21/11/2011
1. Introduction to OPeRA
Overview
Logging On
1
2
3
1
21/11/2011
2. Raising a Requisition
Overview
In this scenario you are going to submit a Requisition to purchase a low value item
from the catalogue. Assumption - starting with no draft cart.
Submitting a
Requisition Order
The steps below take you through the whole process of searching for a common
item from the catalogue, adding it to a draft cart, going to checkout and ensuring all
required steps are completed, and then submitting the requisition order. Other
scenarios cover adding multiple items to a cart form a variety of sources and editing
defaults.
1
On the home/shop tab type the name of the item you want into the ‘Search
Catalogue for’ field e.g. “scissors” and then click on Go:
2
A list of items from the catalogue will be returned:
3
Apply any required filter
using the Filter Results
panel on the left – “Lab
Scissors” is to be selected
in this example:
2
21/11/2011
Continued on next page…
…continued from previous page.
(4)
To remove a filter click on
show all… or click the
remove selected filter
icon:
5
When you have found the item you want change the quantity if necessary and then
click on Add to Cart:
6
A note appears below
indicating the item(s) has
been added to your cart and
a draft cart will be created
with a default name:
7
Go to the cart by clicking on the cart’s name (above) or clicking on view cart on
the results page.
8
Make the cart more easily
identifiable later by over
typing the default name
with something more
meaningful:
9
To save the name click on
Update:
10
Click Proceed to
Checkout in the top right
of the screen:
Continued on next page…
3
21/11/2011
…continued from previous page.
11
The progress bar across the top of the page indicates any steps that need be
completed before the requisition can be submitted, but note the cart could be
assigned to someone else at this point.
Click on Cost Collector to assign the appropriate cost codes:
12
Click on any Required field link as they all open the same dialogue box:
13
Click on Select from
profile values… in the
‘Cost Collector’ field:
14
Select Cost Centre from
the dropdown:
Continued on next page…
4
21/11/2011
…continued from previous page.
15
Enter your Cost Centre
number in the ‘Cost
Centre’ field and click on
Save.
16
Click on Final Review:
17
The ‘Deliver To’ field is required. Click on the link at the top of the page to go to
the correct field:
18
Entre the name of the
person to who is to receive
the deliver and then click
on Save:
19
Click on Submit
Requisition:
Continued on next page…
5
21/11/2011
…continued from previous page.
20
Tip
A message confirms you have successfully submitted the requisition:
At Step 11 above you can go straight to Final Review where you will be presented
with a summary of all items which need to be resolved before the requisition can be
submitted and you can resolve each one in turn from here:
6
21/11/2011
3. Carts
When you logon to OPeRA for the first time you will not have a cart selected,
referred to as the active cart, and you will see the following in the top right of the
screen:
Overview
Subsequently, after logging on your active cart will be the last one you were using
if you didn’t trigger an action that caused the cart to change its status, such as
submit a requisition order:
The following section covers how to create, assign, delete and copy a cart, and how
to change your active cart.
Any items you wish to purchase will be placed in your active cart. If you don’t
have a cart active then one will be created whenever you click on an Add to Cart
button when shopping. Alternatively you can create a new draft cart whenever you
need to by following the procedure below:
Creating a Cart
1
Select the carts tab. If you have no active cart you will see the following:
Otherwise you will see your active cart and will need to click on the draft carts
tab:
Continued on next page…
7
21/11/2011
…continued from previous page.
2
Click on Create Cart.
3
OPeRA will assign a
default name for the cart of
the date and your
username. Rename your
cart with a meaningful
name. You must then click
on Update to save your
name change.
4
This is now your active cart and any items you wish to purchase will be added to it
as you shop.
You can rename an active cart at any time (step 3 above) but you must remember to
click on Update to save your changes
NB
The active cart is the one to which any items will be added when you click any Add
to Cart button whilst shoping. You can only have one active cart at a time. To
change the active cart follow the steps below:
Changing the
