procurement module v10 - apps.kennesaw.edu · from chematix™. to correctly configure your...

Developed by Version 10 ~ 21/October/2005

CHEMATIX™

Chemical Management Software

Procurement Module Version 10

CHEMATIX™ Procurement Module User Manual

Developed by Page Version 10 ~ 21/October/2005

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CHEMATIX™ Manuals and Guides

The full list of comprehensive step-by-step instructional manuals includes:

CHEMATIX™ User Manual

CHEMATIX™ Environmental Health & Safety User Manual

CHEMATIX™ Store Management Manual

CHEMATIX™ Super User / System Administrator Manual

CHEMATIX™ Glossary



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Table of Contents

Preface ............................................................................................................................................ iii Introduction .................................................................................................................................... iv

Inventory Management ..................................................................................................................iv Web Procurement..........................................................................................................................iv Waste Management.......................................................................................................................iv Fiscal Management .......................................................................................................................iv Resource Management ................................................................................................................. v CHEMATIX™ Process Flow Diagram ........................................................................................... v

Procurement Module....................................................................................................................... 1 Step 1. Select the Item(s) to be Purchased .................................................................................. 2

Search Vendor and Store Catalogs ........................................................................................... 2 Select Items from Your Hotlist.................................................................................................... 8 Create a Special Order .............................................................................................................. 9

Step 2. Review Your Market Basket ........................................................................................... 15 Step 3. Checkout ........................................................................................................................ 18

View My Past Orders..................................................................................................................... 21 Receive My Purchase Orders from Vendors .............................................................................. 23



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Preface CHEMATIX™ is an inventory tracking system that uses barcodes as a unique identifier to track chemical containers.

Once a chemical container and its Chemical Abstract Database (CAD) are associated, unique barcodes for each chemical container are generated, printed, and affixed to each container. In addition, each barcoded container is assigned a specific location. These barcoded chemical containers are utilized as the inventory system’s method of tracking the container and its contents from cradle to grave. This permits users to track, inventory, and monitor the status of chemicals and their containers. Users only have access to inventory chemicals in their locations, with the exception of Environmental Health & Safety personnel, who have access to all locations. Barcodes are printed on adhesive labels which come in various sizes to accommodate different sizes of containers.

This Procurement Module permits users to purchase scientific chemicals and supplies via the web. This module is used to create orders and view current, past, or pending orders. Orders are created by selecting items, adding them to a Market Basket, and specifying payment methods. Users have access to instant purchasing, can search inventories and online catalogues, order supplies, manage existing orders, and generate a variety of reports.

(The availability of functionalities within CHEMATIX™ is optional and is determined by your institution. Not all functions will be available to all users.)

Printer considerations It is advised that you check your printer settings in order to achieve optimum results when printing from CHEMATIX™. To correctly configure your printer, set the resolution to at least 600 dpi. Depending on your printer, this is usually “Best” or “Normal”. This quality is a better option than “Draft” or a lower resolution. This will permit you to print barcodes, waste cards, and other materials in a clear, usable format.

NOTE:

• A PDF program like Adobe Acrobat Reader is required to generate and print barcodes, waste cards, and other materials.

• You must enable popups to run CHEMATIX™.

• Do not use the back button in your browser to return to the previous page. To return to the previous page, it is best to re-enter the Procurement Module by clicking the

button at the top of the CHEMATIX™ screen, as described directly below:

To enter the Procurement Module’s main page [OP400], click the button at the top of the CHEMATIX™ screen:


Developed by Page iv Version 10 ~ 21/October/2005

Introduction Welcome to CHEMATIX™, the first full-spectrum chemical management solution available in North America, with the full-featured capability of tracking chemicals from point of entry as inventory to point of exit as waste, as well as every point in between, with tremendous detail. With powerful modules to facilitate Inventory Management, Waste Management, Resource Management, Financial Management and Web Procurement, CHEMATIX™ is at the cutting edge of research management by providing the most rigorous and robust environment in which to track controlled substances and maintain compliance with all governmental regulations and mandates. This comprehensive, web-based solution is comprised of five management modules:

Inventory Management The essential management module, which allows CHEMATIX™ to store detailed information about every substance in the system, providing the foundation for regulatory compliance, environmental safety, and inventory, research and budget control is built. All substances are tracked via scanning (or manual entry) of barcodes attached to each item upon acceptance into the system at point of entry. Storage locations, including warehouses, laboratories, and specific shelves, are also assigned barcodes and associated with a chemical inventory. A complete history of each bar coded item is maintained from point of entry to elimination as waste. The big picture view of chemical tracking and the ability to manage various aspects of warehouse and laboratory inventory of both chemical and non-chemical items is also facilitated. Detailed inventory item profiles of all tracked materials are uploaded to the system upon receipt of order utilizing data captured during the procurement process. A multitude of user-configurable reports and views can be generated to view specific location inventories, hazardous chemical counts, historical profiles, etc.

