orderpoint school approver user guide - derbyshire · pdf fileorderpoint school approver user...
TRANSCRIPT
Public document
Page 1 of 18
SAP in Schools OrderPoint School Approver User Guide V2.1 September 2016
OrderPoint School Approver
User Guide
For assistance: call the SAP in Schools team on 01629 538088 or email [email protected]
Public document
Page 2 of 18
Contents
1. OrderPoint upgrade information for Approvers - July 2016 .................................................................................. 3
2. What is OrderPoint? .................................................................................................................................................. 4
2.1 Approvers Role ..................................................................................................................................................... 5
2.2 Accessing OrderPoint ........................................................................................................................................... 5
2.3 OrderPoint Main Menu Screen .............................................................................................................................. 6
3. Approving or Rejecting Shopping Carts ................................................................................................................. 7
3.1 Viewing details of the Shopping Cart .................................................................................................................... 9
3.2 Checking the Shopping Cart ............................................................................................................................... 12
3.3 Approving the Shopping Cart .............................................................................................................................. 13
3.4 Rejecting the Shopping Cart (and sending a Note back to your Shopper) .......................................................... 14
4. Viewing your previously Approved/Rejected shopping carts ............................................................................. 16
5. Help and Assistance ................................................................................................................................................ 18
Public document
Page 3 of 18
1. OrderPoint upgrade information for Approvers - July 2016
Key features and changes following the upgrade to the OrderPoint system:
Screen layouts have changed but the process of approving shopping carts is basically unaltered
Approvers can view their own previously approved orders only
Information is easily accessible and viewed by scrolling across the screen or contained within tabs. OrderPoint screens now look similar to other modules of SAP
Pop-up windows appear to enter information in
There is a consistent naming area to enter notes at the top of the screens
Underlined words or numbers eg 6500254232 allow you to ‘drill down’ to view more information
Always use the Close or Ok buttons to exit windows and the Log off button to log out of OrderPoint. Please do not use the red cross
Shoppers can now view Purchase Orders
Public document
Page 4 of 18
2. What is OrderPoint?
OrderPoint is an electronic procurement system used to request goods and services effectively and efficiently. It is not part of SAP
but communicates with SAP and allows real time budgeting. It is for ordering goods where the exact price is known.
The OrderPoint process:
Shopper enters the order information into a shopping cart and a commitment (net amount) is made against the GL code in
your budget
Approver is automatically notified by email and logs into OrderPoint to approve (or reject) the cart
o Approvers approve shopping carts within their financial approval limit (£1,000 / £5,000 / Unlimited)
o At this point of approval: i) the Purchase Order (PO) number is generated ii) a pdf copy of the order is
automatically emailed to the Vendor and iii) committed amount(s) appear in your selected GL code(s) in your
budget
Goods arrive in school - Shopper/Approvers goods receipt these and the GL code in the budget is debited and the
committed amount removed
Invoice goes to Accounts Payable, County Hall (sent by the Vendor directly to Accounts Payable. If sent to school, schools
send onto Accounts Payable)
Vendor is paid when the goods have been receipted, the quantity/price match and the Invoice is received by Accounts
Payable
Public document
Page 5 of 18
2.1 Approvers Role
Approvers can:
Approve (or reject) shopping carts within their financial approval limit
Can check how/when a Purchase Order was issued to the Vendor, (email/post) and if necessary, obtain a pdf copy (please note that Shoppers can now view these)
Can confirm receipt of goods/services within OrderPoint (If this is necessary, please contact the SAP in Schools team for guidance)
Can view all previously completed approved carts/orders
2.2 Accessing OrderPoint
To be able to use OrderPoint you need to log into the Juniper Portal (a desktop icon on your pc) and then will see the External
OrderPoint link. Clicking on this will bring up the OrderPoint log in screen.
If you are not currently set up, your Head teacher will need to complete the New User form and email it to
Log on
Enter your OrderPoint User ID - your Payroll
number
Enter your Password
Click on the Log on button
Public document
Page 6 of 18
Logging off
Always log off through the Log off icon, in the top
right of your OrderPoint window
2.3 OrderPoint Main Menu Screen
As an OrderPoint Approver, this is the first screen you will see as you log in
Home-School Approver (Unlimited*) - this will show
the financial limit of the Approver (* here it shows
Unlimited), with sub menu of:
o Inbox – from where you Approve or Reject the
shopping carts
Personalization: currently not in use
Central Confirmation: enter and confirm goods receipts
Public document
Page 7 of 18
3. Approving or Rejecting Shopping Carts
There are three types of shopping carts (orders) Shoppers can create. All shopping carts are approved in the same way. The three types of shopping carts are:
Internal Catalogue orders - contains
products/services where the prices have been set
based on contracts agreed with selected vendors e.g.
Lyreco, Arco, Frank Berry
Freetext orders – when you know the price of a
product/service and it is not included in the catalogue
options. Full order details are typed/selected
Punchout orders – a secure link to the vendor’s
website to select goods/services, then returning back
to OrderPoint to create the shopping cart.
