The Scholar’s Workstation

Department Order Management System

Reference Manual
 Overview

• Why the changes?

– Response to Customer and Accounting comments and requests

• Save carts for later
• Allow purchasing/admin staff complete requester’s order
• Save repeat information
– Customers and contacts
– Locations
– Chart of Accounts
• Lookup placed orders
• Assign multiple accounts to same order
• Use BFS expense correct account for item(s) purchased
• Better Equipment Management reporting
• Notify customers when order is received by TSW
– Make the store easier to use for department customers and purchasing staff .
– Make it easier for TSW staff to process orders
– Increase accuracy of information on orders.
 How Department Orders are Processed

• Department faculty or staff enters TSW store and creates a shopping cart
• Save cart
• Give order to purchasing/administrative staff
– Retrieve cart
– Complete order
• Authenticate through CalNet
• Add Contact information
• Add billing COA information
• Finalize purchase order
– Print PO
– Obtain signatures
– Fax/mail/carry to TSW
• TSW staff enters order into point of sale system
– Ready for pick up or delivery
– Backorders and BTOs to TSW purchasing staff
• Email contacts with order status
• Order is invoiced in TSW POS system
• Billing data download and imported into BFS
• Invoice appears in BAIRS Expanded Detail Report
 Shopping Cart
• Shopping Cart Options
– Change and update Quantities
– Remove items
– Continue Shopping
– Checkout UCB
– Save Cart
 Save Cart
• The new system allows a customer to save a
shopping cart.
– Research products without losing contents of
cart.
– Return to order at a later date
– A requestor can fill the cart then give it to
purchasing staff for completion.

• Enter Last Name

• Save Cart
• Note: If you save your cart now and then
continue shopping, the new items you add to
your cart will not be automatically added to
your saved cart. If you wish to add items to
your saved cart you will need to save the cart
again.
 Saved Cart

• Shopping Cart Saved

– System Assigns Cart ID #
• Note Cart ID Number and Last Name
• These must be used to retrieve the shopping
cart.
• It is recommended that you print this page.
• Keep for retrieval
• Attach to your department’s internal
purchase request.
 Retrieve Cart

• Enter Store for Departments.

• Retrieve Cart box is at lower left
• Enter Cart ID number and Last Name
• Click Retrieve Cart
 Retrieved Cart
• Shopping Cart Options
– Change and update Quantities
– Remove items
– Continue Shopping
– Checkout UCB
– Save Cart
• Note: Any new items you add to your cart
will not be automatically added to your saved
cart. If you wish to add items to your saved
cart you will need to save the cart again.
 Agreement Page

• Eligibility Information
• Shipping Information
• Returns Policies
• Warranty Disclaimer
 CalNet Authentication
• CalNet Authentication is required
– Confirms UCB employee status
– Limits access to Processing Unit records
 Order Management Home

• Navigation Bar
– Order Management Home
– Profiles
• Person placing Order in system
– Contacts
• Order Requester
• Billing Contact
• Delivery Contact
• Pickup Contact
– Locations
• Delivery Location
• Final Location
– COA Strings
• Add and name billing account strings
– Order History
• Recent web orders(<3 wks)
• Billed Invoices
– Logout
 Profiles

• Customer Profiles are used to identify the

person who is finishing a web purchase order
– Department purchasing staff
– not necessarily the requester.
• Your Customer Profile(s) will show up in a
pop-up list as "Person placing order" in the
General Order Information section of the
checkout process.
• Click on Add New Profile
 Add New Profile

• Name is added from CalNet

• Processing Unit
– Displays multiple processing units if person
logged in belongs to more than one
department
• Add Department Information
– Name
– Address
– City, State, Zip
– Mail Code
– Phone Number
– Email
• Add profiles for each processing unit
 Contacts
• Contacts identify individuals in the
department responsible for:
– Requesting orders
• Faculty
• Managers
• Systems Administrators
• P.I.s
– Billing and accounting
– Receiving Deliveries
– Pick up orders from TSW
• Contact names will appear as choices in the
final order process
• You can use individual’s names or staff
positions
• Billing, Requester and Delivery names will
appear on TSW invoice.
 Add Contact