Web Procurement The Web Procurement module empowers researchers to procure scientific chemicals and supplies via the web, from virtually any web-enabled device anywhere in the world. Users have access to instant purchasing, can search inventories and online catalogues, order supplies, manage existing orders, and generate a variety of reports. Hazardous material purchases can be monitored and controlled, along with the strict regulation of possession limits and registration/approval processes for select agents within this module.

Waste Management The Waste Management module enables laboratory and regulatory personnel to manage all aspects of chemical disposal. All waste and its corresponding status can be tracked in detail at any point in the system. This module is a critical component of environmental health and safety, assisting in the assurance that each institution is in regulatory compliance with all local, regional, state and federal governing authorities.

Fiscal Management The Financial Management module provides access to a complete accounting system, capable, in part, of generating invoices, tracking payment, tracking account numbers against each purchase, accommodating credit card purchases, tracking and charging applicable sales tax, generating monthly billing for all customer orders and allowing for issuance of credits. Interfacing with existing accounting systems, this module provides account administrators with the ability to fully manage all fiscal responsibilities.



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Resource Management Resource Management provides and restricts access to all levels of the system. User profiles are created for varying levels of access including individual users, departments, vendors, and customers. User administration is constructed hierarchically to ensure maximum system security.

CHEMATIX™ Process Flow Diagram The following is a diagram displaying the process flow of chemicals within the system. The shaded areas represent the different modules, displaying the processes encompassed by each. Note that the diagram is intended to provide a general overview; comprehensive complexity or full system feature detail is not intended.

Waste Mgmt Module

Inventory Mgmt Module

Procurement & Financial Mgmt Modules

P.I. / Researcher Orders

Chemicals

Procurement & Receiving

P.I. Researcher Obtains More

ChemicalsUsed in

Procedure

Vendor

Laboratory or Classroom

Yes

Satellite Waste Accumulation

Transfer to Disposal Facility

Identified as surplus

No

Offered on computer databaseRequested Not

Used

Commercial Disposal

P.I./ Researcher Inventories Chemicals



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Procurement Module User Manual The Procurement Module is used to create orders and to view current, past, or pending orders. Orders are created by selecting items to be purchased, adding them to a Market Basket (aka shopping cart), and going to the checkout.

Step 1. Select the Item(s) to be Purchased

When creating an order, users can search for items from various supplier catalogues, select items from the Hotlist, or create special orders for any items that are not in the searchable catalogues.

Step 2. Review Your Market Basket All of the items chosen to be purchased will appear in the user’s Market Basket. From the Market Basket, modifications to the order can be made.

Step 3. Checkout Next, the user selects the shipping and payment options. The user can then review and approve the order. The ordering process is then complete.

Recommendations: To simplify the ordering process, it is highly recommended that all account information be set up before placing orders. Depending upon the institution, users may not be able to set up an account during the procurement process. For more information, contact your CHEMATIX™ System Administrator.

Setting up an account requires the bookkeeper to load accounts for the department and to assign an account administrator who authorizes users to access these accounts.

NOTE: Do not use the back button in your browser to return to a previous page. To return to the

previous page, it is best to re-enter the Procurement Module by clicking the button at the top of the CHEMATIX™ screen

Then, follow the links forward.



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Step 1. Select the Item(s) to be Purchased There are three ways to select an item to be purchased:

• Search Vendor and Store Catalogues

• Select Items from Your Hotlist

• Create a Special Order

Search Vendor and Store Catalogs This functionality permits users to select the item to be purchased by searching vendor and store catalogues.

1. To access this functionality, click the button at the top of the CHEMATIX™ screen:

2. You will now see the opening page for [OP400]. (The availability of these functionalities is optional and determined by your institution):

3. Scroll down to the link, and click on it. You will now be transferred to page [PM110]:



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4. First, either search a catalogue to order online or just search a catalogue.

To order online, click a

radio button from one of the following stores. The default is .



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To search a catalogue, click a radio

button from one of the following stores.

(NOTE: The following explanation is for ordering online. The principles for searching a catalogue are the same as those for ordering online, except that the ordering functionality is not enabled.)

5. Under the heading, enter the item that you wish to search for in one of the

following data fields: , , or :

(NOTE: Leaving the following data fields blank will generate a list of all the items in the selected store.)

Click to clear all of the data fields in this form.

Click to search for this item.

6. You will now be transferred to page [PM111] where you can view all of the store items which

are available for purchase, for example:



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Select an Item from Campus Surplus

1. Note that at the top of this page is the list for this item. This list will permit you to decide whether you wish to reduce costs and perhaps speed up delivery time by choosing an item that is already available on campus and which has been declared surplus by its present “owner”.

