Logging On to iProcurement
Contents
1. Rev 4 25 05 Page 22 Office of Business amp Financial Affairs iProcurement User Manual Copying an Existing Storehouse Order You can copy a storehouse order that has already been submitted to save time creating a new one Once you copy an existing storehouse order you simply edit information as necessary and submit it Follow the steps below to copy a storehouse order From the Home Tab 1 The Requisitions at a Glance area of the Home Page shows the last five requisitions submitted To copy a requisition from this list click on the requisition number Requisit Description Creation Date Status 115055 consultant TERETANI In Process 115684 Paint Ac Oo 24 2003 In Process 115551 Computer E URAIS 2003 In Process 2 The requisition details display At the bottom of the screen under the list of items click the Copy to Cart button Items To view additional details for a line item click its View link Line EA Item Description Number Need By Unit Quantity Price Total USD gt View 1 Computer Equipment Dell laptop model 8734 10 11 2003 Each 2 agg 1 798 00 Total USD 1 798 00 Copy to Cart Cancel Withdraw 3 The items will be copied into a new shopping cart exactly as they appeared in the original requisition Edit the information as necessary and proceed to checkout as usual Rev 4 25 05 Page 23 Office of Business amp Financial Affairs iProcurement User Manual From the Req2. 1 Approver storehouse a Yes 18 You are now ready to submit your Storehouse order The requisition number that displays on this screen will show on the Storehouse Invoice If you want a hard copy of the order make a screen print by selecting File gt Print When ready click the Submit button Review and Submit Requisition Please review your requisitian carefully to verify that everything s OK Ready to complete this transaction Press the Submit button Submit Need to make corrections Use your browser s Gack button Requisition 113558 Total USD 4 59 a Rev 4 25 05 Page 17 Office of Business amp Financial Affairs iPre 19 A confirmation screen displays If you want to create additional Storehouse orders or purchase requisitions click on the Continue Shopping link or Home tab submit Confirmation Requisition 113567 has been submitted ta Approver Storehouse for approval To check on this requisition s status click the Requisition Status tab or look in Requisitions at a Glance on the Home page If you have any questions about your requisition please contact your Purchasing Department Continue Shopping Rev 4 25 05 Page 18 Office of Business amp Financial Affairs iProcurement User Manual Saving a Shopping Cart If you are creating a Storehouse order or requisition and you want to save your work and finish it later you can save the shopping cart 1 While in the shopping cart click the Sav
3. Page 10 Office of Business amp Financial Affairs iProcurement User Manual 5 Change the Quantity as desired The Supplier Name defaults to Storehouse and the Supplier Site stays blank oa amen New ee wear Total USD Supplier Site Supplier ED Z ae STOREHOUSE r 6 To continue shopping click the Return to Shopping link at the bottom left of the screen 7 In this example the next item on the Storehouse order is post it notes You can use wildcards to broaden your search if you re not sure how the item is listed in the catalog Search enose American English L Go 8 Select the item you want by clicking the checkbox in the Select column and click the Add to Cart button Search Results for post it _ AddtoCart Ascendin Filter Results or Sort by Mone 9 co Descending select All Clear All Post lt Notes Yellow 2 in MS erararspaeras Package 5 41 STOREHOUSE 40 0393 m Postlt Notes Yellow 3 in package 7 33 STOREHOUSE 40 0395 x 3 in Pkg of 12 Rev 4 25 05 Page 11 Office of Business amp Financial Affairs iProcurement User Manual Checkout Process 1 When you have all the items in your shopping cart and you have entered the desired quantities click the update link to see the Total USD Then click the Proceed to Checkout button at the bottom right corner of the screen shopping Cart Contents Line Item ltem Description Unit Quantity Price Tot
