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User Manual – Part 1 - Warenwirtschaft / Einkauf

1. Pflege Abwesenheit Einkaufsbereich Purchasing area This is the most important and useful section for you as a user By consulting the Ein kaufsbereich you get an overview of ordered and saved shopping carts You may receive information about the current status of a shopping cart and with the help of the Quick Criteria Maintenance Kriterienschnellpflege certain shopping carts WK can be found Personalisierung Personalization The menu item Personalisierung provides the user with an overview of his personal SRM user settings SRM Benutzereinstellungen Pflege Abwesenheit Maintenance absence Presently the menu item Pflege Abwesenheit is exclusively used by an approver 11 von 50 A HELMHOLTZ GEMEINSCHAFT Part 1 User ec 5 Purchase information 5 1 Personalization When logging in to e biss for the first time it is important to check your master data saved first under Personalisierung and afterwards under SRM Benutzereinstellungen In case you should discover any discrepancies you are IMPLICITLY asked to report this to V1 DV 4157 A permanent correction of you data can only be effected by the administration On the occasion of your next purchase please check whether the data have already been changed Otherwise the goods ordered may be delivered incorrectly by the colleagues of the internal transport group As a result delivery may be delayed 5 2 Time slot
2. save as a template instead of Warenkorb bertragen and click to the green field 2120150 A HELMHOLTZ GEMEINSCHAFT Part 1 User ec amp 3 Position en Preis 352 75 EUR Warenkorb bertragen v Le als Vorlage abspeichern A bertragen For a short moment a blinking message appears The shopping cart has been saved as a template This shopping cart is now saved as a template It may easily be found in case a corresponding name has been given to it This shopping cart can now easily be processed by transfer and placed as an order Calling up the templates Click to purchase modify if necessary with the 1 step your personal standard settings cost centre unloading place etc Afterwards you visit the e biss catalogue A window opens On the upper right side you find three symbols The middle symbol shows your eigene Einkaufswagen own shopping carts Your former shopping carts are now displayed In case you should have created templates please switch to Ansicht Vorlagen v the view Vorlagen templates In case you should not succeed in finding your template you may start searching by looking either for the name of the shopping cart or the date of creation Clicking to the extended search allows you to search for position quantities article num bers or descriptions If you now intend to order the prepared shopping cart please click to the small green
3. 11 5 Increase of a purchase requisition Erh hungs BA Bedarfsanforderung In most cases the increase of a purchase requisition has to be filled out at the request of a purchaser being justified by the fact that a shopping cart ordered by you exceeds the initially keine gt estimated costs Please create a new shopping basket Ss based on the original one Please log in to the e biss and zur Bestellung click Einkaufen modify your personal settings like cost centre and unloading place Afterwards please go to the e biss catalogue On top of the right side you find 3 symbols Please click the middle symbol see chapter 12 3 zu den Eigenen Warenkorben wechseln switch to your personal shopping carts Please choose the shopping cart to be considered by clicking the green cross In case the shopping cart should be composed of different positions please only choose the first position as the increases may only contain one position increases are only valid for the a VON 30 A HELMHOLTZ GEMEINSCHAFT Part 1 User ey entire shopping cart but not for single positions With the shopping cart you are now opening the catalogue page which has to be filled out as follows ANHANGE werden im Schritt 2 angefiigt BITTE TRAGEN SIE n d Select zum Einkaufswagen Erh hung zum Einkaufswagen E Einkaufswagennummer oT gt Number of shopping cart to be increased 100 00 EUR netto SD order value of the previous shopping c
4. you may a a e open a print preview serene have displayed details regarding the shopping carts work on shopping carts already saved check remarks regarding the status Personalisierung Pflege Abwesenheit As a user you have the possibility to mn 0000000000000 2 control the status of your order Under gt Kriterienschnellpflege anzeigen Sicht Standardsicht v Einkaufen Anzeigen Bearbeiten L schen Druckansicht Aktualisieren Export 4 h WwW k f In h Wr T Einkaufswagennummer Name des Einkaufswagens Positionsnummer Positionsname Menge Einheit Nettowert W hrung Positionsstatus Kontierungstyp Kc t e m e N u l te m E l n a u S b e re l C P u r B 10104677 Neuer Name f r Einkaufswagen 1 Auswechseln lstandanzeiger 1 ST 156 75 EUR In Genehmigung Kostenstelle 54 m En 1 AOST tas ER Genen Kostenstele C h a se a re a yo u W se e a S h O p p n g F 10104673 BUYERO1 25 01 2013 07 59 2 ATi FirePro V5800 1024 MB Grafikkarte PC 1 ST 310 05 EUR In Genehmigung Kostenstelle B e 10104653 BUYERO1 24 01 2013 14 05 1 3M Spr hkleber Creativ Mount 1 ST 13 79 EUR Gesichert Kostenstelle 54 Ca rts a n d te m p a te S C re a te d b y y O U n 10104653 BUYERO1 24 01 2013 14 05 2 A Z Register aus Karton 4 ST 0 72 EUR Gesichert Kostenstelle 54 10104653 BUYERO1 24 01 2013 14 05 3 A Z Register aus Karton 1 ST 0 72 EUR Gesichert Kostenstelle
5. This example shows an order for the V430 department being part of V4 and of V located in Hamburg In case these basic position data are not entered the system automatically uses your personal data which are stored in the system VON 20 A HELMHOLTZ GEMEINSCHAFT Part 1 User Changing the account assignment Standardeinstellungen ndern Ihre Daten werden auf alle neuen Positionen bertragen Positionen die sich bereits im Einkaufswagen befinden bleiben unver ndert ontierung interne Notiz Lieferadresse Erbringungsort Sie k nnen sehen wer die Kosten tr gt und falls n tig die Kosten auf mehrere Kostenstellen verteilen Einf gen Alle Positionen ndern Filtern n I por 1 Prozentangabe Kontierungstyp Nummer zuweisen Beschreibung der Kontierung Sachkonto A iie EN Inhatt der Zwischenablage l schen Prozentangabe Beschreibung der Kontierung Kontierung Sachkonto Before starting the purchase procedure the account assignment has to be entered to the e biss system The ordered article or services are going to be booked and settled to this ac count Without amendment of the account assignment your standard cost centre will be debit ed Before placing an order the assumption of costs has to be clarified Account assignment categories overview e Auftrag Order e Kostenstelle Cost center e Investitionsauftra
6. By confirming the button Weiter you will now start the 3rd step of ______ 2 __________ 3 _ _______ 4 Produkte Dienstleistungen ausw hlen Einkaufswagen 2 Positionen Vervollst ndigen und bestellen M Vorheriger Schritt Bestellen Schie en Sichern Pr fen Name des Einkaufswagens BUYERO1 25 01 2013 07 59 Nummer 10104673 Genehmigungsprozess Bearbeiter anzeigen bearbeiten Notiz an Genehmigenden With the third and last step you should provide your shopping cart with a name It makes sense to choose a meaningful designation avoiding a time consuming search for the shopping cart whenever you are going to consult the file in future In addition you have the possibility to supply additional information to the approvers by entering such information to the field Notiz an Genehmigenden note to the approver This information cannot be read by the pur chasing department but exclusively as being relevant for the approval procedure by the approver For any information regarding the purchasing procedure the text field Erganzende Informationen additional information may be filled with your comments This field is to be found in the section Dokumente und Anlagen documents and enclosures Error messages Fehlermeldungen are marked in red Shopping carts which contain error messages cannot be ordered Before placing the order the incorrect positions have to be modified In case the cause
7. a z z E 1 f a Anbauleuchte Philips 14320 DESY Kataloge Lagermaterial Sti 1 101 10 EUR 2X36W 3 rate group of buttons for each indicated arti em cle 1 di Anbauleuchte Philips 14515 DESY Kataloge Lagermaterial Sti 1 101 36 EUR TCS398 2xTL D36W 01_ZentLgv44 9 j gt s Feuchtraumwannenleucht 14325 DESY Kataloge Lagermaterial Sti 1 45 23 EUR ied TCW216 1xTL D18Ww 01_Zent Lg v44 By clicking the button your article IS ige ef soi a 14326 DESY Kataloge Lagermaterial Sti 1 36 39 EUR a 01_Zent Lg v44 added to the shopping Ca rt 1 f a Feuchtraumwannenleucht 14328 DESY Kataloge Lagermaterial Sti 1 52 52 EUR TCW216 1xTL D58w oi ponte v44 1 Sf gt ot San See 14327 DESY Kataloge Lagermaterial Sti 1 59 93 EUR 01_Zent Lg v44 Further proceeding is depending on the arti OT ER a TCW216 2xTL D58W cle ordered Whenever mandatory inputs are 101 Zeng 1 f a Glihlampef SockelE10 14060 DESY Kataloge Lagermaterial Sti 1 0 88 EUR r le i 24V 30V 01_Zent Lg required e biss will lead you to the corre u a 1 Sf D oe LED Leuchteinsatz 12V 4007 DESY Kataloge Lagermaterial Sti 1 406 EUR elb f 04030 0403 sponding page enabling you to realize the ne 1 S ot LED Leuchteinsatz 12V 4006 DESY Kataloge Lagermaterial Sti 1 3 08 EUR data input In case the article can be ordered gran f 04030 0403 without further indications to be made by the user only stock items the article is automatically
8. 10 Placing the order Saving the order uununuuunnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 37 9 PROCESSING OF REFUSED ORDERS u nu 00 irn 0 na anna ne 38 10 DELIVERY OF THE GOODS urn mmanm in n nn nn Aa KASNE 39 11 ADDITIONAL FUNCTIONS near 40 11 1 Renaming the shopping Cart un en 40 11 2 Saving data Interruption of the purchase procedure zuzzzuunnnnnnnnnnnnnnnnnnnn nn 40 11 3 Personal template scan na a a ER a ana ann 41 11 4 Ordering via Former orders Alte Bestellungen uunnnnuuuuununnnnnnnnnnnnnnunn 43 11 5 Increase of a purchase requisition Erhohungs BA Bedarfsanforderung 43 11 6 Purchasing area Einkaufsbereich uuunnnuununnnnnnnnnnnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 45 11 7 APDEOV A lia a a a rn a En En anne 46 12 CONTACT PERSONS OF THE PURCHASING DEPARTMENT RESPONSIBILITIES 47 13 IMPRINT een 48 14 COPYRIGHD a a een 50 yon a3 A HELMHOLTZ GEMEINSCHAFT Part 1 User ee The digital version of this manual allows directly reaching a special chapter of the manual by consulting the table of contents and by clicking the corresponding page number while pressing the control keying STRG Furthermore you may search for keywords by using the Word search Preface STRG F key Brief instructions referring to different topics can be found on the e biss intranet site 1 Introduction e biss Elektronisches Bestell Informations und Service System is the ele
9. The field Anlage 1 is used whenever a position exceeds the counter value of 5000 Euro This field cannot be edited subsequently The Infonotiz contains a compilation of fields for the purchase department On condition that fields of the section Geratewirtschaft have been filled by you a summary can be found here 33 von 39 A HELMHOLTZ GEMEINSCHAFT Part 1 User ein Attachments When scrolling down the field you will enter the section where attachments can be added to the position The added attachments will be shown in the list Anlagen If no attachments are added to a position the attachment field informs Die Tabelle enth lt keine Daten Dateiname Nur intern sichtbar Typ Gr e KB Ge ndert von i Die Tabelle enth lt keine Daten In case you intend to attach a file to the order please confirm the button Anlage hin zuf gen nn The attachment of additional documentation e g Hier k nnen Sie eine Datei hochladen und an die ausgew hlte Position anh ngen tech N ica O AN Date drawings RE Dr pr ove d to b e Suchen in i Sicherheitsdatenbl tter m oferen eh useful for re i sicherheitsdatenblatt rtf some free text a orders Click B ing the button Desktop Durchsuchen allows you to select the required file di rectly from your workstation computer A file selection window enables you to find and download the data in 3 question The file name mus
10. any further entries unless a delivery date later than the one foreseen by the supplier is required In principle catalogue or ders after having passed the approval procedure are directly sent to the supplier If no delivery date is indi cated to the supplier he will arrange the quickest pos sible delivery to DESY The lower part of the page may contain pictures data sheets and further information in form of a link 25 VON SU 2520 8 Lan MNewzuteger rem Warerkorb apa Lens Q25 0mm EFL 20 0mm B Coating 025 mm 20 0 mm NA 0 5435 SLAHS4 Aspheric Lens ARC 650 1050 am 1 Stock Mendes tbestotimesge 1 Stick Her stm Stree fenton ad 1 Stock Prese AD 1 SD Preis 177 09 EUR Hersteiber Herstelerteerummer Lieteczet m Topes 2 Bemerkung check Thorlabs wetcte al Poaha a Prodan BITTE TRAGEN SE EIN mas M HELMHOLTZ GEMEINSCHAFT Part 1 User amp Hinzuf gen zumwarenkon By click Hinzuf gen zum Warenkorb you are adding the article to the shopping cart Hazardous material Hazardous material orders are almost identical to free text orders However the ordering pro cedure requires less input as the hazardous materials have already been catalogued After having filled out all mandatory fields marked with a please confirm the button Hinzuf gen zum Warenkorb Each hazardous material order has to be accompanied by your authorization In case any additional article informati
