Saipem e-Business Service e-Purchasing –Gift

Saipem e-Business Servicee-Purchasing – Gift

Requisitioner Manual

e-Purchasing – Gift – Requisitioner Manual

Dear User,

this manual explains the use of e-Purchasing-Gift service as Requisitioner.

We kindly suggest you take few minutes to read it in order to take full

advantage of the Service.

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Agenda

e-Purchasing Gift Workflow................................................. 4

SRM User Setting Personalization.......................................... 5

Shopping Basket Creation.................................................... 10

Step 1 – Default Settings/Select Goods......................................... 12

Step 2 – Shopping Cart Items...................................................... 17

Step 3 –Complete and Order Shopping Cart................................... 19

Edit Shopping Cart ............................................................. 20

Inbox and Approval Requests Management............................ 24

Useful Information.............................................................. 29

Copyright & Trademark........................................................ 30

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E-Purchasing – Gift - Workflow

4

4

Requisitioner e-Business AM Approvers Supervisor e-Business Supplier

Shopping BasketCreation

SRM

1

Approve?

SRM

2

Approve?

SRM

3

NO

SI

Send order

SRM

5

Receive order

6

Approve?

SRM

9

Enter Confirmation

SRM

8

10

YES

@mail

NO

@mail

@mail

1° step

2° step

Approve?

SRM

4

3° step

Order dispatched

7

@mail

Goods ReceiptPosting

SRM

10

Request for credentials

A

Send credentialsVia email

B

Portal

NO

NO

YES


USER SETTINGS

PERSONALIZATION

5


SRM User Settings Personalization 1/4

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Click on the menu item: Personalization – SRM User Settings.

It’s possible to change some Requisitioner’s personal information by clicking the button Edit



It’s possible to modify Requisitioner’s Personal Data: Name, Surname, Form of Address, Academic Title

Tab User Account: it’s possible to change e-mail address, Time zone, Language, Date Format, Decimal notation

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Tab My Addresses:

› Select one of the addresses created, associate an address to the Shopping cart, view the details of an address selected by clicking on Details

› Define the default address by setting the bullet Standard Ship-to-address: this address will be associated automatically to all the created Shopping Cart (the requester can always change the address in each single item while creating the Shopping Cart)

› Create a new Address: click on the button Create and filling in the required fields

› Delete or copy the addresses previously added: select the address row and click on Delete or Copy


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Once completed all the changes of Personal Settings is possibile to Check and Save the information, clicking the Check and Save buttons

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SHOPPING BASKET CREATION

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Shopping Basket Creation

In order to create the Shopping Basket it’s necessary to select from the home page menu the menu item Purchasing Area:

Click on the icon Shop

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Step 1 – Default Settings 1/2

Click on Set your default values: you can define some of the information that will be automatically inherited from all the items you will download from e-catalog

NB. You need to do these definitions for each Shopping Basket you create

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Item Basic Data:

› Product Category

› Purchase Group

› Location/plant

Account Assignment

› Account Assignment Category: Cost Center/WBS Element

› Assign Number: Accounting number set by the user through the Search Help provided, or assigned by default to the requisitioner’s user ID

› Approver: set the Approver using the Search Help: this search retrieves all the Approvers related to the Account object defined


Account Assignment – Set Approvers

13

The Requisitioner can select each time a different account object and the related approver.

The account objects selected are associated to the Cost Centers’ and WBS Elements’ structure of Saipem Canada.

The system suggests the accounting information, retrieving it directly from SAP ECC. The system checks that theselected cost object is active and valid for purchase requisitions and their following acconting.

Once selected the Account Object, the field approver suggests a list of approvers associated to that specific accountnumber defined, retrieving their name and user ID from SAP ECC. When the Approver Status Not defined in SRM,the requisitioner has to activate the qualification procedure (see instruction in e-Business area).

If the approver needed is not in the suggested list, it means that in SAP ECC the approver is not defined as anauthorizer. In this case the requisitioner has to activate the qualification procedure with the approver in CC.


Step 1 – Default Settings 2/2

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Click on Set your default values: you can define some of the information that will be automatically inherited from all the items you will download from e-catalog

NB. You need to do these definitions for each Shopping Basket you create

Delivery Address/Performance Location:

› You can set a different address information from the ones set by default in the SRM user Settings

Internal Note

› You can insert internal notes visible to the requisitioner and the approver


Step 1 – Select Goods/Service

To add items in the Shopping Basket you have to click on the

Catalog name you want to Browse.

Select the goods you need and click on Next

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E-Catalog – Download items in the Shopping Cart

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E-Catalog

1. Search for goods: Insert a Keyword and click on Search. For further search criteria selecrAdvanced Search (Supplier, Product Category, Item Type, ...)

2. Select and add items in the Shopping Basket: flag the goods you want to buy, insert the quantityyou need and click Add to Cart

3. View Cart: open details of the Shopping Basket you created with all the items you selected (youcan add/remove items, change quantities...)

4. Check Out and go back to the Shopping Basket


Step 2 – Shopping Cart (Items)

Step 2:

Review items downloaded from e-Catalog: change Quantity

Add more items to the Shopping Basket: Add Item.