Active Cart
1
From the carts tab make
sure draft carts is selected.
2
Your draft carts are listed with the currently active one idicated in blue:
8
21/11/2011
Continued on next page…
…continued from previous page.
3
(4)
To make another cart
active click on its ‘Active
Cart’ icon and it will turn
blue and become the active
cart.
Clicking on a carts name, e.g. “Re-equip lab 3 – MP” above, will open that cart and
also make it active.
Whole carts or specified items within a cart can be moved to a new or exisiting
draft cart. Follow the steps below to move items to a new cart:
Moving items
between Carts
1
Open the cart you wish to move items from, i.e. make it the active cart.
2
Tick ‘Select All’ in the top
right.
OR
Tick the individual items you wish to move:
3
Click on the Perform an
action on… dropdown list
and select Move to
Another Cart.
Continued on next page…
9
21/11/2011
…continued from previous page.
4
A new dialogue box opens.
Click on Move.
(Aletrnatively you could
use the dropdown to select
an exisiting draft cart and
move the items into that.)
5
Click on Close. OPeRA moves the items to a new draft cart and gives it a default
name. You will probably want to change this. To find the new cart go to draft
carts and look for the one with a default name:
Carts or specified items within a cart can be copied to an exisiting draft cart. Note
you cannot copy to a new cart and so would need to first cretae an empty draft cart
if this is where you wanted to copy things to. Follow the steps below to copy items
to a new cart:
Copying a Cart
1
Open the cart you wish to copy, i.e. make it the active cart.
2
Tick ‘Select All’ in the top
right.
OR
Tick the individual items you wish to copy:
Continued on next page…
10
21/11/2011
…continued from previous page.
3
Click on the Perform an
action on… dropdown list
and select Add to Draft
Cart…
4
A new dialogue box opens.
Select the cart you wish to
copy the item(s) to and
then click on Add to Draft
Cart or Pending PR/PO.
5
You will see confirmation
of the action.
Clikc on Close.
Once you have prepared a cart you can assign it to somone else to add to or
complete. Follow the steps below to asign a cart to a collegue:
Assigning a Cart
1
Open the draft cart you wish to assign.
2
Click on Proceed to
Checkout.
Continued on next page…
11
21/11/2011
…continued from previous page.
3
Click on Assign Cart in
the top right of the screen..
4
Click on Search for an assignee:
5
Add your serach criteria
and click Search.
In the example here only
the Science Department
has been selected.
6
Click [select] adjacent to the person you wish to assign the cart to:
Continued on next page…
12
21/11/2011
…continued from previous page.
7
The name of the assignee is displayed:
You can add a note if required using the ‘Note to Assignee’ field.
NB: If you tick the ‘Add to Profile’ box you can find this person quickly next time
by using the Select from profile values option.
8
Click on Assign. The following message will appear:
9
Carts you have assigned to others appear at the end of your list of draft carts:
(10)
To get a cart back click on it’s Unassign button and it will become your active cart.
Your draft carts can be deleted if you no longer need them:
Deleting a Cart
1
Click on the carts tab and go to draft carts:
2
Click on Delete ajacent to the cart you wish to delete:
Continued on next page…
13
21/11/2011
…continued from previous page.
3
Your cart is deleted. You are not asked to confirm the deletion. You can’t get it
back once it has gone.
To book a room via the web, follow the procedure below:
Editing a Cart
1
When viewing a cart before you can carry out any action on an item you must frst
select it
2
The buttons to the right of
an item allow you to add it
to your favourites, remove
it from the cart, or
copy/move it to another
cart (More Actions).
3
You can change the
quantity of an item in the
cart but must then click on
Update to save that
change.
4
You can perform actions on multiple items in a cart simultaneosly using the
Perform an action on… dropdown menu. First you need to select the items.
Either tick the ‘Select All’ option to select everything in the cart OR tick the box
against individual items:
14
21/11/2011
4. Searching for and Comparing an item in OPeRA
In this section of the manual the user will search for an item by:
Overview
(a) Searching the hosted catalogue
(b) Searching for a non-catalogue item
After searching the user will then:
(c) Compare Items from the hosted catalogue
This part of the manual presumes that the user knows how to login and has the required
username and password for their account.