11. can be filled after having clicked the button e biss Katalog 17 von 50 TA HELMHOLTZ GEMEINSCHAFT Part 1 User Einkaufen in 4 Schritten 2 Produkte Dienstleistungen ausw hlen Einkaufswagen leer vervollst ndigen und bestellen A Vorheriger Schri Pers nliche Durchsuchen e biss Katalog Standardeinstellungen ndern Directly afterwards the catalogue view IQuisition opens Zur ck zur Anwendung u iti a 7 Version 3 2 Angemeldeter Benutzer IIHNKEN Ley 2 nl come I gt 0 Position en Preis 0 00 Schnellsuche I amp Sortieren Bezeichnung Zeige 10 x SE ey session EITHER PP ieee A a ai ii gt D ot Original D 26511 DESY Kataloge Lagermaterial Sti 1 1 40 EUR ataloge r 1 Original D 26512 DESY Kataloge Lagermaterial Sti 1 1 20 EUR bE Gefahrstoffartikel pol 01_Zent Lg v44 gt ES Lagermaterial 1 Original D 26513 DESY Kataloge Lagermaterial Sti 1 2 49 EUR gt Buchsengehause 37 Arno Willers MKK MVS D3 ZM31 MHF SL ea acl te pol 01_Zent Lg v44 Axel Stiboy ZBAU 1 gt Originan 26514 DESY Kataloge Lagermaterial Sti 1 3 41 EUR Balke u Buchsengeh use 50 BED mM 1 Ff p gt ot Original D 26510 DESY Kataloge Lagermaterial Sti 1 0 58 EUR gt Buchsengeh use 9 pol a 1 D ot Original D 26501 DESY Kataloge Lagermaterial Sti 1 1 14 EUR In order to gain this complete view please click to DES
12. e biss opens Selection of language Presently only the German version available Change of the password In case you should require another password you may change it on the homepage As usual you complete the user and password fields You then click the button Kennwort ndern Please don t confirm Anmelden After that a new command line prompt opens Again you have to enter your original password Aktuelles Kennwort The new password Neues Kenn wort shall not contain any umlaut It must consist of minimum 6 characters and maximum 8 characters You are not entitled to choose a password which you used before Five different passwords have to be used before your initial password can be chosen for a second time _ PPFOHE Afterwards you have to enter again your new password into the fields Neues Kennwort and Kennwort wiederholen and to save this procedure by confirming the input instruc tion Andern Your password can only be changed once a Aktuelles Kennwort Neues Kennwort Kennwort wiederholen l day Your account will automatically be blocked whenever the password is entered incorrectly three times a day In MEERE Abbrechen such case you will then have to contact V1 DV calling 4157 in order to have your account activated again Forgot your Password Tel 4157 4 4 Structure of the homepage After having logged in to the system you reach the e biss home page which
13. equipment In order to assure this please confirm by the help of the drop down function Another field opened Mitbenutzbarkeit des Ger tes sharable device Here you have to state whether a sharable device equipment is ordered Links When clicking the field Links free text forms offer a survey Sree table stating the names of the members of the purchase de partment Please chose the contact person responsible for your project whenever any question arises Catalogues may contain pictures data sheets Ansprechpartner in der Warenwirtschaft SAP EK Gruppe Hamburg Abteilungsleiter 39 802 Peter Wagner 3480 Abteilungsb ro Melanie Roy 2480 E Abschnittsleiterin i V 40 Ele Vet 619 804 N N 5374 V 401 659 859 Killoush 1539 Sonderbeschaffungen 669 686 866 ae 3190 Michael R seler 4759 Zoll und Speditionsangelegenheiten Sven Outzen 3701 Axel Bierwirth 3701 Abschnittsleiter MEI Datenverarbeitung Elektronik Elektrotechnik und grundfinanzierte 49 806 Henri Luther 3006 Aktivit ten ager und HF Produkte gt 8T EUR SUNAN Saa PaA _ EEE IRIN Anlage 1 Attachment 1 Once a single position amounts to a total of EUR 5000 additional fields open All these fields are mandatory fields and have to be filled out Projektbezeichnung Title of the project Explanations regarding the project e g Petra 3 extension experiment XY Einzelaufgabe Specific task within the test setup e g meas
14. is divided up to three sections 10 von 50 TA HELMHOLTZ GEMEINSCHAFT Part 1 User head Area Startseite 4 Startseite Arbeits bersicht Einkaufen Einkaufsbereich w Bestellen Sie Waren und Services aus Katalogen oder Vorlagen oder beschreiben Sie Ihre Anforderungen u AOS Piec C gt lesenheit f SRM Benutzereinstelungen Eingeben und aktualisieren von pers nlichen Einstellungen wie Name Adresse E Mail Adresse und Vertreter f r den Team Einkauf Working Area Head area By confirming the button Startseite the start page will open The button Abmelden is used to close the application Working area The working area is the major area of the home page All contents are indicated and transac tions executed Transaction area In the menu shown on the left side following hyperlinks can be found Arbeits bersicht Work overview This menu item shows you the work items which are to be pro Arbeitsubersicht cessed These work items for instance could concern altered or rejected shopping carts An approver will find all shopping carts to be approved The Quick Criteria Maintenance Kriterienschnell Personalisierung pflege allows to filter by various aspects The aspect Neue Workitems und Workitems in Bearbeitung will show all current shopping carts to be processed Upon completion and updating the corre sponding lines will disappear from the list Einkaufsbereich
15. right side of the IQuisition page 3 small symbols Select the middle field A new window opens showing your last 20 shopping carts You may search for shopping carts with the help of different aspects Date of creation ordered article number description or the shopping cart s name In case you look for a shopping cart ordered from Thorlabs please look for the catalogue ID thor and the system will show you the last orders from Thorlabs only for catalogue orders You may also click the detail filter and further search options will be shown to you Erweiterte Suche 5 You may look for the quantity of positions in a shopping cart the description This is the text which Datum von m has been entered by you as a PEULE short text to the order placed be Artikelnummer fore see chapter 6 15 Bezeichnung Suchen As soon as you have discovered the appropriate shopping cart please click the green cross symbol at the beginning of the line A window opens showing the positions of the shop ping cart By selecting the title heading 1 and the subsequent addition to the shopping cart with the help of the green shopping cart symbol 2 you are confronted with gradually opening posi tions which may now be adapted by you Sortieren Bezeichnung Zeige 10 EB TC gt 1 Bauwesen 221001 DESY Kataloge Freitextartikel BANF ST 1 V 11 Abfalleinsatz HAN1E Balke St 1 MOON 6l lichtgrau 1818 1834
16. shopping cart to the approval workflow Whenever you should have received a refusal the shopping cart has to be processed In case the refusal should be accepted by you the shopping cart will be returned to the approval workflow however without the rejected position In case the criticised position should have been modified by you in the meantime this position will remain in the shopping cart which is going to be transferred again to the approval workflow 10 Delivery of the goods The ordered and delivered articles will be forwarded to you by the interne Transport gruppe internal transport group The goods will be delivered to your working place as saved in the e biss system In case you should have ordered a service it is mandatory that the field technischer Ansprechpartner technical contact person is filled with correct da ta Explanation the service provider has to be in a position to enter into contact with you or the contact person appointed by you 39 von 50 A HELMHOLTZ GEMEINSCHAFT Part 1 User ee 11 Additional functions Please find below explanations of further important functions 11 1 Renaming the shopping cart You dispose of the possibility to give names to your shopping carts In general the e biss sys tem automatically names the shopping carts as Username Date Time Anwendername Da tum Uhrzeit This choice of a name is not meaningful at all The e biss team therefore rec omme
17. value of the positions which have already been put in your shopping cart One position consists of an article or service together with an indication of the chosen quantity Leerer Warenkorb Empty shopping cart Gefullter Warenkorb Filled shopping cart 0 Position en Preis 0 00 ze VON 39 A HELMHOLTZ GEMEINSCHAFT Part 1 User 7 2 Comparing articles ait By clicking the compare button you may carry out a product comparison A new browser window opens indicating the articles to be compared Just click on the articles which are then added to the article display A p rod u ct com pa ri son can Katalog B robedarf Lyreco B robedarf Lyreco r Abheftschieher Durable 2996 505t Abhefibigel Fellowes 0187001 be carried out by calling Bezeichnung a up articles out of the Artikelnummer 1068419 3915728 supplier s catalogue Preis Netto 11 78 14 10 Please confirm the but Hanung EUR EUR ton as wh enever yo u Bestelleinheit Pak Pak h Inhaltseinheit St ck St ck wish to remove an article En gt 7 3 Indication of detailed information 3 When clicking the detail button you are enabled to get detailed information about the chosen article This detailed view contains information about defined delivery times the product itself pictures or safety data sheets Depending on the catalogues the extents of de tailed information may vary 7 4 Deleting a position 4 In order to delete a shopping
18. wenn Pop ups blockiert wurden Anzeigen https ebmscatprod dkfz heidelberg de sap bc nwbe srm sap nwbc Particularities during navigation When working with e biss please do not use any browser navigation buttons e biss websites are dynamically generated and dispose of a program logic which is rendered inoperative whenever browsing back and forth is taking place Just use the buttons offered by the e biss program j https ebiss Dakei arbeiten Ansicht Favoriten cattest dkfz he Browser navigation buttons Please never use them 4 Merchandise management system e biss 4 1 Access e biss can be found on the DESY website Please enter www desy de On the left side of the homepage you find an overview of the links for the DESY internet In order to navigate to e biss click the link DESY USER Now the page Infos amp Services opens On the left side of this page you find the overview Schnellzugriff By confirming this link you get access to the merchandise management system SCHNELLZUGRIFF Bereiche und Gruppen y Beschleunigerstatus MeetingPlace Formulare Guest Services Indico Lagerkatalog Mediendatenbank Webcast Portal ANON SY A HELMHOLTZ GEMEINSCHAFT Part 1 User 4 2 Favourites The e biss internet page may be saved as a favourite in your browser Like this quick access to the e biss system is gua
19. 1 20 25 01 20 24 01 20 Part 1 User order to continue working with your shopping cart In case you should intend to add further articles to your shopping cart please click Vorheriger Schritt preceeding step Activating saved shopping carts You may study and continue to work with a saved shopping cart by going to the Ein kaufsbereich purchasing area where you have direct access to your saved shopping carts by clicking Aktualisieren update 10104673 BUYERO1 25 01 2013 07 59 2 ATi FirePro V5800 1024 MB Grafikkarte PC 1 ST 310 05 EUR in Genehmigung Kostenstelle 10104653 BUYERO1 24 01 2013 14 05 1 3M Spr hkleber Creativ Mount 1 5T 13 79 EUR Kostenstelle 10104653 BUYEROT 24 01 2013 14 05 2 A Z Register aus Karton 1 5T 0 72 EUR fell Kostenstelle If you intend to continue working on a saved shopping cart please mark this shopping cart and confirm the button Bearbeiten process After having activated the shopping cart the purchasing procedure may now be continued u Fn Produkte Dienstleistungen ausw hlen Einkaufswagen 3 Positionen M Vorheriger Schritt Weiter B Schie en Schreibgeschatzt Sichern Pr fen Positionen im Einkaufswagen Details Pos hinzuf Duplizieren L schen Ale Positionen bearbeiten Fi Zeilennummer Produkt D Beschreibung Beschreibung der Produktkategorie Menge Einheit Nettopreis Limt W hrung Pro Lieferdat
20. 1ST 1 75 EUR 1 24 01 2013 Kostenstelle 540 Keine 6 0 5IST 0 58 EUR 1 24 01 2013 Kostenstelle 540 Keine 6 0 Gesamtwert brutto 5 99 EUR In the section Positionen im Einkaufswagen shopping cart positions the positions registered by you are indicated The system automatically checks the data of the shopping cart Eventual error messages red warning messages yellow and informatory messages green will be shown in the upper area Einkaufen in 4 Schritten a Einkaufswagen 10104652 ist fehlerfrei KERLE ausw hlen Einkaufswagen 1 Position eee und bestellen By clicking the button Prufen the system will re check the registered positions The button Vorheriger Schritt navigates you back to the catalogue view Clicking Weiter means that the purchasing procedure is going to be continued Sichern means the saving of the shopping cart which now is automatically gets a shopping cart number As soon as the command Sichern has been entered further processing of the shopping cart requires to click Bearbeiten Shopping carts which are only saved are not ordered Clicking Schlie en means the termination of the transaction Positionen im Einkaufswagen 7ailann mmar MNeadiul IN Danahraiks nna The following section intends to explain the buttons which are shown to you Details By clicking Details all information about the selected item is shown see 8 2 Pos hi
