PED Talks March 2020

Lydia Dexter Author

03/19/2020 Added

63 Plays

Description

This PED Talk is a big one! It covers the eSHOP training for the new user interface.

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[00:00:00.980]Okay.
[00:00:01.870]I think I'll go ahead and get started.
[00:00:03.160]It's 1:30 now.
[00:00:04.750]And I wanna thank you all for giving up your time
[00:00:07.450]in this very unusually hectic period to get on this call
[00:00:12.900]with us and join our procurement education talk.
[00:00:17.540]I know we're very busy reading ourselves,
[00:00:19.990]and our teams to possibly remote work.
[00:00:23.350]And that's not going to change this eShop update at all.
[00:00:28.550]But we have decided that with Jagger's input,
[00:00:33.410]we will push it back a little bit.
[00:00:35.500]So we're gonna move and go live forward
[00:00:39.080]with this new interface on the 23rd.
[00:00:41.420]We are gonna push it back a little bit.
[00:00:43.150]I hope that all gives you a little bit of breathing room.
[00:00:47.240]It will probably go live on April the sixth,
[00:00:50.500]which is the date that Jagger, our user interface,
[00:00:53.530]will release their formal updates.
[00:00:56.250]So we're going to not change the training schedule at all.
[00:00:59.590]We just think are going to release it on April 6 or later.
[00:01:03.660]So that being said,
[00:01:05.760]let me go ahead and get started with the training.
[00:01:08.210]And then please share this training
[00:01:10.040]with any of your shoppers up until that time
[00:01:13.190]or after if they need some further training.
[00:01:17.720]So as you know, we have announced that eShop
[00:01:21.580]is getting a new user interface.
[00:01:23.370]I've showed it a few times.
[00:01:24.580]I hope that you all are gonna appreciate it.
[00:01:26.550]I have now worked in it several weeks,
[00:01:29.240]and they keep adding new additions to it.
[00:01:31.730]But I think after you get used to the look of it,
[00:01:35.500]it's going to be a lot more comfortable to use,
[00:01:37.260]and it'll be a lot more easier for almost everybody.
[00:01:42.490]Okay.
[00:01:43.920]So during this talk, we'll do a quick homepage tour,
[00:01:48.500]and then I will walk through
[00:01:50.430]the complete shopping experience.
[00:01:52.970]And then at the end, we'll kind of come back around
[00:01:55.220]and show some of the most frequently used areas
[00:01:58.780]that I think are going to be the most things
[00:02:00.610]that people will have to remember and come back to,
[00:02:04.010]and ask questions about later.
[00:02:07.690]So first off at the home page, after the screen,
[00:02:12.330]that's the way it looks today.
[00:02:14.300]Yours might be blue, I have red as a background.
[00:02:17.470]But you can see the name and the search bars
[00:02:20.540]as you're used to seeing them.
[00:02:22.080]The first change that people will notice
[00:02:24.740]is this user profile change.
[00:02:28.750]So right now you have your name at the top of the screen,
[00:02:32.140]it's going to be moving over to the end,
[00:02:35.070]and it will just have this profile image showing up.
[00:02:41.460]But it has all of the same menu items
[00:02:43.670]when you click on the profile.
[00:02:47.120]The next little change is just the search bar.
[00:02:49.740]What they've done in a lot of these updates
[00:02:51.730]is just kind of removed all of the bounding boxes,
[00:02:55.320]all of the coloring, and making just much more
[00:02:58.060]simple user experience.
[00:03:00.050]So the search is the same.
[00:03:01.620]I mean, it's moved down the page a little bit,
[00:03:03.880]and they've removed some of the boundary boxes, like I said,
[00:03:07.810]so it just looks a little cleaner,
[00:03:09.090]but it does the same functionality.
[00:03:12.510]If you're used to using the order search,
[00:03:15.420]or the document search, it's changed to order search,
[00:03:18.400]but it is in the same place and the icon
[00:03:20.670]has just been updated.
[00:03:29.240]Then, if you're used to using some of these go-to features,
[00:03:33.410]depending on your screen size, it will either show
[00:03:36.590]as these little ellipses on the side
[00:03:38.820]where there's the three little dots,
[00:03:40.950]anywhere on the new user interface where you see
[00:03:43.680]these three little dots, you can click on them,
[00:03:46.430]and it will expand to more menu options.
[00:03:50.530]So in this case, I had the screen minimized
[00:03:53.890]when I took this screenshot,
[00:03:55.460]and so the three little dots show up.
[00:03:57.610]So it's made for mobile friendly screen
[00:04:00.180]which they're gonna continue to add
[00:04:01.510]mobile friendly features to the eShop platform.
[00:04:06.090]We don't have any turned on right now
[00:04:08.270]because they don't work.
[00:04:09.190]Well, we had some but they don't work that great.
[00:04:10.960]So we're continually updating those
[00:04:13.590]and enable them as they become available.
[00:04:17.630]Okay.
[00:04:18.600]So those are the homepage kind of changes
[00:04:23.540]that you're gonna see right off the bat
[00:04:26.170]that most users will wanna be interested in.
[00:04:29.200]I am presenting by myself today,
[00:04:31.050]so I will try to keep track of the chats, but at the end,
[00:04:34.450]I'll try to look for any questions that come up.
[00:04:40.530]Okay.
[00:04:41.363]So this is the new landing page,
[00:04:43.410]you can see that it's just a cleaner look.
[00:04:46.150]A lot less busyness in the background.
[00:04:50.240]So they're going with the gray on the white
[00:04:52.740]or black and light gray kind of a look.
[00:04:58.480]So we're just gonna go ahead and jump into the site.
[00:05:04.720]Let's see here.
[00:05:08.540]Okay.
