Learning and Training (2)

A-01

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.

A-02

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.

A-03

ODP Free Text Shopping Carts

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

A-04

Delivery Address Quick Reference Card

Demonstration Video - Initial Setup of Default Delivery Address

Demonstration Video - Entering Required Delivery Address Details

Demonstration Video - Entering an Alternate Delivery Address

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.

A-05

Icons and Navigation Help Guide

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

A-06

Account Sales Representatives for Current Ariba E-catalog Suppliers

(Updated 2/5/25)

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.

A-07

Ariba Tips and General Information

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

A-08

Clearing cache on browsers.

Demonstration Video - Google Chrome

Demonstration Video - Firefox

Steps to clear the cache on Internet browser

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 Procurement Services 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.

B-01

B and H Photo

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

B-02

Bio-Rad

Bio-Rad Supplementary Material

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

B-03

CDW

Steps to load a quote-to-cart for CDW

B-04

Dell

Dell Supplementary Material

Steps to load a quote-to-cart for Dell

B-05

Grainger

Steps to load a quote-to-cart for Grainger

B-06

Life Technologies

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

B-07

MoreDirect (Connection)

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

B-08

Office Resources Inc. (Steelcase)

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

B-09

Qiagen

Steps to load a quote-to-cart for Qiagen

B-10

Sid Tools dba MSC Industrial

Steps to load a quote-to-cart for Sid Tools dba MSC Industrial

B-11

Sigma-Aldrich

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

B-12

VWR

VWR Supplementary Material

Steps to load a quote-to-cart for VWR

B-13

Fisher Scientific

Steps to load a quote-to-cart for Fisher Scientific 

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.

C-01

Direct Link to Amazon Information Page

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

C-02

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.

C-03

Amazon Shopper PowerPoint

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

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.

C-04

Amazon Approver PowerPoint

Approve Order Quick Reference

Amazon Approver Supplementary Notes

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

C-05

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.

C-06

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.

C-07

Amazon Approver Analytics and Reports

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

C-08

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.

C-09

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.

C-10

Amazon Analytics Reports Generation

Directions on how to create Analytics Reports for Administrators

NOTE: Amazon Analytics is a restricted role available only to designated administrators within each unit.  Email amazon@l.uky.edu for inquiries.

C-11

Amazon Analytics Spend Charts

Directions on how to navigate Analytics Spend Charts for Administrators

NOTE: Amazon Analytics is a restricted role available only to designated administrators within each unit.  Email amazon@l.uky.edu for inquiries.

C-12

Amazon Analytics Filter Fields list

This reference shows the 7 reports available in Amazon Analytics. The fields listed show the max allowed on the report with the option of removing those not needed.

NOTE: Amazon Analytics is a restricted role available only to designated administrators within each unit.  Email amazon@l.uky.edu for inquiries.

C-13

Amazon Analytics Reports comparisons

This reference shows the list of report field names along with the filtering names used within the Amazon Analytics dashboards. Allows for comparison if a report is needed or dashboard available based on data fields needed.

NOTE: Amazon Analytics is a restricted role available only to designated administrators within each unit.  Email amazon@l.uky.edu for inquiries.

Important Note: Vendor registration information is proprietary in nature and for internal use only within the University community. It's important that information not be shared with vendors or other external parties.

Support/Help Email:  Vendorhelp@l.uky.edu

D-01

SAP Vendor Master Data and PaymentWorks Onboarding – Concepts

High-level, broad concepts regarding SAP Vendor Master Data and PaymentWorks New Vendor Onboarding platform.
 

D-02

Vendor Master Data and PaymentWorks Onboarding – Technical

Technical approach to conduct needed tasks related to SAP Vendor Master Data searches and sending/monitoring new vendor onboarding invitations via Enterprise Services / PaymentWorks tab.

D-03

Quick Help Guide - How to Search SAP Master Data

Expedited help guide to search SAP Vendor Master Data for specific vendor(s).

D-04

Quick Help Guide - Using PaymentWorks – Invitations and Onboarding Dashboard

Expedited help guide to send invitations for and monitoring of new vendor onboarding invitations via the PaymentWorks platform.

D-05

Visual: New Vendor Onboarding Roles and Separation of Duties

Understand roles and responsibilities across stakeholders and separation of duties in the new vendor onboarding process.

D-06

Visual: Support Decision Matrix for New Vendor Onboarding

Understand the support process and responsible entities for each step of the new vendor onboarding process.

D-07

PaymentWorks Status Indicators

Understand the various status indicators within the PaymentWorks dashboard for tracking new vendor onboarding progress.

