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Using the Supplier Relationship Management (SRM) Dell Punch-out Catalog
Using the Supplier Relationship Management
(SRM) Dell Punch-out Catalog
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How to Use This Punch-out Training GuideAs desktop help references, the full SRM Shoppers Training documents are housed on the Purchasing Division website at: http://www.uky.edu/Purchasing/. The documents contains a broad perspective of the procurement system including Personal Settings, Shopping Cart tracking and Related Documents, approvals, etc.
In addition, Purchasing creates and publishes on its website smaller Quick Reference Guides customized for each punch-out catalog (i.e., this document). The punch-out guides are designed to reflect exact steps when ordering from each individual catalog.
This Quick Reference Guide material 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.
Who Uses the Dell Punch-Out CatalogThe Dell punch-out catalog is used solely with the Supplier Relationship Management (SRM) system. Currently, all areas of campus use SRM as their procurement system with the exception of Hospital areas. Departments within these areas will continue to use the e-Buy site for Dell purchases.
All other areas of campus should utilize the punch-out catalog through SRM for purchases of Dell products regardless of price. This includes items previously purchased through the e-Buy site utilizing procurement card.
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Dell Lease PurchasesSome departments choose to purchase Dell computers through a lease program rather than direct purchase. Dell lease purchases are not executed within the Dell SRM punch-out process.
•Shoppers will enter a Free Text Shopping Cart in SRM for Purchasing to manually process a purchase order for leasing to Dell.
•Create the cart as a one line reverse type and use 128613 as the vendor # on the Source of Supply tab.
•Please ensure all Dell quotes pertaining to the Lease Purchase are attached in the Notes and Attachments tab in the cart.
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Overview – Punch-out Catalog OrderThe Dell punch-out catalog offers the following options:
1. Standard Punch-out Orders: SRM Shoppers can select items from the Systems Catalog, a selection of Standard Configurations, or Software & Peripherals. Once selected the Shopper can move forward with the purchase or save the order as an online E-quote retrieving it for later purchase.
2. Punch-out Quote to Orders (PQTO): Are used for special projects or orders of larger volume. Usually PQTO orders are utilized by centralized IT sectors of the University rather than individual departments.
Begin Shopping Cart from POWL
2. Select Shopping Cart from Site
Navigation to display the POWL
3. Click Create Shopping Cart
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1. Start from the Shopper tab within
myUK
Default Settings: Set Values
4. Click Set Values within Default Settings
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Two default 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, thus bypassing tedious line item entries later.
Complete Delivery Address (Required) 5. Select the
Delivery Address / Performance Location tab
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6. Complete contact person, floor, room, etc.
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 in the cart.
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Important: Be sure to enter the 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.
Complete Delivery Address (Required)
Set Account Assignment (Optional)
7. Click Account Assignment
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Set Account Assignment (Optional)
8. Default Account Assignment Category is Cost Center. You can also select WBS Element from
the dropdown if needed.
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9. Enter the Cost Center or WBS Element number as
applicable
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 the Line Item Details.
TIP: WBS Elements relate to grants.
Finish Header Values
10. Click OK to finish Set Values
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No entries are required on other tabs within Default Settings.
Set PO Type
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11. Click the possible entries icon on right side of PO Type
selection
12. Select Type NBPO
Dell Punch-out Order – Create
13. Click Add Item menu and select Dell catalog.
Shopper will transfer from SRM to Dell website.
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1. Systems CatalogThe Systems Catalog gives the SRM Shopper access to the complete line of Dell branded products. The SRM Shopper may configure the available options for any product according to their needs.
2. Standard ConfigurationsShows configured equipment and systems which are pre-approved for University of Kentucky departments.
3. Software & PeripheralsSoftware and peripheral products from 700 manufacturers are available within the Premier page. Enter criteria within the search box to narrow selection or click on the category picture to view a wide range of similar products within that particular category.
Options for Standard Punch-out Order
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14a. Systems Catalog: To access Systems Catalog, click
on the category named “Shop” and click “Systems” link within the secondary
navigation below.
14b. Standard Configurations: To access Standard Configurations,
click on the category named “Shop” and click “Standard
Configurations” link within the secondary navigation below.
14c. Software & Peripherals: To access the Software &
Peripherals catalog, click on the category named “Shop” and
click on the “Software & Peripherals” link within the
secondary navigation below.
Options for Standard Punch-out Order
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Selecting Items for Standard Punch-out Order15. As you shop for Systems, Standard Configurations, or
Software & Peripheral items, click Add to Cart for each item you
would like to purchase.
If desired, Systems and Standard Configurations can also be
customized prior to adding to the Dell cart.