[00:05:12.170]So this is the test site.
[00:05:13.870]So it's not going to have the same icons
[00:05:15.910]or the same tiles as you're used to seeing on your site.
[00:05:19.980]So first thing that we'll look at here is this profile,
[00:05:23.960]so that you can see when you click on your profile.
[00:05:28.090]It's still gonna have your name at the top,
[00:05:30.330]it's still going to have the same, view your profile,
[00:05:32.940]and this is always the quickest way to get
[00:05:36.040]to any requisition or purchase order that you created
[00:05:38.710]in the last 90 days.
[00:05:40.330]So no need to go searching around, they will always be here.
[00:05:45.540]The flyout menus on the left side
[00:05:48.590]have just been reordered a little bit.
[00:05:50.390]The icons are being updated over time,
[00:05:54.680]but they're gonna have my little bit different names,
[00:05:58.400]and a few more things added to them.
[00:06:00.420]But the shopping cart, well, you can always go back
[00:06:03.300]to this homepage here, you can shop from your favorites,
[00:06:07.780]browse by suppliers, and your shopping carts or orders,
[00:06:13.210]shopping carts and orders that have been returned or that
[00:06:15.770]need more attention will always be hanging over here.
[00:06:20.610]And then as you move down the line depending upon your
[00:06:25.392]access, you will have different things available to you.
[00:06:31.430]Okay.
[00:06:32.263]So one of the biggest features that
[00:06:35.875]we're very happy about is the new product search feature.
[00:06:40.350]So in the product search feature, you can see that
[00:06:42.510]the field is just a little bit larger,
[00:06:45.550]and the simple and advanced searches here
[00:06:47.770]just like you've always had it before.
[00:06:50.030]And you notice now that these go-to icons are expanded,
[00:06:54.320]but if I were to minimize the screen
[00:06:55.960]and go back to the three little dots.
[00:06:59.520]So I am just going to go ahead and search for
[00:07:03.760]a product here.
[00:07:10.910]And it's gonna give you some recommendations
[00:07:13.360]based upon your current use or your past use.
[00:07:17.440]So before it pops over to this screen,
[00:07:19.560]if I had ordered gaskets before and added them to my cart,
[00:07:23.560]and actually checked out, it would start to kind of populate
[00:07:27.120]a little mini search here with recommended products.
[00:07:30.740]So that's good and you can click on them.
[00:07:32.620]Otherwise, you'll notice that some of our vendors,
[00:07:37.250]and we've talked about this in the last PED Talk.
[00:07:40.560]We are now starting to convert them all over to this,
[00:07:44.150]rather than having to actually punch out,
[00:07:46.510]to a punch out site, to get your products loaded
[00:07:49.300]into their cart and then bringing it back into eShop.
[00:07:52.690]Some of our punch out suppliers are now (muffled speaking)
[00:07:59.683]to reach out, you can simply add them to cart.
[00:08:02.280]So Neta, for example, is one of those suppliers.
[00:08:05.140]It works very well for our scientific suppliers.
[00:08:08.300]And we are working one-by-one with our suppliers
[00:08:10.590]and their developers to be able to enable this feature.
[00:08:13.460]So in some cases, you will still be using the punch out
[00:08:16.310]and actually going out to the site
[00:08:18.270]and retrieving the products.
[00:08:20.320]But in the case that the they've already been turned on,
[00:08:22.730]you will see a couple of different icons,
[00:08:24.400]this is one of them.
[00:08:25.510]The other one looks like a little price tag,
[00:08:28.000]but it tells you that the price has been retrieved
[00:08:30.870]from the supplier, so you know these are always up-to-date
[00:08:33.280]and accurate as well.
[00:08:40.270]I'm getting a report that somebody can't hear me.
[00:08:43.370]Is that the case for everyone?
[00:08:48.420]Okay.
[00:08:50.090]Lindsay, you might check your speakers.
[00:08:54.740]Thank you.
[00:08:55.820]Okay.
[00:08:56.653]So adding an item to your cart in this matter is just like
[00:09:01.416]any other shopping, you would just add it to your cart here.
[00:09:05.140]The other features that I really like
[00:09:06.740]about this products' search page, as you can see that
[00:09:08.850]it's just a little bit nicer.
[00:09:10.800]But the users have a lot of room to edit
[00:09:14.710]what they're seeing on these search results.
[00:09:17.220]So for example, if I go over here to this list view,
[00:09:22.350]I can change it to a list view.
[00:09:26.330]Or I can change it back into the tiled view.
[00:09:30.600]The other thing that you can do is by using the gear icon
[00:09:33.970]within the site, they've given the user a lot of
[00:09:37.250]availability to change what they're seeing on their pages.
[00:09:40.550]So this gear view is gonna show up
[00:09:42.460]in several places on the site.
[00:09:44.470]For here, if you are not somebody who cares
[00:09:48.440]about what supplier you're getting from,
[00:09:50.010]you just care more about the manufacturing name,
[00:09:53.280]manufacturer's name, or you don't wanna see the...
[00:09:57.860]You just turn off these different things
[00:10:00.370]and hit the Apply button.
[00:10:03.310]And then that's gonna determine
[00:10:05.920]what shows up in this field here.
[00:10:07.520]So now, it would have said, from supplier here.
[00:10:13.430]So adding something to your cart from here is very easy.
[00:10:19.900]I've just added that item to my cart.
[00:10:21.740]You can see up here in the screen box now
[00:10:24.340]that it's told you you've done that.
[00:10:27.300]So going back out and doing a non catalog order form.
[00:10:33.970]The order forms have not changed.
[00:10:36.420]So they are going to act just the way that they always have.
[00:10:40.300]So we're gonna try this.
[00:10:45.600]Well, just go ahead and use this as a supplier.
