Guide to Using Fisher Scientific Punch-Out Catalog in SRM System
Learn how to effectively utilize the Fisher Scientific punch-out catalog in the Supplier Relationship Management (SRM) system for purchasing laboratory supplies. This guide covers setting up roles, accessing the catalog, ordering procedures, and tips for procurement within the SRM system at the University of Kentucky.
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Using the SRM Fisher Scientific Punch-out Catalog
Introduction These reference materials show specifically how to use the Fisher Scientific punch-out catalog to purchase laboratory supplies 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 SRM 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. If assistance is needed with Personal Settings or other features beyond what is reflected here, you may find the larger Shopper training documents to be useful. 2
Who Uses the Fisher Scientific Punch-Out Catalog The Fisher Scientific punch-out catalog is used solely with the Supplier Relationship Management (SRM) system. All areas of campus use SRM as their procurement system with the exception of Hospital areas. All areas of the academic campus are to utilize the punch-out catalog through SRM for purchases of Fisher Scientific items regardless of order amount. This includes items previously purchased utilizing procurement card. The punch-out catalog contains products and manufacturer lines exclusive to Fisher Scientific. The Fisher Scientific catalog contains information on products beyond the exclusive items list; Fisher has assigned a text line to those items as not being available through the punch-out. Standard freight for Fisher products from their distribution points is free. There are additional charges for direct supplier shipments, dry ice, and haz- mat items. 3
What If I Need Other Products from Fisher Scientific? If a department has a need for products from Fisher Scientific beyond those listed within the punch-out catalog, the Shopper can submit a Free Text Shopping Cart for the purchase. The department can request a quote from a Fisher Scientific sales representative and attach it to the Free Text Shopping Cart. If needed, steps for completing Free Text Shopping Carts can be found on the Purchasing website at: http://www.uky.edu/Purchasing/SRM.htm. Free Text carts should be created independently from punch-out catalog carts. 4
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 5
Set Header Values Two Header values Account Assignment and Delivery Address can be 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. 4. Click Set Values within Default Settings 6
Set Account Assignment (Header Level) 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 Line Item Details. 5. Default Account Assignment Category is Cost Center. You can also select WBS Element from the dropdown if needed. 6. Enter the Cost Center or WBS Element number as applicable TIP: A WBS Element relates to grants. 7
Set Delivery Room/Floor 7. Select the Delivery Address / Performance Location tab 8
Set Delivery Room/Floor Delivery information flows in from Personal Settings and reflects your building address only. 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 into the cart. Important: Be sure to enter this delivery information at the header level. 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. 8. Complete contact person, floor, room, etc. 9
Setting an Alternate Delivery Building At the Shopper s choosing, you can enter an alternate building for delivery on a cart-by-cart basis. See Appendix at the end of this reference guide for step-by-step instructions. If needed, follow instructions within Appendix section of this reference guide. Important: Do not freeform building delivery information into the fields. 10
Select Fisher Scientific Catalog from Add Item Menu Punch-out catalog items are ordered through the Add Item dropdown menu. 10. Click Add Item and select Fisher Scientific catalog. Shopper will be transferred from SRM to the Fisher Scientific punch-out site. 11
Fisher Scientific Punch-out Landing Page Welcome Account Name reflects University of Kentucky Welcome message confirms entry onto landing page Note: Punch-out orders will time out after several minutes of inactivity. It is a good idea to move through the shopping process expeditiously and in one sitting. 12
Fisher Scientific Punch-out Landing Page Navigation Upon arrival at the punch-out site, utilize the Search feature to locate equipment or supplies you need to order. TIP: If needed for navigation while on the punch-out site, click the Fisher Scientific logo at any time to return to the landing page. TIP: If you decide not to order products, you can click the Back button to return to SRM at any time. Searches - Find products using text or part numbers with the Search feature. 13
