Using the Dell (Enhanced) e-Catalog Within SRM

1. Using the Dell (Enhanced) e-Catalog Within SRM

2. Introduction • These reference materials show specifically how to use the Dell • e-catalog to purchase computers and related items within the Supplier Relationship Management (SRM) system. • Departmental staff placing orders must first hold the SRM Shopper role and have the related tab within myUK. If needed, additional information is available on the Purchasing website at: http://www.uky.edu/Purchasing/SRM.htm • How-To Guide for Establishing Roles, including information on booking and taking the online curriculum to receive the Shopper tab in myUK. • Full SRM Shopper Training Guides • This Quick Reference Guide assumes the Shopper has already set their Personal Settings, including default delivery building. If assistance is needed with Personal Settings or other features beyond what is reflected here, you may find the larger Shopper training documents useful.

3. Who Uses the Dell e-Catalog The Dell e-catalog is used solely with the Supplier Relationship Management (SRM) system. Currently, all areas of campus use SRM as their procurement system with the exception of Hospital areas. Departments within these areas will continue to use the e-Buy site for Dell purchases. All other areas of campus should utilize the e-catalog through SRM for purchases of Dell products regardless of order amount. This includes items previously purchased through the e-Buy site utilizing procurement card.

4. Dell Lease Purchases • Some departments choose to purchase Dell computers through a lease program rather than direct purchase. Dell lease purchases are not executed within the Dell SRM e-catalog process. • Shoppers will enter a Free Text Shopping Cart in SRM for Purchasing to manually process a purchase order for leasing to Dell. • Create the cart as a one line reverse format and use 128613 as the vendor # on the Source of Supply tab. • Ensure all Dell quotes pertaining to the Lease Purchase are attached in the Notes and Attachments tab in the cart.

5. Overview – e-Catalog Order The Dell e-catalog offers the following options for ordering: Standard e-Catalog Orders: Shoppers can select items from Standard Configurations, Desktops & Workstations, Laptops, Servers, Networking, etc. Once items are selected, the Shopper can move forward with the purchase or save the order as an online E-quote for later retrieval and purchase. Custom Sales Quotes: Are used for special projects or orders of larger volume. Usually Custom Sales Quotes are utilized by centralized IT sectors of the University rather than individual departments.

6. Begin Shopping Cart from POWL 1. Start from the Shopper tab within myUK 2. Select Shopping Cart from Site Navigation to display the POWL 3. Click Create Shopping Cart

7. Default Settings: Set Values Two default values – Account Assignment and Delivery Address – are 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. 4. Click Set Values within Default Settings

8. Set Account Assignment (Optional) 5. Click Account Assignment

9. Set Account Assignment (Optional) 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 later within the Line Item Details. 6. Default Account Assignment Category is Cost Center. You can also select WBS Element from the dropdown if needed. 7. Enter the Cost Center or WBS Element number as applicable TIP: WBS Elements relate to grants.

10. Complete Delivery Address (Required) 8. Select the Delivery Address / Performance Location tab

11. Complete Delivery Address (Required) Delivery information flows in from Personal Settings and reflects your building addressonly. 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. 9. Complete contact person, floor, room, etc. Important: Be sure to enter the delivery information at Set Values. 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.

12. Setting an Alternate Delivery Building At the Shopper’s choosing, you can enter an alternate building for delivery on a cart-by-cart basis. After selecting the new building by building number, complete the section with contact person’s name and room and floor numbers. If desired, click the possible entries icon and select alternate building by speed sort number. Remember to add in the contact person, floor, and room number. Important: Remember to select replacement delivery addresses through the menu search based on building code. Do not freehand building information other than C/O, floor, and room.

13. Finish Header Values 10. Click OK to finish Set Values

14. Dell e-Catalog Order – Create 11. Click Add Item menu and select Dell Catalog. Shopper will transfer from SRM to Dell e-catalog.

15. Arrive at Dell Landing Page 12. Upon arrival at landing page, click Shop to navigate products menu. While on the e-catalog, click the Dell logo at any time to navigate back to the landing page.

16. Options for Standard Configurations 13. From the Shop menu, select desired category for needed item(s). University standard configurations are available, or Shopper may customize other products to meet their needs.

17. Options for Standard Configurations 14a. If standard configuration is needed, select items. Shopper can customize system(s) further or add directly to cart.

18. Options for Standard Configurations 14b. If customizing standard configuration(s), scroll through and choose additional options. 14c. Price will update to reflect additional options chosen. When finished selecting options, click Add to Cart. Note: Only click the Add to Cart button once

19. Options for Other Products 15a. For products beyond Standard Configurations, select items needed through the Shop products menu.

20. Options for Other Products If needed, use the refine search tool on the left to limit results 15b. As you located needed items, click Select to see more details.

21. Options for Other Products 15c. You can configure item(s) further, adding options as needed. Click Add to Cart if you want to purchase the basic model

22. Options for Other Products If customizing, review and select desired options. The price to the right will update as you select options. A notification will appear if you select options that are incompatible with each other. 15d. When complete, click Add to Cart Note: Only click the Add to Cart button once

23. Options for Other Products Cart will reflect items. Shopper may update quantities, or remove items. Estimated shipping date also appears. 16. To purchase items, click Create Order Requisition. You also may choose to Save as eQuote for later purchase

24. Complete Order and Checkout 17. Select shipping type desired. Expedited shipping is available for additional charge. 18. Set Trade Compliance indicator. Click Continue.