This section will show a Shopper/Budget Holder with appropriate permissions how to
search for an item using the hosted catalogue.
Searching
the Hosted
Catalogue
1
After logging in:
The landing page
will show the
Search Catalogue
for: field.
The category selector is
useful for refining a search
for an item like a table. If
for example you search for
table you will get 139
results and a lot of them
may not be table furniture,
but possibly lab
equipment. This is when
choosing a category would
be quicker.
NB: It is
recommended that
you search using the
Everything category
at first.
Also the Advanced
search link will allow
you to define the
exact item to find in
the hosted catalogue.
This will require you
to know certain
keywords or part
number.
To follow the
instructions please
15
21/11/2011
move onto step 2.
…continued from previous page.
2
In this example we will type in “Bunsen” as in Bunsen Burners. Continued on next page…
After pressing Enter or clicking Go you will see 20 results with the word “Bunsen” in the
items title.
3
In the results notice that the
different items have
different codes such as:
EA – If this symbol is on
its own then the price
above it represents price
per single item.
10m, EA – If there is a
form of measurement
before EA then this
represents the amount per
price.
1/EA – This means price
per item and is similar to
EA above.
16
21/11/2011
5/PK – If there is a number
preceding PK this means
how many items in a pack
and the price is for each
pack.
For information on other
symbols please see section
1: Introduction to OPeRA.
You can now add the
item(s) to your cart.
…continued from previous page.
This section will show how a Shopper/Budget Holder can search for an item using a form
to submit a non-catalogue requisition.
Searching
for a noncatalogue
item
1 After Logging in:
The Landing page
will show noncatalog item.
Please click this
to load up the
form.
2
Notice how the Non-Catalog Item form shows Enter Supplier or Supplier Search. The
user can now search for a Supplier by typing the first few letters of the suppliers name.
In this example we will type in “app” as in Appleton Woods.
17
21/11/2011
This will bring up the suppliers name. Click on this drop down to add it into the field.
3
Now type in a
detailed and
consistent
description of the
required item.
Fill in the
Suppliers
reference
number,
Quantity, Unit
Price, Packaging
and if required
tick the category
…continued from previous page.
4
Click Save to add
this to your cart.
Continued on next page…
Notice the
symbol for a noncatalogue item in
your cart.
This section will show a Shopper/Budget Holder with appropriate permissions how to
compare several items using the compare feature of OPeRA
Compare
Items from
the Hosted
catalogue
1
After searching for
an item in the
hosted catalogue
you can compare
several items by
clicking on
compare
underneath the
Add to Cart
button for each
item that you want
to compare.
Notice how each
compare has
turned into
remove, this can
be toggled.
18
21/11/2011
2
After selecting the
items to compare,
if needed scroll
back to the top and
click on the
Compare Selected
button at the top
right.
3
Notice the
categories along
the left which align
each aspect of the
multiple items.
…continued from previous page.
(4) Optional
After carefully
looking at the
differences
between the
multiple items, tick
the box at the top
of the column and
select Add to
Active Cart then
click Go.
Continued on next page…
If you don’t want
to add any to the
cart click Back to
Search Results to
return.
Searching a Punchout Supplier
1
Any items you want to buy via a Punch-out will be added to your active cart, so
create a new draft cart or make active the cart you want items from the Punchout website to be added to. See Carts p…….
19
21/11/2011
2 Click on the Punch-out you
wish to access – Insight in
this example.
(3)
If the Security Warning
dialoge box appears, click
on No.
If you select Yes the
Punch-out will not open.
Continued on next page…
20
21/11/2011
…continued from previous page.
4
The website opens in the OPeRA browser window. It will appear exactly like
the website of the company and the only indication you are still uisng OPeRA
will be above the blue bar above the borwser window which says OPeRA
Punchout:
NB: A Punch-out will ‘time out’ after 30 minutes of inactivity.
(5)
You can leave the Punchout website and return to
OPeRA at anytime by
clicking on Cancel Punchout.
6
Search for and add items to your basket as you would normally do so on this
website.
7
Look for the Checkout or Return to Requsition button when finished and this
