tordermanagement dep

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The Scholar’s Workstation

Department Order Management System

Reference Manual



Overview

• Why the changes?

– Response to Customer and Accounting comments and requests

• Save carts for later

• Allow purchasing/admin staff complete requester’s order

• Save repeat information

– Customers and contacts– Locations

– Chart of Accounts

• Lookup placed orders

• Assign multiple accounts to same order

• Use BFS expense correct account for item(s) purchased

• Better Equipment Management reporting

• Notify customers when order is received by TSW

– Make the store easier to use for department customers and purchasing staff .– Make it easier for TSW staff to process orders

– Increase accuracy of information on orders.



How Department Orders are Processed

• Department faculty or staff enters TSW store and creates a shopping cart

• Save cart

• Give order to purchasing/administrative staff – Retrieve cart

– Complete order

• Authenticate through CalNet

• Add Contact information• Add billing COA information

• Finalize purchase order

– Print PO

– Obtain signatures

– Fax/mail/carry to TSW

• TSW staff enters order into point of sale system– Ready for pick up or delivery

– Backorders and BTOs to TSW purchasing staff

• Email contacts with order status

• Order is invoiced in TSW POS system

• Billing data download and imported into BFS

• Invoice appears in BAIRS Expanded Detail Report



Shopping Cart

• Shopping Cart Options

– Change and update Quantities

– Remove items

– Continue Shopping

– Checkout UCB

– Save Cart



Save Cart

• The new system allows a customer to save a

shopping cart.– Research products without losing contents of

cart.

– Return to order at a later date

– A requestor can fill the cart then give it to

purchasing staff for completion.

• Enter Last Name

• Save Cart

• Note: If you save your cart now and then

continue shopping, the new items you add to

your cart will not be automatically added to

your saved cart. If you wish to add items to

your saved cart you will need to save the cart

again.



Saved Cart

• Shopping Cart Saved

– System Assigns Cart ID #

• Note Cart ID Number and Last Name

• These must be used to retrieve the shopping

cart.

• It is recommended that you print this page.

• Keep for retrieval

• Attach to your department’s internal

purchase request.



Retrieve Cart

• Enter Store for Departments.

• Retrieve Cart box is at lower left

• Enter Cart ID number and Last Name

• Click Retrieve Cart



Retrieved Cart

• Shopping Cart Options

– Change and update Quantities

– Remove items

– Continue Shopping

– Checkout UCB

– Save Cart

• Note: Any new items you add to your cart

will not be automatically added to your saved

cart. If you wish to add items to your saved

cart you will need to save the cart again.



Agreement Page

• Eligibility Information

• Shipping Information• Returns Policies

• Warranty Disclaimer



CalNet Authentication

• CalNet Authentication is required

– Confirms UCB employee status– Limits access to Processing Unit records



Order Management Home

• Navigation Bar

– Order Management Home

– Profiles

• Person placing Order in system

– Contacts

• Order Requester

• Billing Contact

• Delivery Contact

• Pickup Contact

– Locations

• Delivery Location

• Final Location

– COA Strings

• Add and name billing account strings

– Order History

• Recent web orders(<3 wks)

• Billed Invoices

– Logout



Profiles

• Customer Profiles are used to identify the

person who is finishing a web purchase order– Department purchasing staff

– not necessarily the requester.

• Your Customer Profile(s) will show up in a

pop-up list as "Person placing order" in the

General Order Information section of the

checkout process.

• Click on Add New Profile



Add New Profile

• Name is added from CalNet

• Processing Unit

– Displays multiple processing units if person

logged in belongs to more than one

department

• Add Department Information

– Name

– Address

– City, State, Zip

– Mail Code

– Phone Number

– Email

• Add profiles for each processing unit



Contacts

• Contacts identify individuals in the

department responsible for:– Requesting orders

• Faculty

• Managers

• Systems Administrators

• P.I.s

– Billing and accounting

– Receiving Deliveries

– Pick up orders from TSW

• Contact names will appear as choices in the

final order process

• You can use individual’s names or staff

positions

• Billing, Requester and Delivery names will

appear on TSW invoice.