21. 54 t h e e b SS SY ste m 10104617 Lager B robedarf 1 Papiert cher Allzweck Profix 1 ST 0 83 EUR In Genehmigung Kostenstelle 1C 10104617 Lager B robedarf 2 Kugelschreiber Druck blau S STF 0 65 EUR In Genehmigung Kostenstelle 1C ia 10104617 Lager B robedarf 3 Kugelschreiber Druck schwarz 100 ST 13 56 EUR In Genehmigung Kostenstelle 1C al 10104617 Lager B robedarf 4 Papier Kopier A4 wei 10 RE 26 45 EUR In Genehmigung Kostenstelle 1C f h Pi h i 10104616 Erh hung Fotoaufnahme 1 Erh hung Fotoaufnahmen vom Besuch der K 1i ST 1 200 00 EUR In Genehmigung Kostenstelle 1C A te r a V n g C O S e n a p O S l t l O n a n d 10104615 BUYERO1 21 01 2013 08 10 1 Fotoaufnahmen vom Besuch der Kanzlerin 1 ST 4 500 00 EUR Folgebeleg angelegt PSP Element Py having clicked to Anzeigen indi cate all details regarding the specific shopping cart can be studied In case the requested shopping cart should not appear please go to Kriterienschnell pflege show quick maintenance A search request opens and here you can start a filtering procedure by entering numerous inputs Einkaufswagen Produktkategorie Partnerprodukt Nummer des Einkaufswagens Bis gt Name des Einkaufswagens Positionsbeschreibung Zeitraum v Erstellungsdatum ta Bis gt Status v Rolle z Bestellnummer Einschlie lich abgeschlossenen Einkaufswagen V If you are looking for former sho
22. 98 0 Fax 49 40 8998 3282 Contact Abteilung V4 ebiss Geb ude 11 Raum 11 Tel 49 40 8998 5050 48 von 50 A HELMHOLTZ GEMEINSCHAFT Part 1 User ee Validity The present manual describes e biss like it has been tested and launched at DESY e biss will continuously be developed and updated for DESY concerning both functionality V1 DV and the content of the catalogue Content Management No warranty is given for the complete and correct presentation All organizational advices of this manual exclusively refer to DESY a2 von 38 A HELMHOLTZ GEMEINSCHAFT Part 1 User ec 14 Copyright Copyright 2013 DESY All rights reserved Texts design and graphic illustrations of this document are protected by copyright V4 pro vides this documentation exclusively for publication on the DESY intranet Any other use of this documentation as well as related materials and information including the reproduction e the placement on the internet and intranets e the modification and the publication Require the written authorisation of the V4 department For any questions regarding this subject please contact v4 ebiss desy de Note This manual as well as many other documents can be downloaded from the website http warenwirtschaft desy de ebiss procurement system index eng html http warenwirtschaft desy de ebiss beschaffungssystem index ger html fa HELMHOLTZ GEMEINSC
23. Article number to be entered also for Umlauts are automatically adjusted stock items Singular plural search terms to be entered Please don t use any operators etc Detailed search Contrary to the quick search the detailed search allows to determine further characteristics The detailed search function opens when clicking the tab Suche search Various features are at your disposal in order to limit your search Kataloge Bezeichnung Suchfilter x Only articles being in accordance with your input are shown Result view of the search Following up the search the results are delivered and you may add the required article to your shopping basket You may also have indicated detailed information and a product comparison can be effected Please take note of the fact that the long tab 1 indicates the total of the re sults found Up to 100 articles 2 can be listed on one page You may also resort 3 for ex ample price or designation etc Furthermore you may change from the list view standard to the grid view 4 In this case and if existing product pictures can be looked at Suchergebnisse 829 Artikel gefunden 0 899 s 1 Position en Preis 22 40 EUR amp Sortieren y Zeige 10 f z 5 88 3 2 2 4 6 14 Particularities of the order types Free text order Whenever the required article cannot be found in the supplier s catalogues stored in the sys tem there might be followi
24. Bis O ter 2 7 Verantwortlicher of e Verantwortlicher Person in charge KStellenkurztext Bs L e Kostenstellenkurztext Short text cost Sprachenschl ss lie DO Bs 1 center Anzahl der Wertelisteneintr ge begrenzen 500 The character can be used as a placeholder Via the button Suchen the search is started By clicking the button Abbrechen you navi gate back to the original page without selecting any cost centre One example for the search for a PSP element search without point PO303010 SAP SRM PSP Element Ry P0303010 Bezeichnung Kurzid PSP Elem lt gt Anzahl der Wertelisteneintrage begrenzen 500 Projektstrukturplanelement PSP Element PS Kurzbeschreibung erste Textzeile Projektstrukturplanelement PSP Element l P 03 03 01 06 36726 PETRA Ill Grundinfrastruktur PO0303010636726 P 03 03 01 05 36726 PETRA Ill Au enanlagen P0303010536726 P 03 03 01 05 36666 PETRA Ill Au enanlagen PO03030 10536666 P 03 03 01 05 36626 PETRA Ill Au enanlagen P0303010536626 After having started the search all results will be indicated to you Via mouse click to the cor respondent number of account assignment and to the OK button the required allocation to an account will be transmitted and you return back to the start page 1020159 A HELMHOLTZ GEMEINSCHAFT Part 1 User eS Manual input of the PSP Number Please care for the correct spelling
25. DES een 18 6 4 Shopping carts with different positions based on offers uuunsununnnnnnnnnnnnnnn 19 6 5 Different services in one SHOPPING Cart uuuuuununnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 20 6 6 Ordering Packages nenn 20 OZ LOWESE PD ICE een 20 6 8 Year to year SROpping CarESs nun aaa nn anna ine 20 6 9 Cost sharing Shopping carts with different cost centres uusuuuunnnnnnnnnnnnnnn 20 6 10 Controll of access frequency 21 6 11 500 ExXempt1 00 LMM en 21 6 12 Termination of transaction mamma nn an aa aaa an nn 21 6 33 ArtIcie Search an rennen 21 Aricie Search via GUICK Search een 21 OCG SEE 22 Result view of the search ee aa ae nano 22 6 14 Particularities of the order types uuuuuuunununnnnnnnnnnnnnnnnnnnnnnnnnnnnunnnnnnnnunnnnnnnnnnnnnnn 22 EE OCOT sirine E E T E EAE EE E 22 COGU Or ne A EE AA E TREE 23 Pe CarGOUS Ta a a e a E N ne 24 Ordening SEOCK Material ra T pene raw AE AE A NE 24 6 15 Input fields during ordering procedure uunnnununnuununnnnnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnn 25 Hersteller Lieferant Manufacturer Supplier sssssssssssssssssnsssnnsssnnssnenesssnesnsnennesenn 26 Notiz Begr ndung f r den Einkauf Memo Justification of the purchase sssssssssssssss 26 Abnahme erforderlich Anlieferung nur nach R cksprache Inspection required Delivery UPON SITE IE ee 26 z yon 20 A
26. HAFT 50 von 50
27. HELMHOLTZ GEMEINSCHAFT Part 1 User Anlage CALC CIC ee ae a er re Eee PEN 27 Spezielles beim Lagermaterial Particular stock Material uzzssssssnnnnnnnn nn nenn nennen nenn nenn 27 Halbzeuge Prefabricated material s2un0000nnnennonnnnn nun nnnnnn nennen nenn nnn nun nnnnnn nennen 27 7 FILLING THE SHOPPING CART suis nina 28 7 1 Filing THE Shopping Cart uam nnn nun nn na a anna ana nn 28 7 2 Comparing articles 29 7 3 Indication of detailed information uuuuuuununnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 29 7 4 Deleting a POSIE On nn anna 29 8 COMPLETITION OF THE SHOPPING CART z uuuuuuuuuuunnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 29 8 1 View of the shopping cart Order Changing information uusseennnnnnnnnnnnnnnn 31 8 2 Modifying position data e g unloading point uuuuuunuunnnnnnnnnnnnnnnnnnnnnnnnnnnnn 31 8 3 Account assignment Kontierung uuuuununnnnnnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 32 8 4 Notes and attachments usa Banana 33 8 5 Delivery address Place of performance uunnuunnnnnnnnnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 34 8 6 Sources of supply Provider of services uuunnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 35 8 7 Availability Warehouse order uuzzuuuuunnnnunnnnnnnunnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn 35 8 8 Approval procedure OVErVIEW ua an na ne a 35 8 9 FONOW ON documents nen 36 8
28. Kostenstellen verteilen sche Alle Positionen ndern Filtern Kontierungstyp Nummer zuweisen Beschreibung der Kontierung Sachkonto Beschreibung des Hauptbuchs Special search assistance is at your disposal in order to allocate the cost object depending on the account assignment type The designation of the cost object e g a cost centre is stated in the column next to the cost object The general ledger account is automatically determined ee NOM A HELMHOLTZ GEMEINSCHAFT Part 1 User ec and can only be adjusted by the accounting department V3 The description on the very right side describes which general ledger account is concerned The section of the accounting informs you about the accounting entered by you for this posi tion The input of the account assignment has been explained before in the chapter Settings page 14 Each position of the shopping cart has to dispose of a valid account assignment otherwise error messages are displayed In such case please contact the V3 department by calling 3523 The accounting procedure will be checked by V3 and if necessary be corrected Zeile 2 Finanzstelle 999 im Finanzkreis 100 und Gesch ftsjahr 24 01 2013 nicht vo Oo Zeile 2 Finanzstelle 999 im Finanzkreis 100 zum Stichtag 24 01 2013 nicht vorhand Zeile 2 Kostenstelle 100 999 existiert nicht Zeile 2 Fehler in der Kontierung in Position 2 From the drop down menu you may chose the accounting type and by click
29. Once the catalogue is opened IQuisition the system automatically determines the exact time of the access As from this moment the e biss system is at your disposal for approx 60 minutes This has proven to be an appropriate tool for guaranteeing user s safety when using internet technology Error application is coming up 20130517 https ebisscatprod_dkfz heidelberg de sap bc webdynpro sapsrm wda_1 fpm_oif Benutzer Session HTTP SMTP nach Timeout abgebaut Benutzer Session HTTP SMTP nach Timeout abgebaut Method PREPROCESS REQUEST of program CL_WDR_CLIENT_ABSTRACT_HTTP CP Method IF HTTP EXTENSION HANDLE REQUEST of program CL_WDR_ MAIN TASK Method EXECUTE REQUEST FROM MEMORY of program CL_HTTP SERVER Function HTTP_DISPATCH REQUEST of program SAPLHTTP_ RUNTIME Module HTTP START of program SAPMHTTP In case the error message Benutzer Session Http SMTP nach Timeout abgebaut should appear whilst being logged in to e biss the allocated time of 60 minutes has been exceeded You can log in again to restart your purchase The data of the shopping cart filled before pos sibly haven t been saved in the SRM work overview and therefore the requested articles have to be added again Once being transferred the data of a shopping cart generated in IQuisi tion will be saved in a separate shopping cart master copy in IQuisition This shopping cart can be found in the section zu den eigenen Warenkorben wechse
30. Y Kataloge and the in tern catalogues such as Freitextartikel BANF Free text articles Gefahrstoffartikel Hazardous material catalogue and Lagermaterial Stock items appear These catalogues can be found di rectly above the supplier s catalogues 6 3 e biss order types There are four different order types which you may choose when ordering needed articles It is not recommended to fill a shopping basket by mixing different order types Mixing different order types may either cause delays in the execution of the order or even the cancellation of the order by the purchase department tO VON 20 A HELMHOLTZ GEMEINSCHAFT Part 1 User Order Types Hazardous sie Free text Stock items material catalogue Katalogbestellung Direktbestellun Catalogue order Direct order Supplier s catalogues which have been imported into the system are shown in the list after the three remaining order types stock items hazardous material and free text Out of these catalogues you can quickly and directly order the articles required These orders are forwarded to the supplier without any intervention of the V4 purchase department Only the levels of ap proved values are observed apart from a few exceptions The department designations stat ed behind a company s name mean that ONLY the respective department is entitled to place orders with these suppliers see Anti Germ V1 Arno Willers MKK MVS etc DESY Kataloge Lagermat