[00:10:49.070]I'll add something into my cart.
[00:10:54.880]For example, if you're gonna add the supplier skew
[00:10:57.430]or item numbers so they know what they're sending you,
[00:11:01.240]you could add it in there as well.
[00:11:03.850]A little trick that I like to tell people
[00:11:05.810]to add things quickly into their cart,
[00:11:08.250]is when they have the non catalog order form open,
[00:11:13.020]rather than trying to remember what
[00:11:16.070]all of these features here do,
[00:11:19.810]I recommend that sometimes if you're using this form,
[00:11:22.820]that you simply use the Add to Cart button,
[00:11:26.040]and then you can just add this item to your cart.
[00:11:30.340]You can keep this form open at the bottom of your page,
[00:11:33.690]you can add more items, but when you're done,
[00:11:36.010]just simply close the box and actually go to your cart.
[00:11:41.700]So that's a way to quickly add items to your cart.
[00:11:45.340]So we'll move on over to viewing the shopping cart.
[00:11:54.770]Okay, so in your shopping cart,
[00:11:57.780]you can see that it's changed quite a bit.
[00:11:59.960]First thing that you're gonna notice is,
[00:12:02.220]in the shopping experience, we're talking
[00:12:04.630]about the shopping experience, because this particular
[00:12:08.030]update is just getting things in your cart and checking out.
[00:12:14.290]The PO look has not changed yet, but it is very close.
[00:12:17.960]So eventually we will be turning that on as well.
[00:12:20.510]So right here is your available actions are going
[00:12:22.610]to show up in the top, left now instead of the top right.
[00:12:26.750]And you can see that your regular drop downs
[00:12:29.150]are right there the way that you used to see them.
[00:12:32.530]This is your shopping cart name.
[00:12:35.370]These three little guys, now remember,
[00:12:37.240]this is the search bar.
[00:12:38.370]So one of the things on this shopping cart
[00:12:41.530]is that your product search doesn't go away.
[00:12:43.960]It's kinda like that, Continue Shopping button.
[00:12:46.340]So you can continue to shop from your cart right here
[00:12:49.520]and add products to your shopping cart.
[00:12:52.090]So these three little buttons that are located here
[00:12:55.620]with that search bar, are the same items that you
[00:12:59.810]would have seen in the go-to section on the homepage.
[00:13:03.115]All right.
[00:13:04.410]I can see that I've got two different suppliers here,
[00:13:07.090]got 16 items, this is going to represent the new
[00:13:10.970]non catalog order form right here.
[00:13:15.570]And then again, just clicking around, you can see what that
[00:13:19.250]would do, open up some more options for you.
[00:13:22.270]If you click on the item,
[00:13:24.060]that opens up these options at the top.
[00:13:29.270]And then the other thing that they have done is
[00:13:34.330]moved the notifications over to the right side
[00:13:40.390]and that doesn't really look that different
[00:13:42.550]on the shopping cart, but when you get to the checkout,
[00:13:46.230]it does act a little bit different.
[00:13:48.460]So let's go ahead and proceed to checkout.
[00:13:54.890]And in the checkout screen,
[00:13:57.400]you can see still that the available actions
[00:14:00.990]are on the requisition.
[00:14:02.910]Or for the requisition,
[00:14:04.330]you can tell you're still on the requisition.
[00:14:06.590]Here up in the top left corner, the requisition number.
[00:14:11.680]All of your tabs that you're used to seeing are still
[00:14:14.630]in the same spot that they were before,
[00:14:16.190]they've just removed some of the background coloring.
[00:14:20.000]They've replaced the Edit buttons with pencils.
[00:14:23.030]So anywhere where you see a pencil,
[00:14:25.510]you will be able to open it up.
[00:14:27.630]And for example, here's your quote number field.
[00:14:33.370]Okay?
[00:14:35.810]So on the right side over here in this warning box,
[00:14:40.050]you will have a warning that says you can't proceed
[00:14:42.780]until these things are fixed.
[00:14:46.580]So you click the link.
[00:14:49.707]I've never seen it but it may be collapsed like this.
[00:14:51.800]Anytime you see these little arrows,
[00:14:53.270]they'll collapse and uncollapse things for you.
[00:14:56.680]So this GL account is what needs to be fixed.
[00:15:00.820]So if I just click on that,
[00:15:03.520]then it's taking me right to the field
[00:15:05.530]that needs to be edited.
[00:15:08.270]So one thing that they've changed here
[00:15:10.030]in the accounting code section is, you can search right
[00:15:14.100]from within this box by number or by word.
[00:15:17.270]So if I just start typing procurement,
[00:15:19.890]it's gonna start auto populating some choices for me.
[00:15:24.180]So that is an improvement I know everybody will like.
[00:15:27.600]But if I do wanna actually search by the search filters,
[00:15:32.900]you click this little Select button, and then Search.
[00:15:37.920]And I do wanna go over this a little bit
[00:15:39.760]because when you're searching on these newer search fields,
[00:15:44.450]you have your value and your description to search by,
[00:15:48.290]but then they're using the word filter,
[00:15:50.780]as the like, apply the search, right?
[00:15:53.690]So just be aware that.
[00:15:55.090]So you would put in a name and then apply the filter.
[00:15:58.710]And then once you've found what you wanted,
[00:16:00.260]you would use the plus button to add it
[00:16:04.090]as your selection.
[00:16:06.710]So I will just go ahead and add
[00:16:12.350]an office supply.
[00:16:13.320]So you can see I typed the number in,
[00:16:14.880]and it started auto filling something for me.
[00:16:19.310]So over here as you hover in this section
[00:16:21.600]of accounting codes, if you're splitting a cost center,
[00:16:25.320]or applying it, the split is gonna be this little plus,
[00:16:28.580]and you notice the Add Split happens,
[00:16:32.070]pops up so it reminds you what you're doing.