Search Options 11. Enter keyword(s) or product number to find matches against product information, etc. As you type, the search feature will auto-suggest possible items. 14
Search Results and Options If needed use the Sort Results tool to refine search results 12. Click on Pricing & Availability for more information 15
Selecting Items For Fisher Scientific Shopping cart Availability and estimated delivery date Detailed information shows catalog number, full description, price, and UOM 16
Selecting Items For Fisher Scientific Shopping cart 13. As you locate needed items, enter the order quantity for each. 14. Click Add to Cart for each item 17
Selecting Items For Fisher Scientific Shopping cart The Add to Cart button will update to show quantity successfully placed into cart 18
Access Fisher Shopping Cart from Landing Page The Shopper can access their cart at any time while on the punch-out catalog. 19
View/Manage Fisher Scientific Shopping Cart From the Fisher Scientific Shopping cart, you can see availability of items, estimated shipping date, order total, etc. If you want to add more items to the cart, click Keep Shopping. 20
Fisher Scientific Shopping Cart Update or Checkout You can update quantities, delete items, or proceed to checkout. If needed you can remove items from cart or update quantities 15. When finished Shopping, click Return Cart to Purchasing Application. 21
Order Review and Complete Checkout 16. Click Submit to complete checkout process 22
Punch-out Items Return to SRM Shopping Cart Optional: Shopper can add an Approval note (internal only; does not print on purchase order) or Note to Supplier (prints on purchase order). The punch-out order populates back to the SRM Shopping Cart 17. Click to open Details (bottom) section of Shopping Cart 23
Review/Complete Account Assignment If you need to assign cost object information to different line items, complete Account Assignment tasks here. If you completed this at the header level, you do not need to make changes to the cost object structure. 19. Enter the cost center or WBS Element number 18. Select Cost Center or WBS Element from the dropdown menu Note: If you apply account assignment information at the line item level, it will need entered manually, or copied and pasted, for each line. 24
Complete Account Assignment GL Account 20. GL Account 540311 will load by default. You can overwrite with a different GL Account if desired. Reminder: If ordering a single item that is over $5000, a capital GL Account must be used. 550030 is the most common capital GL used with scientific equipment. 25
Punch-out Catalog Order Details Section TIP: Delivery Address information was already set at header level under Default Settings/Set Values. Thus, nothing needs entered or modified in Details section. 21. Optional: Notes and file attachments can be added at the line item level. (Note: There is no quote attachment involved for a Fisher Scientific punch-out order.) 26
Check and Complete Order Remember: Only click the SAVE button if the order is to be placed on HOLD. A Saved Shopping Cart is incomplete; it resides in the Shopper s POWL and does not move forward. 22. Click Check to confirm whether errors exist 23. Click Order to finish. Close cart window after order shows complete. 27
What Happens Next at Fisher Scientific Once the purchase order is received by Fisher Scientific, an email acknowledgement is sent to the Shopper. The order is shipped to the Delivery Address indicated on the Shopping Cart. Once received, remember to create a Goods Confirmation in SRM to confirm receipt of the items and release payment. Some departments empower Shoppers to also hold the Confirmation role; others perform confirming within a centralized area. 28
Notes on Fisher Scientific Punch-out Shopping Carts Special features are added for Fisher Scientific punch-out catalog orders: Orders totaling $5000 or less from the Fisher Scientific punch-out catalog do not require approval. SRM automatically transmits a purchase order once a cart is created and ordered. For orders over $5000, SRM automatically transmits the purchase order after the appropriate approvals have taken place. Goods Confirmations are required for all Fisher Scientific punch-out catalog orders. Fisher Scientific generates an electronic invoice and transmits to Accounts Payable for payment. The Shopper receives an email message confirming when the invoice posts. To maintain a system of checks and balances, the Shopper s supervisor is copied on the email notification. 29
Advanced Feature: MSDS Search MSDS Search: Search for MSDS sheets by part number or text to locate a .pdf version of an MSDS to download or print. 30
Advanced Feature: Product Certificates Product Certificates can be found in the header section of the punch-out catalog. 31