2. Click the number to initiate a transfer request for this item: You will now be

transferred to page [IM567]:



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3. Write in your comments, and click to send your transfer request to the “owner” of this item.

Alternately, you can click on the name of the or ; look up their contact information; and contact them directly.

Refine Your Search On the side of page [PM111], there are two methods to refine your search:

Method 1. Click the name of a supplier/manufacturer. This action will generate a list of your selected item which is manufactured/supplied only by this supplier/manufacturer. This supplier/manufacturer’s list is institution specific. Contact your CHEMATIX™ System Administrator for details. Alternatively, clicking on the link will generate a list of your selected item which is manufactured/supplied by all manufacturers/suppliers in the CHEMATIX™ database.

Method 2. Secondly, click on the name of one of the categories in the

list. This action will generate a list of your selected item by this category. This category list is institution specific. Contact your CHEMATIX™ System Administrator for details. Alternatively, clicking on the link will generate a list of your selected item for all categories in the CHEMATIX™ database. Select an Item for Purchase from the Generated Lists



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1. To select an item, click the link of the item’s description, for example .

NOTE: While there is only one listing for an item on page [PM111] (for example,

), there can be multiple sub-entries under this item. For example, clicking on the link often will produce a long list of different sizes and types of “nitric acid 10%”.

2. You will now be transferred to page [PM112]:

The upper listing contains 6 ( 500 ml ) bottles in 12 cases (for a total of 72 bottles) to make one order item. The lower listing contains 1 ( 20 liter ) bottle of nitric acid. Note that in the equation 6 * 12 in the above screenshot, the star * represents multiplied by or times.

3. Click to return to page [PM111]: to continue browsing items in the catalogue.



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4. Once you have selected an item to purchase, enter the quantity of this item in the quantity field,

for example:

5. Click to add this item to your Market Basket. 6. Go on to Step 2. Review Your Market Basket below.

Select Items from Your Hotlist Your Hotlist is a list of your frequently purchased items and is generated automatically based on our recent purchases. Therefore, it is constantly changing and is recalculated after every order is placed.

1. To order from you Hotlist, click the button at the top of the CHEMATIX™ screen:


3. Scroll down to the link, and click on it. You will now be transferred to page [PM112], for example:



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4. Once you have selected an item from your Hotlist to purchase, enter the quantity of this item in

the quantity field, for example:

5. Click to add this item to your Market Basket. 6. Go on to Step 2. Review Your Market Basket below.

Create a Special Order This feature is used when the item to be ordered is not in one of the searchable catalogues for online purchase. In a non-centralized procurement installation, the person placing the special order is responsible for carrying out the ordering, shipping, customs, etc. of this item. This feature is to aid the tracking of the order, receiving the item into CHEMATIX™ and for simplifying the bookkeeping process. Contact your CHEMATIX™ System Administrator for details.

1. To create a special order, click the button at the top of the CHEMATIX™ screen:

2. You will now see the opening

page for

[OP400]. (The availability of these functionalities is optional and determined by your institution):



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3. Scroll down to the link, and click on it. You will now be transferred to page [CM122]:

4. Enter the supplier/manufacturer’s name, for example:

You can refine your search by clicking on , , or .

Click to clear all of the data fields and to enter the information again.

Click to search for this supplier/manufacturer.

5. The names of the supplier/manufacturers currently within CHEMATIX™ will appear, for

example:



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6. To search for a different supplier/manufacturer, enter a different name in the

field and click . Your selected supplier/manufacturer’s name will appear:

7. Click on the radio button of the supplier/manufacturer that you wish to select. Then, click .

8. If, after searching for your selected supplier/manufacturer, the system does not recognize your

specific supplier/manufacturer, you can add this new supplier/manufacturer to the system’s database as follows:



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a. Click to add a new supplier or manufacturer to the system.

b. You will now be transferred to page [CM125]:

c. Enter the supplier’s or manufacturer’s current information into the data fields.

d. Click

and you will be returned to page [CM122]:

e. Click to submit your supplier/manufacturer and to continue with your order.

f. The text will appear at the top of your

screen, for example:



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9. From the pull-down menu, select a material type to be associated with this

supplier/manufacturer:

The list of items in this pull-down menu is for example purposes only and is institution specific. Contact your CHEMATIX™ System Administrator for details.

10. Click : 11. You will now be

transferred to page [CM123]:

This list of Categories is for example purposes only and is institution specific. Contact your CHEMATIX™ System Administrator for details.



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If you wish to select a different , click to load another set of Categories.

12. Select an Item Category by clicking on a radio button .

13. Click . 14. You will now be transferred to page [CM124]:

NOTE: All Required Fields are marked by a bar, for example:

15. Enter the order information into page [CM124], for example:



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16. Click to submit and add this order to your Market Basket. 17. Go on to Step 2. Review Your Market Basket below.