[00:16:35.840]So it may ask me, there we go.
[00:16:38.300]So then this, of course, is the recalculate
[00:16:40.680]or validate your values.
[00:16:43.600]So we often get the error of people adding the exact price
[00:16:48.550]at the header level, and it doesn't block you
[00:16:52.070]from doing that but it does not work on the invoicing side.
[00:16:55.320]So we ask that you always use a percentage if you're doing
[00:16:58.990]it up here, which is what we call the header level.
[00:17:02.570]So if I'm splitting it between two cost centers.
[00:17:07.560]Let's just say, we'll just say,
[00:17:11.671]we're gonna split it with that group.
[00:17:13.970]And we're splitting it 30 and 70%.
[00:17:19.800]If I validate these values, it's gonna automatically show me
[00:17:24.770]what the prices are that each one is going to get
[00:17:28.400]charged for that.
[00:17:30.480]Okay?
[00:17:32.610]When you're applying them at the header level,
[00:17:34.670]I'm gonna go ahead and save those changes.
[00:17:37.600]At this header level, those cost centers and that split
[00:17:41.370]is going to apply to everything that's in this cart.
[00:17:45.110]So if there's something in this cart that I want to
[00:17:48.270]do something different with, for example,
[00:17:50.190]I have a whole bunch of computer equipment,
[00:17:52.810]but I have one line that's maybe an office supply,
[00:17:56.380]and I wanna change the GL on that office supply line.
[00:17:59.760]Or I have, it's okay to split most of them 30 and 70%.
[00:18:05.960]But one of them is just gonna all get charged
[00:18:08.604]to just one cost center.
[00:18:11.290]You would do that kind of thing at the line level.
[00:18:14.350]Or if you have a grant that needs you to specifically
[00:18:17.410]have an exact price, that has to be done in line level,
[00:18:21.160]not at the top.
[00:18:23.240]So again, we have a little pencil icon is the Edit button.
[00:18:30.610]They have added quite a bit into this line item detail.
[00:18:34.810]The more that I'm in the site,
[00:18:36.240]they're constantly making upgrades and improvements.
[00:18:39.290]So I'm hoping that they get rid of all the shipping stuff.
[00:18:43.170]But for the accounting codes,
[00:18:44.460]you just scroll all the way to the bottom.
[00:18:46.900]And they're right there, and say for example, in this line,
[00:18:50.490]I'm charging it all just to this one cost center.
[00:18:53.710]So I'm editing only the line that's different
[00:18:55.790]from the above, and I'm gonna click Save.
[00:19:03.120]And you'll notice that immediately it adds
[00:19:05.840]in the accounting Code Section a note that says that
[00:19:09.250]I've edited my values by line.
[00:19:13.390]Also, if I wanted to continue that edit on two more lines,
[00:19:17.530]I can use this copy the other lines button.
[00:19:23.020]In the shipping section you can add,
[00:19:28.720]if you've got lots of addresses saved,
[00:19:32.370]it will show them all there, but it will also allow you
[00:19:35.800]to add more and to select quickly select your default,
[00:19:40.500]or to change the person's name on the attention line,
[00:19:46.000]or to add a new line onto my address list
[00:19:50.290]right from the shipping section here.
[00:19:53.350]So, and adding your unloading point.
[00:19:58.710]So you can make changes to your shipping defaults,
[00:20:02.380]and your shipping profiles selections on the fly right here
[00:20:06.490]and easily add them where they need to be added.
[00:20:10.410]If you're going to do attachments,
[00:20:12.030]I'd like to just go ahead and make a little note there.
[00:20:14.600]So attachments and notes in the internal and external fields
[00:20:18.890]work the same way as they did in the previous site.
[00:20:22.010]A little bit of training here.
[00:20:24.200]You only need to attach a document
[00:20:26.200]in one place on the whole order.
[00:20:29.041]Now there's two suppliers here.
[00:20:31.690]If I want the supplier to have a copy of whatever
[00:20:35.720]it is I'm attaching, then I'm gonna use the external notes
[00:20:39.090]whether you're doing it at the line, or doing it
[00:20:41.390]when you get to the checkout screen.
[00:20:43.780]So say I have two quotes that I'm not accepting
[00:20:47.150]and one quote that I did, and I'm placing an order for it.
[00:20:51.170]I would add the two quotes that I'm not taking
[00:20:53.630]into an internal notes.
[00:20:54.710]That way, that supplier where I'm placing the order
[00:20:57.120]never sees them, but I'm putting the other quote here.
[00:21:01.090]We often have people have a four or five, six line order,
[00:21:04.750]and they attach the quote, for example to both the internal
[00:21:09.140]and external note on every line.
[00:21:11.240]What that does is that creates 12 attachments,
[00:21:15.610]that six of them are all going to the supplier
[00:21:18.000]and it all includes their quotes.
[00:21:19.570]So if you have multiple lines, I'm just saying,
[00:21:22.110]wait until you get out of here
[00:21:23.310]to attach any kind of documentation.
[00:21:27.000]Okay.
[00:21:29.020]So, the comments section is the other area
[00:21:32.220]that I'm gonna hit on.
[00:21:34.880]So the comments, when you click on comments,
[00:21:38.090]it does look a little bit different but as I said,
[00:21:40.390]anytime you wanna add something,
[00:21:41.760]you're gonna look for the plus sign.
[00:21:44.420]You'll notice here that it says,
[00:21:46.040]show comments for requisition.
[00:21:49.740]It will always default when you're on the show,
[00:21:52.150]even on today's site, when you're on a particular document,
[00:21:55.650]say you're on the purchase order document
[00:21:57.820]or you're on the invoice.