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If customization is chosen, select desired options at next screen.
Pricing updates automatically as options are selected.
Customizing Items for Standard Punch-out OrderSelect from right menu as desired to review or print order summary or add the
customized purchase directly to the Dell cart.
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Finalize Dell CartNote: Shoppers have the option to save the order as an E-quote,
An E-quote can be retrieved later for purchase.
16. When finished selecting/customizing items from
the catalog, click Create Order Requisition.
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17. Select desired Shopping Option. Default 3-5 day delivery
is no charge.
19. Click Continue
18. Check appropriate Trade Compliance
selection
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Set Shipping and Trade Compliance Indicators
20. Review your order details and edit if necessary
If you get this message after
submitting, click Yes.
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Order Review and Submission
If needed Order Summary or Details
can be printed
21. Click Submit Order Requisition to complete the
process.
Punch-out Items Return to SRM Shopping Cart
Selected items from punch-out site transfer to
the SRM Shopping Cart
Note: All product info transfers to SRM Shopping Cart including
description, quantity, price, UOM, and supplier name.
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Complete Header and Item Overview
22. Add Header Notes if desired (Optional). Approval Note is
internal and does not print on purchase order. Note to Supplier
will print on purchase order.
23. Shopper can overwrite Delivery Date
if desired
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24. Click Details to open bottom
section.
Punch-out Catalog Order – Details SectionThe bottom section of the Shopping Cart is termed “Item Details”. It contains additional
information relating to the purchase such as Account Assignment, Notes and Attachments, etc. and is edited on a line item basis, i.e., each line item can be assigned
different notes, etc. if desired.
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Punch-out Catalog Order – Account AssignmentAccount Assignment entries can be formed at the line item level within the bottom
Item Details section.
Remember: If you already set the Account Assignment Information within Default Values: Set Values at the header
level, you can bypass this section.
25. Select the Account Assignment Category (either cost center or WBS element).
26. Enter the cost center or WBS element
number
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Punch-out Catalog Order – GL Account27. A suggested GL will populate
automatically on many carts or can be entered/overwritten as needed. The
Shopper should check the GL to ensure it is correct based on the nature of the
particular purchase.
TIP: The General Ledger (GL) Account is an accounting
component that relates to the description of the goods or
services purchased.
If needed, you can click on the right side of the GL box to access a Possible Entries icon and search function.
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Punch-out Catalog Order – Line Item Notes28. If desired, you can enter Notes and Attachments for individual line items.
Internal Note does not print on the purchase order. All other notes will print
on the purchase order to supplier.
TIP: Quotes are not required for punch-out orders. Thus, quote
attachments here are not applicable.
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Punch-out Catalog Order – Line Item Delivery Address
Provided you entered the Delivery Address information within the Default Values: Set Values section at the header
level, nothing needs entered here.
Remember: If you already set the Delivery Address Information within Default Values:
Set Values at the header level, you can bypass this section. If you omitted that
step, the contact person, floor and room number will need entered manually for
each line.
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Punch-out Catalog Shopping Cart – Check & Order
30. Click Order to finish
29. Click Check to confirm whether errors exist
Note: Only click the SAVE button if the order is to be placed on HOLD and finished later.
A Saved Shopping Cart resides in the Shopper’s POWL and does not move forward to the
Approver.
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Punch-out Catalog Shopping Cart – Complete Order
31. Click Close button to close window
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Punch-out Catalog Shopping Cart-Status from POWL
Click Refresh to see current Shopping
Cart Status
Shopping Cart will be listed in the POWL and can be
accessed by clicking on the cart number.
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An Order Acknowledgement e-mail notifying Shopper that the order has been received by Dell.A subsequent Order Confirmation e-mail that includes Dell order number and projected ship date.A Ship Notification e-mail with detailed shipping information that informs Shopper the order has shipped.
What Happens Next
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Special Notes on Dell Punch-out Catalog Shopping CartsSpecial features are added to SRM for Dell punch-out catalog orders:
•Orders totaling $2000 or less from the Dell punch-out catalog do not require approval. SRM automatically transmits a purchase order once a cart is created and ordered.
•For orders over $2000, SRM automatically transmits the purchase order after the appropriate approvals have taken place.
•Goods Confirmations are required for all Dell punch-out catalog orders.
•Dell generates an electronic invoice and submits 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.
Creating and Receiving E-quotes
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1. From Shopping Cart on the punch-out
catalog, click Save as E-quote
After a Dell cart has been created on the punch-out site, the Shopper may opt to save as an E-quote to be purchased at a later date.
Note: Don’t click Create Order Requisition since you
are opting to save as E-quote only.