Add Contact

• Enter

– Name

– Department

– Phone

– Email

• Choose one or more contact types

– The same individual can have more than onerole.

• Click Add New Order Contact



Completed Contact

• Example of Contact Data

• Change information

– Click Update

• Finished

– Click Done



Contact Error

• All fields with Bold headings must be filled

in.• Error message will appear in information is

incomplete.



Multiple Contacts

• Example of multiple contacts

• After contacts are entered you can see themfrom the main Contacts screen.

• These will appear as Contact choices on the

final order processing screen



Add Location

• Use Locations to list common places your

department uses for– Delivery

• Loading dock

• Main office

– Final Location

• Where the items will be used

– Bldg and room

• Used mainly for inventorial equipment

reporting by TSW to EquipmentManagement.



New Location

• Example of completed Location

• Click Add New Order Location



Multiple Locations

• Example of multiple Locations

• After Locations are entered you can see themfrom the main Locations screen.

• Locations can be Edited or Deleted

• These will appear as Location choices on the

final order processing screen



COA Chartstrings

• Add COA string that you use to recharge

orders from TSW• You can “name” each COA string for easy

reference

– E.g. Dr. Doe’s NIH Grant

• These will list on the final order process

screen

• Note: TSW will provide the appropriate

expense account number

– 54110 - Equip, Computer >$5000

– 56023 - Software >$200<$1500

– See Attached Account List



Add COA Chartstring

• Add Quick Reference Name

• Add COA string– Location

– Fund

– Org Code

– Program Code

– Project

– Flex Field



New COA Chartstring

• Example of Completed COA chartstring

• Click Add New COA String

• The full BFS COA chartstring will be

validated against BFS



COA Error

• COA errors will be explained in red

• Change the COA numbers

• Try again



Good COA Chartstring

• Validated COA Chart

• Click Done



Multiple COA Strings

• Example of multiple COA chartstrings

• After COA chartstrings are entered you cansee them from the main COA chartstrings

screen.

• COA chartstrings can be Edited or Deleted

• These will appear as COA chartstrings

choices on the final order processing screen



Process the order

• General Order Information

– Person Placing Order• Designed for multiple Processing Units

• Defaults to first profile

• Choose Profile

– Department Tracking Number

• Use for internal accounting

– Order Type

• Delivery

• Pick Up

– Send Email• Choose yes if you would like an email

confirmation

• This is sent when order is entered intoTSW’s POS system.

• Billing Contact– Choose from list

– Enter information

• Requester Contact– Choose from list


– Send Email

• Choose yes if requestor would like anemail confirmation



Contacts Filled

• Be sure all information is complete and

correct• Click Continue



Locations


– Choose from list– Enter information


– Choose from list


• Final Location– Choose from list


• OR

• Pickup Contact







Filled Locations


– Choose from list– Enter information






• OR

• Pickup Contact





• Click Done



Enter COA information

• COA String Information

• For each Account group



• For Inventorial Equipment

– Enter Title Vest Statement

– Who owns title to the equipment

• UC Regents

• DOE

• HIH

• Click Continue

• COA chartstrings will be validated against

BFS



COA Errors

• Errors with explanation will appear for each

account group• Make corrections

• Try again



Review Order

• The completed order will show all contacts

and COA chartstring information• Make changes if desired

• Click Finalize Order



Print PO

• Purchase Order must be printed, signed and

submitted to TSW• Choose HTML or PDF

• You can save either, PDF is recommended,

for your records



Order History

• Recent Web Order History

– Orders finalized within 3 weeks– Print a copy

• HTML or PDF

– Edit

• Make changes to the order

• Not recommended if it has been

submitted to TSW.

• Invoiced Orders

– Orders that have been processed and billed byTSW from 7/1/02

– Search for Invoice ID

• Appears in BAIRS Expanded Detail

report

– TSW Invoice ID

– Invoice lists

• By Processing Unit

• Org Code

– Print copies

• HTML or PDF



Session Expired

• Order Management session will expire after

30 minutes of inactivity• This message will also appear if you are

attempting to access Order Management

using a browser “bookmark”.

• You will need to log in again.



Login Again

• Click Login

• You will be directed to CalNet

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