As prices and stock levels are immediately visible,
this cuts down on possible delays and discrepancies
Public document
Page 8 of 18
To approve or reject all shopping carts:
Click on Inbox
You will see the Work Items screen, which shows any shopping carts awaiting approval for the past 7 days
Click Refresh (there is no automatic refreshing of the screen)
If you need to amend the timescale, select the required timescale then click Apply
Note: this screen will hold the last used option in the fields. The shopping carts display (one line per cart), giving the Shopper details and date of the cart.
Public document
Page 9 of 18
If you want to view details of the shopping carts, you can use the Show Preview button:
o Highlight the shopping cart line by clicking on the grey cell to the left of the text
o Click on Show Preview – the name of the shopping cart shows. Highlight the different shopping cart lines to see each one
To approve, click on the Approve Shopping cart text (underlined in blue). This takes you into the Approve Shopping Cart window
3.1 Viewing details of the Shopping Cart
A pop-up window appears - Approve Shopping Cart
Make this window full size by double clicking on the Approve Shopping cart title line
Public document
Page 10 of 18
The Approve Shopping Cart window is now displayed This shows an overview of the shopping cart:
At the top of the screen (General Data area) you will see the name of the shopping cart and any notes from your Shopper to you in Approval Note ie a Governors’ minute number or who the goods are ordered for
Just below, in the Item Overview area, you can see the ordered items, line by line with details of:
o Description – Item description/product
number
o Product Category - GL code
o Delivery date
o Quantity
o Net price
o Cost assignment – Cost centre or SIO
o Vendor
Use the scroll bar at the bottom of this window to move across the lines
Public document
Page 11 of 18
If you wish to see/check more shopping cart information, click on Details: The information appears in tabs:
Basic information, including VAT rate in Item Data tab
Cost centre or SIO in Account Assignment tab
Any notes and attachments going to the Vendor with the Purchase Order - in Notes and Attachments tab
Delivery address - in Delivery Address/Performance Location tab
Vendor name/ number – in Source of Supply tab
Public document
Page 12 of 18
3.2 Checking the Shopping Cart
When you are ready to approve (or reject) the shopping cart, from this same screen:
Click Check (top of the screen) This updates any Delivery Dates which are in the past*
and
Checks the shopping cart for errors *If you don’t click Check – you may have an error at the top of the screen –“The delivery date is in the past”. Click on Check to update this.
A successful confirmation message will appear in the top left corner of the screen
Public document
Page 13 of 18
3.3 Approving the Shopping Cart
The default setting in the shopping cart is Approved To approve the shopping cart:
Click Submit
Note: Please do not use the Save button as this will hold the shopping cart for approval at a later date. It will also prevent the shopping cart being visible to any other approver (if your school has more than one approver).
A successful confirmation message will display in the top left of the screen
Click Close to return to the list of shopping carts awaiting approval
Click Refresh to update the list of carts (and remove the approved cart)
Public document
Page 14 of 18
3.4 Rejecting the Shopping Cart (and sending a Note back to your Shopper)
If you choose to reject any line item in a shopping cart, the whole cart will be rejected and an automatic message sent back to the Shopper (this goes into their OrderPoint Inbox) Please ensure you add a note, giving the reason for rejection, to ensure the shopper knows how to rectify the issue. To reject a shopping cart, from the OrderPoint main menu:
Click on Inbox
Click on the blue underlined shopping cart text
Maximize the Approve Shopping Cart screen
Select the Reject radio button in the line(s) to be rejected or if all items in the cart are rejected:
Public document
Page 15 of 18
Click on Process All Items and select Reject All
To add a reason for rejection note to go back to the Shopper, click on Add Comment (top of screen)
Type in the reason for rejection, then click on Add
This adds the note to any original note from the Shopper (use the up/down arrows to view all)
Public document
Page 16 of 18
Click on Check (top left hand corner of screen)
A message will display if the shopping cart has no errors If there are errors, you will need to resolve these before approval of the cart can be made.
Click on Submit
A successful confirmation message will display
Click on Close to exit this screen and return you to the list of shopping carts
4. Viewing your previously Approved/Rejected shopping carts
You can only view shopping carts you have already approved or rejected
Click on Inbox
In the Work Items screen, select Completed Work Items in *Show
Click Apply
Public document
Page 17 of 18
Note: the Work Items fields hold the last selected option, so ensure you select the correct option
Approved and rejected shopping carts will show here with a status of Completed
To view details of a shopping cart, click on the blue underlined shopping cart text, which takes you to the Display Shopping Cart screen
From here you can view details of the order by scrolling across the screen or by going into the information tabs:
o Click on Details
Public document
Page 18 of 18
o Eg the Approval Overview Process tab shows who approved the order
Logging off
Always log off through the Log off icon, in the top
right of your OrderPoint window
5. Help and Assistance
For help or assistance, please contact:
SAP in Schools Team - for OrderPoint and SAP queries Telephone 01629 538088 or email [email protected]
Accounts Payable – for OrderPoint invoice and goods receipting queries Telephone 01629 538749 or email [email protected]
Master Data Team – for Vendor queries Email [email protected]
Note: When emailing, please type either OrderPoint or SAP Finance into the email Subject. This enables prompt response from the relevant team.