Advanced Feature: Order by Catalog Number If you know the catalog number(s) for needed items, the Order by Catalog Number feature is a way to quickly add a list of items to your cart. Type the catalog number(s) and quantities for needed items. Click to add all items into the cart 32
Advanced Feature: Build and Manage Shopping Lists Frequently used or hard-to-find items may be saved in Shopping Lists . These lists allow the Shopper to quickly load items to a future Fisher Scientific cart. Shoppers can add items to a list directly from product search results 33
Advanced Feature: Build and Manage Shopping Lists Alternatively, all items in a cart can be added to list. When adding items to a list, the Shopper can add to an existing list or create and name a new list. 34
Advanced Feature: Build and Manage Shopping Lists When ready to order using a Shopping List, click My Lists under My Account on the landing page. 35
Advanced Feature: Build and Manage Shopping Lists You can manage or order items directly from your Personal Shopping Lists page as needed. 36
Advanced Feature: Order Status Order Status Information can be found under the My Account section of the landing page. 1. Select Order Status under My Account on the landing page 2. Complete entries as needed to check ordered or back- ordered item status 37
Additional Notes The Fisher Scientific punch-out is for exclusive items from Fisher. Any items restricted from the punch-out site are notated as such. Products that are not exclusive to Fisher are restricted from the punch- out. Reminder: If a department requires a product from Fisher for continuity of research purposes, they can create a Free Text cart. See slide 5. 38
Restrictions on My Account Dropdown Menu The My Account selection holds selections for both the Shopper and punch-out administrators. Only My Recent Orders, Order Status, and My Lists are available for Shoppers use. Shoppers can use any of these My Account selections Please refrain from utilizing administrator functions 39
Fisher Scientific Product Support Questions regarding Fisher Scientific laboratory equipment and supplies, MSDS, supporting documents, order inquiries, customized quotes, etc. should be directed to: Megann Tate Sales Representative Phone: 859-433-7569 megann.tate@thermofisher.com Aaron Doil Dedicated Customer Service Representative Phone: 859-447-4728 Fax: 412-249-6087 aaron.doil@thermofisher.com Expedited (overnight or 2-day) shipping is available upon phone request to either of the above account representatives. Cutoff for next day shipment is 12:00 noon. Reference the 75XXXXXXXX purchase order number when placing the request. 40
Post-Order Changes and Purchasing Support If changes are needed after a purchase order is placed, contact Purchasing with questions or for guidance. The Contracting Officer for the Fisher Scientific, International agreement and scientific / laboratory purchases for the University is: Debbie Konichek Phone: 257-5792 Email: dkonichek@uky.edu Alternatively, you can email SRMHelp@uky.edu at any time for system or ordering assistance. 41
SRM Help Resources SRM Resource Page on Purchasing web site: http://www.uky.edu/Purchasing/srm.htm myHelp MM & Purchasing Help web site: http://myHelp.uky.edu/rwd/HTML/MM.html Both sites contain Quick Reference Cards, updated and printable course manuals, Reference Manual, etc. Assistance email for any SRM-related inquiry: SRMHelp@uky.edu 42
Appendix: Setting an Alternate Delivery Building At the Shopper s choosing, you can enter an alternate building for delivery on a cart-by-cart basis. If an alternate delivery building is needed, click on the Possible Entries icon on the right side of Name box. Important: Be sure to select an alternate building through the steps described. Do not enter building information or speed sort code via free hand. 43
Appendix: Setting an Alternate Delivery Building The most common method to find an alternate delivery building is a search using either Building Code (Speed Sort) or Building Name wildcard(*) search. Example 1: Building Code Select Building Code from the Search term 1 dropdown menu 44
Appendix: Setting an Alternate Delivery Building Enter the building/speed sort number and click Search. Click on the building from the results list to choose it for your Shopping Cart. 45
Appendix: Setting an Alternate Delivery Building Example 2: Building Name Select Building Name from the Search term 1 dropdown menu 46
Appendix: Setting an Alternate Delivery Building Enter building name key term with (*) on each end and click Search. Click on the building from the results list to choose it for your Shopping Cart. 47
Appendix: Setting an Alternate Delivery Building Regardless how you select an alternate building, once it populates into the Shopping Cart, complete with C/O name, floor, and room number as normal. Complete delivery C/O name, floor and room numbers 48
