ePurchasing - User Manual
Contents
1. 5 Purchase request Ho Hot yet assigned Supplier mame Status Craft Contact person f si etri Diw ref Description Concept Concept name Quantity Un Pooo SUPPLIERSS P 11 SUPPLIERS4 Hone 012 SUPPLIERSS Hone 0013 SUPPLIERSS Hone 0014 SUPPLIERSS Hone 015 SUPPLIERSS Hone 016 SUPPLIERSS Hone Pood SUPPLIERSS 4 0020 SUPPLIER444 None The window closes Draft POO SUPPLIERSSS Carlos Padros automatically when a ape 00985 5 899 Ferran Martinez supplier iS selected by aj user can close directly E by the close button or Remarks the cross in the top Processing The windows can be moved dragging by the top gray frame like in a desktop system 12 30 Add division reference Division reference is an optional field designed to add specific information about the purchase requisition Click to insert a reference Supplier Ho Purchase request Ho Hot yet assigned Supplier name SUPPLIERSS Status Contact persan Walenti Exp delivery date Cost center and type it in the text To finalize nezer pir the action click Set value button Concept Concept name ein al Draft 0 00 EUR Request 0 00 EUR Processing 0 00 EUR Proposal Authorize Remarks 13 30 Add cost center Fach order requisition vvill attributes to one cost center and2. 20080008 5 My Requisitions Reg No Description 20080001 SAP B1 Licenses 20080002 Test currency s My Tasks beamlines news events t yrs F ci A industry Status Draft Proveedor Status Waiting to Import Proveedor1 Crested BP 1 Status Tracker view with drafts on going requisitions and tasks sections Suppli er Name Supplier Name Supplier Name 7 30 s MIS Requisition Date 03 05 2008 08 51 Requisiti on Date En gt El eb cb Page Tools ste map accessen contac TS ePurchasing Requisition Remarks Requisi tion Remarks 05 05 2008 11 00 Remember delivery to warehouse 05 05 2008 18 18 _Requisition Date __Requisition Remarks Fu CELLES memt k m My Drafts section The draft section shovvs the drafts that are created by the user or by another user to this one An order that is in draft status can be modified or deleted by the requestor user To view an order requisition click on the Reg No of the order e g click on 20080006 first column Open requisition My Drafts Requisition Date 008000 r roveedor 03 05 2008 08 51 Clone requisition User can clone an order requisition to create a new one with the same content Order requisitions in this section always are in Draft status and the requestor user can modify it My Requisitions section This sections shows the ongo
3. EUR 51 IVA soportado al4 x 5 80 EUR Total before TAX i ine edition TAX Total payment due Update order purchase Update Click the edit button to modify the current line and click Update item to apply the changes 26 30 Editable requisition view modifying line and il The changes appear marked in green color but not become effective until the Update button is pressed Add file To commit all the changes click the Update button If not all changes will lost 2 30 Editable requisition view deleting line To delete any requisition line click the l button show it below and confirm the action Supplier No P0018 AA Purchase request No 20080013 Supplier name SUPPL ER35 Status Created Cortact person Valenti Exp delivery date 34 07 2008 Cost center Computing Computing Material m user2 22 07 2008 User Login Action date Approval comments and answers Comment for next approver Div ref P1 m Non ordinal payment date iz La pagina en http misO1 cells es dice Description Type a description about the r ve Payment type Transters Justification n Are you sure to delete the row Quantity Un Price TAX Code TAX 20 Total LC tem Details D ser1 user Ki yid m Draft Total before TAX 5 80 EUR Comn nts for approve or reject the purchase Request m TAX 0 23 EUR Processing mA Total payment due 6 03 EUR Proposal Update order
4. aren t mandatory because they are fixed by the cost center configuration But you can modify their choosing one different Supplier Ho Supplier name SUPPLIERSS Contact person Walenti Cost center Diw ref prowa ii Description Type a description about the r Concept Concept name Quantity UniPrice TAX useri cells es Press 5 books and 100 580 EUR uzarz cells es other publications users icells es uze liz as use ra ce lz as usetiacells es 1 0023 w Draft Request Processing Proposal Authorize Remarks 18 30 Add the proposal user Adding a Proposal user is required to complete the purchase requisition and the Proposal user is fixed by the cost center In fact is who proposes the purchase requisition and who sign it in first instance The proposal user is fixed by the cost center configuration and its mandatory to choose one Use the button and the users finder screen Supplier Ho Supplier name SUPPLIERSS Contact person Walenti Cost center Diw ref prowa Search Description Type a description about the r Concept Concept name Quantity Un Price TAX useri cells es 4 002 Press uu books and 4 00 230 EUR user ica lz ez other publications users cells az uze liz as use ra ce lz as usertiacells es Ki Draft Request Processing Proposal Authorize Remarks 19 30 Save the draft The draft can be saved before