[00:21:59.470]It is only showing you comments
[00:22:01.300]that were put on that particular document.
[00:22:04.080]You can always, whenever you're looking at documents,
[00:22:07.810]always click Show off.
[00:22:12.340]Okay?
[00:22:13.180]And now, there's no comments here on this requisition.
[00:22:16.620]But if you show all then, if somebody made a comment
[00:22:19.650]to an invoice or a PO or on the requisition,
[00:22:22.410]you're seeing them all in one place.
[00:22:23.860]If you don't do the Show All which most people don't,
[00:22:26.250]and as included, you're really only seeing a little bit
[00:22:31.300]of the information.
[00:22:32.860]So if I want to add a comment, I'm gonna hit the plus sign.
[00:22:36.480]And right here it allows me to.
[00:22:41.470]There will be another button if somebody already
[00:22:43.510]made a comment to just hit the Reply All button,
[00:22:46.580]or to select the people who are associated with the order
[00:22:50.600]or add new recipients, to add your comment,
[00:22:55.160]and to add an additional attachment.
[00:22:59.920]Once you have created a purchase order,
[00:23:02.440]there's no way for you to add an attachment
[00:23:04.720]except through this Add Comment field.
[00:23:07.150]So if you have something later down the road
[00:23:09.910]that you need to add, you always come to the comment field.
[00:23:12.880]So that's where you do the comments.
[00:23:14.740]If you wanna finish your comment you do the checkmark
[00:23:18.610]or just close the window if you don't wanna have a comment.
[00:23:21.480]Okay?
[00:23:22.720]So the Summary tab, they all kinda work just the same
[00:23:25.350]as in the current site, it's just a cleaner look.
[00:23:30.220]On this left hand side, now that I've cleaned up my errors,
[00:23:34.770]it says draft, and now my Submit and my Assign button
[00:23:38.800]are ready to go.
[00:23:40.290]It always will tell me what's next for my order.
[00:23:42.630]So in this case, it tells me
[00:23:45.730]who the funding source approvers are,
[00:23:47.740]which is always the next step on any requisition.
[00:23:52.180]So once it gets signed by the funding source approver,
[00:23:55.360]I can see that it's gonna create a PO
[00:23:57.180]and finish its process.
[00:24:01.550]On the requisition page,
[00:24:03.480]if you're used to a simplified checkout screen
[00:24:05.930]and you're not used to seeing all this information,
[00:24:09.140]this little hide page details,
[00:24:10.820]I believe that will mimic what you're used to seeing
[00:24:13.820]on the simplified checkout process.
[00:24:16.910]Most people are used to seeing the whole thing.
[00:24:19.810]And then of course, you have a print icon,
[00:24:21.670]and anywhere where you see question mark
[00:24:23.430]is gonna open up a little help menu for you.
[00:24:28.540]Okay, so I will submit this requisition.
[00:24:33.070]And that is the new checkout process.
[00:24:36.200]So it is not a whole lot different things
[00:24:40.036]are mostly in the same place.
[00:24:42.300]The menus are mostly the same,
[00:24:43.970]they just kind of are updated.
[00:24:49.170]On the advanced product search,
[00:24:52.200]you will be able to filter.
[00:24:56.780]Let's do gloves.
[00:25:06.000]Okay, so if I'm searching for gloves,
[00:25:08.940]we'd really like you to focus if possible,
[00:25:11.410]if it fits into your business plan,
[00:25:15.470]focus on these preferred and enabled suppliers.
[00:25:17.790]Those are the ones that we've gone out
[00:25:19.400]and gotten contracts for you with.
[00:25:21.000]That they have deliverables
[00:25:23.060]that they're required to meet for us.
[00:25:25.270]So you can always filter by either one of those.
[00:25:29.460]On the advanced, if you're specifically looking
[00:25:31.690]for a supplier or a part number, or something else,
[00:25:35.410]you can always use this advanced search and it's gonna
[00:25:37.680]help continue to filter those products out for you.
[00:25:42.390]Okay.
[00:25:44.520]So going back to the homepage.
[00:25:50.940]Jenny is saying that when she searched for paper towels,
[00:25:55.510]Office Depot didn't come up as a supplier.
[00:25:58.160]In the test environment, in the training environment
[00:26:00.470]which is what I shared with the super users,
[00:26:03.220]the training environment.
[00:26:04.570]There's very few like real data in there.
[00:26:08.550]And Office Depot is one that is currently turning
[00:26:13.030]on their live price so you can shop at the top.
[00:26:17.430]They did have a glitch with it.
[00:26:18.990]So it's kind of iffy right now,
[00:26:20.380]but it should be on in production,
[00:26:23.050]even if it isn't quite working right.
[00:26:24.940]So you can always still use the punch out for Office Depot.
[00:26:28.820]But they are the next one to come online.
[00:26:32.230]All right, so I'm gonna go through the document search,
[00:26:36.580]because the document search has changed quite a bit.
[00:26:42.270]And then we'll kind of just recap some of the most common
[00:26:44.800]questions I think that the shoppers will have, okay?
[00:26:50.120]So the documents search is located here in this third icon.
[00:26:53.860]It's been changed to the All Orders instead of documents.
[00:26:58.160]If you click on this All Orders,
[00:27:00.330]it's going to bring up everything.
[00:27:02.300]I'm going to recommend, and just from my experience,
[00:27:05.130]my short experience with this new document search,
[00:27:07.840]it is a brand new search engine,
[00:27:09.290]is not just some cosmetic changes, really.
[00:27:13.140]So I would recommend if you're looking for purchase orders,
[00:27:17.160]go right to the purchase orders here at this at this level.
[00:27:21.640]So we will do that.
