 Step Shopping in the Servicesmenu • Click on a punch-out catalog in the Browse parameter • Add desired items and click Check Out • Click Save button to save your work • Click Edit Cart to continue working • Follow Modifying a Cart instructions that follow • Non-Catalog Items • Click the Procurementtab in the navigation bar • Click Place and Manage Orders in the Detailed Navigation menu • Click 4 Step Shopping in the Servicesmenu • Click “Describe what you need” • Input a description for the first line item in the Description • Click OK • Click Save button to save your work • Click Edit Cart to continue working • Follow Modifying a Cart instructions that follow • Go to Sourcing webpage to see active SRM-Suppliers: http://www.bu.edu/sourcing/preferred-suppliers2/ • If your intended supplier is not on the list, please add an Internal Note on your free-text shopping cart • Revised 7-15-11 Tracking an Order • Finding an Order • Click the Procurementtab in the navigation bar • Click Awaiting Approval link in the Active Queries section • Click on the cart number hyperlink • Viewing Approval Status and History • Once you have found your order, click on the Approval Process Overview tab in the Detailsview of your cart • Confirming Order Placement • Once you have found your order, click on the Related Documents tab in the Detailsview of your cart • If a PO has been generated for your cart, it will show in the Backend Document Number column Canceling an Order • Cancelling a Cart Awaiting Approval • Click the Procurementtab in the navigation bar • Click Awaiting Approval link in the Active Queries section • Highlight the line items you would like to cancel • Click the Deletebutton Looking for a vendor in SAP? 2How to Use a Wildcard Search Wildcard Usage This is what a wildcard looks like this: * This is what two wildcards look like: ** This is how you can use two wildcards: *Apple*, *Computer*, *Visual*, *Dell* • Contact IT Help Center • Charles River Campusithelp@bu.edu | 617-353-4357 • Medical Campusbumchelp@bu.edu | 617-638-5914 • ApprovalMapping Questions? • Contact your SAP Readiness leader Looking for Help?