Delete one or more items selected: Delete

Copy one or more items selected: select the item and press Copy, thus press Paste

Fill in the fields ‘Purpose’ and ‘Beneficiary’ for each item of the shopping cart; those fields are mandatory for the completion of the shopping cart

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Once defined mandatory data for each item, press Next to continue or display the details of each item selecting the item and pressing Details


Step 2 – Shopping Cart (Items): Item Details

Select an Item and click on Details: you can view all the information related to each item:

Item Data: Quantity, Product Category, Company

Account Assignment: Change cost object related to the item (Please note: in the whole shopping cart the account assignment must be unique)

Notes and Attachments: Add notes and attachments to each item

Delivery address/Performance Location: Change delivery address. This address is retrieved automatically from SRM User Settings defined by the Requisitioner.

Approval process overview: Detailed information of the person who has in charge the request of approval of the shopping basket.

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Step 3 – Complete and Order the Shopping Cart

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To complete the Shopping Cart you can:

Change the Shopping Cart’s name

View the approvers associated to the Shopping Cart

Insert Notes to the Approver

Furthermore, as explained in the messages with icon , user have to fulfill the following mandatory fileds:

Executive Vice President ID: the ID needs to be selected from the list accessible after pressing the icon

Supply Date

Is thus possible:

Check the consistency of the Shopping Cart data: press Check

Save the Shopping Cart and then continue editing in a second time: press Save

Exit without saving any data: Close

Complete the purchase process: Order


EDIT SHOPPING CART

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View Shopping Cart

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To recall the saved Shopping Cart, select the menù Shopping Area (1)

In the section Shopping Carts, the list of all managed Shopping Cart will be displayed(2) with the evidence of the document status

Is furthermore possible to carry-out a search using the availabe filter parameters (3); to do that, fill in the interested filter an select Apply

To display shopping cart details, press the number of the shopping cart

1

2

3


View Shopping Cart

When the Shopping Cart status is Held:

The system opens the document in Display mode: the requisitioner can check the inserted items without editing the shopping cart, but he can’t add new items in display mode (error message)

If the requisitioner click on Next he can order directly the shopping cart

To order the Shopping cart click on Order

22


Edit Shopping Cart

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When the Shopping Cart status is Held and the requisitioner needs to change some data:

Open the shopping cart and click the button Edit, the system now enables the users to:

› Edit the information already inserted for each item: click on Details

› Add new items in the Shopping Cart

› Check the information defined

› Save the new Shopping Cart

› Close without saving the changes

› Order the new shopping cart and start the approval workflow

The Read Only button brings back to the Display mode

Please Note. Each time you edit a document is mandatory to click on Order to resend the document to the approver.


INBOX AND APPROVAL REQUESTS MANAGEMENT

24


Approval Request’s Management

25

Requisitioner can approve/refuse the following documents:

- Refused Shopping Basket: Shopping Basket refused by one of the approver

- Confirmation created by the vendor

To display the list of all documents in charge to the Requisitioner:

Select the menu item: Work Overview

Search the documents filling the search criteria: Show*: New and In Progress Work items – this item shows all the tasks still pending

Click on Apply

Select the link in the column Subject to open in Display mode the document:

In case of Refused Shopping Basket, the subject of the message will be ‘Accept Decision/Adjust Shopping Cart Number XXXXXX’

In case of Confirmation, the subject of the message will be ‘Approve Confirmation Number XXXXXX’


Approval Request’s Management – Refused Shopping Basket

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In case of a Shopping Basket Refusal, the list of the shopping basket items is displayed, with the evidence of the decision taken from the approver (radio buttons Approve or Reject)

Requisitioner can:

- Accept the decision of the approver selecting Accept: accepting the decision means that all the refused itemswill be removed from the Shopping Basket, and the document will continue the approval flow

- Edit the shopping basket selecting Edit: in this case Requisitioner will edit shopping basket as explained in section ‘Edit Shopping Cart’; once confirmed the Shopping Basket, the document will go through the entireapproval flow, starting form the first step


Approval Request’s Management - Confirmation

27

Goods Confirmation includes different tabs :

Overview: Overview of all the data of the shopping cart items and of the goods confirmation created by thesupplier

Header: in the subsection Notes and Attachments is possible to insert the Motivation of rejection of the GoodsConfirmation

Items

Approval: in this tab is is tracked who has in charge the document


Approval Request’s Management - Confirmation

28

Tracking Tab log all the related documents from the shopping cart to the Purchase Order. These documents are accessible by clicking the link on the number (Document Number).

• To approve the Goods Confirmation click on Approve

• To reject the document click on Reject: in this case it’s mandatory to insert a motivation and a notification will be sent to the supplier who will edit and resubmit the Goods confirmation

• Print Preview: allows you to print a PDF preview of the document.

• To save the Goods Confirmation and edit it later, click on Save

• To exit the document without saving any of the changes, click on Close


Useful Informations

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For Saipem E-Business Support Request, please open a ticket in

ITSM Front Range :

http://itsm7.saipemnet.saipem.intranet/SelfService/

Or contact the Saipem E-Business Service Support at

+390226302111

From Monday To Friday: 08.30 AM - 06.00PM (CET)

& Sunday: 09.00 AM - 17.00PM (CET)

For any clarification about the use of ITSM Front Range please see the tutorial in

"TUTORIAL ITSM END USER SRM " folder or see self-training documentation.

For problem with ITSM please contact [email protected]

Other details are available on the Saipem E-Business Service Portal:

e-business-area.saipem.com


Copyright & Trademark

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The contents of this manual is for informational purposes onlyand for private consultation.

It may not be reproduced for commercial purposes.For Copyrights and Trademarks see the Service Portal.

Documents

Saipem e-Business Service e-Purchasing –Gift