D-08

New Vendor Onboarding - Approval Status

A status of Approved for new vendors in the PaymentWorks dashboard represents official culmination of the onboarding process. The vendor number can be found in the SAP Vendor Master Data and available to use on procurement documents approximately one-half business day after showing status of Approved.

D-09

Frequently Asked Questions (FAQs)

Review the full list of most Frequently Asked Questions (FAQs) related to SAP Vendor Master Data and PaymentWorks Vendor Onboarding. As a quick reference, the Top 10 FAQs are listed below this section for convenience purposes.

D-10

PERNER Web Form – Creation of 8XXXX Vendor Numbers

Link To PERNER Web Form

An 8XXXXX vendor number is required for transaction reimbursements to University employees; employees do not register via the PaymentWorks onboarding platform. An employee's 8XXXXX vendor number assignment is based on their Human Resources PERNER number.

Listed below are the Top 10 most common Frequently Asked Questions (FAQs) regarding SAP Vendor Master Data and PaymentWorks Vendor Onboarding. Visit the dedicated FAQ page to view the entire listing of questions and answers related to SAP Vendor Master Data and PaymentWorks Vendor Onboarding.

Support/Help Email:  Vendorhelp@l.uky.edu

1

My vendor is showing status of “Approved” In PaymentWorks; when are you going to assign it a vendor number?

When a vendor registration is complete, it will show status of Approved. A status of Approved means vendor onboarding has been completed and the vendor number is being loaded into the SAP Vendor Master Data for use on a procurement transaction such as a Shopping Cart, Payment Request Document, etc. The vendor number is typically ready and available to use on procurement documents approximately one-half business day after showing as Approved. Be sure to check SAP T-code XK03 to determine the vendor number. It's important not to wait for any type of final dashboard notification in PaymentWorks for this. A status of Approved is the official, final step in the formal onboarding process.

2

My vendor is having trouble completing their registration. Do you have step-by-step instructions that I can send to them?

PaymentWorks provides support to vendors during the onboarding process as part of the University's contractual agreement. Vendors are provided access to and instructions for PaymentWorks support in all their onboarding communications. Based on separation of duties and the principle of independent onboarding being required by the vendor, it’s important they seek to fill their support needs directly from PaymentWorks. If needed, departments can also place a request for assistance on behalf of the vendor via the vendorhelp@l.uky.edu help email.

3

I can see my vendor number in SAP Vendor Master Data, but it is not showing a status of Onboarding Complete in PaymentWorks. When will I be able to use my vendor number?

Based on a number of factors, PaymentWorks may or may not reflect the SAP vendor number in its console status bar. It’s important not to wait for PaymentWorks to reflect the vendor number. A status of Approved is the final formal step in the onboarding process. The vendor number can be found in the SAP Vendor Master Data and available to use on procurement documents approximately one-half business day after showing status of Approved.

4

How do Eastern State Hospital (ESH) External Learners get a vendor number?

Eastern State Hospital (ESH) External Learners are not technically University employees. If they need a vendor number established, send them an invitation through PaymentWorks as normal. The individual should also indicate in the “dba” field on their registration form that they are an ESH employee or External Learner to avoid delays in registration processing. When registering, these individuals will select the “ESH External Learner” selection from the “University of Kentucky Status” dropdown menu on their registration form.

5

I sometimes see the message “Supplier Not Permitted” when attempting to manually place a vendor number onto an SRM Shopping Cart or PRD. What does this mean?

When manually placing a vendor number directly on the SRM Shopping Cart or PRD, you may encounter this message. This means the vendor is inactive and blocked in the SAP Vendor Master Data. Send them an onboarding invitation in order to register anew with PaymentWorks. A new, separate email address should be used for their new account.

6

Can you reactivate my blocked vendor? Their address information has not changed.

Inactive/blocked vendors are not reactivated internally. If a vendor has been blocked or inactivated within the SAP Vendor Master Data, an invitation with a new email address must be sent to the vendor to complete a new registration.

7

A vendor I need to use on a procurement transaction has an address change; how can they update their address?

Change requests for a current vendor (e.g., address change) are also conducted via PaymentWorks. A previously registered vendor can update their own address within PaymentWorks which will transition into the SAP Vendor Master Data once approved.

If a vendor has registered through PaymentWorks and they need to update their address, it’s important to not send them a second invitation for this. Once they have registered with PaymentWorks, the vendor logs into their PaymentWorks account to update their address and submit. If approved, the address update in PaymentWorks is updated in the SAP Vendor Master Data. The address update in SAP Vendor Master Data is manual; there is a short delay from the time the vendor submits the update until it is reflected in the SAP Vendor Master Data.