Generate E-quote
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2. Complete contact information
Note: Email address is required to retrieve
an E-quote through SRM.
3. Click Continue
Complete Contact Information for E-quote
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Confirmation E-quote has been
saved
4. Click Continue Shopping to exit
page
Shopper will also receive an email
confirmation
Finalize E-quote and Email Confirmation
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1. Click E-quotes from the Dell Premier
landing page
Shoppers may access the E-quote at a later date to move forward with the purchase. After creating an SRM Shopping Cart and selecting Dell Catalog from the Add Item menu,
the Shopper will land on the Dell Premier page.
Retrieve E-quote To Place Order
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2. Enter email address
3. Click Retrieve E-quote
Retrieve E-quote
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4. Locate the correct E-quote and click Create
Order Requisition
Retrieve E-quote
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5. Review order details. Shopper may also choose to adjust system details, update quantity, or remove item(s)
before ordering.
6. Click Create Order Requisition
Finalize Retrieved E-quote and Create Order
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7. Select desired Shopping Option. Default 3-5 day delivery
is no charge.
9. Click Continue
8. Check appropriate Trade Compliance
selection
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Set Shipping and Trade Compliance Indicators
11. Click Submit Order Requisition to complete the Order Requisition process.
10. Review Order Requisition details and
edit if necessary
If you get this message after
submitting, click Yes.
If needed Order Summary or Details
can be printed
Finalize Retrieved E-quote and Order
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Items from the saved E-quote return to the SRM Shopping Cart. Shopper should complete remaining entries as needed (Account Assignment, Notes, etc.), Check, and Order.
Retrieved E-quote Items Return to SRM Shopping Cart
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Creating Punch-out Quote To Order (PQTO)
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Punch-out Quote To Order (PQTO)Punch-out Quote To Order (PQTO) is a feature that allows an SRM Shopper to retrieve a “Customized Sales-Generated Quote” and process it through the SRM Shopping Cart.
PQTO can be utilized for the following:
• One-off orders direct with the Dell sales team• Special projects not published in catalog
PQTO is usually used by central IT sectors for highly customized systems or purchases of larger volumes.
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PQTO – First StepPunch-out Quote To Order (PQTO) starts with a custom quote from the Dell sales representative. Email Michelle Thomas at: [email protected] to begin the PQTO process.
Once completed the sales representative will forward the PQTO attachment to the department via email. Once the purchase decision has been finalized, the department must request the sales representative to load the PQTO onto the punch-out catalog for ordering.
Note: Please advise the sales representative at the quote stage if you require shipping options other than standard delivery.
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Place Order for PQTO from Punch-out CatalogCreate an SRM Shopping Cart as normal. Select the Dell Catalog from the Add item Menu to
arrive at the Dell punch-out catalog.
1. Select My Premier from the top menu.
2. Click Custom Links
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3. Click Non-Standard Quotes
Move PQTO to Purchase Status
4. Locate your PQTO number from the list and
click Add to Cart
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Create PQTO Order Requisition Within Dell Catalog
Note: Bill-To and Ship-To addresses on the PQTO will not be passed back to the SRM Shopping Cart. Dell will bill and ship items as instructed from within SRM.
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5. Review order. Click Create Order Requisition to proceed.
Shipping option automatically defaults
for PQTO orders
7. Click Continue
6. Check appropriate Trade Compliance
selection
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Shipping and Trade Compliance Indicator
9. Click Submit Order Requisition to complete the
process.
8. Review order details and edit if
necessary
If you get this message after
submitting, click Yes.
If needed Order Summary or Details
can be printed
Finalize PQTO and Order
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Items from the PQTO return to the SRM Shopping Cart. Shopper should complete remaining entries as needed (Account Assignment, Notes, etc.), Check, and Order.
Complete PQTO Within SRM
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Purchase Customized Software via Punch-OutCustomized software quotes are handled in the same manner as Punch-out Quotes to Order. Email Gina Skonieczny at: [email protected] to begin the software quote process.
Once completed the sales representative will forward the attachment to the department via email. Once the purchase decision has been finalized, the department must request the sales representative to load the software quote onto the punch-out catalog for ordering.
Shopper should process the order within the punch-out environment and can locate the software quote within the site by the same process as a PQTO quote.
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TIPS• At their choosing, Dell Buyers and Dell Shoppers can still create
quotes on the e-Buy Premier site. The actual purchase should be conducted within the SRM Shopping Cart system. E-quotes created through the e-Buy portal will automatically be loaded onto the Dell punch-out catalog for ordering.
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SRM Help Web Sites• 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.
• SRM Assistance Email: [email protected]
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