5. Computing Division MIS Section ePurchasing User s Manual Manual Last modification 15 05 2008 Table of contents lab Ol COMICS cama aa daa ad da dus 2 MOFSIONS abba b 3 H dLUC O H RS nn en 4 Stad Ne application da a ba ee a 5 Meni Dairesine ol l ab r 6 n 1500 a o S 7 M Y Drane CO LL ne code tou 8 My REQUISITIONS a 8 NIV TASKS Colin al sa de et ete 9 VIEW 111 daa paya a ba di 10 New OTOerTedlisikonu N 11 Add a sl bbl ek ob ad 12 AGO diyisiohi 13 AOC 5st aaa eae 14 Add description for the order requisifion 15 Add the expected delivery date VU 16 Add an order requisition line 17 Modifying the requests and processing User 18 Add the pfobosal US CL x ladan ns sd 19 Save ie d allec POD 20 Save and send directly the order requisition 21 Created requisition view sise 22 Editable requisition view document attachment 23 Editable requisition view document attachment II 24 Editable requisition view document attachment and Ill 25 Editable requisition view modifyi
6. Draft Request Processing Proposal Authorize Remarks Purchase request Ho Hot yet assigned Status Craft Computing Material Hon ordinal payment date 5 80 EUR TAR 0 235 EUR Total payment due 6 03 EUR Save Save Save and send To save and send to next approver the draft click button Save and send Created requisition viev Once the draft is completed a new order requisition becomes with the created status If the draft and request user are the same the application apply an optimization in the approval path and mark the order requisition as created If the draft and request user are not the same the request user must approve it to continue 22 30 Editable requisition viev document attachment 1 To attach any file to the purchase requisition first click the Add file and after click the Select button in order to open the selection file window Now you can select the desired file to attach in the purchase requisition Supplier No P0018 Purchase request No 20080013 User Login Actiondste Approval comments and answers Supplier name SUPPLIER35 Status Contact person Valenti Exp delivery date 31 07 2008 14 Cost center Computing sf Computing Material m user2 22 07 2008 Comment for next approver Div ref P1 220 Non ordinal payment date Canann Description Type a description about the r one Payment type Transfers Justific
7. action area 10 30 Nevv order requisition To add a new order requisition there are few mandatory fields to add a new order requisition These are the yellow fields note that the order line requisition is painted in other yellow scale because isn t mandatory Supplier Ho Supplier name Contact person Cost center Di ref Description Concept Concept name Quantity Un Price Draft Request Processing Proposal Authorize Remarks TAX Code Purchase request Ho Status Exp delivery date Hot yet assigned Draft Computing Material mi Non ordinal payment date Payment type Justification TAX So Total LE Description 0 00 EUR 0 00 EUR 0 00 EUR Total before TAX TAX Total payment due Save Save Save and send Save and send To fill the different boxes use the button on the right of each textbox or below in case of order lines requisition When a user clicks on a button a little screen appears to do the specific action most of cases selects a value from a list and other cases type a text 11 30 Add a supplier Suppliers must be defined in the SAP system by administration people f doesn t find a supplier please contact with administration to add it in the SAP system and select clicking a supplier from Click t lect li the list The list window had a box to 7 5 filter supplier by any field Supplier Ho OO
8. ation Hem tem Description Quantity Un Price TAX Cod gi Fonoz a bocksand 100 5 80 EUR other publications My Computer a My Network Places File name Attachment 1 xls Files of type Add file l l Choose file and Add file option submit screens 23 30 Editable requisition viev document attachment il After the file selection click the Submit button to send it to the server side Once selected submit it 24 30 Editable requisition view document attachment and ill Each submitted file can be viewed in a different browser screen clicking the corresponding icon in the attachments area To known the file name move the pointer to over the icon and wait a second until appear a label with the filename Add file File icon to view download it 25 30 Editable requisition viev modifying line 1 To modify any requisition line click the button show it below and modify any field in the line detail window and click the Update item button P0018 ti urc 20080013 SUPPLIER35 Status Created erson Valenti Exp delivery date 31 07 2008 Computing Computing Material PA Non ordinal payment date Type a description about the r Payment type Transfers Justification tem tem Description Quantity Un Price TAX Code TAX 90 Total LC tem Details niora aa te EL 4 00 5 80 EUR s1 ama aa e ee e ab apaclal other publications edition 5 80 EUR