• Enter
– Name
– Department
– Phone
– Email
• Choose one or more contact types
– The same individual can have more than one
role.
• Click Add New Order Contact
 Completed Contact
• Example of Contact Data
• Change information
– Click Update
• Finished
– Click Done
 Contact Error
• All fields with Bold headings must be filled
in.
• Error message will appear in information is
incomplete.
 Multiple Contacts
• Example of multiple contacts
• After contacts are entered you can see them
from the main Contacts screen.
• These will appear as Contact choices on the
final order processing screen
 Add Location
• Use Locations to list common places your
department uses for
– Delivery
• Loading dock
• Main office
– Final Location
• Where the items will be used
– Bldg and room
• Used mainly for inventorial equipment
reporting by TSW to Equipment
Management.
 New Location
• Example of completed Location
• Click Add New Order Location
 Multiple Locations
• Example of multiple Locations
• After Locations are entered you can see them
from the main Locations screen.
• Locations can be Edited or Deleted
• These will appear as Location choices on the
final order processing screen
 COA Chartstrings
• Add COA string that you use to recharge
orders from TSW
• You can “name” each COA string for easy
reference
– E.g. Dr. Doe’s NIH Grant
• These will list on the final order process
screen
• Note: TSW will provide the appropriate
expense account number
– 54110 - Equip, Computer >$5000
– 56023 - Software >$200<$1500
– See Attached Account List
 Add COA Chartstring
• Add Quick Reference Name
• Add COA string
– Location
– Fund
– Org Code
– Program Code
– Project
– Flex Field
 New COA Chartstring
• Example of Completed COA chartstring
• Click Add New COA String
• The full BFS COA chartstring will be
validated against BFS
 COA Error
• COA errors will be explained in red
• Change the COA numbers
• Try again
 Good COA Chartstring
• Validated COA Chart
• Click Done
 Multiple COA Strings
• Example of multiple COA chartstrings
• After COA chartstrings are entered you can
see them from the main COA chartstrings
screen.
• COA chartstrings can be Edited or Deleted
• These will appear as COA chartstrings
choices on the final order processing screen
 Process the order
• General Order Information
– Person Placing Order
• Designed for multiple Processing Units
• Defaults to first profile
• Choose Profile
– Department Tracking Number
• Use for internal accounting
– Order Type
• Delivery
• Pick Up
– Send Email
• Choose yes if you would like an email
confirmation
• This is sent when order is entered into
TSW’s POS system.
• Billing Contact
– Choose from list
– Enter information
• Requester Contact
– Choose from list
– Enter information
– Send Email
• Choose yes if requestor would like an
email confirmation
 Contacts Filled
• Be sure all information is complete and
correct
• Click Continue
 Locations
• Delivery Contact
– Choose from list
– Enter information
• Delivery Location
– Choose from list
– Enter information
• Final Location
– Choose from list
– Enter information

• OR

• Pickup Contact
– Choose from list
– Enter information
• Final Location
– Choose from list
– Enter information
 Filled Locations
• Delivery Contact
– Choose from list
– Enter information
• Delivery Location
– Choose from list
– Enter information
• Final Location
– Choose from list
– Enter information

• OR

• Pickup Contact
– Choose from list
– Enter information
• Final Location
– Choose from list
– Enter information
• Click Done
 Enter COA information
• COA String Information
• For each Account group
– Choose from list
– Enter information
• For Inventorial Equipment
– Enter Title Vest Statement
– Who owns title to the equipment
• UC Regents
• DOE
• HIH
• Click Continue
• COA chartstrings will be validated against
BFS
 COA Errors
• Errors with explanation will appear for each
account group
• Make corrections
• Try again
 Review Order
• The completed order will show all contacts
and COA chartstring information
• Make changes if desired
• Click Finalize Order
 Print PO
• Purchase Order must be printed, signed and
submitted to TSW
• Choose HTML or PDF
• You can save either, PDF is recommended,
for your records
 Order History
• Recent Web Order History
– Orders finalized within 3 weeks
– Print a copy
• HTML or PDF
– Edit
• Make changes to the order
• Not recommended if it has been
submitted to TSW.
• Invoiced Orders
– Orders that have been processed and billed by
TSW from 7/1/02
– Search for Invoice ID
• Appears in BAIRS Expanded Detail
report
– TSW Invoice ID
– Invoice lists
• By Processing Unit
• Org Code
– Print copies
• HTML or PDF
 Session Expired
• Order Management session will expire after
30 minutes of inactivity
• This message will also appear if you are
attempting to access Order Management
using a browser “bookmark”.
• You will need to log in again.
 Login Again
• Click Login
• You will be directed to CalNet