Step 2. Review Your Market Basket

Your Market Basket (aka shopping cart) stores all of the items which you have added to your Market Basket. The contents of your Market Basket remain in the system until the order is submitted or until you manually remove the items. This feature permits you to start orders that can be completed later.

1. To view and review, your Market Basket, click the button at the top of the CHEMATIX™ screen:




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3. Click on the link. 4. You will now be transferred to page [PM120]:

The only headings on this page which may need explanation are the following:

indicates the supplier of this item. Remember that the supplier may not be the same as the manufacturer.

Clicking on the check box in this column for an item indicates that you will not accept substitutes for this item.

indicates the status of your item (for example, approved, submitted, backordered, etc.).



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There are several options on page [PM120]:

To remove an item, select an item by clicking on the item’s radio button . Click . The text will now appear at the top of page [PM120]:

Click when the quantity ordered is modified. This action will recalculate the total value of your Market Basket.

Click to add more items to your Market Basket from your Hotlist. You will now be transferred to page [PM112]. Go on to Select Items from Your Hotlist, Step 3 above for more instructions.

Click to create a special order for items not in the catalogues which you have searched. Go on to Create a Special Order, Step 3 above for more information.

Click to add more items to your Market Basket. You will now be

transferred back to page [PM110]: in order to search for items in the store catalogues.

If you are satisfied with the items in your Market Basket, click . You will

now be transferred to page [PM122]: . Go on to Step 3. Checkout below for more instructions.



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Step 3. Checkout

1. After clicking , you will be transferred to page [PM122]:

2. Choose your Shipping Options (in other words, choose where you want these items to be

shipped). Choosing a Shipping Option (delivery location) is mandatory for chemical items. If you wish to pick up this order, also click on a location where the item will be stored or used. This will help to track this inventory item. These Shipping Options typically display the laboratories the user placing the order is associated to. Contact your CHEMATIX™ System Administrator for details.

3. Choose your Payment Options from the drop-down menu. These Payment Options are

institution specific. Contact your CHEMATIX™ System Administrator for details. 4. When you are satisfied with your order including Shipping and Payment Options, click

. 5. You will now be transferred to page [PM141]:



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6. For P-card or credit card purchases, enter the , , , and .

7. When you are satisfied that this information is correct, click . 8. You will now be transferred to page [PM142]:

Click to return to page [PM141] to make changes to your P Card information.

9. Click to continue to review your order. 10. You will now be transferred to page [PM128]:



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11. Review your order and enter your , the , and

.

12. If you are satisfied with your order, click . 13. You will now be transferred to page [PM130]

14. You have successfully placed your order. 15. Click to finish the ordering process.



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View My Past Orders All past orders are available to be viewed at any time. For the purposes of confidentiality, users can only view orders created by them or to which they have access as account administrator or bookkeeper. Store personnel also have access to all of their customers’ orders.






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4. There are four ways to search your past orders:

a. Enter either the or the .

Click next to the respective data field.

b. Enter the time period that you wish to search from the fields.

Click the button located here:

c. Click on one of the time buttons:

5. Your order report will be generated at the bottom of page [PM150], for example:



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Receive My Purchase Orders from Vendors This functionality will permit you to receive your purchase orders from the vendors.




4. Enter the and click . Alternatively, leave this field blank and

click . The system will now generate a list of all purchase orders. 5. The page [PM200] will be refreshed, for example:



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6. Click on the purchase order number link. You will be transferred to page [PM201]:

7. Enter the quantity received (number of containers), expiry date and lot number. This allows

you to change the number of containers received and container size to match what the vendor shipped (in the case where the vendor substituted products from the original order). Expiry date is optional except in the case where the chemical has been marked as a potentially explosive chemical, in which case an expiry date is mandatory.

8. If you are using pre-printed barcodes, click the button. It will transfer you to page [PM202]:



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Scan or enter the pre-printed barcode number into the Container Barcode field. The expiry

date and lot number can be changed here also. Click the button to receive the order into your inventory. The chemical container(s) will now appear in your inventory and you will be returned to page [PM200] to receive more chemicals into you inventory if needed.

9. If you are having the system generate the barcodes and print them out at an assigned barcode

printer, click the button. It will transfer you to page [PM202]:

The system will automatically generate and print out the Container Barcode when the information is submitted. The expiry date and lot number can be changed here also. Click the

button to receive the order into your inventory. The chemical container(s) will now appear in your inventory and you will be returned to page [PM200] to receive more chemicals into you inventory if needed.

10. Throughout this process, clicking the button will take you back to the previous step.

procurement module v10 - apps.kennesaw.edu · from chematix™. to correctly configure your...

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