srm 7.0 presentation

Kohler Co. – Supply Chain & Operations Support 1

Welcome to SRM 7.0 TrainingInstructions & User Guide

12/04/2015

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Kohler Co. – Supply Chain & Operations Support

System : SRPClient: 010User: Ko numberPassword: Network passwordLanguage: EnglishClick Log On

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Click on “Shop”

Decide if you will be using a Goods order or a Service order or if you will be “Shopping on behalf” of someone else.Goods order is an order that you will be physically receiving from the supplier and it has a material Number associated with it.A Service order is an order that will not need to be receipted, i.e. : ACT, Blanket, or any value based Purchase order.

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Service Order

• Enter the description of what you are wanting to order

• Make sure to enter all info needed to complete this order (Ex.- One Time, Change order –PO # of change, and any info needed for purchasing to complete order)

• Select the Product Category ID. You must select a relevant Product category. NOTE: You cannot use the Category ID that is defaulted.

• Value Limit-Enter the $$ amount you want to be approved for

• Expected Value-This is the $$ amount you will have PO for.

• Click Currency• Enter the date range for this order if

Blanket/Service order starting and ending dates• Purchasing Group-Select buyer with drop down• Supplier- Select vendor using drop down• Click OK

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Service Order (Continued)• To add additional line items. Click on “Add Additional line items” and then repeat Step 1. When finished entering all the

items in your cart - Click on continue and you will then enter the charge to #’s in the Acct Assignment Tab along with G/L acct #

Enter the charge to #’s in the Acct Assignment Tab along with G/L acct #

Click on “Notes & Attachments” and enter Internal notes and or attachments for Purchasing or “Special” payment terms etc. and any notes or attachments for the Vendor.

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Click on Item Data and select the Service Agent (Buyer) as well as the Purch Org

Service Order (Continued)

Click on Approval Process overview and the required approver will pop up depending on the $$ amount of the order. Click on Order and the Shopping Cart is complete awaiting approval.

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Goods Order

• Enter the description of what you are wanting to order.

• Make sure to enter all info needed to complete this order (Ex.- One Time, Change order –PO # of change, and any info needed for purchasing to complete order).

• Select the Product Category # that closely aligns to what you are buying.

• Enter Quantity needed to be purchased• Choose the Unit of Measure by clicking the drop

down.• Enter the Price per Unit of the product you are

purchasing.• If Currency is other than USD then click on drop

down.• Choose the Date that the product needs to be

delivered to the plant, or type manually in the box.• Select the Purchasing Group from the drop down

(note- the Purchasing groups are that are displayed are from the Purchasing Org selected)

• Click OK

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Goods Order (Continued)To add additional line items to the order, click on the Add item, Copy/Paste or Duplicate buttons.

– Add item- Will take you back to the previous step and you will have re-enter information again– Copy/Paste- Will copy line 1 into line 2 after clicking paste– Duplicate- Will automatically copy line 1

Click on Account Assignment and click on drop down to select either Cost Center, PrCtr/Subs Acct. and enter the charge to under assignment number.

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Goods Order (Continued)Click on Notes and Attachments and enter Internal notes for Purchasing and for Vendor if needed.

Click next and screen will pop up and show the Name of the Shopping Cart, the Shopping Cart # and any notes if needed for the approver to see in the approver box.

Click Order and order is complete 9


Catalog ShoppingAll catalogs are listed on the left hand of the screen

All catalogs have “quick links” so you can either search with a suppliers material number if known or description of what is needed to purchase.

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SRM Change Order

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How to Look up Shopping Carts in SRMClick on the Advanced Search Tab

You will see the Search For box click on the drop down and select Shopping Cart and Click on the “Bought on Behalf of” box and click Search and all the shopping carts will pop up that were created with this selection.


One Time Vendors(OTV)

• Enter the description of what you are wanting to order

• Make sure to enter all address info needed to complete this order including email address

• Select the Product Category # that closely aligns to what you are buying

• Value Limit-Enter the $$ amount you want to be approved for

• Expected Value-This is the $$ amount you will have PO for.

• Click Currency• Enter the date range for this order if

Blanket/Service order starting and ending dates• Purchasing Group-Select buyer with drop down• Supplier- Leave Blank• Click OK

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One Time Vendor (Continued)

Once you click ok the Item Data screen tab will pop up no need to select Purchasing Organization or the Company Code as these fields will automatically default per the Org structure.

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One Time Vendor (Continued)Click on Account Assignment and click on drop down to select either Cost Center, PrCtr/Subs Acct. and enter the charge to under assignment number

Click on “Notes & Attachments” and enter Internal notes and or attachments for Purchasing or “Special” payment terms etc. and any notes or attachments for the Vendor.

Click on Notes and Attachments and enter Internal notes for Purchasing and for Vendor if needed.

Click next and screen will pop up and show the Name of the Shopping Cart, the Shopping Cart # and any notes if needed for the approver to see in the approver box.

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One Time Vendor (Continued)This screen shows the Name of the Shopping Cart, the Shopping Cart # and any notes if needed for the approver to see in the approver box.

Click Order and order is complete

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Shop on “behalf of associates”

Click on Shop and click on “Change Personal Default Settings”

• Select on who you will be shopping on “behalf of”• Select Product Category- NOTE: Always make sure

to select a valid category # as you cannot use the defaulted # YOU MUST CHOOSE ANOTHER SELECTION

• Purchase Org- This is defaulted to the Org from who you are shopping on behalf of

• Company code- This is defaulted• Click ok• Click on Service Order or Goods Order to select

depending on what you are buying• Continue with the steps on pages 4-9 to complete

your shopping cart

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Critical Key Factors: When entering your SRM make sure you always enter notes in the “Notes for Purchasing”

field as this is very important to enter all info regarding address, contact info to include the email address if needing to send to supplier especially if this is a One Time Vendor. Or if this is a PO Change to supply the PO # changing or any special Instructions.

When creating multiple line items in SRM always make sure to enter Vendor # for each line this will NOT default from previous lines. Make sure to repeat all steps for each line item.

When selecting the Product Category ALWAYS make sure to change the Product Category ID as you cannot use the defaulted ID that is in SRM. If this defaulted # is used your SRM cart could be rejected until there is a correct category entered per the description of purchase. This is very critical.

Make sure to always put in the approval notes who the supplier is and the dollar amount so the approver knows what they are approving. Also attach any proposals, ACT’S or any other relevant information needed to approve the SRM.

Any SRM over $50,000 needs to have a contract in place with competitive bids attached.

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