31. added to the shopping cart By clicking to the eye symbol detailed information about the article are given Please take into consideration that the order of different articles cannot be summed up in one position If you should dispose of an offer out of which you want to order please consider that for each individual position offered an individual position has to be created and to be saved in your shopping cart o amp Hinzuf gen zum Warenkorb When clicking increases the amount of positions in your shopping cart For organisational reasons it is recommended to avoid the creation of a shopping cart consisting of different catalogue types stock free text supplier Remark A subsequent change of quantities is not possible The articles have to be removed from the shopping cart and to be ordered again with the correct quantity This pro cedure can be explained by the fact e biss is not able to consider subsequently corrected scale quantities Incorrect price calculations would be generated Furthermore it is possible that the 5 000 EUR limit could be exceeded in case of an increase of the order quantity For such a position the approval process requires the annex 1 however there is no possibility to sub sequently create an annex for the position Anlage 1 The only clean solution a new position has to be created together with a corresponding Anlage 1 The header of e biss informs you about the actual quantity and the
32. ann Bestel oaan amp Gonic SR User Manual Part 1 Deutsches Elektronen SYnchrotron Version 2013 Part 1 User Table of contents PREFACE un 0000000 nn ann a eine 4 1 INTRODUCTION en 4 2 PO 1 4 sitcccccctcccccutcctccceccccesetscuccanwedectaeteatectutascrdassstectecesevacsusnescressseucesestcetecues 4 3 REQUIREMENTS ec aus ee a anne 4 3 1 Operational requirements unununu nun nn nn nn an nn nun 4 Technical regul meMtS nenn 5 Microsoft Interne EXPO ET nase rare aei iiaiai 5 Moza FO ea AE E A AE A era Eee 6 4 MERCHANDISE MANAGEMENT SYSTEM E BISS zuuuuuunnnnnnnnnnnnnnnnnnnnnnnnnnn nun nun nn nn 7 Ale ACCESS a an 7 4 2 Favourltes era 8 4 3 Registration a ee 9 4 4 Structure of the Homepage un u un u an a a a a an an a na a nun 10 Head a a ee E E E E E E 11 WORK re EE EA 11 Teea O Are er EE ER E E 11 5 PURCHASE INFORMATION urn nun 000000 a a a aa a aaa 12 5 1 Peisonalzatlon ss ren 12 9 2 TIME SIOL sr a a a are 12 5 3 S crecy agreement nn pede eetsuswnceiewseeestewevetesetvaewasedesewde es 12 6 PURCHASING sans EEEE ENa 13 61i PFESCULINGS raisini A E RAA RRA RAKANSE ANADAN RANA 13 Modification of personal standard settings e g delivery address sssssssssssssssrrnrsrenn 13 Changing the account assignment suunn0nnnnennnnnnnnn nn nnnnnn nennen nun nn nn nnnnnnn nennen nenn nnnn nen 15 6 2 Starting the PUrFCENASE mn num nn nn nn nn a nn a ANAA 17 63 amp pisS order CY
33. approval phases is shown This preview allows you to track the date on which the approver or a 35 von 50 TA HELMHOLTZ GEMEINSCHAFT Part 1 User committee received a shopping cart You may switch to a graphical view by clicking to the link Als Grafik anzeigen 2 Crafik anzeigen Only the authorised approvers are listed regardless of whether he is present or not Only after completion of an approval procedure the actual approver is going to be stated Please find below the graphical presentation Genehmigung Peter Wagner Zu genehmigen von Zu genehmigen von Als Tabelle anzeigen 8 9 Follow on documents Historie Beleg Mame des Belega Nummer des Belegs Nummer in DESYOU amp 100 Datum Menge Mettower W hrung Einkaufswagen Speicherbausteine 10005016 M 20 01 2009 10 St ck 5 20000 EUR Gesamt 10 Stick 5 200 00 EUR Bestellanforderung Speicherbausteine 201000215 40 20 01 2009 10 St ck 3 20000 EUR Gesamt Stick 5 200 00 EUR Bestellung Speicherbausteine 5500000255 410 20 01 2009 10 Stick 5 200 00 EUR Gesamt 10 Stick 5 200 00 EUR Best tigung 2009060523230 4 20 01 2009 5 St ck Gesamt gt Stuck Status Folgebeleg angelegt The section Folgebelege follow on documents contains a kind of history regarding all information of a position placed in the shopping cart Document Status Einkaufswagen Shopping cart The shopping cart has been ordered at the system level and the approval workflow is activa
34. art Verwendungszweck Ersatz Verbrauch Bisheriger Gesamtwert Wunschliefertermin Bestellmenge Order quantitiy HAS TO BE 1 Bestelleinheit 00 z Amount to be increased j Einzelpreis ca Kurztext Positionstext The total value will not be noted Whenever the amount of a position exceeds 5000 Euro you are automatically asked to enclose the attachment 1 for this position Like this compliance with the approval levels is guaranteed You may now add to your shopping cart transfer and order The shopping cart view allows finding the approvers note with following indications regarding the shopping cart Erh hung zum Einkaufswagen 10156877 Kommentar hinzuf gen Bisheriger Gesamtwert 100 00 EUR Increase of shopping cart No Neuer Gesamtwert 300 00 EUR original total value updated total value Genehmigungsnotiz The total value is automatically calculated by the system In case you intend to look at your shopping cart at a later time please enter the purchasing area via the homepage Under the heading Positionsname name of position you find the remark Erh hung increase Name des Einkaufswagens Kontierungstyp Kontierungswert Positionsn Menge Einheit Nettowert V 5 Einkaufswagennummer fet Emanune crease oo won A HELMHOLTZ GEMEINSCHAFT Part 1 User 11 6 Purchasing area Einkaufsbereich Under the menu item Einkaufsbereich
35. button a new window opens Here you may fix data for the purchase to be effected by overwriting the data provided by the e biss system Following settings can be modified Standardeinstellungen ndern Ihre Daten werden auf alle neuen Positionen bertragen Positionen die sich bereits im Einkaufswagen befinden bleiben unve u Sta n d O rt We rk ocati O n fa cto ry an nsgrunddaten Kontierung Interne Notiz y Lieferadresse Erbringungsort Abladestelle und Anfordernde Gru p pe unloading point and requesting group Standort Werk Deutsches Elektronen Sy l 7 Deutsches Elektronen Synchrotron _ Ei ne Ei n k u fe rg ru p p e o n ly one p ur Anfordernde Gruppe chaser group to work on this shop Eine Eink ufergruppe a p j n g ca rt bladestelle u as Kontierung account assignment 13 von 50 la HELMHOLTZ GEMEINSCHAFT Part 1 User Eble Standort Location Under the menu Standort either Zeuthen or Hamburg can be entered as delivery address Geschaftspartnernummer Alle Werte Suchkriterien einblenden Pers nliche Werteliste Einstellungen GeschPartner Name 1 Name 2 Logisches System Standort Buchungskreis GeschPartner 2000000244 Deutsches Elektronen Synchrotron DESY Standort Hamburg DESYPRD100 01 100 2000000245 Deutsches Elektronen Synchrotron DESY Standort Zeuthen DESYPRD100 02 100 OK Abbrechen Example An employee of DESY Hamburg orders free text articles fo
36. cart position please confirm the button with the red cross 8 Completition of the shopping cart In order to complete the shopping cart please confirm the button with the shopping cart sym bol on the top right side E ren munsmen ee Be Here you may either continue or com plete your purchase Please click the green shopping cart Another field opens with the text Warenkorb bertragen transfer of the shopping cart By clicking the the green field ssausmm your shopping cart will be transferred Further down you have the possibility to change the name of the shopping cart This change of the name will be of importance whenever you should intend to work with former orders or templates see chapter 12 2 ff The amended name will not be transferred to step 3 Below you find the positions of your shopping cart By clicking the eye symbol you may have a look to the catalogue pages The amendment can only be effected during the next step PAWON 39 A HELMHOLTZ GEMEINSCHAFT Part 1 User Afte r h a vi n g cl ic ked th e is TE ausw hlen a Positionen und bestellen 3 green button of the field Warenkorb bertragen you are directed to the En order view Step 2 Deiat Po nz Dupre L schen Fae En Zeilennummer Produkt ID Beschreibung Beschreibung der Produktkategorie Menge Einheit Nettopreis Limit W hrung Pro Lieferdatum Kontierung Lieferant Notizen Anlagen Positic 1
37. cross at the beginning of the line Another window opens with the positions saved in the shopping cart Individual positions out of this shopping cart can now be chosen by clicking the green shopping cart symbol in the line the catalogue page opens in order to be filled out as well as for control purposes If several positions are going to be ordered please click to the small box of the title line Now all positions are going to be transferred to the new shopping cart and by clicking to the green shopping cart symbol of each position the catalogue pages open for purposes of modification or direct transfer y amp Position speichern N After having edited this page please click to the symbol save this position Each position has to be saved individually ER Afterwards you may continue working with your shopping cart u Please note attachments changes of cost centre assignments and unloading places of fj the original shopping cart are not taken over These points have to be revised as de scribed under point 8 SZ VON 28 A HELMHOLTZ GEMEINSCHAFT Part 1 User 11 4 Ordering via Former orders Alte Bestellungen You dispose of the possibility to re order shopping carts which have been ordered in the past If required please go via Einkaufen Purchasing and the catalogue to the IQuisition cata logue view Identical to the utilisation of personal templates point 11 2 you will find on the NIE upper
38. ctronic order in formation and service system of DESY and other sites of the Helmholtz association e biss is the basis of the purchase processes at all participating institutes All articles and services re quired are ordered and reserved with the help of this program 2 Hotline Whenever you should have any questions or suggestions regarding e biss please contact the competent departments respectively their hotlines Problem Dep Tel E Mail ee V4 5050 v4 ebiss desy de Unclear responsibilities V3 3523 Questions regarding accountment j V1 DV 4157 vdv ebiss desy de Installation and user s ae assistance E 2 V4 5050 v4 ebiss desy de Hotline e biss HH V4 Z 7219 Zeuthen 3 Requirements 3 1 Operational requirements In order to get access to DESY s merchandise management system you need to submit to V1DV department an application form http warenwirtschaft desy de ebiss_beschaffungssystem index_ger html duly completed and counter signed Furthermore the participation in a user s training is a mandatory require ment This training may be effected by your key user or the CM department phone 5050 a YOUU A HELMHOLTZ GEMEINSCHAFT Part 1 User Technical requirements In order to come up to the technical requirements the user just needs a computer which tech nically disposes of a network connection to the DESY network and which is listed in the net work diagram This is granted either at you
39. e If not it should be activated by clicking OK Change to the tab Allgemein and chose the settings for the browser s history With each access to a website the latest version should be looked for Please confirm your input with OK Internetoptionen Tempor re Internetdateien und Verlauf Verbindungen Programme Erweitert Tempor re Internetdateien Allgemein Sicherheit Datenschutz Inhalte Internet Explorer speichert Kopien von Webseiten Bildern und Medien damit diese sp ter schneller angezeigt werden k nnen Startseite an Geben Sie pro Zeile eine Adresse an um Startseiten gie Registerkarten zu erstellen http www desy de i Bei jedem Start von Internet Automatisch Niemals 0 Zu verwendender Speicherplatz 8 1024 MB Aktuelle Seite Standardseite Leere Seite Empfohlen 50 250 MB Browserverlaut g _ L scht tempor re Dateien den Verlauf Cookies gespeicherte ait insti Kennw rter und Webformularinformationen en Local Microsoft Windows Temporary Internet Files F Browserverlauf beim Beenden l schen L schen Einstellungen Ordner verschieben Objekte anzeigen Dateien anzeigen ndert Suchstandards Einstellungen Verlauf I Legen Sie fest wie viele Tage die Liste besuchter Websites En gespeichert werden soll Ti die die Seiten in Verlauf aufbewahrt werden ndert die Anzeige von Webseiten in Einstellungen a res el ene
40. e V4 department and depend ing on the order category are passing different levels of approval respectively committees In case you should enclose an offer with several positions which are supposed to be ordered in the whole each position has to be stated in the shopping cart In case of non compliance a cancellation of the entire shopping cart by the purchase department may be the consequence 19 von 50 TA HELMHOLTZ GEMEINSCHAFT Part 1 User ee 6 5 Different services in one shopping cart From the technical point of view it is possible to create one shopping cart with multiple ser vices However this is not advisable In order to grant a prompt execution of the orders it is appropriate that each single service requested is ordered via a separate shopping basket It is important to state the contact person on DESY site enabling the approval authorities to re solve possible queries without delay 6 6 Ordering packages Please consider the order intervals Suppliers are quoting various articles in certain packages Should a supplier prescribe fixed ordering intervals you only can choose this stipulated quanti ty or a multiple of it In case you should require a smaller quantity you will have to place such order by means of a free text order and possibly to accept a higher price 6 7 Lowest price You are obliged to choose the cheapest item from the range of existing articles Should there be a serious reason to order more