4. This is where the customer puts their own purchasing news items this is an HTML plugin Check Frequently Asked Questions Review Purchasing policies ZT To Do List l a OFr ready to Going away Click here to reassign To Do notifications while ot start JD you re out of the office SEL SLANT CA You have no open To Do notifications Just click a task in the Purchasing process flow and you re on your way 2 The bottom half of the home page displays the most recent requisitions you ve entered in order of creation date You can view more detail by clicking on the links under the Requisition and Status headings 113532 Storehouse 0103 2005 Approved 113526 Office Cha 12307 2002 Pre Approved BEREE storehouse A232002 Approved Uai my stuff 12202002 Cancelled Rev 4 25 05 Page 5 Office of Business amp Financial Affairs iProcurement User Manual Setting Up My Profile 3 The first step in using iProcurement is setting up default information under the tab My Profile This information will apply to all Storehouse orders and requisitions entered on the system Click on the My Profile tab 1 The delivery information already has the Need By Date and Requester Name filled in To fill in the Deliver To Location field click the Flashlight icon to do a search for location values Delivery Defaults The delivery values you enter will default during the Checkout process Need By Date Order Date 30
5. the Requisition Description field This description is only for your use it appears on the Home Page and Requisition Status screens to help you identify the order It does not appear on the electronic order the Storehouse receives If you prefer you can click on the link to use a default description Describe your requisition Requisition Description Art Dept Order Click here to automatically default the requisition description E this default 11 In the Note to Buyer field always enter a name and phone number of a contact person Enter other pertinent information you need the Storehouse to know if there are exceptions regarding the order such as Susie Jones will pick up the order on Friday Oct 24 at 3 00pm For your own information you can also enter specific information on where you want the items to be delivered within the building etc This will appear on the Storehouse invoice that is delivered with the order The Note to Approver field is not used Add notes and attachments Note to Buyer Contact Colleen Shields 767 3472 Deliver to Jane Smith Art Teacher Room 302 TITLE I REQUIREMENTS If using Title I funds also indicate in the Note to Approver field the purpose for the goods being purchased so the Title I staff can determine if this is an appropriate Title I expenditure A Title I Order Form does not need to be submitted for storehouse orders entered in iProcurement Rev 4 25 05 Page 15 Office
6. Days Requester Name Shields Colleen A Deliver To Location 2 In this example I m searching for Ames Elementary School so I enter ames amp and click the Go button Search Enter search criteria and press the Sqg button to find locates Search By Location Organization ames Rev 4 25 05 Page 6 Office of Business amp Financial Affairs iProcurement User Manual 3 The locations that match the search criteria display Click the Select button for the location you want as your default value Search Results Press the Select button to choose a location i ocation Organization e Select Ames Elem 65 4 The selected value fills in the Deliver To Location field and all delivery information is complete Delivery Defaults The delivery values you enter will default during the Checkout process Need By Date Order Date ho Days Requester Mame Shields Colleen a Deliver To Location ames Elem R 5 Enter the most commonly used budget codes as your Favorite Charge Accounts The Nickname field can be any text that would help you recognize that particular budget code Leave the G L Date field blank Click the Default button for the charge account you use most often Favorite Charge Accounts Define a list of frequently used farge accounts by specifying a nickname and the complete account combination Your favorites may be accessed during the checkout process If the syg
7. al USD Glue White Cream 4 oz Bottle Box of 12 Box E 3 72 55 50 Post lt Notes Yellow in x ain Pkg of 12 2 Package E 5 41 45 20 update Total USD 99 06 2 Delivery Information is the first step of the checkout process The Storehouse handles orders on a FCFS First Come First Serve basis so the Need By Date and Urgent requisition fields are ignored If this order is urgent call the Storehouse once you submit the order and give them the requisition number and other necessary details Enter Delivery Information Indicates a required field When do you need the items on your requisition C Urgent requisition Need By Date faz 4 2003 Example 04640720044 Rev 4 25 05 Page 12 Office of Business amp Financial Affairs iProcurement User Manual 3 The Requester defaults to the information in My Profile Who is requesting the items Requester Shields Colleen Jf 4 The Deliver To Location defaults to the information in My Profile Click on the Flashlight icon to select a different location when applicable NOTE All items on a Storehouse order must go to the same Deliver To Location If there are multiple locations you want items delivered to create a separate Storehouse order for each delivery location Where are the items going Deliver To Location Ames Elem f 5 The billing information will always be the default selections so just click the Continue button Ente
