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Procurement Learning at UK

The Purchasing Division provides learning and training resource support materials for all areas and departments at the University. Within our Quick Reference Cards (QRCs) and other support materials below, our hope is that departmental staff and faculty will be able to easily locate and utilize the help resources needed to carry out procurement transactions in an efficient manner. If you do not see the resource to fulfill your question or need, you may contact us at srmhelp@uky.edu for questions of a technical nature or UKPurchasing@uky.edu for inquiries more general.

FAST Procurement Courses in myUK

In conjunction with the FAST (Finance and Administration Specialized Training) Program, three basic and introductory procurement courses are now available in myUK Learning. Any University employee can locate, book, and take the courses to learn more information on procurement basics and how to conduct purchase transactions on behalf of their area(s). Each course is approximately 30 minutes in length and has interactive quizzes. Courses are designed to assist employees new to purchasing for their area(s) or any person who would like to strengthen their understanding of University procurement processes.

  • FAST Procurement Basics
  • FAST How-To-Buy Part 1
  • FAST How-To-Buy Part 2

A fourth course, FAST Amazon Business, is also available in myUK Learning as an overview course for using the Enterprise Amazon Business Account via myUK Enterprise Services. The platform itself will be available beginning August 11.

In addition, Purchasing maintains a basic How-to-Buy information page on our website for departments to reference.

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Shopper/E-Procurement Assistance

ACCESS  SHOPPER/E-PROCUREMENT FORM

Remember to be logged in at the top of the screen using your LinkBlue ID to use any web forms on our site.

SAP Ariba Shopping Through SRM (Supplier Relationship Management)

Resource Number

Learning Resource Name

Learning Resource Description

Shoppers PowerPoint Used with Online Demos

PowerPoint file used in conjunction with online demos/Q & A sessions for existing Shoppers at Go-Live

SAP Ariba E-catalog Shopping for Existing Shoppers

This desktop reference reflects content of the course of the same name found within myUK Learning. It is designed to assist departmental employees who hold the SRM Shopper role at the time of go-live for the SAP Ariba Network shopping platform.

Note: If desired, this learning resource is also available to view online within myUK Learning.

SAP Ariba E-Catalog Shopping for New Shoppers

This is a desktop reference that can be used after new Shoppers have received the role and tab within myUK, as well as existing Shoppers, regardless of when they received their role assignment.  This help card is an introduction to Supplier Relationship Management (SRM) and describes the SAP Ariba e-catalog shopping process.

Note: If desired, this learning resource is also available to view online within myUK Learning.

Free Text Shopping Carts

Demonstration Video - Free Text Carts

This is a desktop reference that can be used after new Shoppers have received the role and tab within myUK, as well as existing Shoppers, regardless of when they received their role assignment. This help card describes the process for creating a Free Text Shopping Cart within SRM.

Note: If desired, this learning resource is also available to view online within myUK Learning.

Shoppers can use this reference to set their default delivery building in SRM settings, to complete their delivery address when creating a Shopping Cart, and/or to establish a delivery address to a different building when needed on a cart-by-cart basis.

Note: Incorrect delivery settings on Shopping Carts is the most common element shown to cause order failures or problematic deliveries. Proper assignment of delivery address information based on the Learning materials, particularly related to proper usage of building codes, will help ensure Shopping Cart orders transact correctly.

Understanding Level 1 (L1) vs Level 2 (L2) Suppliers in Ariba

Understand how to effectively identify and navigate the different types of supplier connections and content on the Ariba e-catalog shopping network.

Current E-catalog Suppliers on the Ariba Network, L1/L2 Status, and Create Favorites Tiles

(Updated 11/22/21)

Listing of current suppliers on the Ariba Network along with information indicating their Level 1 vs Level 2 status. This help card includes instructions to create Favorites tiles for suppliers on a Shopper's Ariba landing page.

A-07 (Coming Soon)

Diversity, Sustainability, and Preferred Suppliers and Products in Ariba

The Ariba Network (AN) provides functionality for Shoppers to identify and buy products from diverse and preferred suppliers as well as those that support sustainability in their products and/or company policies.

Icons and Navigation Help Guide

How to identify and use various icons and navigation guides on the Ariba Network.

Account Sales Representatives for Current Ariba E-catalog Suppliers

(Updated 11-14-22)

Listing of University account sales representatives along with their contact information for e-catalog suppliers on the Ariba Network. Departmental staff may contact representatives as needed for product information, preparation and loading of quotes to their e-catalog, etc.