25. Complete Order and Checkout 19. Review final cart details 20. Click Submit Order Requisition to complete checkout

26. E-Catalog Items Return to SRM Shopping Cart All product info transfers to SRM Shopping Cart including description, quantity, price, UOM, and supplier name. Selected items from e-catalog transfer to the SRM Shopping Cart

27. Complete Header and Item Overview 21. 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. 22. Click Details to open bottom section.

28. E-Catalog Order – Details Section The 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.

29. E-Catalog Order – Account Assignment Account Assignment entries can be formed at the line item level within the bottom Item Details section. Remember: If you already set the Account Assignment Information within Set Values at the header level, you can bypass this section. 23. Select the Account Assignment Category (either cost center or WBS element). 24. Enter the cost center or WBS element number

30. E-Catalog Order – GL Account 25. 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. Note: If ordering a single item that is over $5000, a capital equipment GL must be assigned to that line item. A capital GL is prefixed with 55XXXX and can be selected from within the search function. If needed, you can click on the right side of the GL box to access a Possible Entries icon and search function.

31. E-Catalog Order – Line Item Notes 26. 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. TIP: Quotes are not required for standard e-catalog orders. Thus, quote attachments here are not applicable.

32. E-Catalog Order – Line Item Delivery Address Remember: If you set the Delivery Address information earlier within Set Values, you can bypass this section. If you omitted that step, the contact person, floor and room number will need entered manually for each line. Provided you entered the Delivery Address information earlier within the Set Values section, nothing needs entered here.

33. E-Catalog Shopping Cart – Check & Order 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. 27. Click Check to confirm whether errors exist 28. Click Order to finish

34. E-Catalog Shopping Cart – Complete Order 29. Click Close button to close window

35. What Happens Next? • Orders < $5000 do not require approval. SRM automatically transmits a purchase order once a cart is created and ordered. • Orders > $5000 move to Approver’s workflow. Upon approval, the purchase order is generated and transmitted to Dell. • The Shopper receives email confirmation from Dell upon receipt of purchase order. • Goods Confirmations are required for all Dell e-catalog orders. • Dell generates an electronic invoice and submits to Accounts Payable for payment. The Shopper receives an email message confirming when the invoice posts.

36. Creating and Receiving E-quotes

37. Generate E-quote After a Dell cart has been created within the e-catalog, the Shopper may opt to save as an E-quote to be purchased at a later date or by a different Shopper. Remember: Don’t click Create Order Requisition if you are opting to save as E-quote only. 1. Once you have placed items into your Shopping Cart within the e-catalog, click Save as E-quote

38. Complete Contact Information for E-quote 2. Complete e-quote basic info 3. Click Continue

39. Complete Contact Information for E-quote 4. Complete contact information 5. Click Save eQuote

40. Complete Contact Information for E-quote 6. Shopper receives confirmation screen with eQuote information… …along with email confirmation.

41. Retrieve E-quote To Place Order Shopper may access the E-quote at a later date to move forward with the purchase. After creating an SRM Shopping Cart and selecting Dell Catalog from the Add Item menu, the Shopper will arrive at the Dell landing page. 7. Click Quotes from the landing page

42. Retrieve E-quote 8. Enter the eQuote number 9. Click Find Quote

43. Retrieve E-quote eQuote items display for review 10. Click Create Order Requisition

44. Finalize Retrieved E-quote and Create Order 11. Review final contents of eQuote 12. Click Create Order Requisition Remember to set/edit shipping and trade compliance as needed

45. Retrieved e-Quote Items Return to SRM Shopping Cart Items from the saved E-quote return to the SRM Shopping Cart. Complete remaining entries as needed (Account Assignment, Notes, etc.), Check, and Order.

46. Creating Custom Sales Quote Orders

47. Custom Sales Quote • Custom Sales Quote is a feature that allows an SRM Shopper to retrieve a “Customized Sales-Generated Quote” and process it through the SRM Shopping Cart. • Custom Sales Quote can be utilized for the following: • One-off orders direct from the Dell sales team • Special projects not published in catalog • Custom Sales Quote is usually used by central IT sectors for highly customized systems or purchases of larger volumes.

48. Custom Sales Quote - First Step Custom Sales Quote starts with a request from the Dell sales representative. Email Michelle Thomas at: Michelle_M_Thomas@Dell.com to begin the process. Once completed the sales representative will forward the quote to the department via emailand will load the quote onto the Dell e-catalog. Note: Please advise the sales representative at the quote stage if you require shipping options other than standard delivery.

49. Place Order for Custom Sales Quote from e-Catalog Create an SRM Shopping Cart as normal. Select the Dell Catalog from the Add item Menu to arrive at the Dell e-catalog. 1. From the Dell e-catalog landing page, click Quotes link.

50. Locate Custom Sales Quote in e-Catalog 2. Enter the Custom Sales Quote number and the Customer Number from the sale representative 3. Click Find Quote