41. ehnt Genehmigt Positionsart Produkt ID Beschreibung Produktkategorie Beschreibung der Produktkategorie Menge Einheit Nettopreis Limit Vi C 08 OC Meters Zus b y pleckgensuss Sa hal muss sscibi 27260700 Steckverbinder 1ST A27EL Now you see which position has been refused The shopping cart can now be processed Schie en Druckvorschau Pr fen L schen By clicking L schen delete the entire position will be cancelled Clicking Pr fen examine means that the shopping cart is going to be examined as far as technical correctness is concerned only making sense after you have worked on the shopping cart Annehmen accept means that you agree with the approver s refusal and the position con cerned is finally rejected and can no longer be amended The Druckvorschau Print preview shows the preview When clicking SchlieBen close the window is going to be closed without being processed or saved Bearbeiten to process means that the refused position can still be amended and saved the approver did make a remark in his approval note Genehmigernotiz e g giving the hint that another cost centre has to be chosen Clicking the button Details details allows you to change various inputs example chapter 8 ff After having changed the data please click Fortfahren continue Fortfahren fahren in order to save your amendments and to resend the
42. ender is workflowuser The subject will be Mail shopping cart 10157804 rejected Click to the link and amend the shopping cart as requested The approver s note normally will inform you about the reason for refusal The function Bearbeiten allows to amend the shopping cart After having effected the necessary amendments the shopping cart can be sent again by clicking Fortsetzen The function Annehmen means the acceptance of the rejection The position concerned will be cancelled and the shopping cart will finally be considered as cancelled In case the original shopping cart should contain further positions these positions will continue going through the normal workflow of approval and will be ordered In case a shopping cart has been amended you will receive following informative e mail ex tract From Workflowuser mailto vdv ebiss desy de Sent Monday May 13 2013 12 52 PM Mail To Ptok Malgorzata Shopping cart 10157804 Subject Mail Einkaufswagen 10157804 wurde ge ndert amended Bitte antworten Sie nicht auf diese automatisch erstellte E Mail A 6 von 50 A HELMHOLTZ GEMEINSCHAFT Part 1 User m 12 Contact persons of the purchasing department Responsibilities In principle the purchasers are assigned to certain category of goods In case of questions re garding a particular article e biss provides you within the input procedure of the free text or der with the information about the pe
43. er unit This would be the case when x Dutzend cimensionsos FS Fass dimensionslos parts instruments machines etc are ordered AL Flasche ran GES Gesamt dimensionslos KAN Kanister dimensionslos Kurztext und Positionstext Short text and position text 72 yon 39 A HELMHOLTZ GEMEINSCHAFT Part 1 User eae The fields for the short text being a mandatory field and the position text are very useful and important for the entire purchase procedure pew By means of the short text a shopping cart Ben can easily be found among your former or ders and templates see 11 3 and 11 4 Enter your detailed information to both fields providing the purchase department or the ap provers with all information about the article The short text should contain the name of the part instrument machine The more precise the article is described the fewer queries will be raised by the approver and the purchase department The position text is very important whenever free text orders are placed Catalogue orders rarely contain any additional infor mation Einzelpreis Individual price Please enter an estimated net price of the re ee quired article to this field This field may auto matically be extended in case the price for the article in question is subject to a quantity scale Einzelpreis ca a EUR netto Preismenge pro 1 Hersteller Lieferant Manufacturer Supplier The field Hersteller Lieferant pe e allows t
44. erial Stock items gt E5 Freitextartikel BANF These items are clearly defined articles which bP Gefahrstoffartikel to a certain quantity are available on stock bE Lagermaterial Please always consult the intranet in order to Anti Germ V1 Arno Willers MKK MVS D3 ZM31 MHF SL Direkt be sure that the required article is on stock Gefahrstoffartikel Hazardous material Under this heading all hazardous materials which can be ordered from DESY are listed An authorization has to be attached impera Kataloge Brandschutz Service RoRo ZTS Direct B robedarf Hugo Hamann Suppliers tively to such an order B robedarf Lyreco catalogues Freitextartikel Free text articles Articles which are not listed in the supplier s catalogues or the DESY warehouse catalogue can be ordered by free text orders The processing of these free text orders is realized by the pur chase department As far as these articles are concerned it is important to choose the correct category guaranteeing a smooth approval procedure 6 4 Shopping carts with different positions based on offers You may fill your shopping basket with different articles However please consider that orders for one basket have to be of the same order type This can be explained by the fact that orders for stock items and catalogue items are placed without any further examination and consulta tion of the V4 department Free text orders are processed by th
45. ete eee Registerkarten Darstellung OK Abbrechen Farben Sprachen Schriftarten Barrierefreiheit It may also occur that your general settings do block all Pop Ups standard default settings In this case your browser s settings if necessary the installed filter have to be adjusted al lowing Pop Ups to be indicated by the internet browser In this case please click Optionen f r diese Seite and confirm F r immer zulassen Ein Popup von ebisscatprod dkfz heidelberg de wurde blockiert Einmal zulassen Optionen f r diese Site Y Mozilla Firefox In order to allow the use of the e biss system you have to accept all Pop Ups for the DESY domain as well as for the website of the Deutsche Krebsforschungszentrum dkfz heidelberg de Should following notice appear when using the Mozilla Firefox web browser os ebisscatprod dkfz hei de sap bc nwbc srm sap nwbc node root amp sap client 600 amp sap language D 2 Firefox hat diese Website daran gehindert ein Pop up Fenster zu ffnen x press the button Einstellungen and a selection menu opens Confirm the first selection point Pop ups erlauben f r dkfz heidelberg de respectively Pop ups erlauben f r desy de o von gt Q A HELMHOLTZ GEMEINSCHAFT Part 1 User Pop ups erlauben f r ebisscatprod dktz heidelberg de Pop up Blocker Einstellungen bearbeiten Diese Nachricht nicht mehr einblenden
46. ew nschten Termin verf gbar Produkt 26540 Beschreibung D Steckgeh use grd Kab Ausg 37 pol Menge 1 ST LiefDatum 25 01 2013 Eal bersicht Verf gbarkeit T Verf gbar Menge Enhet Uterstium Standort The quantiy is not available at the date requested ee 202203 m 1 ST 25 01 2013 02 Verification of stock item momentarily available _ Positionsdaten _ Kontierung Notizen und Anlagen YY Lieferadresse E Erbringungsort Bezugsquellen Leistungserbrin inger i Genehmigungsprozess bersicht i eee The requested quantity is available Produkt 26534 Menge 1 ST LiefDatum 25 01 2013 Eal Beschreibung LD Steckgehause sefl Kab Ausg 50 pol 8 8 Approval procedure Overview Kopf Position Details zum Genehmigungsstatus der ausgew hlten Position Einstellung Laufende Nummer Prozessschritt Stufenstatus Status Bearbeiter Erhalten am Bearbeitet am Weitergeleitet von 001 Wertgenehmigung 1 Stufe Nicht gestartet Offen keine Entscheidung getroffen Peter Wagner 002 Grem Fachg Konf d Ger teb Nicht gestartet Offen keine Entscheidung getroffen Andreas Jung Claudia Fuhrmann Wolfgang REINSCH 003 Kontierungsstelle Nicht gestartet Offen keine Entscheidung getroffen Anja Schonsee Manuela Harting Przybylla Brigitte Scheibel Sabine Miethling Thors This section describes all future approval phases By default a tabular preview of
47. expensive articles than those listed in the catalogue you have to inform the approver who will have to decide whether such order is justified 6 8 Year to year shopping carts Positionen im Einkaufswagen osc Zeilennummer ern Nettopreis Limt W hrung Prof Tiererdatt 100 00 EUR 03 01 2013 Kontierung 1 15 00 STD Kostenstelle Please consider that for year to year orders like for example preventive system maintenance the shopping carts have to be created by dividing up the total order volume to the number of years in question Please take care of the fact that you have to choose a divisible quantity unit Should you face any problem when creating year to year shopping carts please contact the V3 department 6 9 Cost sharing Shopping carts with different cost centres In case you should intend to place an order and to share the costs please consider that such splitting cannot be indicated with the help of percentage values The splitting can only be real ized by indicating the actual values involving thus the corresponding account assignments Please choose a free text article and indicate the cost proportion The item text should contain the information that costs have been split as information for the purchaser and approver You may now put this article after having adapted the different amounts into your shopping basket as often as different cost centres are concerned Afterwards the shopping basket ca
48. g DL OOOO cart zur Bestellung go to the order After having selected and depending on your choice further fields will open details and further procedure see 12 4 Zum Einkaufswagen Zur Bestellung Erh hung um Einkaufswagen Ti Erh hung ar Bestellung i Einkaufswagennummer Bestellnummer Bisheriger Gesamtwert EUR inetto Bisheriger Gesamtwert F EUR netto Verwendungszweck Intended purpose Please consult the selection list and enter the purpose of intended use When choosing Bau Erweiterung v Anlagen Bau Erweiterung von Anlagen Ger ten Ger ten or Wartung construction extension en er of plants equipment or maintenance the additional field Anlagennummer opens If known to you please enter the inventory number BITTE TRAGEN SIE EIN Verwendungszweck Wunschliefertermin Ersatz Verbrauch BITTE TRAGEN SIE EIN Verwendungszweck Bau Erweiterung von Anlagen Ger ten Anlagennummer Bestellmenge und Bestelleinheit Order quantity and unit Please enter the requested quantity to the field Bestellmenge order quantity The order unit Bestelmenge 100 can be selected from a list when clicking the question mark of the line Bestelleinheit l m Bestelleinheit order unit In Einheit _ Bezeichnung Dimension case no unit IS indicated the BTL Beutel dimensionslos kind of article requested is not asking for the indication lt of an ord
49. g Investment e PSP Element PSP element order You have to choose the category of account assignment A corresponding selection list is at your disposal By clicking the arrow a list containing all existing categories of account Auftrag assignment appears Please make your choice to which category of ac count the intended purchase will have to be booked Information can be obtained from your supervisor or the account assignment staff Investtionsauftrag After having selected the account assignment category please indicate the specific number cost centre project number for allocation to an account In case you shouldn t be aware of the precise account assignment please Nummer zuweisen use the search help A special search help depending on the type of account assignment opens and you may look for the object requested The cost allocation list shown can be filtered via search terms keywords avoiding the listing of al existing cost centres gt VON 30 A HELMHOLTZ GEMEINSCHAFT Part 1 User ee The filter function is at your disposal for following topics Kostenstelle Cost center e Kostenrechnungskreis Type of cost Kostenstelle Bis OO center Kostenrechnungskreis Bis e Buchungskreis Company code Buchungskreis O E Bis L _ Art der Kostenstelle Type of cost cen Art der Kostenstelle
50. g Schlagworte verbinden mit SAP Status Alle v und oder oder M ate ri a Lagerort Alle Lagerorte num be r to Bestand Operator Menge Alle Einheiten v W are h ouse be entered Materialnummer 00048027 Stock without 1 Objekt gefianden 0 0 0 1 Bestandszahlen vom 22 Januar 2013 20 21 Uhr Mat Nr Ort Bezeichnung Bestan Ausgabeeinheit 00048027 v44 Gewebeklebefolie gelb schwarz 75mmx50m 8 000 ST Lagerkatalog HomePage Index der Schlagworte Suche nach Schlagworten im SAP Index Last modification of this script on Wed May 23 12 23 36 2012 written by Harald Falkenberg 24 von 50 A HELMHOLTZ GEMEINSCHAFT Part 1 User 6 15 Input fields during ordering procedure The numbers of input fields vary for each position This chapter therefore describes different kinds of input fields Basically the following applies All beige entry fields additionally marked with a are mandatory fields Without input the process will not be continued Fields with a selection menu allow to make a choice however no input can be effected Erh hung Increase In case you should be asked to create the increase of a purchase requisition you may edit the field Erh hung During the ordering process you find the selection field Erh hung in crease Whenever an increase a should be subject of a shopping cart jim ie you are obliged to select one of the indicated suggestions zum Ein Hmm A kaufswagen go to the shoppin