Ariba Tips and General Information

(Updated 9-25-21)

General information and tips for Shoppers navigating and buying products on the Ariba Network.

Steps to clear the cache on Internet browser

Loading Quotes-To-Shopping Carts from Suppliers on the Ariba Network

A number of Ariba suppliers offer quotes tools on their e-catalogs for ordering convenience. Whenever an Ariba supplier provides a quote for purchase, ask them to also place it on their Ariba e-catalog for ordering. Shoppers can navigate to the supplier's Level 1 (L1) e-catalog and use their quotes tool to create the order. The quotes tool for each supplier will automatically transfer the items to the Shopper's cart quickly and easily for ordering. By using quotes tools, Shoppers will not need to create Free Text Shopping for their needs and Purchasing buyers do not need to perform manual order processing and placement. Quotes tools allow easy processing for orders with many lines or special pricing and orders place immediately after any required approvals are met.

Resource Number

Learning Resource Name

Learning Resource Description

B-01 (Coming Soon)

Anixter

Steps to load a quote-to-cart for Anixter
(Note: This catalog is viewable to specific Shoppers within IT only)

B-02 (Coming Soon)

B and H Photo

Steps to load a quote-to-cart for B and H Photo

Steps to load a quote-to-cart for Bio-Rad

CDW

Steps to load a quote-to-cart for CDW

Steps to load a quote-to-cart for Dell

Fastenal

Steps to load a quote-to-cart for Fastenal

Grainger

Steps to load a quote-to-cart for Grainger

Life Technologies

Steps to load a quote-to-cart for Life Technologies

Steps to load a quote-to-cart for Lowes

MoreDirect (Connection)

Steps to load a quote-to-cart for MoreDirect (Connection)

Office Resources Inc. (Steelcase)

Steps to load a quote-to-cart for Office Resources Inc. (Steelcase)

Qiagen

Steps to load a quote-to-cart for Qiagen

Sigma-Aldrich

Steps to load a quote-to-cart for Sigma-Aldrich

Steps to load a quote-to-cart for VWR

Enterprise Amazon Business Account Shopping

Enterprise Amazon Business Account will be available for use on the Launch date of August 11.  Visit the Amazon Business News page for the latest news on the platform launch as well as information on available Learning Opportunities.

Important note for employees with an existing Amazon Business Account or Amazon.com account used for work purposes: If you are an employee having an existing departmental Amazon Business Account or Amazon.com account used for work purposes under an email other than your linkblue email address, please refrain from accessing the new Enterprise platform through myUK and contact amazon@l.uky.edu for migration assistance. A customized migration can be scheduled specifically for you after the launch date. It’s important that the person to whom the departmental account is registered not access the new platform before their migration to ensure their existing business account or Amazon.com account can be transferred correctly.

Resource Number

Learning Resource Name

Learning Resource Description

Direct Link to Amazon Information Page

The Amazon information page on the Purchasing website is a great place to start for general information for product shopping on the Enterprise Amazon Business Account.

Direct Link to Amazon Frequently Asked Questions (FAQs)

Frequently Asked Questions (FAQs) is a dedicated page focusing on the most common questions and answers for the Enterprise Amazon Business Shopping experience.

Amazon Shopper PowerPoint

Note: The information in this document is available as an interactive course in myUK Learning. Upon reaching myUK Learning, search for course entitled FAST Amazon Business to book and click Start.

Learning materials for Amazon Shoppers who plan to browse products and/or make purchases.

Learning materials for departmental Approvers who will approve Amazon orders for their respective areas.

Recorded Approvers' Learning Session - If you are an Approver for your departmental group and missed the Approver Learning Session, contact amazon@l.uky.edu to request access to the recording.

How to Convert Amazon.com or Amazon Business Account to myUK Enterprise Account

 

University employees requiring access to the Enterprise Amazon Business Account (located within myUK Enterprise Services tab) will encounter conversion/migration tools during their first visit if they have an existing Amazon.com or departmental Business Account account using the linkblue version of their University email address. This guide will help users navigate potential issues during their initial access to the platform.

Information on the following scenarios is listed below:

1. Employee has never used their linkblue address with any Amazon account

2. Employee has used the linkblue version of their UK email on a personal account with Amazon.com

3. Employee has used the linkblue version of their UK email on a work account with Amazon.com

4. Employee has a departmental Amazon Business Account for migration

5. Other scenarios

Contact amazon@l.uky.edu for assistance. Also, please contact us for assistance if you have an existing Amazon Business Account under any email address other than your linkblue email prior to accessing the platform the first time.