will return you to OPeRA:
Continued on next page…
21
21/11/2011
…continued from previous page.
8
Viw the item(s) selected from the punch-out in your OPeRA cart and proceed as
normal to submit the requisition:
Note the symbol which indicates this item is from a Punch-out:
22
21/11/2011
5. Using Favourites in OPeRA
In this section of the manual the user will:
Overview
(a) Setup a favourite’s folder and Subfolder.
(b) Add an item.
(c) Retrieve this item and put it in their Active cart.
This part of the manual presumes that the user knows how to login and has the required
username and password for their account.
NB: You cannot use favourites with Punch out suppliers.
This section will show a Shopper/Budget Holder with appropriate permissions how to create
a favourites folder in OPeRA.
Setup a
Favourites
Folder
1
After logging in:
The landing page
will show the Tabs
at the top of the
page.
Click on favourites
2
In favourites you
will find two main
areas: the Personal
and Shared
category.
In Personal you can
create a folder to
store items and
combinations of
items which you
want to retrieve at a
later time.
In Shared there are
set folders with
useful things like
forms and specific
favourite items that
UoW may wish to
share.
Click New to create
a folder in the
Personal category.
Continued on next page…
23
21/11/2011
24
21/11/2011
…continued from previous page.
3
Select Top level personal
folder
Type in a name and
description for the folder
and its intended contents.
In this example the folder
is called Toms Favourite
Items.
Click Save.
NB: After clicking Save
you may need to close the
Create New Personal
Favourites Folder box.
4 NB: Now you may have to click twice
the + symbol to the left of Personal to
display the new folder that you just
created.
on
Click on your folder name to see the empty folder with the Add non-catalog item… link
above it. You do not need to click on this link.
NB: If you add a non-catalogue item you will need to check the price with the supplier
before assigning the cart or submitting the requisition. This is because the price may change
and a manually entered item (such as a non-catalogue item) will not automatically update
and changes.
NB: You can create a subfolder within a folder you have created. This may be because you
have subcategories of items which need separating.
2
To do this you can click on your folder (1), click the New button (2), select Subfolder of
selected folder (3) and give the subfolder a
name and description. The subfolder will be
ready for use when you expand the folder.
3
1
25
21/11/2011
Continued on the next page…
…continued from previous page.
5 Now you need to search for
an item and store it in your
new favourites folder.
Click Home/shop and
search for an item.
In this example the search
will be for battery.
6 In the search results you can choose any item to add to your favourites folder. To do this
click add favourite
Click the folder you created under Personal to select the folder to put the item in.
Then click submit.
You will see the confirmation screen, click Close.
7 Return to favourites by clicking the favourites tab.
When back in favourites you can simply add the favourite to the cart by clicking Add to
Cart or if you have multiple items and you wish to add them all to the cart, then tick the box
26
Continued on next page…
21/11/2011
…continued from previous page
to the right of add to cart
This will tick all items in the cart ready for you to click add to cart.
You do not have to click add to cart in this example.
Optional (8) You can move or copy items from one folder to another using the move/copy link below the
Add to Cart button.
You can edit the name of the item in the
folder by clicking on the edit link.
27
21/11/2011
6. Approving a Requisition in OPeRA
In this section of the manual the user will perform:
Overview
(a) Finding your Approvals (Searching for a Requisition)
(b) Approving a Requisition
(c) Rejecting a Requisition
(d) Rejecting a line item from a Requisition
(e) Returning a Requisition
The Approver will be able to search for a Requisition using the OPeRA document
search or using the Approver Tab along the top of the interface.
Searching for a
Requisition
1
Here are steps to simply search for a requisition and choose a requisition and assign to
yourself in order for you to be able to approve/return or reject:
After logging in:
The landing page will
show grey tabs along the
top. Click on the
Approvals tab to access
the list of Pending
Requisitions.
2
The Next page will show
two main boxes:
The My PR Approvals
box shows any
Requisitions you have