51. informationen BestellmengefEinheit 1 ST St ck Produkt ID Preis W hrung 0 23 EUR Preiseinheit 1 Beschreibung TESA Office Notes Position in Katalog anzeigen Produktkategorie 24260000 Papier f r Drucker Dienstleistung und Lieferung Lieferdatum 28 052013 9 Buchungskreis 100 DESY g DO Lagerort Lieferantenproduktnummer 343012000 Anfordernde Gruppe HH V V4 V430 Organisation Abladestelle HH 11 R 11 Tel 1944 Mitglieder anzeigen Eine Eink ufergruppe White fields are open fields and can be modified for each single position Positionsdaten Position data The overview of the position data shows all information regarding the item in question Here you are in a position to see which purchasing group is responsible the estimated date of de livery and the unloading point Abladestelle If it should become necessary to change the unloading address e g you are expecting the delivery of goods on a pallet and your office is registered as unloading point then please modify the unloading place If stock material is supposed to be delivered by pneumatic post please state RP followed by the pneumatic post number Otherwise please use the syntax building room number and telephone number Should you wish to collect the goods by your self please note down in the field Abladestelle Selbstabh telephone number and name The unloading point field can be filled with max 25 characters The des
52. ing the field Num mer zuweisen you may modify the accounting By clicking the small box you can search for the number as explained on page 14ff Sie k nnen sehen wer die Kosten tr gt und falls n tig die Kosten auf mehrere Kostenstellen verteilen Prozentangabe Kontierungstyp Nummer zuweisen oot 10BD Kostenstele SB Clicking Kopieren allows the temporary storage of the presently chosen accounting type If you should intend to adopt this temporarily stored accounting type to another position you go to the position concerned confirm Details and afterwards Einf gen If all positions of the shopping cart are to be amended Alle Positionen ndern has to be clicked and Einf gen is to be confirmed The temporary storage is going to be deleted as soon as you confirm Inhalte der Zwischenablage l schen Please see chapter 6 1 page 14 ff 8 4 Notes and attachments Lieferadresse Erbringungsort Bezugsquellen Leistungserbringer i Genehmigungsprozess bersicht Erg nzende Informationen leer Anlage 1 leer Infonotiz Verwendungszweck Ersatz Verbrauch Ger tewirtschaft leer The item Positionstext contains the article description The field Erg nzende Informationen is supposed to be filled with further additional infor mation By clicking the mouse button another text field opens in order to be filled with your information
53. ired date of delivery can be altered subsequently A calendar is at your disposal As far as stock material is concerned the unloading place can be modified It will however al ways automatically convert to DESY Hamburg as the stock material is stored in Hamburg Stock material can only be reserved in Hamburg You technically dispose of the possibility to modify quantities However such modification may cause problems We advise against subsequent changes Scale prices and different scale levels are not recognised Whenever the increased position should exceed the amount of 5000 Euro you will have no possibility to add the Anlage 1 annex for this position In such case the nla ge 1 can be added to your shopping cart by means of a new position Please return by clicking Vorheriger Schritt and enter Position hinzufugen 31 von 50 TA HELMHOLTZ GEMEINSCHAFT Part 1 User ec AR Einkaufswagen kann nicht bestellt werden Die Daten wurden wegen Fehlern nicht gespeichert Zeile 1 Es wurde kein Text f r Anlage 1 erfasst ee 1 I 2 EN ES 4 Produkte Dienstleistungen ausw hlen Einkaufswagen 1 Position Vervollst ndigen und bestellen Sichern Pr fen Name des Einkaufswagens IHNKEN 08 02 2013 16 05 Nummer 10104875 Genehmigungsprozess Bearbeiter anzeigen bearbeiten Notiz an Genehmigenden The menu item Eine Eink ufergruppe one purchasing group has to be chosen whenever you wan
54. ln als eo Please don t forget to update before 5 3 Secrecy agreement The user of the merchandise management system is requested to ensure that information about prices and products are kept in confidence from third parties 12 VON 30 A HELMHOLTZ GEMEINSCHAFT Part 1 User 6 Purchasing 6 1 Presettings Modification of personal standard settings e g delivery address Management Abmelden h l id i Startseite Administration E Startseite Arbeits bersicht Einkaufen Einkaufsbereich Bestellen Sie Waren und Services aus Katalogen oder Vorlagen oder beschreiben Sie Ihre Anforderungen a Personalisierung n Jj SRM Benutzereinstelungen Pflege Abwesenheit er Eingeben und aktualisieren von pers nlichen Einstellungen wie Name Adresse E Mail Adresse und Vertreter f r den Team Einkauf The link Einkaufen Purchase will take you to the overview Einkaufen in 4 Schritten Under the heading Pers nliche Standardeinstellungen ndern Modification of per sonal settings you may among others determine the point of delivery and the cost centre PSP etc for the shopping basket to be created You just modify the data for your current purchase operation Einkaufen in 4 Schritten __ ____f Produkte Dienstleistungen ausw hlen Pers nliche Durchsuchen e biss Katalog Hamburg TEST Standardeinstellungen ndern By confirming the
55. n be transferred by you Step 2 now allows you to change select the cost centre required and to allocate costs to the respective cost centres 20 von 50 TA HELMHOLTZ GEMEINSCHAFT Part 1 User Duplizieren L schen Alle Positionen bearbeiten Positionen im Einkaufswagen Details Pos hinzuf Zeilennummer Produkt ID Beschreibung Beschreibung der Produktkategorie Menge Einheit Nettopreis Limt W hrung Pro Lieferdatum Kontierung Lieferant 2 Lagerkran Flurf rder Hebefahrz 1ST 5 000 00 EUR 1 16 01 2013 Keine Gesamtwert brutto 10 000 00 EUR 6 10 Controll of access frequency A department has to pay for each access authorization to e biss Some accounts are never or rarely used Hence the DESY administration is irregularly controlling the access frequency of the users Corresponding result lists are handed over to the deputy directors who decide whether an access to the e biss system will continue to be granted to the user 6 11 500 Exemption limit A user may obtain the permission to place an order equal to the counter value of 500 max without being obliged to ask for the acceptance of an approver Please submit a respective request to the V3 department The above stated 500 margin shall apply for stock items catalogue articles as well as for free text articles 6 12 Termination of transaction marung Once having started a transaction and changing to another Diese A
56. nds you to rename your shopping carts avoiding thus the likelihood of confusion and later on facilitating the successful search for your shopping carts There are 2 fields The first one appears in the catalogue system Name des Warenkorbs BUYERO1 25 01 2013 09 06 IQuisition here you name your own shopping carts The field appears a second time during step 3 directly before placing the order The shopping cart s name has to be entered again for the SRM system It is recommended to choose one and the same shopping cart name at both stages After hav ing effected the modification in step 3 you may order You should now go from the starting page to the transaction area Einkaufsbereich purchase section clicking there Aktu alisieren updating Here you find your renamed shopping cart in Genehmigung within the approval procedure Einkaufswagen 12 Team Einkaufswagen 0 cht Standardsicht anzeigen Bearbeten Loschen Druckansicht Aktualisieren LExport a Einkaufswagennummer Name des Einkaufswagens Kontierungstyp Kontierungswert Menge Einheit Nettowert W hrung Positionsstatus Angelegt von Angelegt am Ge ndert von 10104677 Lie Name fur entaufewagen Kostensteie 540 1 ST 156 75 EUR qung BUYERO1 25 01 2013 09 13 54 BUYERO1 10104673 BUYERO1 25 01 2013 07 59 Kostenstelle 540 1 ST 128 54 EUR In Genehmigung BUYERO1 25 01 2013 08 09 58 BUYERO1 10104673 BUYERO1 25 01 2013 07 59 Kosten
57. ng reasons the article is an individually produced one no catalogue has been delivered by the supplier the article hasn t been offered to DESY or the article has been faded out for operational reasons 2A NON a0 A HELMHOLTZ GEMEINSCHAFT Part 1 User Produktdetails f r Artikel 25050000 001 Katalogname DESY Kataloge Katalogname Zusatz Freitextartikel BANF Dienstleistungen Sonstige Kategorie n NEISSE Abfall und Kreislaufwirtschaft Entsorgung Warengruppe 25 050 000 Schlagworte Entsorgung Betriebsabfall Stillegungsabfall Core Abfalle a Hochdruckverpressung Einschmelzung Wiederaufbereitung Abfallbehandlung Abfallverwertung Abfallentsorgung Abfallbeseitigung Abfallsortierung Recycling Hausm ll Gewerbeabfall Abfalltransport Gefahrgut Abfallmanagement Sortieranlagen Entsorgungsnachweis Planungsleistung Untersuchungsleistungen Abfallbilanz Abfallwirtschaftskonzept Abfallbeauftragter Altlastensanierung Bodensanierung Grundwassersanierung Geb udesanierung Altlastensanierung Geb hren Abwasserbehandlung v m Hinzuf gen zum Warenkorb ANHANGE werden im Schritt 2 angefiigt BITTE TRAGEN SIE EIN Erhohung keine Verwendungszweck In this case please make use of the free text order By means of the quick search you determine the cor rect category The choice of the cor rect category is essential for the ap proval procedure to follow enabling the responsible committee s
58. nstruction sites etc In case another delivery address is requested outside the DESY premises you are obliged to create a free text order BANF and to enter the deviating delivery address in the position text interne Notiz Lieferadresse Erbringungsort Kontierung 34 von 50 A HELMHOLTZ GEMEINSCHAFT Part 1 User 8 6 Sources of supply Provider of services Here you see the name of the catalogue out of which you have ordered the articles No source of supply is indicated for positions which have been ordered either as free text or ders out of the hazardous material catalogue or out of the stock item catalogue The register thus is of minor importance 8 7 Availability Warehouse order This tab Verf gbarkeit pr fen only appears when stock material is ordered The presently available stock material is indicated In case the required quantity should not be available the shopping cart can nevertheless be ordered In any case a reservation is made It may however occur that only a partial quantity can be collected from the stock The outstanding quantities will be ordered automatically by the stock s planning and ordering procedure Verification of a stock item momentarily not available Positionsdaten Kontierung Notizen und Anlagen Lieferadresse Erbringungsort _ Bezugsquellen Leistungserbringer Verf gbarkeit l Genehmigungsprozess bersicht Die angeforderte Menge ist nicht zum g
59. nwendung enth lt transaction following confirmation query will appear ungesicherte Daten die verloren gehen k nnten M chten Sie fortfahren ohne die nderungen zu sichern This application contains unsaved data which may be lost Do you want to continue without saving the changes 6 13 Article search Suche Suchfiter Kataloge When ordering different methods of finding an article re er can be used by you amp Article search via quick search Gesamtkatalog Aktueller Katalo The most effective and fastest kind of search is the DESY Kataloge a quick search Please enter one or several search terms p freitextartikel BANF article numbers or the manufacturer s number into the EJG i i i efahrstoffartikel quick search field and confirm the button Aktueller en Katalog if you already selected a catalogue or the 9 button Gesamtkatalog in case no supplier is known for the requested article 21 von 50 A HELMHOLTZ GEMEINSCHAFT Part 1 User ee As far as your free text orders are concerned the procedure is identical Use the quick search by entering keywords which are not too special If the procedure doesn t work at the first attempt please try to succeed with another keyword In case important keywords shouldn t exist please inform the department Content Management 5050 Search tips Enter various terms Enter single parts of words Upper case lower case no importance
60. nzuf Operating this button allows you to add further articles to your shopping cart Duplizieren Activating this button enables you to duplicate the position L schen This button allows removing the article chosen from the shopping cart 30 von 50 TA HELMHOLTZ GEMEINSCHAFT Part 1 User ee 8 1 View of the shopping cart Order Changing information In order to get a detailed view of the shopping cart please activate the button Details A field opens from above to below with the details 6 tabs position data accountment notes and attachments delivery address place of supply source of supply service provider overview of the approval process Detais Pos hnzur _Dupizieren L schen Zeilennummer Produkt ID Beschreibung Beschreibung der Produktkategorie Menge Einheit Nettopreis Limit W hrung Pro Lieferdatum Kontierung Lieferant Notizen Anlage a D 0 635 128 Summenz hler Niederspa Schalttech 1 ST 16 16 EUR 1 25 01 2013 Kostenstelle 540 Distrelec Schuricht GmbH 26012 E 0 P 2 OBASSSOmousz jier Merpesonecn ST SBER 12501203 Kosenstele SHO Deimecsmummamugu Z 2 8 2 Modifying position data e g unloading point The position on which is worked is displayed on an orange coloured background see above Kontierung Notizen und Anlagen Lieferadresse Erbringungsort Bezugsquellen Leistungserbringer Genehmigungsprozess bersicht Identifikation W hrung Werte und Preis