8. dering items that need to be charged to different budget codes create a separate order for each budget code Searching For Products 1 You can start shopping on the Home page by entering the item number or description in the Find a Product field or clicking the Storehouse Catalog link to browse for the item 2 You can also start shopping by clicking on the Shop tab and entering an item number or description in the Search field and clicking the Go button Home Catalogs Shopping Lists Non Catalog Request Search glue American English co Search Tips Rev 4 25 05 Page 9 Office of Business amp Financial Affairs iProcurement User Manual 3 The search results are listed in Supplier Item number order this is the Storehouse item number that you would see in the Storehouse catalog Select the item s you want by clicking the checkbox in the Select column then click the Add to Cart button search Results for glue ect item s and _ Addto Cart Ascendin Filter Results or Sortby lone Sans co Select All Clear All Glue White W Cream 4 oz Bottle Box 3 72 STOREHOUSE 01 0315 Box of 12 m S Fach 0 53 STOREHOUSE 01 0320 r Glue VWhite All Purpose Adhesive Galon 5 26 STOREHOUSE 13 0643 4 The contents of your shopping cart will display with a default quantity of 1 and the catalog price adi FEIL Th otal USL A d Box fi 3 72 E update Total USD 3 72 Rev 4 25 05
9. e Cart button save the tems in your cart and complete the checkout process at a later time Learn more 2 Enter a cart description and click the OK button Save Cart Enter a Cart Description and press the OK button when you re done Indicates a required field Cart Description Storehouse Order 15 gt OK Cancel l 4 3 You will receive a confirmation notice that the cart has been saved At this point you can log out of the system or proceed to other functions i Confirmation The shopping cart has been saved 4 To open the saved cart on the Home Page click the Shopping Cart icon in the top right corner of the screen Shopping Cart Rev 4 25 05 Page 19 Office of Business amp Financial Affairs iProcurement User Manual 5 Click on the Open Saved Cart link to display a list of all your saved carts shopping Cart Cont nts Your shopping cart is empty To put something in your shopping cart start by selecting the Shop tab or click the Return to Shopping link below You can also open a saved cart if you are ready to buy the items it contains Open Saved Cart 6 A list of Saved Carts displays where you can open or delete a cart To open or delete a cart click the button under the Select column and click the Open or Delete button on the right side of the screen Saved Carts Ready to buy the items in a saved cart Select a saved cart and press the Open button to move i
10. fem is unable to generate a charge account for the item s in your shopping cart the default favorite account will be used 1 O Consultant Fees TEE 2 C fTextbooks 21 f3 203 3 c BMGrant Ep e gt Rev 4 25 05 Page 7 Office of Business amp Financial Affairs iProcurement User Manual 6 Under Preferences you can change the format of how dates are displayed and the Result Set Size determines how many items display on a page as a result of a search Preferences Date Format MM OD RRAR Result Set Size fio 7 You can reset your password by typing the current password and a new password must be at least 6 characters and can contain letters numbers and special characters Reset Password Choose a password that is easy for you to remember but dificult for others to guess Username CSHIELDS Current Password New Password at least 6 characters Retype Password Apply Changes Clear Changes 8 When finished entering all information click the iea button 9 You ll receive a confirmation message You can then proceed to shop or log off My Profile i Confirmation Profile information has been updated Rev 4 25 05 Page 8 Office of Business amp Financial Affairs iProcurement User Manual Creating a Storehouse Order NOTE Storehouse orders can only include items that show Storehouse as the Supplier Allitems on a Storehouse order must be charged to the same budget code If you are or