assigned to yourself for
Approval.
The Pre-release box shows
any requisitions which are
pending approval by the
Approvers in your
department.
Continued on next page…
28
21/11/2011
…continued from previous page.
3
If in the Pre-release area
there are too many
requisitions to sort through
and you can’t find the
requisition you want, you
can use the manual filter.
Click + symbol next to
Click to filter
requisitions.
Use the drop down to
select Manual Filter
Choose a date from the
drop down.
Click Search.
4 After finding a requisition you want to approve you can now review it.
You can now click on the requisition order number (circled above) to view it in more
detail before you approve or reject it.
5 Below shows the requisition:
While you are viewing this screen you can approve or reject. NB: You can only reject a
requisition on this screen, not on the list of requisitions on the previous screen.
29
21/11/2011
Here are steps following on from Searching for a Requisition which allow you to
assign a Requisition to yourself, check it for accuracy and approve it.
Approving a
Requisition
1 NB: To return to the My
PR Approvals list click on
the Approvals tab at the top
of OPeRA.
Notice the Apply Action to
Selected PR(s) drop down
selector, also the Assign
button.
You can either click the
Assign button or tick the
selected item(s) and choose
assign from the drop down.
2
After assigning to yourself it will appear in the My PR Approvals box.
Notice now that the button that was previously Assign, has changed to Approve.
3
You can now click Approve. The next screen you will see shows an empty My PR
Approvals
Here are steps following on from Searching for a Requisition and assigning it to
yourself.
Rejecting a
Requisition
1
After assigning to yourself it will appear in the My PR Approvals box.
2
Click the requisition
number to view the
requisition.
30
21/11/2011
Continued
on next page
page…
….continued
from previous
3
On the Requisition click on the Available Actions drop down.
Now select Reject Requisition at the bottom of the drop down list.
4 Type in a reason as to
why the Requisition was
rejected.
Click Reject
Requisition.
Once the Requisition is
rejected it can only be
recovered by searching
for the Requisition
number in Document
Search and then
copying the contents of
the rejected Requisition
into a new cart. This can
only be done by an
Approver.
31
21/11/2011
Here are steps following on from Searching for a Requisition and assigning it to
yourself. Rejecting a Line item will not reject the Requisition, but will remove
individual items from the Requisition.
Rejecting an
item from a
Requisition
1
After assigning the requisition to yourself it will appear in the My PR Approvals box.
2
Click the requisition
number to view the
requisition.
3
Scroll down the Requisition to view the line items (the individual items in the
Requisition).
Each item is seperated by Supplier and has a tick box to the right of each item.
32
21/11/2011
…continued from previous page
Continued on next page…
4
Tick the box to the right of the item you wish to reject.
5
Once the item tick box is ticked, click on the For Selected Line items drop down and
select Reject Selected Items and click Go.
33
21/11/2011
6
Type in a reason for each line item to be rejected and click Reject Line Item.
Here are steps following on from Searching for a Requisition and assigning it to
yourself. Returning a Requisition will return it to the Shopper or Budget Holder for
required changes.
Returning a
Requisition
1
After assigning the requisition to yourself it will appear in the My PR Approvals box.
2
Click the requisition
number to view the
requisition.
3
Click the Available Actions drop down and select Return to Requisitioner and click
Go.
34
21/11/2011
4
Type in a reason for the return with possible changes required.
7. Document Search
OPeRA will keep copies of all requisitions and POs and these can be retrieved using
the document search facility. Access is controlled by the document’s access
permissions and user’s profile.
Overview
Click on the document search tab to access the search tool:
Basic search options are outlined below
Basic search
1
You can specify whether to
search all documents,
Requisitions or POs.
35
21/11/2011
2
You can specify the date
period to search. OPeRA
has a wide range of
predefined date options and
you can specify a custom
date range.
Continued on next page…
36
21/11/2011
…continued from previous page.
3
You can search using any of the criteria listed below by typing into the search field
(catalogue number used in example here) and clicking Go:

requisition number

requisition name

purchase order number

invoice number

supplier invoice number

invoice name

catalogue number (SKU)

product description (or partial product description)

supplier name

contract number

manufacturer name

receipt number for related PO

receipt packing slip number for related PO

receipt tracking number for related PO

receipt name for related PO
NB: you can search on partial document numbers and don’t need to use an asterisk
(wild card).
4
To view the details of any
requisition or PO returned
by a search click on the
Requisition No or PO No.
Alternatively, click on the
Quick View icon:
Tip
If you know the requisition or PO number (as below) of the document you want
then simply type it into the Search field and click on Go:
37
21/11/2011
Viewing Documents Clicking on a the Requisition Number or PO Number will give you access to
detailed information.
1
A RO document:
2
A PO document:
38
21/11/2011
Searching for your
Documents
It is easy to quickly access all your requisitions and POs in OPeRA
1
If you are only interested in your requisitions or POs then use the options below:
2
Clicking on my requisitions will give you a list of all your requisitions for the last
90 days:
3
Clicking on my purchase orders will give you a list of all your POs for the last 90
days:
39
21/11/2011
Filtering Results
1
Any document list can be
sorted by a number of
criteria using the Sort by
field at the top of the list.
Continued on next page…
40
21/11/2011
…continued from previous page.
2
Any search results can be
further refined using the
Refine Search Results
panel down the left of the
screen.
3
To apply a filter using one
criteria simply click on it.
4
To apply a filter using multiple criteria click on the appropriate Filter button
select the criteria you require, then click Apply:
,
Continued on next page…
41
21/11/2011
…continued from previous page.
5
Applied filters will be
displayed in the Filtered
By panel and can be
removed by un-ticking the
boxes.
Note that in this case if you
wanted to filter by another
supplier you must first
remove all the ‘Supplier’
filters before the By
Supplier option reappears
in the Refine Search
Results panel.
To save search criteria that you reguallry use follow the steps below:
Saving a Search
1
Once you have selected all
the required criteria and
have your search result
click on Save Search in
the Filtered By panel.
2
Name your search, add a description, then click on Save.
3
Click on Close.
Continued on next page…
42
21/11/2011
…continued from previous page.
4
If you have saved searches the saved searches opotion appears at the top of the tab:
5
To see saved searches click on the link indicated in Step 4 and a list will appear:
6
Any saved searches also appear on the document search tab:
7
You can delete, rename or export any search wherever you see those options listed
opposite your saved search. Any export will create a zipped Excel file and if you
click on the help icon in the Request Export dialogue box you will find an
explanation of your export options:
43
21/11/2011
Refine a search and use This can be useful if you need to search for documents
from multiple departments.:
Advanced Search
1
On the document search tab click on advanced search:
2
The advanced search form then appears:
3
Add the criteria you
4
Click on Go.
44
21/11/2011
8. Miscellaneous
Overview
VAT
1
2
3
4
NB
Attachments
1
2
3
4
NB
Forms have been created to make it easier to order or request services such courtesy
cars or change order requests.
Forms
(1)
If you are ordering a service such as a courtesy car the form will place it into a cart
and you will then need to process the requisition as normal. Therefore, either make
sure your active cart is the one you want the servioce to be added to or creat a new
draft cart (see ………) and give it an appropriate name:
2
Forms are accessed via the forms tab where a list of available forms appears on the
left of the screen categorised as Personal or Shared:
45
21/11/2011
(3)
Alternatively, you may be
able to access forms via the
Showcased Services area
on the home page.
4
To open a form either click on its name or click on its View Form button.
5
The form will open in a new window:
46
21/11/2011
6
Any instructions or
guidance associated with
the form will appear down
the left hand side.
(7)
You can use the dropdown
at the top of the form to
change the default action.
8
Complete the necessary details on the form.
9
When completed click on
Go.
(10)
If the form was purchasing a service (e.g. taxi) and you used the default Add and
go to Cart action (see Step 6 above) the service will now be added to the active
cart or a new cart will be created.
(11)
Click on Proceed to
Checkout and complet the
requistion as normal.
47
21/11/2011
Delivery Dates
1
2
3
4
NB
Medical Flags
1
2
3
4
NB
Chemical Drawings
1
2
3
4
NB
Searching for Chemicals in OPeRA
Overview
In this section of the manual the user will:
(a) Access the Chemical Structure Search facility in OPeRA.
(b) Use the Chemical Structure Search facility in OPeRA to search for a chemical and
put it in an active cart.
This part of the manual presumes that the user knows how to login and has the required
48
21/11/2011
username and password for their account.
This section will show a Shopper/Budget Holder with appropriate permissions how to
access the Chemical Structure Search facility in order to find a required chemical and put it
in an active cart ready for assign or submission.
Access the
Chemical
Structure
Search
Facility
1
After logging in:
The landing page will show the Go to: and Browse: links.
Click on chemicals and this will load the Chemical Structure Search facility.
NB: Depending on your browser/Java settings you may receive messages like these below
click Run:
You may be asked the below message as well, click No
49
21/11/2011
2
The Chemical Structure Search will load with a landing screen looking like below:
The Top section (1) is for a categorical search and the section below (2) is for the user to
draw a chemical structure.
1
2
For example:
Draw with single bonds or increase bond
type is a tool which has multiple tools
accessible with a click and hold.
NB: You can hover the mouse over a tool to
see the tooltip and find out what it is called.
The structure palette (left) is simply click
and select but there are also tools which
allow you to hold down the left mouse
button to access other tools and structures
Either use the tools to create a structure or use the categorical search above. Either way if
any data is entered you must click Search below each
50
21/11/2011
9. Appendix
Overview
Glossary
Administrator
These are system administrators and can make changes to site configuration, user
information, suppliers, etc.
Approver1-read
These users can review (approve and reject) purchase requisitioners that are
assigned to them. Typically this role is assigned to the Top Tier, Specialist and
Department Release Approvers. This role CANNOT modify a requisition in
workflow.
Approver2–write
These users can review (approve and reject) purchase requisitioners that are
assigned to them. Typically this role is assigned to the Pre-Release Approvers. This
role CAN modify a requisition after they have assigned it to themselves.
Budget Holder
These users can shop for items and submit carts (that they created or from a
shopper). They are responsible for making sure the correct Cost Collector values
are populated
Cart
Carts are found in all online shopping, including SelectSite. A cart is the entity that
holds details about the items(s) or services that you would like to order. Prior to
submitting a cart, you can add additional items, change items, remove items,
change quantities, etc. Funding is not attached or “reserved” for a cart – meaning
carts do not have a PO number, PR number, or money from a credit card reserved.
Once you hit submit, the financial association begins. (This works just as it does
when you are shopping online). Once the cart is submitted, it becomes a purchase
requisition.
Custom fields
Used to track information specific to an organization. Custom fields can be used to
identify financial information associated with an order, used to assign a buyer, or
can be used to identify Yes/No or On/Off type information. The number of custom
fields, along with the custom field type, varies based on your organization’s needs.
Custom fields can display in a number of different locations on a purchase
requisition or purchase order. Depending on how the custom field is set up and
what permissions are assigned to the users, a custom field can be viewable only be
certain users/roles, can be freeform entry, can be selected from a administrator
defined list, or can be pre-selected for the user by an administrator. NOTE: In the
cases where a user is given view-only privileges for a custom field, he/she will still
be able to assign the default value.
Hosted Catalogue
Item
Hosted catalogues are an electronic form of a supplier’s printed catalogue.
Suppliers provide information for the items that they sell and put this into a
spreadsheet. This information is then loaded into the system where it can be
viewed by shoppers and requisitioners. Generally, organization-specific pricing is
applied to a hosted catalogue
51
21/11/2011
Non-Catalogue Item
A non-catalogue item indicates the item is not available via a hosted catalogue or
punch-out catalogue. OPeRA knows nothing about the item being requested and
it is the requisitioner’s responsibility to accurately describe and price the item.
Plant
PreReleaser
Punch-out
Catalogue Item
From SelectSite, you can click on “links” to go to a supplier’s site to shop. This
experience is very similar to shopping directly from a supplier’s website except: 1)
you will only see those items that you can order, 2) you will see organizationspecific negotiated pricing, and 3) after shopping, you can add those items directly
to your SelectSite cart.
Purchase Order (PO)
A purchase order is simply that, your order to purchase goods or services. A
purchase order is a binding contract. It contains the name and/or description of
the goods you are buying, as well as the quantity, price, payment, and delivery
terms. Many wholesale distributors and vendors will insist on a purchase order
before they sell to you.
Purchase
Requisition (PR)
Once a cart is submitted, it becomes a Purchase Requisition (PR). During the
Purchase Requisition phase, the funding for the purchase is oftentimes validated
(Is the credit card number valid? Can the user “use” the account entered? Is there
is enough money for this purchase?) AND the approval process is initiated. Once a
Purchase Requisition is fully approved and complete, it becomes a Purchase Order
Purchasing
These users can be responsible for approving high dollar orders or managing
supplier content.
Shopper
These users can shop for items, but cannot submit a cart. These users may know
Cost Collector values, the correct Material Number and VAT code, but they are not
required assign the cart to a budget holder. Shoppers should not populate any
fields they are unsure of.
Icon Guide
1
2
3
4
NB
52