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We are using audio during this session, so please dial in to our conference line… Phone number: 877-322-9648 Participant code: 182500. FastFacts Feature Presentation. March 27 th , 2008. Today’s Topic. We’ll be taking a look at…

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fastfacts feature presentation

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

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

FastFactsFeature Presentation

March 27th, 2008

today s topic
Today’s Topic
  • We’ll be taking a look at…
    • Using HopkinsSelect eMarketplace to submit an order to Dell
today s presenter
Today’s Presenter
  • Dana HoganSourcing Specialist for the Johns Hopkins University
session segments
Session Segments
  • Presentation
    • Dana will show you how to create a Dell order with an E-Quote using eMarketplace.
    • During her presentation, your phone will be muted.
  • Q&A
    • After 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.
contact us
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: fastfacts@jhu.edu
  • You can also send us an instant message!
    • GoogleTalk – HopkinsFastFacts@gmail.com
    • AOL Instant Messenger – HopkinsFastFacts
    • MSN – FastFacts@jhu.edu
survey
Survey
  • Survey
    • At 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.
agenda
Agenda

Today we will cover …

  • How to create a Dell E-Quote
    • Creating a new Dell Premier Profile
    • Using an existing Dell Premier Profile
    • Creating a Dell E-Quote
agenda1
Agenda

Today we will cover …

  • Using the information from the E-Quote to create an order for Dell in eMarketplace
    • Shopping cart settings
    • Create an order for Dell
    • Using eMarketplace
    • Using the Dell eMarketplace catalog
    • Items in the shopping cart
    • Cost Assignment
    • Important information
    • Completing the Dell order
    • Shopping cart status
agenda2
Agenda

Today we will cover …

  • Approving the shopping cart
  • Processing a Goods Receipt
creating a new dell premier profile
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.
creating a new dell premier profile1
Creating a New Dell Premier Profile
  • Enter required information and click Submit.
using an existing dell premier profile
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.
creating a dell e quote
Creating a Dell E-Quote
  • As you shop, click Add to Cart for each item you would like to save in an E-Quote.
creating a dell e quote1
Creating a Dell E-Quote
  • Once you have added all desired products to your cart, click Proceed to Cart & Checkout or click on My Cart.
creating a dell e quote2
Creating a Dell E-Quote
  • View the cart and click on Save as E-Quote.
creating a dell e quote3
Creating a Dell E-Quote
  • Finalize the E-Quote by completing all required fields (marked with an *asterisk).
  • Click Continue.
creating a dell e quote4
Creating a Dell E-Quote
  • To 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.
creating a dell e quote5
Creating a Dell E-Quote
  • To 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.
creating a dell e quote6
Creating a Dell E-Quote
  • Information for the SAP SRM Requisitioner:
    • E-Quote number
    • E-mail address on the E-Quote
creating a dell e quote7
Creating a Dell E-Quote
  • A 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.
slide24
The delivery information in the SRM Requisitioner’s Settings tab will be entered on the Purchase Order.

Shopping Cart Settings

slide25
The Requisitioner should verify the delivery information for the Dell order.

Address Data:

Building

Room Number

Floor

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

Shopping Cart Settings

slide26
The Requisitioner should verify the delivery information for the Dell order.

Attributes:

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

Shopping Cart Settings

slide27
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.

Shopping Cart Settings

slide28
Select the radio button to the left of your delivery address code.

Click the Save button.

Shopping Cart Settings

slide29
Click the Go Shopping tab at the top of the SAP portal screen.

Click Shop

Select HopkinsSelect eMarketplace

Create an Order for Dell

slide31
The following Profile information is required for first-time eMarketplace users.

First Name

Last Name

Phone Number

E-mail Address

Using eMarketplace

slide32
Click Save to save your profile.

Click product search to get to the Dell punch-out catalog.

Using eMarketplace

slide34
Click E-Quotes to access the E-Quote that was created in http://premier.dell.com.

Using the Dell eMarketplace Catalog

slide35
Enter the E-mail address that is on the Dell E-Quote.

Click Retrieve E-Quote.

Using the Dell eMarketplace Catalog

slide36
Click on the E-Quote Number or click the button under Create Order Requisition for that E-Quote.

Using the Dell eMarketplace Catalog

slide37
You may add itemsor change the quantities as needed.

Click Create Order Requisition when the order is complete.

Using the Dell eMarketplace Catalog

slide38
Shipping Information

Click the radio buttonfor the preferreddelivery method.

Click the radio buttonfor tax-exempt.

Click the appropriatetrade complianceradio button for this order.

Click Continue.

Using the Dell eMarketplace Catalog

slide39
Verify and Submit Order

Review the items on the order.

Scroll to the bottomof the page.

Click Submit Order Requisition.

Using the Dell eMarketplace Catalog

slide40
Click Transfer Items to SAP Cart.

Using the Dell eMarketplace Catalog

slide41
Items in Shopping Cart

The 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.

Items in the Shopping Cart

slide42
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.

Cost Assignment

slide43
To 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.

Cost Assignment

slide44
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.

Important Information

slide45
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 Name

c/o (This field does not print on any POs.)

Important Information

slide46
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.

Completing the Dell Order

slide47
Click 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.

Completing the Dell Order

slide49
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.

Shopping Cart Status

slide50
If the status in Follow-on Documents is Awaiting Approval, click Approval to see the Approvers for the order.

Shopping Cart Status

slide51
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.

Shopping Cart Status

slide53
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.

Approving the Shopping Cart

slide54
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.

Approving the Shopping Cart

slide55
Approvers may see additional information for each item by clicking the Details button.

Click the Change button to change information (i.e., delivery date).

Approving the Shopping Cart

slide56
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.

Approving the Shopping Cart

slide58
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.

Processing a Goods Receipt

slide59
Processing 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.

Processing a Goods Receipt

slide60
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

Processing a Goods Receipt

in summary
In Summary

To order from Dell using eMarketplace:

  • Create an E-Quote.
  • Use the E-Quote to create an order for Dell in eMarketplace.
  • Approve the items in the cart to send the PO to Dell.
  • Process a Goods Receipt when the goods are received.
thank you
Thank You!
  • Thank you for listening.
  • We hope this information will be helpful.
slide63
Q&A
  • We’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.
new courses
New Courses
  • Introduction to Business Warehouse
    • http://training.jhu.edu
thank you1
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: fastfacts@jhu.edu
  • To download this presentation, please go to: http://www.hopkinsfastfacts.org
survey1
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!