11. iProcurement Instructions for Submitting Storehouse Orders Office of Business amp Financial Affairs Saint Paul Public Schools Office of Business amp Financial Affairs iProcurement User Manual Lose ine OM1O AP Re EE 3 Helpiul Hints o Usma IProcure ment eoria toirin e omnes lens ahead eee alee 4 PeROCULE MAC IN OMe TTT 5 SemS Ur MY eT T 6 Came RTL Orde TT 9 Searching For la e TT 9 Checkout S 12 Savine d STET C I aa NRT eer APS E nent Pre ee nner na Teer aye ner ny errr e 19 Favorites T Gis sorted tet coaeseaties cut esscaians E E send cee esoes en eee eens 21 Copying an Existing Storehouse Orders sse 23 From the Home K 2s iis tetra clvanavaseGrnvacd lanes abueel dearndisaueeeemtaels A 23 Prom the RCQUISIION SAIS Ta Dnne a e T E E EAEE 24 Rev 4 25 05 Page 2 Office of Business amp Financial Affairs iProcurement User Manual Logging On to iProcurement 1 Open Internet Explorer and go to the web address http adminapps spps org This is a web portal that allow you to access multiple systems from one location Click the Internet Procurement link 2 SPPS Adm 1Apps Microsoft Internet Explorer _ l x Fie Edit Y w Favorites Tools Help d bard sh amp A Qsearch Gyravorites C4 Gye 3 a a Address http adminapps spps org Z Go Links Saint Pe ul S PUBLIC SCHO LS Yv 4 E SI TT E Brem 2 Enter your username and password and click the Log On button 7 Please Log On Enter
12. nter the code Edit Charge Account Selected Line Item Line Item Description Unit Quantity Price USD Total USD 2 Post lt Notes Yellow 2 in x 3 in Pkg of 12 Package S 5 41 43 28 Choose a nickname from the favorite charge accounts intained in your personal profile to populate the charge acount information for the selected line item Press the OK button when you re finished Charge Account Nickname Fund Organization Program Finance Object Course G L Date o1 005 110 ooo 6401 0000 10 21 2003 Need to allocate the cost of this item to multiple charge accounts Click here to select multiple charge accounts ply this account to all requisition lines 8 Click thecheckbox next to Apply this account to all requisition lines then click the OK button Rev 4 25 05 Page 14 Office of Business amp Financial Affairs iProcurement User Manual 9 The budget code you selected will display next to each line item Click the Continue button at the bottom right corner of the screen Review Charge Accounts Click on a Charge Account link to edit or allocate the item cost to multiple accounts Line Item Description Unit Quantity Price Total USD Charge Account 1 Glue White Cream 4 oz Bottle Box of 12 Box 15 3 72 55 60 01 005 110 000 64010000 2 Post lt Notes Yellow 2 in x 3 in Pkg of 12 Package S 5 41 43 26 01 005 110 000 6401 0000 Total USD 99 08 10 Enter a description of your Storehouse order in
13. of Business amp Financial Affairs iProcurement User Manual 12 The Attachments feature is not used for Storehouse orders so click the Continue button Add Attachments Attention Io Continue 13 You need to add an approver so click the add approvers link Review Approver List amp Enter Justifications You do not have the authority to approve this requisition Since an Approval List was not created automatically you must add at least one approver before you can proceed Jem next esackout step Click here pprovers 14 Click the Flashlight icon to search for the Approver Name Review Approver List amp Enter Justifications Your requisition will be sent to the following list of approvers Approver List MEQUITER 15 For non Title I orders in the Employee Name field enter approver and click the Go button For Title I orders enter Mohs and click the Go button Search Enter search criteria and press the Go button to find approvers Employee Name approver Rev 4 25 05 Page 16 Office of Business amp Financial Affairs iProcurement User Manual 16 For non Title I orders click the Select button next to Approver Storehouse For Title I orders click the Select button next to Mohs Matthew P i Sele Approver storehouse 17 The Approver List will display the name you selected Click the Continue button Approver List Sequence Approver Name Required
