Professional Documents
Culture Documents
• Department faculty or staff enters TSW store and creates a shopping cart
• Save cart
• Give order to purchasing/administrative staff
– Retrieve cart
– Complete order
• Authenticate through CalNet
• Add Contact information
• Add billing COA information
• Finalize purchase order
– Print PO
– Obtain signatures
– Fax/mail/carry to TSW
• TSW staff enters order into point of sale system
– Ready for pick up or delivery
– Backorders and BTOs to TSW purchasing staff
• Email contacts with order status
• Order is invoiced in TSW POS system
• Billing data download and imported into BFS
• Invoice appears in BAIRS Expanded Detail Report
Shopping Cart
• Shopping Cart Options
– Change and update Quantities
– Remove items
– Continue Shopping
– Checkout UCB
– Save Cart
Save Cart
• The new system allows a customer to save a
shopping cart.
– Research products without losing contents of
cart.
– Return to order at a later date
– A requestor can fill the cart then give it to
purchasing staff for completion.
• Eligibility Information
• Shipping Information
• Returns Policies
• Warranty Disclaimer
CalNet Authentication
• CalNet Authentication is required
– Confirms UCB employee status
– Limits access to Processing Unit records
Order Management Home
• Navigation Bar
– Order Management Home
– Profiles
• Person placing Order in system
– Contacts
• Order Requester
• Billing Contact
• Delivery Contact
• Pickup Contact
– Locations
• Delivery Location
• Final Location
– COA Strings
• Add and name billing account strings
– Order History
• Recent web orders(<3 wks)
• Billed Invoices
– Logout
Profiles
• Enter
– Name
– Department
– Phone
– Email
• Choose one or more contact types
– The same individual can have more than one
role.
• Click Add New Order Contact
Completed Contact
• Example of Contact Data
• Change information
– Click Update
• Finished
– Click Done
Contact Error
• All fields with Bold headings must be filled
in.
• Error message will appear in information is
incomplete.
Multiple Contacts
• Example of multiple contacts
• After contacts are entered you can see them
from the main Contacts screen.
• These will appear as Contact choices on the
final order processing screen
Add Location
• Use Locations to list common places your
department uses for
– Delivery
• Loading dock
• Main office
– Final Location
• Where the items will be used
– Bldg and room
• Used mainly for inventorial equipment
reporting by TSW to Equipment
Management.
New Location
• Example of completed Location
• Click Add New Order Location
Multiple Locations
• Example of multiple Locations
• After Locations are entered you can see them
from the main Locations screen.
• Locations can be Edited or Deleted
• These will appear as Location choices on the
final order processing screen
COA Chartstrings
• Add COA string that you use to recharge
orders from TSW
• You can “name” each COA string for easy
reference
– E.g. Dr. Doe’s NIH Grant
• These will list on the final order process
screen
• Note: TSW will provide the appropriate
expense account number
– 54110 - Equip, Computer >$5000
– 56023 - Software >$200<$1500
– See Attached Account List
Add COA Chartstring
• Add Quick Reference Name
• Add COA string
– Location
– Fund
– Org Code
– Program Code
– Project
– Flex Field
New COA Chartstring
• Example of Completed COA chartstring
• Click Add New COA String
• The full BFS COA chartstring will be
validated against BFS
COA Error
• COA errors will be explained in red
• Change the COA numbers
• Try again
Good COA Chartstring
• Validated COA Chart
• Click Done
Multiple COA Strings
• Example of multiple COA chartstrings
• After COA chartstrings are entered you can
see them from the main COA chartstrings
screen.
• COA chartstrings can be Edited or Deleted
• These will appear as COA chartstrings
choices on the final order processing screen
Process the order
• General Order Information
– Person Placing Order
• Designed for multiple Processing Units
• Defaults to first profile
• Choose Profile
– Department Tracking Number
• Use for internal accounting
– Order Type
• Delivery
• Pick Up
– Send Email
• Choose yes if you would like an email
confirmation
• This is sent when order is entered into
TSW’s POS system.
• Billing Contact
– Choose from list
– Enter information
• Requester Contact
– Choose from list
– Enter information
– Send Email
• Choose yes if requestor would like an
email confirmation
Contacts Filled
• Be sure all information is complete and
correct
• Click Continue
Locations
• Delivery Contact
– Choose from list
– Enter information
• Delivery Location
– Choose from list
– Enter information
• Final Location
– Choose from list
– Enter information
• OR
• Pickup Contact
– Choose from list
– Enter information
• Final Location
– Choose from list
– Enter information
Filled Locations
• Delivery Contact
– Choose from list
– Enter information
• Delivery Location
– Choose from list
– Enter information
• Final Location
– Choose from list
– Enter information
• OR
• Pickup Contact
– Choose from list
– Enter information
• Final Location
– Choose from list
– Enter information
• Click Done
Enter COA information
• COA String Information
• For each Account group
– Choose from list
– Enter information
• For Inventorial Equipment
– Enter Title Vest Statement
– Who owns title to the equipment
• UC Regents
• DOE
• HIH
• Click Continue
• COA chartstrings will be validated against
BFS
COA Errors
• Errors with explanation will appear for each
account group
• Make corrections
• Try again
Review Order
• The completed order will show all contacts
and COA chartstring information
• Make changes if desired
• Click Finalize Order
Print PO
• Purchase Order must be printed, signed and
submitted to TSW
• Choose HTML or PDF
• You can save either, PDF is recommended,
for your records
Order History
• Recent Web Order History
– Orders finalized within 3 weeks
– Print a copy
• HTML or PDF
– Edit
• Make changes to the order
• Not recommended if it has been
submitted to TSW.
• Invoiced Orders
– Orders that have been processed and billed by
TSW from 7/1/02
– Search for Invoice ID
• Appears in BAIRS Expanded Detail
report
– TSW Invoice ID
– Invoice lists
• By Processing Unit
• Org Code
– Print copies
• HTML or PDF
Session Expired
• Order Management session will expire after
30 minutes of inactivity
• This message will also appear if you are
attempting to access Order Management
using a browser “bookmark”.
• You will need to log in again.
Login Again
• Click Login
• You will be directed to CalNet