Skip to main content
Skip to main
University-wide Navigation

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.

Left
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

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.

Delivery Address Quick Reference Card

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.

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 9-25-21)

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 9-25-21)

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.

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

B-09 (Coming Soon)

Lowes

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

Supplemental Resources for Shoppers

Resource Number

Learning Resource Name

Learning Resource Description

How-To-Guide for Establishing Roles

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

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

Note: University staff should utilize the vendorhelp@l.uky.edu email address 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.

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.

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

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 at: http://myhelp.uky.edu/rwd/HTML/PM.html. 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).

Left
Public
Unrestricted