Shopping Alerts:
Here are some important things you need to know about shopping in the new system. Please review them before you continue. To continue, click on "Shop"

** AJ Stationers - Confirmations/Goods Receipts ** (11/09)
Effective Monday, November 12, Goods/Services Confirmations will be automatically generated for AJ Stationers orders. JHHS and JHU users will no longer need to process Goods Receipts on purchase orders to AJ Stationers.

JHHS employees should continue using the shopping cart process to order all printer and copy paper from AJ.

**JHU Only**
AJ Stationers has been a participating HopkinsSelect eMarketplace Catalog Supplier. To ensure that the correct negotiated pricing is entered on the purchase order, please use HopkinsSelect eMarketplace for all your AJ Stationers orders.

Any questions, please contact Supply Chain Shared Service 443-997-5600.

** HopkinsSelect eMarketplace and Procurement Compliance ** (10/11)
To insure the University is in compliance with OMB Circular A-110 and the Federal Acquisition Regulations (FAR), orders placed directly by departments with HopkinsSelect eMarketplace suppliers should not exceed $25,000.

Orders with HopkinsSelect eMarketplace suppliers greater than $25,000 should be sent to Supply Chain Shared Services for review and processing.
For further information, please contact Supply Chain Shared Services at 443-997-5600.

** Professional Press Orders ** (10/8)
Effective Monday Oct. 1st - All orders placed with Professional Press for JHH stationary supplies, (envelopes, business cards, stationary, etc.) will no longer be handled through the shopping cart process and will NOT require a purchase order number.

For JHU users you will be able to use the P-Card process

We have placed the Professional Press New Order Form on the Supply Chain Shared Services website at:
http://ssc.jhu.edu/supplychain/forms/prof_press.pdf

Your cost center/order number will be required to place an order through this process. The completed order form can then be faxed directly to Professional Press along with any samples relating to the order. Professional Press' fax number is 410-521-5400. Any questions regarding your orders will be handled thru Professional Press customer Service 410-521-2679

The vendor will bill against the cost center/order number directly. You will see these charges on your expense reports. As always, please review your expense reports to validate these charges.

Any questions please contact Supply Chain Shared Services Center at 443-997-5600 and thank you for your cooperation.

NEW ERRORS/PROBLEMS ALERTS:
--Receiving goods – the so-called three-way match – is an important step in the new supply chain process. As an SRM Requisitioner – unless goods are received at a receiving dock -- you will need to confirm the receipt of goods before a vendor can be paid. This is handled within the “Go Shopping” tab under “Confirm Goods/Services.”

To create the receipt:

1. Go to “Confirm Goods, Services” in your shopping cart.
2. Enter the P.O. number, making sure the time frame is blank.
3. Click on “start.”
4. Execute by clicking on the “Create Confirmation” icon in the action field.

For more detailed instructions, please see: Goods Receipt Job Aid.

If you have any problems or aren’t sure of how to create a goods receipt please contact the HopkinsOne support desk at 410-735-4500 or send an e-mail to: hopkinsonesupport@jhmi.edu

--Quantity Discrepancy message. If you receive a Quantity Discrepancy e-mail message, it means a "Confirmation/Goods Receipt" has not been performed. To learn how to address this situation, see this job aid:
Quantity Discrepancy.

--“Office Depot - Confirmations/Goods Receipts”
Goods/Services Confirmations are automatically generated for Office Depot orders. If you need to contact Office Depot regarding your order, call 800-521-3939 and reference Johns Hopkins account 41205063.

--“Truck Icon vs Confirm/Goods/Services tab”
Please DO NOT use the “truck” icon in the Check Status tab to perform a Goods/Service Confirmation. Always use the Confirm Goods/Services tab.

--“Vendor Text” – Please be sure to note, that vendor text is not sent to our cXML vendors: Office Depot, Sigma Aldrich, Invitrogen, Fisher Scientific, and Dell Computer.

To add Vendor Text (text that will be printed on the PO, viewable by the vendor), toggle to Vendor Text by clicking on the drop-down arrow next to Internal Note and select "Vendor Text." Add your text in the space below and click on "Copy Text."

Attachments can be added by clicking on the "Browse" button and selecting a file; then click on the "Add" button. You may also enter a description to the file.

KEY TIPS TO AVOID PROBLEMS:
-- “Airgas Shopping Carts” -- When ordering items from Airgas, the Shopping Cart must include the following:
1. Airgas Account Number
2. Old PO#, if new one replaces an existing blanket PO
3. Name of contact person and telephone number
Include the above information in Vendor Text, under Documents and Attachments.

To establish an Airgas account number, please contact Brenda Welsh, 410-636-1486, at Airgas. For additional information regarding Airgas eMarketplace Shopping Carts, please contact Judy Zimmer, 443-997-5600, Supply Chain Shared Services.

SHOPPING:
If you will order supplies or services for Johns Hopkins in the new system, please take a look at these shopping cart video demonstrations that will 1) show you how to do your first-day settings; 2) demonstrate the most commonly used shopping cart type; 3) show you how to check the status of an order and 3) Demonstrate the use of Blanket Purchase Orders. Go to Shopping Cart demos.

For instructions on how to set up your shopping cart settings, see:
First Day Settings for Shopping Cart.

For instructions on how to create and complete the most common shopping cart type, see:
Shopping Cart Instructions.

For a list of legacy Purchase Order Numbers that were converted into the new SAP system, see:
PO Reference Cross Walk

For important shopping tips and reminders, see:
Important Shopping tips and reminders.