Creating, Sharing, and Converting Shopping List

Employees who do not use procurement card can still browse products. This user type can also create and download Shopping Lists from within the platform. Shopping Lists can then be shared with another person(s) or business office staff who can create and place the order on behalf of the employee.

Amazon Approver Analytics and Reports

Designed to provide reporting and analytics tools specifically for Amazon Approvers.

C-08 (Coming soon)

Using the Amazon Business Mobile App

How to use the Enterprise Amazon Business Mobile App to create and manage orders from a mobile device.

Amazon Business Account Web Form

Utilize this form if you are already an Amazon Shopper or Approver on the Enterprise Amazon Business Account for general questions or request(s) for assistance.

Web Form Request for Amazon Access

Utilize this form if you are new to the Enterprise Amazon Business Account and need established as an Amazon Shopper or Approver and added to the appropriate departmental group or workflow to make purchases.

Supplemental Resources for Shoppers

Resource Number

Learning Resource Name

Learning Resource Description

How-To-Guide for Establishing Roles

Training Request Plan Link

Understand steps to apply for the Shopper or other SRM role and completion of the EAG Training Request Plan.

Role Combinations Matrix

In keeping with checks and balances, understand which procurement roles any single employee can or cannot hold.

Delivery Building Listing

Current delivery buildings within SRM with their location codes.

Delivery/Ship-to-Address Request Form

Online form to request setup and assignment of a new building code for use with SRM Shopping Carts for new University buildings or official spaces.

SRM Product Categories

Listing of current SRM Product Categories and their descriptions.

Editing Shopping Carts

Steps to edit an existing SRM Shopping Cart.

Use Quick Criteria Maintenance in SRM Shopping Cart Dashboard

SRM Shoppers can use the Quick Criteria Maintenance tool in their dashboard to customize search and display options for Shopping Carts they create.

Performing Split Account Assignment

Steps to split or allocate cost assignment for line items across multiple cost centers, WBS Elements, or a combination.

Adding Notes and Attachments

How to add notes and/or file attachments to Shopping Carts.

Shopping Cart Approval Workflows

Understand when approval workflows are applicable to Shopping Carts and how they operate.

Determine Cart Status After Ordering

Understand the meanings of various status indicators for Shopping Carts as they move through the ordering process.

Handling Rejected Carts

Understand how to recognize and handle a Shopping Cart that is rejected by an Approver.

Substitute Shopping and Team Shopping

Understand how to setup substitute Shoppers in your area and to manage Team Carts.

Attributes

If a Shopper uses a single cost center or single WBS Element for all purchases, they can set this by default in the attributes section of their Shopping settings.

Working with Reverse Shopping Carts

Depending on needs and nature of the purchase, Shopping Carts setup in a "reverse" format may sometimes be applicable and the best option for smooth transaction processing.

Change Delivery Building in Default Settings

Occasionally a Shopper may need to change a current default delivery building in their settings to a new permanent default delivery building that will flow into every Shopping Cart automatically.

Understanding Freight Terms

Understand key freight terms and how to find freight charges charged to a purchase order.

Assign Statistical Internal Order (SIO) Number

Occasionally a Statistical Internal Order, or SIO, number is applicable to some cost center assignments and must be entered into specific cells on the Shopping Cart.

Cost-Sharing on Account Assignment

Cost-Sharing involves pairing of a "fund number" with a WBS Element and can be done as part of completing Account Assignment.

Understanding Product Categories and GL Accounts

Understand how Product Categories differ from GL Accounts in conjunction with Shopping Carts.

Manage Employee Reimbursements

How to submit a Shopping Cart for an out-of-pocket reimbursement to an employee.

Locate Payment Information for Purchase Orders

How to locate payment (check or other) information for a purchase order.

Shopping Cart Details Report

Use the Shopping Cart Details report within SRM to identify Shopping Cart purchases based on Shopper ID, cost assignment, date range, status, etc.

Business Analysis Report

Use the SAP Business Analysis report for detailed line item information and status for purchase orders that result from Shopping Carts. This is a powerful, comprehensive report for reviewing purchase order data by area, cost object(s), ShopperID(s), etc.

Open PO Encumbrance Report

Use SAP T-code Z_MMEKPO for open PO encumbrance reporting.

Fisher Scientific Free Text Cart

Demonstration Video - Free Text Cart

Steps to create a Free Text Shopping Cart for Fisher Scientific using a provided quote.

Approver

Resource Number

Learning Resource Name

Learning Resource Description

Approvers and Workflow Table Overview

Understand approver workflows for procurement documents and nature of the Approvers routing table.