[00:27:23.770]So this is bringing up all purchase orders
[00:27:26.690]for the entire university created in the last 90 days.
[00:27:32.120]So the first thing you'll see is,
[00:27:33.770]you don't have these filters on the side,
[00:27:36.500]you don't have that landing page with all
[00:27:39.310]those extra filters on them.
[00:27:42.620]The date modifications to search different dates,
[00:27:46.460]is just by clicking here.
[00:27:48.160]All the ones that were on the previous page,
[00:27:51.760]or where the filters were located at,
[00:27:55.430]they're all still in here under this drop down.
[00:27:58.870]They've separated out to be able to choose the,
[00:28:02.580]or is between dates.
[00:28:04.830]And then even when you do more options,
[00:28:08.160]the after or before dates, and then here's another
[00:28:11.640]in between, and then be able to create
[00:28:14.870]your own search parameters for your dates.
[00:28:18.670]So that's the first place that you would start
[00:28:20.420]if you're looking for something more than 90 days old.
[00:28:24.910]The second one is quick search here.
[00:28:28.540]It searches pretty much anything on the order
[00:28:31.380]that you can think of.
[00:28:32.300]So, if I, for example, wanted to search Adam equipment.
[00:28:41.520]I spelled that right.
[00:28:43.360]It's gonna just quickly search everything
[00:28:45.620]in the results for that word.
[00:28:49.380]And I just use my Enter key on the keyboard.
[00:28:51.320]I didn't click the little search guy.
[00:28:54.580]Or if I wanna do,
[00:28:59.080]let's see.
[00:29:00.730]I'll get rid of that search.
[00:29:03.790]And just look for something, say I was looking for something
[00:29:06.817]that one of my co workers has created,
[00:29:10.500]and I type their name in.
[00:29:15.220]It'll bring up everything that they've created
[00:29:17.600]within the search parameters that you have already.
[00:29:19.650]So it is a purchase order,
[00:29:21.200]it was created in the last 90 days.
[00:29:25.470]So the further filters.
[00:29:28.380]Let's just get rid of that.
[00:29:30.210]All the rest of the filters you're used to seeing
[00:29:33.150]are in this add a filter section.
[00:29:36.720]So in this Add Filter section,
[00:29:38.690]this search right here is just searching through this list
[00:29:41.910]rather than having to try to find something.
[00:29:43.590]So if I was trying to find something number,
[00:29:48.420]where I wanna look for the PO number, I could click that,
[00:29:52.240]and it would allow me to paste a series of PO numbers
[00:29:54.980]in there or a number or whatever.
[00:30:00.320]If I just let it run there.
[00:30:04.700]A common thing that is, something that I think
[00:30:08.460]most people use for searching, I know I do a lot,
[00:30:11.200]is this AP status that's open or closed.
[00:30:14.140]Is my PO opened or is it closed?
[00:30:17.030]So that's under AP status.
[00:30:18.850]So that's a good note to take.
[00:30:21.680]So if you're looking to filter your open
[00:30:24.470]and closed purchase orders, it's AP status.
[00:30:26.770]And then of course, you always also still
[00:30:28.188]have your cost object filter or anything else.
[00:30:31.010]So if you're looking to create a saved search
[00:30:34.550]for managing a particular cost center,
[00:30:39.320]you can select that, set up all your parameters,
[00:30:42.320]and then save your search so that you can bring it up
[00:30:45.500]whenever you'd like to in the future.
[00:30:48.290]Searches are also exportable into many different formats.
[00:30:51.670]They come through a CSV and you can get
[00:30:53.980]a lot of different detail in there.
[00:30:56.230]One of the great user things that I think they've added
[00:30:58.770]in this roll out is this gear, which I already talked about.
[00:31:03.420]So I can configure this page in any way I want.
[00:31:08.190]So let's say, I'm tracking things by who made them
[00:31:15.030]or let's see, by who made them.
[00:31:17.660]I can just pull it over and adjust my screen
[00:31:20.550]if I'd like to do that.
[00:31:23.840]Or I really don't care about that, I wanna go by supplier.
[00:31:28.050]So you can easily manage the screen, but not only that,
[00:31:32.180]if I open the little gear up,
[00:31:34.820]I can add or remove what columns I'm seeing.
[00:31:38.630]So I don't really care about the shipping status
[00:31:41.710]'cause we don't track that here.
[00:31:43.410]But I do care about the AP status.
[00:31:47.190]And I really actually want to know the open
[00:31:50.270]and closed POs here so I can manage them here as well.
[00:31:54.890]And I can set these as my default.
[00:31:57.180]So anytime I come to this page from now on,
[00:32:01.060]that will be the look that I'm getting.
[00:32:04.150]Okay?
[00:32:05.380]You can still use the filter as much as you'd like,
[00:32:08.660]you can still edit on the fly,
[00:32:11.460]you can still move things around,
[00:32:12.710]that's gonna set your default.
[00:32:14.720]And if you wanna change your default in the future,
[00:32:17.850]it's there for you to change.
[00:32:20.630]So I think that was a really good addition there.
[00:32:28.340]Just to show you that the PO, let's just see.
[00:32:32.090]The PO view is currently still going to remain
[00:32:37.620]in the classic experience, which is this.
[00:32:42.920]But they are much closer to releasing this
[00:32:46.000]than we first anticipated them being
[00:32:48.400]when we were rolling out the front part, the shopping part.
[00:32:52.140]So very soon, I don't know when,
[00:32:56.060]we may very well have this turned on
[00:33:00.180]so that you're looking at all the same things,
[00:33:02.470]so you're not trying to remember old system, new system,
[00:33:05.630]I think it'd be much more convenient to
[00:33:09.970]just have it all kind of look the same.
