OSCAR TrainingOn-Line Shopping Cart at Rensselaer

Basic

Definitions

Punch-Out Supplier – The punch-out suppliers are available on the main Home/Shop screen. These are vendors with which RPI has pricing agreements in place with.

Banner Authorization – OSCAR is checking your Banner fund/org access and if money is available.

Special Approvers – Individuals outside of the Purchasing Department who have a need to track the purchase of certain items or ensure policies are complied with.

Forms – All work in OSCAR is accomplished through the use of forms, requisition, direct pay, blanket order and invoiceo Catalog Form – Punch-out suppliers use catalog formso Non-Catalog Form – Requisitions and Direct pay requests use the non-catalog form

Forms

There are three forms in the OSCAR system. o Requisition – this form is used to order supplies and

services not available through the punch-out catalogs or through other purchasing methods such as Direct Pay or Blanket Order.

o Blanket Order – This form is used to process a payment against an already established Blanket Order. See Purchasing Policies and Procedures 3.7, Blanket Purchase Agreements

o Direct Pay – Used for reimbursements for purchases as defined in Purchasing Policies and Procedures 3.14, Direct Payment Request

OSCAR Tip

You can now locate the Vendor ID in OSCAR

After selecting the vendor click on “more info”

The Vendor ID is located on the pop up screen. In the case of an employee the RIN will show in this space

Note: The Blanket Order and Direct Pay form will require either a vendor ID or employee RIN to complete.

OSCAR Tip The font size has been

increased throughout the application. The medium font size is the default. The 10.2 font size is the Small font size.

A Font Selector Widget is available in the top navigation of the application.

The font configuration widget expands to allow the user to select the desired font. The highlighted font indicates the selected font.

Personal Setting – to change the font size in your profile select Profile Personal Settings Font Size Small, Medium and Large options.

The font selected via the three setting options will persist for all subsequent sessions.

OSCAR Tip Approvers now have the

ability to reject all lines of a requisition in one single action.

The Reject Requisition option is now an option in the Available Actions dropdown.

Users must have the Approve/Reject permission to have this new action available in the Available Actions dropdown.

Selecting Reject Requisition will launch a pop-up asking the user to add a comment to the requisition regarding the reason for the rejection. The note will be added to the document history.

The error handling throughout OSCAR will be displayed with a new look. Errors will now display with a yellow background, an icon indicating an error, informational or warning message and the message text.

Reject Requisition

Error handling- application wide

OSCAR Tip

Edit buttons

Payment Split calculation

Attachment and Comment tab count

A new link called “show monetary calculations” is available in the account split edit overlay that displays a calculated monetary value for each % value entered by the user.  This can be useful in determining the appropriate % to apply.  The calculation is for informational purposes only to assist in assigning a value for % of Price or % of Qty splits.

Edit links throughout the requisition document were replaced with edit buttons.

An Attachments tab has been added to the Requisition Document.

The Attachments tab and Comments tab will now track the number of attachments and comments added to the Requisition. The number will display in parenthesis after the tab heading.

Punch-Out Suppliers

Clicking on the Staples icon will bring you to a site designed for RPI.

Punch-Out

Select your item or use the search box

Punch-Out

Select item to add to cart

Punch-Out

Select quantity and “Add to Order”.Number of items and subtotal will update with each item ordered.Click on Submit when ready to check out.

Punch-Out

Review the order and click Submit to return to OSCAR and complete your order.

Punch-Out

Rename request,Review items ordered,Proceed to Checkout

*Special Approvers do not apply to punch-out orders

Punch-Out

•Changes may be made to any box by clicking on “edit”•Verify Financial Approver•Complete Commodity Code and Product Location•Click on Place Order to complete

Punch-Out

OSCAR assigns a unique number to each request and starts a workflow process.

Punch-Out

Click on “PR Approvals The request will check Banner forfund/org authority and if funds are available. Then on to your Financial Approver.

If less than $1,200 the request will go directly to the vendor. If greater than $1,200 the request will go to Purchasing for processing.

Requisition

Select “Requisition”

Requisition

To select a supplier start typing the name. As you type, a selection of vendors will drop down.

Complete the remainder of the form and click on “Go”

Requisition

Rename the requisition and select Special Approvers as appropriate. Holding your mouse over the approver name will bring up a description. Select “Proceed to Checkout”

Requisition

New Guided Checkout workflow

Things to note...

• Users are not required to visit each step in the checkout process. If they choose, they can manage the error list on the Final Review page. •Once the user completes the necessary field(s) and clears the error list for the section, a dialog box will display to direct the user to the next section or the final review page.• The navigation icons will turn green once all of the required sections have been addressed. The place order button will be activated.

Next section dialog box

Completed checkout process navigation bar

Warning message during checkout

Guided Checkout

Requisition

•To clear the Commodity Code warning message click on the edit button.

•Choose “Select From All Values”

•Type in a description (in this case type Rental) and then click on Search to see a list of available codes.

•Choose the appropriate code

•Product Location is used to track chemical purchases. If ordering chemicals fill in the location where the chemicals will be stored if not use N/A

•Click Save to return to the requisition

Requisition

At this point you may click “Place Order”

Requisition

Requisition

By clicking on PR Approvals you can follow your requisition through the workflow process.

Blanket Order To Process Payment Against a

Blanket Ordero Select the Blanket Order link on your

Home/Shop pageo Choose your vendoro Click on “more info” to find the

vendor ido Close the pop up and complete the

Blanket Order informationo Click on the orange Go button

located in the upper right hand corner to return to OSCAR

o Attach the invoiceo Complete the check out as

described in the Requisition sectiono A list of campus wide blanket orders

may be found at https://www.rpi.edu/AFS/dept/purchasing/smart/ and clicking the Preferred Vendor Database link

Direct Pay To Process a Direct Pay

o Click on the Direct Pay link on your Home/Shop page

o Select the vendor or individual to pay

o Click on “more info” to the right of the vendor name to find the ID or RIN

o Copy and Paste this number to the Direct Pay form

o Close the Supplier Info box and complete the Direct Pay form.

o Field with Titles in Bold are required fields

o When complete click the “Go” button next to Add and go to Cart

o Complete the check out as described in the Requisition section

OSCAR This is a basic

overview of the OSCAR system

Please contact the OSCAR support team with questions regarding your particular purchase

The OSCAR support team is;o Craig McIntosh, x3992o Elizabeth Debboli,

x6311o Dennis Monty, x6222