OSCAR Training On-Line Shopping Cart at Rensselaer

1. OSCAR TrainingOn-Line Shopping Cart at Rensselaer Basic

2. Definitions • Punch-Out Supplier – The punch-out suppliers are available on the main Home/Shop screen. These are vendors with which RPI has pricing agreements in place with. • Banner Authorization – OSCAR is checking your Banner fund/org access and if money is available. • Special Approvers – Individuals outside of the Purchasing Department who have a need to track the purchase of certain items or ensure policies are complied with. • Forms – All work in OSCAR is accomplished through the use of forms, requisition, direct pay, blanket order and invoice • Catalog Form – Punch-out suppliers use catalog forms • Non-Catalog Form – Requisitions and Direct pay requests use the non-catalog form

3. Forms • There are three forms in the OSCAR system. • Requisition – this form is used to order supplies and services not available through the punch-out catalogs or through other purchasing methods such as Direct Pay or Blanket Order. • Blanket Order – This form is used to process a payment against an already established Blanket Order. See Purchasing Policies and Procedures 3.7, Blanket Purchase Agreements • Direct Pay – Used for reimbursements for purchases as defined in Purchasing Policies and Procedures 3.14, Direct Payment Request

4. OSCAR Tip You can now locate the Vendor ID in OSCAR After selecting the vendor click on “more info” The Vendor ID is located on the pop up screen. In the case of an employee the RIN will show in this space Note: The Blanket Order and Direct Pay form will require either a vendor ID or employee RIN to complete.

5. OSCAR Tip • The font size has been increased throughout the application. The medium font size is the default. The 10.2 font size is the Small font size. • A Font Selector Widget is available in the top navigation of the application. • The font configuration widget expands to allow the user to select the desired font. The highlighted font indicates the selected font. • Personal Setting – to change the font size in your profileselect ProfilePersonal SettingsFont SizeSmall, Medium and Large options. • The font selected via the three setting options will persist for all subsequent sessions.

6. OSCAR Tip Reject Requisition • Approvers now have the ability to reject all lines of a requisition in one single action. • The Reject Requisition optionis now an option in the Available Actions dropdown. • Users must have the Approve/Reject permission to have this new action available in the Available Actions dropdown. • Selecting Reject Requisition will launch a pop-up asking the user to add a comment to the requisition regarding the reason for the rejection. The note will be added to the document history. • The error handling throughout OSCAR will be displayed with a new look. Errors will now display with a yellow background, an icon indicating an error, informational or warning message and the message text. Error handling- application wide

7. OSCAR Tip Payment Split calculation • A new link called “show monetary calculations” is available in the account split edit overlay that displays a calculated monetary value for each % value entered by the user.  This can be useful in determining the appropriate % to apply.  The calculation is for informational purposes only to assist in assigning a value for % of Price or % of Qty splits. • Edit links throughout the requisition document were replaced with edit buttons. • An Attachments tab has been added to the Requisition Document. • The Attachments tab and Comments tab will now track the number of attachments and comments added to the Requisition. The number will display in parenthesis after the tab heading. Edit buttons Attachment and Comment tab count

8. Punch-Out Suppliers Clicking on the Staples icon will bring you to a site designed for RPI.

9. Punch-Out Select your item or use the search box

10. Punch-Out Select item to add to cart

11. Punch-Out Select quantity and “Add to Order”. Number of items and subtotal will update with each item ordered. Click on Submit when ready to check out.

12. Punch-Out Review the order and click Submit to return to OSCAR and complete your order.

13. Punch-Out Rename request, Review items ordered, Proceed to Checkout *Special Approvers do not apply to punch-out orders

14. Punch-Out • Changes may be made to any box by clicking on “edit” • Verify Financial Approver • Complete Commodity Code and Product Location • Click on Place Order to complete

15. Punch-Out OSCAR assigns a unique number to each request and starts a workflow process.

16. Punch-Out The request will check Banner for fund/org authority and if funds are available. Then on to your Financial Approver. If less than $1,200 the request will go directly to the vendor. If greater than $1,200 the request will go to Purchasing for processing. Click on “PR Approvals

17. Requisition Select “Requisition”

18. Requisition To select a supplier start typing the name. As you type, a selection of vendors will drop down. Complete the remainder of the form and click on “Go”

19. Requisition Rename the requisition and select Special Approvers as appropriate. Holding your mouse over the approver name will bring up a description. Select “Proceed to Checkout”

20. Requisition New Guided Checkout workflow

21. Things to note... Users are not required to visit each step in the checkout process. If they choose, they can manage the error list on the Final Review page. Once the user completes the necessary field(s) and clears the error list for the section, a dialog box will display to direct the user to the next section or the final review page. The navigation icons will turn green once all of the required sections have been addressed. The place order button will be activated. Warning message during checkout Next section dialog box Completed checkout process navigation bar Guided Checkout

22. Requisition • To clear the Commodity Code warning message click on the edit button. • Choose “Select From All Values” • Type in a description (in this case type Rental) and then click on Search to see a list of available codes. • Choose the appropriate code • Product Location is used to track chemical purchases. If ordering chemicals fill in the location where the chemicals will be stored if not use N/A • Click Save to return to the requisition

23. Requisition At this point you may click “Place Order”

24. Requisition

25. Requisition By clicking on PR Approvals you can follow your requisition through the workflow process.

26. Blanket Order • To Process Payment Against a Blanket Order • Select the Blanket Order link on your Home/Shop page • Choose your vendor • Click on “more info” to find the vendor id • Close the pop up and complete the Blanket Order information • Click on the orange Go button located in the upper right hand corner to return to OSCAR • Attach the invoice • Complete the check out as described in the Requisition section • A list of campus wide blanket orders may be found at https://www.rpi.edu/AFS/dept/purchasing/smart/ and clicking the Preferred Vendor Database link

27. Direct Pay • To Process a Direct Pay • Click on the Direct Pay link on your Home/Shop page • Select the vendor or individual to pay • Click on “more info” to the right of the vendor name to find the ID or RIN • Copy and Paste this number to the Direct Pay form • Close the Supplier Info box and complete the Direct Pay form. • Field with Titles in Bold are required fields • When complete click the “Go” button next to Add and go to Cart • Complete the check out as described in the Requisition section

28. OSCAR • This is a basic overview of the OSCAR system • Please contact the OSCAR support team with questions regarding your particular purchase • The OSCAR support team is; • Craig McIntosh, x3992 • Elizabeth Debboli, x6311 • Dennis Monty, x6222