[00:33:11.750]So as soon as it's ready to go, we will of course,
[00:33:14.270]notify everyone when that's gonna happen.
[00:33:16.630]And then invoice, and then receipts,
[00:33:19.330]they're changing them kind of one at a time.
[00:33:23.000]So, we'll go and go through this search again.
[00:33:27.370]Let's just see.
[00:33:31.080]So searching purchase orders.
[00:33:34.980]If I want my purchase orders, of course,
[00:33:37.410]the fastest way to get to them is always by clicking
[00:33:40.190]your name at the top of the screen from any page.
[00:33:42.650]But if you're in the searches, you can just select
[00:33:45.200]My Purchase Orders, it's gonna filter it very quickly.
[00:33:49.540]To get rid of a filter, I'm just going to click the X.
[00:33:53.980]If I wanted to go longer, I could just go all.
[00:34:01.120]And I can see the PO status.
[00:34:06.600]A status for purchase order by the way,
[00:34:09.310]it just means that it was created
[00:34:12.010]and it went to the supplier.
[00:34:13.490]That's when it completes the purchase order part,
[00:34:16.260]is when the supplier gets it.
[00:34:17.580]So a completed status on the PO
[00:34:19.340]just means a supplier received it.
[00:34:24.280]Okay.
[00:34:26.400]Are there any questions about that so far?
[00:34:31.170]Anything that you'd like me to go over?
[00:34:33.560]If not, I will have a couple more pieces
[00:34:35.930]and then we'll be done.
[00:34:38.960]I'll watch for any chats.
[00:34:40.660]Thank you all for being patient with me.
[00:34:46.818]Okay.
[00:34:50.330]So again, there's the homepage.
[00:34:54.390]And let's just go over the few things
[00:34:56.530]that I think shoppers will have the most
[00:34:59.740]like memory lapses, but they'll be like,
[00:35:01.820]oh, yeah, where's that again?
[00:35:04.270]So the first page on the header
[00:35:09.600]is going to be that document search
[00:35:12.770]and where the profile icon is.
[00:35:15.500]So I made these little slides to send along
[00:35:18.510]with this training video.
[00:35:20.460]So again, the profile has been moved here,
[00:35:23.470]it will not have your name on it, you just click it.
[00:35:27.299]It is very close by the way, to the notification bell.
[00:35:31.260]Oftentimes, I think I clicked on it.
[00:35:33.750]But so just click it again.
[00:35:38.090]They've removed the numbers off of the notifications
[00:35:41.590]and the flags, the shopping cart,
[00:35:43.480]and then here's your to search.
[00:35:47.610]Ways to get to your documents search.
[00:35:50.400]And then once you're in the document search,
[00:35:52.530]the date criteria, the quick search fields,
[00:35:59.080]and the filters.
[00:36:01.870]And then of course, the little gear that says
[00:36:04.590]you can add and remove columns.
[00:36:11.280]Okay, the next thing is that shop at the top.
[00:36:14.580]When we like you to start trying to shop at the top
[00:36:16.900]a little bit more, and as we continue to improve.
[00:36:19.440]That improvement by the way is a four pronged.
[00:36:23.900]It takes three developers from Jagger, from the university,
[00:36:29.290]and from the supplier to enable the functionality.
[00:36:33.510]And then getting those search results up
[00:36:35.510]takes the team of eShop admins like myself
[00:36:38.870]to start working on that behind the scenes.
[00:36:40.825]So it is a work in progress, but it is coming along well.
[00:36:46.650]All right, so shop for the top.
[00:36:49.440]Product punch out and add to cart.
[00:36:51.140]So we're gonna start turning these suppliers on
[00:36:53.630]to be able to add to cart right from there.
[00:36:57.230]Filter to your preferred and enabled supplies.
[00:37:01.250]And the ability to build your own kind of search results
[00:37:05.258]to determine what it is that you're seeing
[00:37:07.910]within each of those products.
[00:37:09.810]What I didn't go over there is the Compare button,
[00:37:14.630]and I may go back if we have just a couple of minutes.
[00:37:16.680]Compare button and the Favorite button,
[00:37:19.170]as well as Best Match enabled, to be able to pick
[00:37:24.510]what you're matching against.
[00:37:28.940]All right.
[00:37:29.773]And on these available actions,
[00:37:31.010]once you get to your requisition or shopping cart
[00:37:33.640]or in the future your purchase order,
[00:37:36.720]you're gonna go to the top left instead of the top right.
[00:37:41.130]Your edit over here, your Edit button
[00:37:43.240]has now been changed to a pencil.
[00:37:45.710]And your View More options is now these three little dots.
[00:37:52.780]On the comment section, you click on your comments.
[00:37:57.080]And a reminder here that if you use the show off,
[00:38:00.340]you'll see the comments no matter what the document is,
[00:38:02.933]usually it's related to.
[00:38:05.190]To add a comment, you're gonna use the plus sign.
[00:38:10.770]To reply to a comment that's already in there,
[00:38:13.250]and it didn't show up, of course, 'cause there
[00:38:14.680]was no comments on the requisition I was playing with.
[00:38:18.050]But that little Reply button that you're used to seeing
[00:38:22.070]from Outlook is there.
[00:38:25.730]And then, of course, your text box to put in your message.
[00:38:30.030]The ability to add more recipients or to choose ones
[00:38:34.110]that are already related to your order.
[00:38:37.130]And then your Add Attachments button.
[00:38:41.580]And then finally, right here is where you would have
[00:38:45.360]your Submit or Cancel that comment.
[00:38:50.640]And finally, in the accounting code section,
[00:38:52.970]or really any section where you have,
[00:38:56.030]like the ability to search a database,
[00:38:58.670]like the shipping addresses that are allowed
[00:39:00.990]or the cost objects that are allowed, GL, et cetera.
