Using the SRM Dell Punch-out Catalog

1. Using the SRM Dell Punch-out Catalog

2. Introduction These materials show specifically how to use the punch-out catalog to purchase Dell products within the Supplier Relationship Management (SRM) system. If needed the full SRM Shopper Training can be accessed on the Purchasing Division website at: http://www.uky.edu/Purchasing/docs/srmshopperpptrev2.pptx.

3. Who Uses the Dell Punch-Out Catalog The 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 and College of Medicine 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.

4. Dell Lease Purchases • Some 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 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. 

5. Overview – Punch-out Catalog Order The Dell punch-out catalog offers the following options: 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. 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.

6. Create Punch-out Catalog Order – Set Delivery Room/Floor The room address for delivery of goods must be confirmed/refined at the Shopping Cart level. This must be done for every Shopping Cart. 1. Click Set Values within Default Settings 2. If needed click the right arrow to expose all tabs

7. Create Punch-out Catalog Order – Set Delivery Room/Floor Delivery address information flows in from Personal Settings and reflects your building addressonly. The Shopper must add the specific floor and room number, contact person, etc. This must be completed on each cart and will populate to all line items in the cart. Important: Omitting entry of the contact person, floor, and room number within Set Values will require the user to enter the information for each line item in the bottom Details section. 3. Complete contact person, floor, room, etc. 4. Click OK

8. Select Dell Catalog from Add Item Menu Punch-out catalog items are ordered through the Add Item dropdown button. As new catalogs are added to the system, they will appear in the Add Item menu. 5. Click Add Item and select Dell Catalog. Shopper will leave SRM and enter Dell’s punch-out website. If you get this message, click No.

9. Options for Standard Punch-out Order Systems Catalog The 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 Configurations Shows configured equipment and systems which are pre-approved for University of Kentucky departments. 3. Software & Peripherals Software 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.

10. Options for Standard Punch-out Order 6b. Standard Configurations: To access Standard Configurations, click on the category named “Shop” and click “Standard Configurations” link within the secondary navigation below. 6a. Systems Catalog: To access Systems Catalog, click on the category named “Shop” and click “Systems” link within the secondary navigation below. 6c. 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.

11. Selecting Items for Standard Punch-out Order 7. 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.

12. Customizing Items for Standard Punch-out Order Select from right menu as desired to review or print order summary or add the customized purchase directly to the Dell cart. If customization is chosen, select desired options at next screen. Pricing updates automatically as options are selected.

13. Finalize Dell Cart Note: Shoppers have the option to save the order as an E-quote, An E-quote can be retrieved later for purchase. 8. When finished selecting/customizing items from the catalog, click Create Order Requisition.

14. Set Shipping and Trade Compliance Indicators 9. Select desired Shopping Option. Default 3-5 day delivery is no charge. 10. Check appropriate Trade Compliance selection 11. Click Continue

15. Order Review and Submission 12. Review your order details and edit if necessary 13. Click Submit Order Requisition to complete the process. If needed Order Summary or Details can be printed If you get this message after submitting, click Yes.

16. Punch-out Items Return to SRM Shopping Cart The punch-out order populates back to the SRM Shopping Cart. 14. Click to open Details (bottom) section of Shopping Cart

17. Punch-out Catalog Order – Details Section Delivery Address information was already set at header level under Default Settings/Set Values. Thus, nothing needs entered or modified for this in Details section. 16. Notes and file attachments can be added if needed. (Note: There is no quote attachment involved for a Dell punch-out order.) 15. Complete Account Assignment information as needed

18. Check and Complete Order 17. Click Check to confirm whether errors exist Remember: Only click the SAVE button if the order is to be placed on HOLD. A Saved Shopping Cart resides in the Shopper’s POWL and does not move forward. 18. Click order to finish

19. Order Successful and Close Window Order was successful 19. Click Close button to close window

20. What Happens Next An Order Acknowledgement e-mail notifying Shopper that the order has been received by Dell. 1 2 A subsequent Order Confirmation e-mail that includes Dell order number and projected ship date. 3 A Ship Notification e-mail with detailed shipping information that informs Shopper the order has shipped.

21. Special Notes on Dell Punch-out Catalog Shopping Carts • Special 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.

22. Creating and Receiving E-quotes

23. Generate 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. 1. From Shopping Cart on the punch-out catalog, click Save as E-quote

24. Complete Contact Information for E-quote 3. Click Continue 2. Complete contact information Note: Email address is required to retrieve an E-quote through SRM.

25. Finalize E-quote and Email Confirmation Confirmation E-quote has been saved Shopper will also receive an email confirmation 4. Click Continue Shopping to exit page

26. Retrieve E-quote To Place Order 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. 1. Click E-quotes from the Dell Premier landing page

27. Retrieve E-quote 2. Enter email address 3. Click Retrieve E-quote

28. Retrieve E-quote 4. Locate the correct E-quote and click Create Order Requisition

29. Finalize Retrieved E-quote and Create Order 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

30. Set Shipping and Trade Compliance Indicators 7. Select desired Shopping Option. Default 3-5 day delivery is no charge. 8. Check appropriate Trade Compliance selection 9. Click Continue

31. Finalize Retrieved E-quote and Order 10. Review Order Requisition details and edit if necessary 11. Click Submit Order Requisition to complete the Order Requisition process. If needed Order Summary or Details can be printed If you get this message after submitting, click Yes.

32. Retrieved E-quote Items Return to SRM Shopping Cart 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.

33. Creating Punch-out Quote To Order (PQTO)

34. 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.

35. PQTO– First Step Punch-out Quote To Order (PQTO) starts with a custom quote from the Dell sales representative. Email Michelle Thomas at: Michelle_M_Thomas@Dell.com 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.

36. Place Order for PQTO from Punch-out Catalog Create 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 3. Click Non-Standard Quotes

37. Move PQTO to Purchase Status 4. Locate your PQTO number from the list and click Add to Cart

38. Create PQTO Order Requisition Within Dell Catalog 5. Review order. Click Create Order Requisition to proceed. 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.

39. Shipping and Trade Compliance Indicator Shipping option automatically defaults for PQTO orders 6. Check appropriate Trade Compliance selection 7. Click Continue

40. Finalize PQTO and Order 8. Review order details and edit if necessary 9. Click Submit Order Requisition to complete the process. If needed Order Summary or Details can be printed If you get this message after submitting, click Yes.

41. Complete PQTO Within SRM Items from the PQTO return to the SRM Shopping Cart. Shopper should complete remaining entries as needed (Account Assignment, Notes, etc.), Check, and Order.

42. Purchase Customized Software via Punch-Out Customized software quotes are handled in the same manner as Punch-out Quotes to Order. Email Gina Skonieczny at: Gina_Skonieczny@Dell.com 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.

43. 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.

44. 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: SRMHelp@uky.edu