61. o choose whether you want to Pam Kein Wert Es indicate a manufacturer or a supplier ee Lieferant After having chosen between both options the name as well as the address of the desired manufacturer or supplier can be entered Like this the purchasers of the V4 department are informed about your choice and as per your instructions the order can be placed with the relevant manufacturer supplier Hersteller Lieferant Lieferant Name Anschrift The following fields too are important for the workflow procedure of the shopping cart The field Notiz Begr ndung f r den Einkauf may be filled with important and necessary information for the purchasing depart ment Notiz Begr ndung f r den Einkauf Vorbestellnummer Number of previous order In case the part instrument machine etc should have had been ordered before or any other connection shall be established to a preceding purchase the number of this previous shopping basket can be stated here Abnahme erforderlich Anlieferung nur nach R cksprache Inspection required Delivery upon agreement Both fields are selection fields They can be amended without any further entries from your side Abnahme erforderlich nein Anlieferung nur nach R cksprache nein ZO yon 30 A HELMHOLTZ GEMEINSCHAFT Part 1 User ab Ist es ein Ger t Mitbenutzbarkeit Equipment a device is ordered Sharable devices Inventory has to be taken of all devices
62. of fault cannot be corrected immediately you may first save the entire Shopping cart and later on after having modified the content place it 37 yon 20 A HELMHOLTZ GEMEINSCHAFT Part 1 User Warning messages Warnmeldungen are marked in yellow These messages refer to po tential incorrect data input The shopping cart order can be placed despite of such warning messages Information messages Infomeldungen are marked in green These messages are for information purposes only The shopping cart can be ordered despite of such messages According to the system each position is automatically examined If necessary such examina tion can manually be executed by you whenever you confirm Pr fen Saving Sichern By confirming the button Sichern your shopping cart is saved You may activate and send it at a later time The button Bearbeiten will then have to be clicked Ordering Bestellen 4 Vorheriger Schritt Weiter gt Positionen im Einkaufswagen Zeilennummer Produkt ID Beschreibung Beschreibung der Produktkategorie Menge Einheit Nettopreis Limit W hrung Pro Lieferdatum Kontierung Notizen Lieferant ATi FirePro V5800 1024 MB Grafikkarte PC Prozessleitsyst PLS 310 05 EUR 1 26 01 2013 Kostenstelle 540 Fy Conrad Electronic GmbH Gesamtwert brutto 438 59 EUR Was wollen Sie als nachstes tun Sie konnen den Einkaufswagen nun drucken oder erneut einkaufen Druckansicht E
63. of the account assignment Special characters have to be entered correctly and in correct order Example PSP Element P 02 01 02 22 63259 Whenever you should have failed to enter valid account assignment data you will be informed by following note during the shopping procedure Einkaufen in 4 Schritten N Zeile 1 Das Konto 406000 erfordert eine kostenrechnungsrelevante Kontierung T Zeile 1 Fehler in der Kontierung in Position 1 T Zeile 1 F llen Sie das Pflichtfeld PSP Element in der Kontierung aus T Zeile 1 Keine Genehmiger f r Werte Kontierung F im Kostenrechnungskreis 100 Additional information regarding costs centres PSP elements orders PSP elements are directly allocated to projects always starting with a letter for example P etc PSP elements consist of 6 to 19 characters Small projects Kleinvorhaben are PSP elements and are entered to the e biss by this way of cost allocation On charged costs Weiterberechnungen and also called WB are normally entered to the category orders Auftrag However the WB numbers also inform about the corresponding cost centres Please inform the V3 3523 department in case any account assignment should not be stated in the lists 6 2 Starting the purchase The actual purchase is starting once you have clicked the button Einkaufen on the wel come page Right afterwards a new window appears Step 1 of the purchasing procedure is to be taken The shopping basket
64. on should be stored in the system they may be re trieved by clicking the folder Links Ordering stock material First you should have a look to the intranet under DESY de gt DESY User gt Lagerkatalog warehouse catalogue in order to find the article required You may also look for keywords SCHNELLZUGRIFF Bereiche und Gruppen Here you may also look for keywords Schlagworte Beschleunigerstatus hin DIS p MeetingPlace Formulare Like this you get necessary information about the actual stock and the material number When ordering via e biss you need to know of the material number You now enter to e biss section Indico Lagerkatalog warehouse catalogue and start the quick search leave out the first 3 zeros 000 just enter the five figure ma terial number The result is indicated and with a click to the Mediendatenbank Small shopping cart field the article is put into your shopping cart Webdcast Portal ay m m Guest Services Lagerkatalog After having passed through the approval procedure the stock material is going to be reserved and forwarded to you by the transport group You may also pick up the articles for yourself and in this case please enter as additional information and unloading point Selbstab holung self collection in Erg nzende Informationen and Abladestelle Eintrag Suchbegriff e Verkn pfung Materialnummer Bezeichnun
65. pens You now click to the link V4 and you will be routed to the page V4 e biss Kontaktseite Handb cher und weitere Informationen Va Webseite e bizs Systemmeldungen Keine aktuellen Meldungen vorhanden Handb cher und weitere Informationen gt V4 Webseite e biss The red points displayed on the map of Germany represent other institutes joining the e biss cooperation By confirming the button e biss Anwendung starten the e biss portal opens SAP NetWeaver Benutzer Kennwort Sprache Deutsch Kennwort ndern Copyright 2013 SAP AG Allrights reserved 2 von gt Q A HELMHOLTZ GEMEINSCHAFT Part 1 User ee You will have received from V1 DV an e mail stating your user name as well as your initial password Please enter those data to the fields Be Benutzer nutzer user and Kennwort password Kennwort After this initial registration you will be asked Sprache Deutsch u to choose a new password Enter the data to the fields and confirm i Anmelden Remark Although the selection menu normally disposes of the option to change the language Sprache the system presently doesn t allow to change the language to English Various background data are not yet entered After having entered the data please confirm the button Anmelden Your entry data will be verified and after the successful login the home page of
66. pping carts for the first time please leave all fields untagged and just mark the field Einschlie lich abgeschlossener Einkaufswagen incl completed shopping carts A targeted search for shopping carts can be realised by various means of se lection which if necessary can even be combined Conveniently the timeframe should be con figured to 90 days otherwise all shopping carts ever created by you would be loaded and this procedure probably might take considerable time By clicking bernehmen taking over your search is saved In case your shopping cart has been named by you you may use this name for your search Your shopping carts name should be marked with one asterisk in front and one at the end of this name allowing the system to find such partial term TA VON 23 A HELMHOLTZ GEMEINSCHAFT Part 1 User ec Whenever you created a shopping cart containing articles which are subject to a committee s approval following e mail is sent to you for purposes of information In case of an approver s rejection you will receive a message which will appear in your work ing area 11 7 Approval Arbeits bersicht Einkaufsbereich Personalisierung m Betreff Beschr Gesendet am Status Weiterg _ Ihr Einkaufswagen ndernnachablehnung 08 01 2013 16 50 wurde ge ndertiteilweise abgelehnt bitte pr fen 08 01 2013 16 52 44 Neu as well as to your mail account see below screenshot The s
67. r the DESY Zeuthen lo cation In this case the settings have to be corrected Normally as per standard settings it is not necessary to make any input or changes Abladestelle Delivery address With this option you may change the delivery address Example in case your order is not sup posed to be delivered to your office address but to another office workplace workshop or la boratory Deliveries of goods on pallets can be sent to the provided storage areas In order to avoid faulty deliveries Syntax and potential ambiguities the Place House number R Room number Tel extension new delivery address should be Example HH 11 R 11 Tel 1944 l stated as described in the along This example shows the location Hamburg Building 11 side example Room No 11 and the user s telephone extension no 1944 Eine Eink ufergruppe One purchasing group In case the purchase is supposed to be executed by one purchaser this may be enforced by clicking the button Eine Eink ufergruppe The background You intend to order a camera as well as accessories like lenses and special software Of course all components must perfectly match with the camera In such case the function Eine Eink ufergruppe should be activated Anfordernde Gruppe Requesting group Under this option the requesting group is stated In case the group shown shall be amended the correct input of the new data is required HHVV4V430
68. r work place or by applying for a VPN access for an access from outside of the DESY network The Microsoft Internet Explorer DESY standard or Firefox UCO approved version have been T chosen as the browsers of access Other web browsers are not intended for access or use 2 Security levels of the web browsers have to be adapted to the DESY and DKFZ domain other wise faulty descriptions or a malfunctioning of the merchandise management system will be the result Microsoft Internet Explorer In order to grant a reliable access the security settings of the Microsoft Internet Explorer im peratively have to be adapted The following pictures illustrate the different steps which nave to be taken allowing the adjustment of the security setting of the Microsoft Internet Explorer Drucken gt If you want to adjust the security settings of the Microsoft oR Internet Explorer please start the program and go to Ex tras The menu item Internetoptionen has to be a chosen Now turn to the tab Sicherheit and confirm the button Stufe anpassen Downloads anzeigen Strg J Add Ons verwalten Fiz Entwicklertools Zu angehefteten Sites wechseln Internetoptionen N Info Verbindungen Programme u Erweitert Allgemein Sicherheit Datenschutz Inhalte en Internetzone Si W hlen Sie eine Zone aus um deren Sicherheitseinstellungen festzulegen to sa Jv Internet Lokale
69. ranteed for the future Necessary actions are explained and listed below for the Microsoft Internet Explorer and Mozilla Firefox Microsoft Internet Explorer In order to add the e biss homepage to your favourites please go to the menu item Click Favoriten The menu opens Then chose Zu Favoriten hinzuf gen and the currently opened page will be saved with your favourites DE i http www desy de Datei Bearbeiten Ansicht Fin Extras Zu Favoriten hinzuf gen Zu Favoritenleiste hinzuf gen Favoriten verwalten d Favoritenleiste gt Mozilla Firefox Favourites can be saved via a menu item Please open the menu item Lesezeichen and confirm the item Lesezeichen hinzuf gen Datei Bearbeiten Ansicht Chronik L FA DESY User Deutsches Elektronen 5 Strg Umschalt 6 Diese Seite abonmeren LE Lesezeichen Symbolleiste b E K rzlich als Lesezeichen gesetzt k K rzlich verwendete Schlagw rter Mozilla Firefox gt 8 von 50 A 7 HELMHOLTZ GEMEINSCHAFT Part 1 User ec 4 3 Registration e biss portal page The portal page to e biss disposes of a button e biss Anwendung starten to start the or dering procedure Furthermore the screen field Systemmeldungen informs about maintenance work system failures or other remarks Click to the button next to Handb cher und weitere Informationen manuals and further information and another field o