[00:39:05.600]They're all gonna kind of work along the same search method.
[00:39:09.010]You're gonna find this little blue.
[00:39:10.510]You can search within the box,
[00:39:13.190]or type the value if you already know it.
[00:39:15.600]If you wanna go to a deeper search,
[00:39:18.020]you can click the little blue button,
[00:39:20.230]it's going to open up this little search field.
[00:39:23.320]So you can click on that, and it will then open up
[00:39:26.040]the search database tool.
[00:39:29.990]Once you put in your parameters to search by,
[00:39:32.150]you'll click filter, and then select the one you want
[00:39:35.310]by clicking the Plus button.
[00:39:38.200]When you're filling out this form, if you wanna add
[00:39:41.400]another line for a split or use code favorites
[00:39:44.487]and you have them built, they will show up here.
[00:39:47.600]You have to be hovering over the accounting section
[00:39:50.240]for this extra little area to pop out.
[00:39:56.180]And finally, the approval steps.
[00:40:00.650]And warnings are going to be on the right hand side,
[00:40:04.440]down the side, and it'll tell you to correct these issues.
[00:40:07.140]It'll have a link to go directly to the issue
[00:40:10.300]that you need to correct.
[00:40:11.900]And once those are all completed,
[00:40:14.210]you'll be either able to submit or assign the cart.
[00:40:17.840]And you'll be able to see what's next for your order,
[00:40:20.210]including the people who are going to get it next.
[00:40:27.830]All right, that is the little bit of a slideshow I had.
[00:40:32.920]But I did wanna go back to
[00:40:36.400]shop field frame, kind of watching these chats.
[00:40:38.390]So feel free to let me know if there's any more questions.
[00:40:43.660]Going back to this product search.
[00:40:45.390]Let's go back to search
[00:40:50.190]Sharpie markers.
[00:40:53.820]See what happens.
[00:41:02.910]Okay.
[00:41:05.560]So let's say for example, I only wanna look at
[00:41:11.090]Granger products.
[00:41:12.740]That's one way to filter a search.
[00:41:17.980]First, if I wanna look at this product,
[00:41:19.830]I can just click on the product icon or the product name.
[00:41:24.510]And I can see all the information about that product.
[00:41:27.970]At the top in this black bar,
[00:41:30.020]you'll see that I can go to the next product on that page,
[00:41:33.570]and just continue to look at them this way.
[00:41:36.390]At the bottom of these pages,
[00:41:38.130]there's still a click here to order now.
[00:41:39.910]This is gonna take me out to the Granger punch out.
[00:41:43.440]Otherwise it would have a quantity box and the price.
[00:41:48.160]In order to compare products,
[00:41:50.940]they had it available on the old site,
[00:41:52.880]but this is the way you would do it here.
[00:41:54.600]You would just click the products
[00:41:56.360]that you wanted to compare.
[00:41:59.980]Open the Compare tool.
[00:42:03.320]And you can see those products and all the details,
[00:42:06.500]whatever the supplier has provided anyway,
[00:42:09.460]in that compare box.
[00:42:11.614]If it were a product that had pricing in it,
[00:42:14.360]it would have the prices here as well as the quantity box,
[00:42:17.090]and a Click here to order.
[00:42:23.640]And then this best match if I wanted to go from,
[00:42:31.770]let's see from the part number for example.
[00:42:34.940]I didn't type a part number in, but it's gonna try
[00:42:37.890]and bring up, and sort by the part number for you.
[00:42:45.350]All right.
[00:42:47.380]That is everything I have.
[00:42:49.270]I hope it doesn't look as daunting as it did to me at first.
[00:42:54.510]You guys, most of you have seen it at least once,
[00:42:56.930]maybe twice before.
[00:43:00.720]Your profile up here still holds
[00:43:03.290]all your best information for you.
[00:43:09.420]Everybody who is using a To Place Orders
[00:43:12.040]should be able to find everything they need
[00:43:13.870]just by clicking one of these search results,
[00:43:18.750]unless you're doing business management.
[00:43:20.880]If you're doing business management,
[00:43:23.630]just know that if you have saved searches,
[00:43:25.940]they aren't going anywhere.
[00:43:27.610]On my live site, I have lots of saved searches.
[00:43:29.980]They're exactly where you expect them to be.
[00:43:32.670]So they don't go away.
[00:43:33.910]They're not renamed or anything.
[00:43:35.330]It's really just a cosmetic change over the site.
[00:43:44.770]So that is all I have.
[00:43:47.100]I thank you all for your time.
[00:43:48.460]I know we're all very busy.
[00:43:52.090]We are not closing down for business.
[00:43:55.980]We all remote report occasionally anyway,
[00:43:58.840]so we're very well set up to do so.
[00:44:02.010]We're having regular meetings with our end users,
[00:44:05.750]as well as just keeping business as usual.
[00:44:08.720]You may not even know that we aren't here,
[00:44:11.830]but since we're all going home next weekend
[00:44:15.950]to remote report, things should not change.
[00:44:20.540]The procure numbers are all being answered,
[00:44:22.690]the procurement emails are all being answered,
[00:44:25.080]all your orders are being processed in the same way
[00:44:27.480]that they would any other day.
[00:44:31.770]So thank you again.
[00:44:38.010]All right, we'll see you all later.
[00:44:39.870]This recording will be put out there
[00:44:41.900]so you can start sharing it with your end users
[00:44:45.560]or anybody who didn't see it.
[00:44:48.270]Again, we are going to move this Go Live date
[00:44:50.980]from the 23rd to the sixth.
[00:44:54.490]Thank you very much.
[00:45:00.380]Thanks, Mary.
[00:45:02.170]Thanks.

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PED Talks March 2020

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