Supply Management Services

The following is a list of frequently asked questions related to e-SHOP. These questions are arranged by categories. Click on any question, and you will be shown the appropriate response in the answer section.

e-SHOP is a Web-based requisitioning tool developed by SciQuest that gives Cornell purchasers a one-stop "shopping cart" for ordering a full range of goods and services. e-SHOP integrates with current (and future) financial systems. This easy-to-use interface allows users to compare product details from preferred suppliers and helps make educated buying decisions.

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Here are some of the benefits of using e-SHOP:

For Cornell University

• Greater institutional savings by aggregating and leveraging university-wide transaction volume into preferred supplier contracts to the extent possible
• Faster turn-around times for orders and payments to suppliers
• Simpler, streamlined procurement process for the Cornell buying community
  

For Cornell users

• Ability to place orders from multiple suppliers in one transaction
• Access to convenient shopping, 24 hours a day
• Single log-in and interface for all hosted, contract supplier catalogs
• Easy electronic requisition order form pre-populated with your profile information
• Easy access to contracted deals for the best price, quality, and service
• Most up-to-date catalog information
• Fast orders using "My Favorites"
• Cross-supplier catalog searches to find the best price
• Faster turn-around times for orders and payments to suppliers
  

For business service centers and department administrators

• Workflow routing and approval processes enhance financial management
• Easy split charging when required
• Fewer invoice errors due to upfront collection and validation of charging instructions

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"Hosted" catalogs are supplier catalogs for goods. Their contents are managed by SciQuest, in conjunction with the vendors. SciQuest standardizes product information in the hosted catalogs to allow for easy searching, price comparison, and ordering across vendors.

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"Punch-out" catalogs are embedded catalogs that are maintained by the suppliers and have Cornell pricing. Examples include Staples, Dell, etc. Once you go the punch-out site, you will be in the shopping environment set up by the particular supplier. Once you are done shopping with them, your information will be pulled back into e-SHOP to complete the order. It is just like going to the supplier Web site from anywhere else, except that it is set up for negotiated Cornell pricing and terms and conditions of purchase. Please note that the search functionality in e-SHOP does not retrieve information from the punch-out suppliers.

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"Non-catalog" forms are used to place orders for items that are not in the hosted or punch-out catalogs. They can be used to place orders with any vendor. They can also be used to place orders where there is an existing quote.

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Yes. One primary benefit of using e-SHOP is that Cornell's special pricing with preferred suppliers will automatically display when you use e-SHOP, so there is no need to call the vendor to find out Cornell's pricing. Furthermore, there is no need to use printed catalogs when using the e-SHOP, because catalog items are easily accessible online, with detailed descriptions provided.

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Yes. For hosted catalogs only, e-SHOP offers a powerful product comparison feature that allows users to select products from the "Search Results" page, and compare them side-by-side on the same page. From the Search Results screen, select "Compare" to invoke a side-by-side comparison of the selected product. Searches do not include punch-out suppliers; this type of search must be performed separately.

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That will depend on the suppliers' choices and capabilities. They can provide rich data (graphics, video, etc.) using e-SHOP's Catalog Management Tool (CMT) to upload and update product data to the hosted catalogs. In some cases, however, the suppliers only have lists of products displayed.

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Currently, the search feature only applies to hosted catalogs. For the punch-out catalogs, you will need to use the search engine from within the supplier's Web site.

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e-SHOP's powerful search engine helps you find products, suppliers, order history, etc. Start with a general search by entering just a few words and/or parameters. Add parameters, as needed, to refine your search. You can search by individual categories by clicking "More" in the category search, or just use the single-line search function. However, do not be tempted to enter information in all the search fields displayed on the "Advanced" search tabs.

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From the e-SHOP home page, click on the "Product Search" tab. Under "Other Searches," open "Browse by Supplier." Click the "Search" button in this window to see all suppliers with contracts in e-SHOP. You can also find a detailed listing of e-SHOP suppliers with contracts on the purchasing Web site. "New Suppliers" will be indicated with a large orange asterisk after their names. "Coming Soon Supplier" will have a clock icon after their names.

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Suppliers are selected for e-SHOP based on strategic fit with the needs of the Cornell community, preferred contracts, and other criteria as determined by the Office for Supply Management Services, in consultation with the user departments and business service centers (BSCs).

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There are several ways to get help with e-SHOP. If you have questions regarding placement of or approving orders, you can refer to the several tutorials on the e-SHOP Web page or to the Quick Reference Guide. For technical issues or to get additional help, you can also call the SMS Helpline at 254-5300. Any workflow-related questions should be directed to your BSC. Online field help is also available by clicking on the field name. Help text will display in a pop-up box on the screen.

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If you are an e-SHOP user, you can log on to e-SHOP and, in the left hand side of your screen, you should see announcements or news related to e-SHOP. You should also be part of the listserv for e-SHOP users. If you are not, please send an e-mail to Supply Management Services to have your name added to the listserv. This is another way that the e-SHOP team keeps the user community updated on the e-SHOP related events. The e-SHOP team also holds weekly WebEx sessions (dates are announced in the listserv or on our Web site).

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At this time, access to e-SHOP is contingent upon approval by your BSC. Please contact your BSC to find out if your department is enabled on e-SHOP and whether you are eligible to get access to e-SHOP.

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On the log-in page, click on the text, "Forgot your password?". You will be led through a few steps to reset your password. If you are having difficulties, please contact the SMS Helpline at 254-5300 for assistance.