70. rneut einkaufen After having clicked the button Bestellen the shopping cart is saved and sent to be ap proved If no approval is required the goods wanted are going to be ordered respectively re served You are going to receive a report informing you that the content of your shopping cart has been ordered In addition you may decide whether you want the print preview of this shopping cart to be opened or whether you intend to create another shopping cart Druckansicht gt Print Preview Erneut einkaufen Shop Again 9 Processing of refused orders In case an approver should not accept the order of a position and refuse it you are going to receive a notification email You may either use this link or you log in to e biss by yourself and click Arbeitsubersicht work overview A list opens showing all files information on which Arbeits bersicht you are supposed to work Click now to the message concerned and you are automatically passed on to the shopping cart 38 von 50 TA HELMHOLTZ GEMEINSCHAFT Part 1 User ee Anderungen des Einkaufswagens tibernehmen 0010104420 Nummer 10104420 Belegname test ablehnen Status In Genehmigung Angelegt am 22 11 2012 10 05 58 Angelegt von Frau Ina Ihnken Stellvertretend einkaufen f r Ina Ihnken f Name des Einkaufswagens test ablehnen Genehmigungsprozess Bearbeiter anzeigen bearbeiten Genehmigungsnotiz Beleg nderungen Anzeigen Zeilennummer Abgel
71. rson to be the contact person for this article group Each free text form shows the field Links in the lower part Here you have the possibility to have indicated the list of all contact persons of the purchasing department bv Ihre Ansprechpartner im Einkauf If you should already have forwarded your shopping cart you can use the opportunity to find out in the purchasing area see chapter 8 2 who presently is working on your shopping cart Go to your shopping cart via Anzeigen indicate and click Details Now the details of the positions are shown among others the corresponding purchasing group Clicking Mitglieder anzeigen show members allows you to see the name and the phone number of the pur chaser in charge In case a purchase order should already have been created please go to zugeh rige Belege related documents where you will find a list of all steps performed so far The link Bestel lungen orders gives access to the foreseen date of delivery and the number of the corre sponding purchaser Following link also provides an overview of the assignment of purchasers http warenwirtschaft desy de sites2009 site v4 content e2277 e62808 infoboxContent9842 8 DESY AnsprechpartnerinderWarenwirtschaft ger html oe VON Sg A HELMHOLTZ GEMEINSCHAFT Part 1 User 13 Imprint Responsible for the content Deutsches Elektronen Synchrotron DESY Notkestrasse 85 22607 Hamburg Tel 49 40 89
72. s Intranet Vertrauensw rdige Eingt Sites Active Scripting Aktivieren Best tigen Eingabeaufforderung f r Informationen mithilfe von Skriptfer Aktivieren Deaktivieren Programmatischen Zugriff auf die Zwischenablage zulassen Aktivieren Best tigen C Deaktivieren Skripting von Java Applets Aktivieren Best tigen Nesbtivioren m ip TE b Internet bedi Diese Zone ist f r Internetwebsites die nicht in den Zonen vertrauensw rdiger bzw eingeschr nkter Sites aufgelistet sind Sicherheitsstufe dieser Zone Benutzerdefiniert Benutzerdefinierte Einstellungen Klicken Sie auf Stufe anpassen um die Einstellungen zu ndern Klicken Sie auf Standardstufe um die empfohlenen Einstellungen zu verwenden wird nach einem Internet Explorer Neustart wirksam Benutzerdefinierte Einstellungen zur cksetzen Zur cksetzen auf Mittelhoch Standard 2 Zur cksetzen V Gesch tzten Modus aktivieren erfordert Internet Explorer Neustart Stufe anpassen Standardstufe Alle Zonen auf Standardstufe zur cksetzen Abbrechen Another window opens showing various security settings Scroll down the list The item Scripting can be found as the main point of this list IVON BY A HELMHOLTZ GEMEINSCHAFT Part 1 User Please check whether the function Scripting Active Scripting is activ
73. stelle 540 1 ST 310 05 EUR In Genehmigung BUYERO1 25 01 2013 08 09 58 BUYERO1 10104653 BUYERO1 24 01 2013 14 05 Kostenstelle 540 1 ST 13 79 EUR Gesichert BUYERO1 24 01 2013 14 11 56 BUYERO1 11 2 Saving data Interruption of the purchase procedure The feature Sichern save allows interrupting the purchase procedure without losing the articles which have been selected up to that stage The purchasing procedure is going to be interrupted for example whenever open questions regarding a position have to be clarified As usual you fill your shopping cart and transfer it You now reached step 2 Now you may choose the field Sichern save As described in the last chapter the new name can be en tered to the text field enabling you to trace your shopping cart more easily It is advisable to save the current state of your shopping cart s data whenever it is already filled with a certain quantity of articles and supposed to be filled with further goods Like this all entered data are temporarily stored Securing the data is also of importance whenever you become aware of the fact that most probably you will not be able to successfully complete your order within the prescribed period of abt 60 minutes The saving of the data will be confirmed by a green system message After having realised the saving process the button Bearbeiten process has to be clicked in A0 VON 3g A HELMHOLTZ GEMEINSCHAFT 25 01 20 25 0
74. t not exceed the number of er 64 signs EG Deine Sienaan x e Netzwerkumgeb Dateityp Alle Dateien M Abbrechen Eigene Dateien Afterwards by confirming OK you are going to upload this file to the shopping cart De pending on the data size this download may take some time Standard file formats e g pdf docx doc xlsx have to be used as attachments If this should be impossible please contact the purchaser in charge or the e biss hotline 5050 Attachments which apply for several positions just have to be attached to the first position The system will inform the purchaser in charge about the shopping cart s attachment fe Beschreibung bearbeiten You may subsequently amend the description file name by selecting your file from the plant view and Alte Beschreibung E2925 APD and electronics for Joerg Strempfer clicking then Beschreibung bearbeiten An addi EEE Elektro tional text field will appear you enter the amended de scription confirm by clicking OK and the operation is completed 8 5 Delivery address Place of performance The section Delivery address Place of performance contains all necessary information about the supply of the goods Here you can see to which place the supplier is going to deliver the goods ordered Goods are normally delivered to the central goods receipt location Zentraler Wareneingang on the DESY area but sometimes also directly to co
75. t to make sure that all positions of your shopping cart marked with Eine Eink ufer gruppe are ordered by a single purchaser The background The standard functioning of the system ensures that for each position the determination of the purchaser in charge is based on the article group the value the site and possibly on the project This can be explained by the necessity that the articles ordered by the purchaser in charge have to perfectly fit together An example You order a microscope the matching table power plug specimen carrier and special tools The entire equipment should therefore be procured by one and the same person The field Anfordernde Gruppe requesting group is according to the default settings al ready completed with the abbreviation of your organizational unit e g V4 In case you should wish to place an order for another group the corresponding group s abbreviation has to be entered Please also study chapter 6 1 page 14 ff 8 3 Account assignment Kontierung The account assignment can be altered in this section It defines the cost responsibility respec tively cost assumption Before placing your order please make sure which cost centre project small project fund order etc is going to bear the costs Positionsdaten erun Notizen und Anlagen Lieferadresse Erbringungsort Bezugsquellen Leistungserbringer Genehmigungsprozess bersicht tr gt und falls n tig die Kosten auf mehrere
76. ted Bestellanforderung Purchase requisition The system creates a BANF out of the order Bestellung Order Bestatigung Confirmation Buchung Booking Transfer to the SAP ERP System The order has been sent to the supplier Receipt of goods at the receiving department Generation of the invoice Reservierung Lagerartikel Reservation The item will be reserved for you in the ware stock item Entnahme Lagerartikel withdrawal stock item 36 von 50 house The article has been removed from the cur rent stock withdrawal etc A HELMHOLTZ GEMEINSCHAFT Part 1 User ec Note In case the purchasing department should have stated a deviating date of delivery you may activate the link Bestellung in order to retrieve the saved date of delivery Details der Backend Bestellung A window opens and you Bestellung 5100009113 may read following data 10 Order number with the Supplier in case of any Positionsnummer Bestellte Menge 1 PKT queries the ordered Nettopreis 72 86 EUR Preiseinheit 1 quantity the net price the Nettowert 72 86 EUR order date and the ex Bestelidatum 06 03 2012 pected date of delivery Lieferdatum 07 03 2012 the supplier s ae as well as the purchasing group Material Werk 01 Warengruppe 23330000 Lieferant RS Components GmbH Bestellbest tigung Einkaufsorganisation 01 Eink ufergruppe 500 8 10 Placing the order Saving the order
77. to take a decision regarding the intended purchase or to eventually make nec essary preparations As soon as the category is found you have to fill in the Bestellformu lar order form All fields marked are mandatory entry fields and have to be filled out Fields with an arrow on the right side are drop down fields and cannot be filled out but a choice out of different option must be made Please enter all in formation regarding the required article For orders exceeding the amount of EUR 5000 additional text fields open former Anlage 1 annex 1 and have to be completed in the best possible way The more precise the infor mation the less possible queries from the purchase department or approver By clicking Hin zufugen zum Warenkorb add to the shopping cart the filled out order form will be added to your shopping cart Please take into consideration that most of these entries can no longer be amended after you have clicked Hinzuf gen zum Warenkorb add to the shopping cart Progukt etatts fer Artizet AL 2520 8 Aspheric Lens 25 0mm EFL 22 0mm B Coating Catalogue order The catalogue order is the fastest way of ordering You are choosing the article via quick search you enter Optica Ermers Lenses Asphenc Lenses Molded amp Precision Polished 32090909 the intended purpose of use as well as the amount and add the article to your shopping cart Normally you don t have to make
78. um Kontierung Lieferant Notizen Anlagen 2 A Z Register aus Karton Knoten 1ST 0 72 EUR 1125 01 2013 Kostenstelle 540 Hinrich Zieger GmbH 3488 7 0 zI A Z Register aus Karton Knoten 1 ST 0 72 EUR 1 25 01 2013 Kostenstelle 540 Hinrich Zieger GmbH 3488 7 0 Gesamtwert brutto 15 23 EUR On completion of the shopping cart s modification and after confirming the button Weiter continue the entire file will be transferred and ordered By confirming the button vorheriger Schritt previous step you are referred to the catalogue view where you may add further articles to be purchased 11 3 Personal template The creation of a personal template is intended to assemble a range of articles which as expe rience shows you regularly order When actually ordering you may decide which positions out of your personal template may in fact be ordered Quantities can be adjusted as per your re quest Whenever you make use of a template please bear in mind to choose the suitable type of ac countment Especially with respect to future purchases it is recommendable to give a meaningful name to your template shopping cart Like this it won t be necessary to open the position overview each time you are looking for your template Creation Create the shopping cart you need Coming from the catalogue view and watching the different positions of your shopping cart you select by drop down the command als Vorlage speichern
79. uring of XXX values genera tion of vaccum closing device for building 11 Bedarfsbegr ndung justification of requirement Why exactly this instrument machine Why this manufacturer Verwendungsdauer Period of use no mandatory field Intended period of use of the article Beschreibung en Description s Detailed description Begr ndung f r die Wahi des Produktes Explanation regarding the choice of the product Explanation Technisch Beauftragter Technical representative The person who is familiar with the instrument machine to be procured and who can be contacted in case of doubt Spezielles beim Lagermaterial Particular stock material Halbzeuge Prefabricated material For stock items being prefabricated parts e g sheets the quantity will be determined under consideration of the dimensions The dimen sions have to be stated Ma einheit Ma einheit MM Abmessungen L nge 1 Breite 1 St ckzahl St ck 1 00 A7 VON Q A HELMHOLTZ GEMEINSCHAFT Part 1 User 7 Filling the shopping cart 7 1 Filling the shopping cart You have found your article or category as described in section 6 14 So as to put the article in the shopping cart please click the small green shopping cart which you find in the Suchergebnisse 76484 Artikel gefunden 0 839 s 0 Position en Preis 0 00 f Sortieren Bezeichnung x Zeige 10 x PB ais results display The list now shows a sepa l ITO

User Manual – Part 1 - Warenwirtschaft / Einkauf

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User Manual &ndash; Part 1 - Warenwirtschaft / Einkauf

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User Manual – Part 1 - Warenwirtschaft / Einkauf