Combined Approver Desktop Reference

Primary desktop reference for approvers and approval steps for all types of procurement transactions (SRM Shopping Carts, SAP Requisitions, Payment Request Documents).

Workflow Forward

Learn how to forward procurement documents in Approver inbox to another approver.

Redirect Email Notifications to Another Party

Approvers automatically receive automatic email notifications for invoice postings on POs, etc. In some cases, an approver may wish to setup an Outlook rule for automatic forwarding of these to other person(s).

Goods Confirmer

Resource

Learning Resource Name

Learning Resource Description

Goods Confirmation Desktop Reference

Primary desktop reference for those holding the SRM Goods Confirmation role and steps to create Goods Confirmations.

Create Goods Confirmations Against Reverse Purchase Orders

For purchase orders setup in "reverse" format, creation of the Goods Confirmation must be performed in a specific manner to process and apply correctly.

Cancel Goods Confirmation

Steps to cancel a Goods Confirmation in SRM

Create Return Goods

Steps to create a Return Goods transaction in SRM

Create Goods Confirmations/Receipts for End-of-Year

Understand special steps required to create goods receipt documents for SRM or SAP purchase orders as it relates to end of fiscal-year crossover June 30 to July 1.

PaymentWorks Vendor Onboarding and Vendor Management

New - Download our Vendor Quick Help Tips here. The Quick Help Tips guide relates to onboarding and usage of vendors from the SAP Master Vendor Data.  It includes a graphical representation of PaymentWorks onboarding console and steps to perform vendor searches in SAP Vendor Master Data.

University staff should utilize the vendorhelp@l.uky.edu email address or our web-based vendor help form for questions or any support needed related to vendor onboarding or management. The Purchasing vendor admin will open support tickets directly with PaymentWorks, when applicable, on behalf of departmental needs.

Vendors requiring support during their registration and onboarding process would work with PaymentWorks directly and open their own support tickets as needed. Vendors in the process of onboarding are provided access and information on this directly by PaymentWorks.

Departments can also request the creation of Employee Vendor numbers using our PERNER web form.

Remember to be logged in at the top of the screen using your LinkBlue ID to use any web forms on our site.

Resource Number

Learning Resource Name

Learning Resource Description

PaymentWorks General Reference

Primary desktop reference for sending a registration invitation to a new vendor via PaymentWorks, the University's vendor onboarding partner.

Vendor Searches

Help guide for performing searches for vendors in the SAP Vendor Master data

PaymentWorks Desktop Quick Reference

Condensed quick reference card with steps to send a registration invitation to a new vendor via the Payment Works platform

PaymentWorks Frequently Asked Questions

Frequently Asked Questions (FAQs) regarding PaymentWorks, the University's vendor registration and onboarding partner

PaymentWorks Status Definitions

Desktop quick reference card to identify status of PaymentWorks vendors during the onboarding process

PaymentWorks Update and Tips

Updates and tips for vendor onboarding and registration through PaymentWorks

Employee Vendor Numbers

Understand vendor numbers established for employees for reimbursements.

Vendor Quick Help Tips

Quick Help Tips guide related to onboarding and usage of vendors from the SAP Master Vendor Data. Includes graphical representation of PaymentWorks onboarding console and how to perform vendor searches in SAP Vendor Master Data.

SAP Training

Resource Number

Learning Resource Name

Learning Resource Description

SAP Requisition Reference

Desktop reference for those creating SAP Requisitions (Hospital only)

SAP Goods Receiving Reference

Desktop reference for those creating SAP Goods Receipts (Hospital only)

Miscellaneous Procurement Learning Resources

Resource Number

Learning Resource Name

Learning Resource Description

Payment Request Document (PRD) Desktop Reference

Primary desktop reference for creation and management of Payment Request Documents (PRDs)

End of Fiscal-Year Closing Questions and Answers

Help document for what to expect and how to navigate purchase needs as the end of the fiscal year approaches

Personal Service Contracts

Dedicated page to use, preparation, and execution of Kentucky Personal Service Contracts including forms, forms explanations, instructions, and examples to complete the process.

Plant Maintenance (PM) Training and Resources

Plant Maintenance provides functionality for managing work requests (work orders), equipment, and facilities (buildings and grounds). Materials and resources relating to the PM module of SAP can be found on the IRIS website. This includes information on required training courses for PM access, Quick Reference Cards for help on specific topics, Frequently Asked Questions, forms, PowerPoint courses for reference, etc.

PM materials and access are applicable to Facilities areas only (Physical Plant Division, Medical Center Physical Plant, and Housing).

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