9. ent due 0 00 EUR Proposal Save 5 Authorize Save and send Save and send Remarks 15 30 Add the expected delivery date The purchase requisition system needs an expected delivery date or a date closer to the expected delivery date Click to select the expected delivery date 16 30 Add an order requisition line Add lines to an order requisition are very simple Click the button showed below and fill the information Known the rest can be filled by you later or by the processing user Click the button to open the window User fills data that knows the rest of to add the line information data could be filled by the processing user Supplier Ho Supplier name SUPA Contact person WA izi Cost center A00023 Press magazines books and other publigations Diw ref prowa iz Description Type a description n Description Press magazines k Gncept Concept name Quantity 1 00 El Price 2 90 EUR F E 2 Draft User 2 0 00 EUR Request User LinuxHagas ine 100 special edition 0 00 EUR Processing 0 00 EUR Proposal Details Authorize Remarks ai Add item 17 30 Modifying the requests and processing user To add a new purchase requisition only is required the Proposal user The other users are automatically filled by the system But the user can force the system to select the Requestor or the Processing user Request and processing users
10. ing order requisitions created or and requested by the user Order requisitions in this section can be viewed or cloned like last section Open requisition Requisitions Peyro Description Status Reguisifion Date Reguisition Remarks 20080001 SAP B1 Licenses Waiting to Import Proveedor1 05 05 2008 11 00 Remember delivery to warehouse 20080002 Test currency Created BP 1 05 05 2008 18 18 Clone requisition Order requisitions in this section always are in a valid status Created Checked Confirmed Computing Confirmed Waiting to Import or Imported and user can t modify it only cost center assistants if the current status needs their approval 8 30 My Tasks section This sections shows order requisitions that need an action from you This is order requisitions that need your validation or checking if you re a cost center assistant Open requisition Status Supplier Name Requisition Date QI Test order Checked Leoni Temco ltd 16 05 2008 12 13 Clone requisition Usually a user with a task only should open the order requisition check it and confirm or not This is a 9 seconds action faster simple and paperless authorization 9 30 Vievv order requisitions The screen to view an order requisition is divided in four areas and each area can be visible depends the status of the order requisition and the role of the user Order requisition area Approval path area Attachments area Approval
11. is the assistant of the cost center where the orders will be imputes The proposal user is the user that proposes the requisition and usually is a section head but can be another user Finally the authorize user is the responsible of the cost center usually the division head Three of these users are known by the application the creator and the assistant and authorize by the cost center 4 30 Start the application The ePurchasing application is hosted in the Intranet server in the MIS Application folder Inside it you can find the CEPS link This link opens the ePurchasing application This application works together with the CELLS Passport application that verifies the virtual passport of each user to grant or deny the access to any area of the application MIS Applications CELLS Windows Internet Explorer 1 https www cells es Intranet MISApps File Edit View Favorites Tools Help ve vis Applications CELLS SI LOD SR 7 a b 2 ae z r ER de Synchrotron Light Facility ewes my favorites MIS Applications MIS Applications Applications developped by the MIS section 3 Newcomer Sys by Webmaster last modified 2007 03 06 11 52 A Monitor and manage newcomers procedure igat Pools b ebmaster last modified 2006 05 19 08 54 Book a shared item from one specific pool 4 ET n navi Oo C3 CCMS CELLS Contract Management Sy
12. ng line 26 Editable requisition view modifying line and l 27 Editable requisition view deleting line 28 PAD DIOVE 29 F C CCLDTOCESS a a a Lee ani 30 2 30 Versions Version Author Date dd mm yyyy Comments 1 0 Oscar Sanchez 15 05 2008 First version Montaner 3 30 Introduction ePurchasing is web based paperless intranet application that allows users to do purchase requisitions and track it during all the approval process In the other hand the application helps to people that are responsible of any step in the approval path of a requisition to accept it or rejects by our intranet The ePurchasing application works together a SAP BO system The application works together a workflow approval process developed for this application It means that an order had information about who are the creator and the people that can do an action over it This information follows the order for the rest of its lifecycle Usually the creator of the requisition order and the requestor will be the same person but the application allows that a user creates a requisition for other user that is the requestor Other people that are allowed to do an action are processing user proposal user and authorize user The processing user usually