14. r Billing Information Are the items taxable Taxable No Does this billing information apply to all items on your requisition Yes No billing information differs by item Continue Clear Checkout Changes and Return to Shopping Cart Rev 4 25 05 Page 13 Office of Business amp Financial Affairs iProcurement User Manual 6 If you don t have a default charge account set up in My Profile an Enter account link will display in the Charge Account column If you have a default selected that charge account will display as a link If you need to change the charge account click one of the links in the Charge Account column NOTE All items on a Storehouse order must be charged to the same budget code If you are ordering items that need to be charged to different budget codes create a separate order for each budget code Review Charge Accounts Click on a Charge Account link to edit or allocate the item cost to multiple accounts Line Item Description Unit Quantity Price Total USD harge Account 1 Glue White Cream 4 oz Bottle Box of 12 Box 15 372 55 60 01 005 110 000 6401 0000 2 Post lt Notes Yellow 2 in x 3 in Pkg of 12 Package S 5 41 43 46 01 005 110 000 6401 0000 Total USD 99 08 7 To change the charge account click the drop down arrow on the Nickname field and select the appropriate nickname If the budget code you need to enter isn t one of the selections click the Nickname None and e
15. ts items to your shoppings Previous 1 1 Shown of1 Next 113532 Storehouse Order 15 ness ees Rev 4 25 05 Page 20 Office of Business amp Financial Affairs iProcurement User Manual Favorites List You can create a Favorites List to allow quick selection of products you frequently order 1 To add items to your Favorites List you can use the search or browse features of the system When the desired items are displayed select them and click the Add to Favorites button Testing Pencils IR sharpened blue Each 14 40 STORENQUSE 40 0399 box l44 gross g abate Package 0 49 STOREHOUSE Qo o4o0 Package of 12 Pencil Marking Blue R GEE Package 440 STOREHOUSE 40 044 Select All Clear All si ice fae if ets Select item s and _ Addto Favorites 2 A screen will display confirming the items are now on the Favorites List At this point you can add these items to a shopping cart or proceed to other functions Items in My Favorites List _ Add to Cart Delete Sort by Supplier Ascending ea Descending Select All Clear All Previous 1 2 Shownof2 Next E Pencil No 2 Package of 12 Package 0 49 STOREHOUSE C Testing Pencils sharpened blue box 144 gross Each 14 40 STOREHOUSE Rev 4 25 05 Page 21 Office of Business amp Financial Affairs iProcurement User Manual 3 You can access your Favorites List on the Home page by clicking the link on the left side of the screen
16. uisition Status Tab 1 The Requisition Status page shows the last ten requisitions that were submitted To copy a requisition from this list select it by clicking the radio button in the Select column and then click the Copy to Cart button Last 10 Requisitigns f Copy to Cart _ Cancel 1 Withdraw _ Resubmit Need to change a rfquisition that s already been submitted for approval Withdraw it Learn more Sort by Cr ation Date C Ascending lL eo Descending Previous 1 3 Shown of3 Next consultant 1 250 00 09 24 2003 In Process 115864 Paint Acrylic Art Red Oxide 2 02 42 70 09 24 2003 In Process 115881 Computer Equipment Dell laptop model 6734 1 798 00 09 09 2003 In Process 2 If you want to view more requisitions than just the last ten at the top of the screen click the drop down arrow in the View field and select All My Requisitions Requisitions Notifications Rev 4 25 05 Page 24
17. your username and password Username Password forgot my password Indicates a required field Rev 4 25 05 Page 3 Office of Business amp Financial Affairs iProcurement User Manual Helpful Hints on Using iProcurement If a field has the Flashlight icon you must click on the flashlight to search for and select values for that field If you are adding items to a shopping cart or in the middle of the checkout process and you log off the system the record will disappear To avoid having to recreate the record save the shopping cart and then log off A Click the 3 button on the internet browser toolbar to go back to previous screens and make changes Budget codes are validated by the system the entire combination of 19 characters not each component such as fund object etc If an inactive code is entered you will receive an error message Rev 4 25 05 Page 4 Office of Business amp Financial Affairs iProcurement User Manual iProcurement Home Page 1 The iProcurement Home Page has information such as links to catalogs favorites list FAQ s and purchasing policies The Shop Requisition Status and My Profile tabs on the upper right side allow you to access functions quickly and easily ORACLE E S gt sas Shopping Cart 2 iProcurement _ UT iH Welcome Colleen Shields Purchasing News Internet Procurement March 6 2000 soco ZEW to
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