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Yes. With the transition to KFS, all e-SHOP users are required to take the "Using e-SHOP" tutorial (KFSPUR-400eSHOP-Tutorial). See the KFS Training page for instructions. We will offer training in several formats to best suit the needs of the Cornell community. You will be able to opt for online training at your desktop or in special circumstances, classroom training delivered by Supply Management Services.

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If you are an existing user and would like to get more training, we recommend that you start with the online tutorials. This is a convenient way for you to manage learning at your desktop on your own time. If that is insufficient, you can contact us, or send a message through the listserv.

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Each supplier submits invoices to Cornell for the goods or services purchased. Your FTC/BSC has given you a pre-authorization in e-SHOP, which allows you to make these charges.

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Yes, but only on orders under $10,000. Orders over $10,000 will be processed through the Automated Procurement and Payment System (APPS) via the WebForm/WebReq procedure. One of the benefits of e-SHOP is the ability to charge multiple accounts per order or per line to avoid cost transfers later in the transaction process that create unnecessary work for Cornell business offices.

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1. When an item carried by the supplier is not included in the e-SHOP catalog:

• Include an accurate price in the "Price Estimate" field
• Include the catalog number of the product in the "Catalog No." field. If a catalog number is unavailable, please note "unknown" in this space
• Provide an informative description. Be sure to elaborate here if the catalog number is unknown

2. When you have received a special quoted price for an item included in the e-SHOP catalog:

• Using the non-catalog order form for a special price allows you to enter the special price, which will be shown on the purchase order (PO) to the supplier.
• Complete a separate form for each line item on the quote for accurate invoice processing
• Attach the quote to the form as an "External" attachment
• Enter the quote number with the product description (This will print on the PO and be helpful in the event that the attachment gets separated from the PO during the fax transmission to the supplier.)

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When you have completed selecting items from a punch-out catalog, follow the supplier's Web site instructions for completing your order. It will feel as if you are completing the check out process with the supplier rather than in e-SHOP. Continue with the check out process, and you will be returned to your e-SHOP cart. You may also return to e-SHOP at anytime when you are in an "External Catalog" by clicking on the "Cancel External Catalog" in the upper-right corner of the screen.

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Yes, you can save orders before order submission. This is a recommended best business practice. Building up the order volume before submitting the order helps to reduce administrative costs.

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My Favorites allows you to create and administer "Favorite Folders" to do the following:

• Organize and keep track of all frequently ordered items
• Attach Favorite Folders to a specific research project or a specific budget/grant assigned to or within the organization
• Select products from a favorites folder and move them to a requisition with one click
• Administrators can also use the "Company Favorites" folder located at this level to promote Cornell's preferred suppliers, thereby increasing contract compliance to produce organization-wide savings

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After you conduct a search that displays the item you want to add to My Favorites, click on the "Select" check box at the far right. Then, use the drop-down box at the top-right of the search results set to select "Add To Favorites." A pop-up box will then be displayed showing existing folders in My Favorites. Select the folder you want the item to be added to, and then click "Submit." The item has now been added to the folder you selected under My Favorites. For more detailed instructions, please refer to the tutorial on Favorites on the e-SHOP Web page.

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Depending on the method that the supplier elects for receiving e-SHOP orders, it could be within a few minutes if the order is sent via CXML, or it could take up to 15 minutes if the order is sent via fax. In the rare event of a technical difficulty, a customer service representative at e-SHOP monitors and ensures that orders are delivered to suppliers within a few hours.

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Due to the robust workflow approval process established in e-SHOP, there is no need to impose dollar limits on orders through e-SHOP. Your order will be reviewed and approved by the department and a BSC, depending on established thresholds and business practices.

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1. Go to "Order History" in the "Review Box" on left side of home page, or go to the "History" tab on the main menu bar at the top of the page, and click on "PR Search"
2. Enter search criteria such as "Requisition Number," "Supplier Name," etc., and then click "Search"
3. Click on "Requisition Number" for details of an order and approvals. See the tabs across the page for different types of information associated with the requisition (Clicking on the PO number will provide additional details.)

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For items from non-punch-out suppliers, click on the checkbox next to the item you want removed, and then choose "Remove Selected Item" from the drop-down action box. The item will be completely removed from the requisition. For items from punch-out suppliers, all items must be removed, and then the Web site must be revisited to order only the selected items.

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If the quote that you receive outside of the e-SHOP catalog is lower, use the "Non-Catalog Request" form to place your order in e-SHOP. Indicate the price that you were quoted outside of e-SHOP in the order description field along with any quote reference number. Electronically attach the quote in e-SHOP to your order.

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We recommend placing these items on a separate requisition from non-restricted items. This will expedite your non-restricted items purchases so that they avoid an unnecessary approval step by Environmental Health and Safety. These orders will route via WebForm to the APPS processing queue and will go through the standard reviews.

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Shipping information stored in "My Profile" is used to ensure that you receive your orders in an accurate and expedient manner. To ensure that you receive your orders properly, go to the "Purchasing" tab in My Profile and select "Shipping Address." Update the following fields as necessary, up to a maximum of 25 characters:

• Deliver to Dept: Shorten the department name to make it recognizable
• Deliver to Building/Room #: Make the shipping information more specific
• Attention: If you need your orders shipped to someone else

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Click on the "Profile" button at the top of the screen. In the "User Identification" section, you can update your name, e-mail address, phone number, password, and so forth. Refer to the tutorial on "Getting Started" for more details.

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There is no special process or ability to make a return of an item through e-SHOP. Please continue to use your current business process. If you are unsure of this process, please check with the appropriate supplier.

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First, you will need to contact the vendor directly to cancel the order. Then, contact your BSC to inform them that the order has been cancelled. They have authorization to process cancellations. We are working to formalize this procedure.

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