13. purchase Update Authorize Remarks Add file Accept To delete a line click the delete button and accept the action 28 30 Approve process For approving any step in the approval path the current user only needs to add a comment for the next approver click the Accept button and confirm the action 4 Add file Add a message for the next approver click Accept and confirm the action 29 30 Reject process For rejecting any step in the approval path the current user only needs to add a comment for the previous approver click the Reject button and confirm the action Add a message for the previous approver click Reject and confirm the action 30 30
14. select clicking a supplier from i he list Click to select a cost center the list Supplier Ho Supplier name SUPPLIERSS Contact person Walenti Cost center 77 Diw ref Description ACEGHR Accelerator General ACEMAC Accelerators Administration Concept Concept name Quantity Un Price TAX C DIR Director ENG Engineering ENGALM Engineering Warehouse EXPAES Experiment Special Actions EXPGHR Experiments Experiments SAC Draft User 2151 CETOrE AA EREE CIF Request User TAX 0 00 EUR Processing Total payment due 0 00 EUR ave 5 Authorize Save and send Save and send Remarks Usually cost center is related to a division If you have any question about the cost center please contact with the administration assistant of your division 14 30 Add description for the order requisition The description not will appear in the future purchase order only is text file to put something that describes in a few words the requisition to locate it in an easy way Click to insert a description and type it in the text box To finalize the action click Set value button Supplier Ho Supplier name SUPPLIERSS Contact person Walenti Cost center Diw ref prowa Description Concept Concept name ype a description ab requisition to find it gf Description Set value Draft 0 00 EUR Request 0 00 EUR Processing Total paym
15. sending it to the approval process to modifying later The only fields that are mandatory to Save or to Send are the yellow fields A saved purchase requisition will be appears as a draft in the drafts sections in the main page Supplier Ho POOW O Xcbc o _ Purchase request Ho Hot yet assigned Supplier name SUPPLIERS Status Dratt Diw ref prowa Hon ordinal payment date Description Type a description about the r d Payment type Transfers Justification Concept Concept name Quantity Un Price TAX Code TAX Ml Total LC Description Press magazines books and Linuxhlaqazine 100 special 1 AOO 23 ux 1 00 5 60 EUR 51 n 5 80 EUR other publications ition Draft Total before TAX 5 80 EUR Request TAX 0 23 EUR Processing Total payment due 6 03 EUR Proposal Authorize Save Save and send Save and send Remarks To save the draft for modify it later click the Save button And the current requisition will appear in the My drafts menu section in the main screen 20 30 Save and send directly the order requisition To fill a new purchase requisition and send it directly to the approval path click the button Save and send and fill the comment for the next approver Supplier Ho Supplier name SUPPLIERSS Contact person Walenti Cost center Diw ref Description Concept Concept name Fress magazines bo 023 other publications Comment 21
16. stem ve 3 _CCDB CELLS Cable Database ePurchasing application link 00 0 MIS Applications 001U00000p0vu B 1 Tal rteme 4 100 All the application complies with the MIS style rules This means that all the applications developed by MIS follow the same rules and styles to help and save time to users in the application learning process One basic rule to remember is not colorized field aren t mandatory yellow fields are mandatory Colour blind people yellow this colour 5 30 Menu bar The bar had three different tabs for three different porpoises First the Home tab that at the moment only had a sub item for going to the main screen Reguisitions Orders Second tab had a sub item to creating a new purchase requisition Home Orders And the third tab had a sub item to seeing all the real orders accepted requisitions that have been stored in the SAP system Home Requisitions 6 30 Main Screen The main screen shows a view with all the information that a user needs to do a fast tracking of his orders or to see the task that the user must do over any requisition 2 ceps CELLS Windows Internet Explorer www cels es intranet MISApps cepsy index html File Edit view Favorites Tools Help wr Gceps ceus Synchrotron Light Facitity divisions you are here gt ceps un Requisitions Orders 5 My Drafts Req
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