8

My vendor is already in SAP, so why don’t they have a PaymentWorks account with UK?

The PaymentWorks onboarding application began in 2018. Each new vendor in the SAP Vendor Master Data since 2018 has been onboarded via PaymentWorks. A number of long-time, continually used vendors were previously registered in the SAP Vendor Master Data prior to PaymentWorks and may not have a PaymentWorks account. If one of these older vendors needs to make a change to their information, send them an invitation through PaymentWorks identical to a new vendor onboarding.

9

My vendor registered their business instead of registering themselves as an individual. They updated their registration in PaymentWorks, but I don’t see the changes in SAP. Is there a problem with their information?

A single PaymentWorks registration cannot be used for multiple entities/individuals. The vendor will need to change the information on their registration to their original submission. In order for the entity to register separately as an individual, ask them for a separate email address and send them a new invitation to register as an individual. The vendor will need to ensure to use the second email address to access the new invitation only; it must remain apart and separate from the email and account they used for their company registration.

10

I can see my vendor in SAP, why can’t I use it on my Shopping Cart, PRD, etc? I'm getting a message “Supplier Not Permitted”.

When manually placing a vendor number directly on the SRM Shopping Cart or PRD, you may encounter this message. This means the vendor is inactive and blocked in the SAP Vendor Master Data. Send them a new onboarding invitation in order to register anew with PaymentWorks. A new, separate email address should be used for their new account. In this instance, if you are seeing the vendor number in the SAP Vendor Master Data, it would only be accessible if using a search tab other then UK Vendor Search. Be sure when performing searches in the SAP Vendor Master Data to only use the UK Vendor Search tab to display the currently active vendors.

E-01

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.

E-02

Role Combinations Matrix

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

E-03

Delivery Building Listing

Current delivery buildings within SRM with their location codes.

E-04

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.

E-05

SRM Product Categories

Listing of current SRM Product Categories and their descriptions.

E-06

Editing Shopping Carts

Steps to edit an existing SRM Shopping Cart.

E-07

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.

E-08

Performing Split Account Assignment

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

E-09

Adding Notes and Attachments

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

E-10

Shopping Cart Approval Workflows

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

E-11

Determine Cart Status After Ordering

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

E-12

Handling Rejected Carts

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

E-13

Substitute Shopping and Team Shopping

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

E-14

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.

E-15

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.

E-16

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.

E-17

Understanding Freight Terms

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

E-18

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.

E-19

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.

E-20

Understanding Product Categories and GL Accounts

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

E-21

Manage Employee Reimbursements

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

E-22

Locate Payment Information for Purchase Orders

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

E-23

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.

E-24

Open PO Encumbrance Report

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

E-25

Personal Service Training Class Material

Training materials to create and execute Kentucky Personal Service Contracts

E-26

Personal Service Contract Examples

Example documents to accompany Kentucky Personal Service Contract training materials

F-01

Approvers and Workflow Table Overview

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

F-02

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).

F-03

Workflow Forward

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

F-04

Setting up Outlook Rules to Automatically Direct Emails to a Folder

Demonstration Video

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).

G-01

Creating Goods Confirmations through SRM

Demonstration Video

Step-by-step video on creating Goods Confirmations.

G-02

Create Goods Confirmations Against Reverse Purchase Orders

Create Return Delivery 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. This also applies if changes need to be made to the Goods Confirmation. 

G-03

Canceling Goods Confirmations in SRM

Demonstration Video

Completing a Return Delivery in SRM

Demonstration Video

Steps to cancel goods confirmations. Use this guide when asked to cancel or reverse goods confirmations.

Steps to return items through SRM. Use this guide when asked to reduce quantities or when returning items to the supplier.

G-04

Creating Goods Confirmations in SAP

Demonstration Video

SAP T-code MIGO allows those with the Confirmer role to Confirm, Reverse, or complete a Return Delivery for an order. SAP allows the creation of Goods Confirmations, also known as a Goods Receipts, for any order that requires it.  

G-05

Intro to SAP MIGO

Demonstration Video

Reversing Goods Confirmations in SAP 

Demonstration Video

Completing a Return Delivery in SAP 

Demonstration Video

Confirmer tasks can be completed through T-code MIGO in SAP. When completing a Return Delivery or Reversing a Goods Confirmation you will need to know the Material Document Number and the line number on the confirmation. See Intro to SAP MIGO video for a guide on finding this information.

G-06

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.

H-01

SAP Requisition Reference

Desktop reference for those creating SAP Requisitions (Hospital only)

H-02

SAP Goods Receiving Reference

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

I-01

Payment Request Document (PRD) Desktop Reference

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

I-02

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

I-03

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.