e-SHOP

e-SHOP is Cornell's branded e-procurement system, which allows the user to procure goods and services from a wide variety of selected suppliers through KFS. When a department plans to purchase from a supplier who is in e-SHOP, then e-SHOP must be the procurement method.

Starting a requisition in e-SHOP provides several benefits to the user and the university:

• The e-SHOP shopping cart populates the line item detail in the KFS Requisition (REQS) with Cornell pricing.
• One shopping basket may be created for purchases from multiple suppliers.
• Both users and approvers may store notes on the order, helping to document the history.
• Transaction details are stored electronically.

Roles and Access Rights | Procedure | Workflow | Other Issues

Roles and Access Rights

Initiator: The e-SHOP user acts as the initiator of a shopping cart and is responsible for selecting items through the e-SHOP hosted catalogs and punch-out websites. It is the responsibility of the e-SHOP user to assess whether the proposed request for goods or services is in support of the university's mission.

To obtain access to e-SHOP and KFS, the user should contact their financial transaction or business service center. In preparation for using the system, it is recommended that new users participate in a webinar or complete the tutorial, KFSPUR-400eSHOP-Tutorial. For other training options, visit the e-SHOP Training page.

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Procedure

1. Select a vendor
2. Place item(s) in cart and check out, adding the required business purpose in the available Business Purpose field.
   
   Note: The name of the cart is system-generated, and will automatically fill the Description field on the resulting requisition (REQS).
   
   The initiator can return the cart to KFS or use the Assign Cart feature to assign it to someone else, who will then return the cart to KFS and become the owner of the cart.
    
3. Returning the cart to KFS creates the REQS. The person to whom the cart is assigned will complete the REQS (i.e., enter the account number and any other required information).
   
   Note: Accounting lines are a required field in the KFS REQS. If an account is not entered, the system will return the REQS to the action list of the person who submitted the REQS. The REQS will not route anywhere unless the account number is entered.
    
4. Submit the REQS.
   
   Best practice recommendation: After submitting the REQS, scroll to the top of the page to ensure that the system-generated message, "Document was successfully submitted." appears.
    
5. The order routes as defined within KFS workflow.

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Workflow

Download e-SHOP Workflow (PDF, 230 KB)

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Other Issues

• When commodity codes are marked sensitive, only those users in the route log and those who have sensitive data role can see the order.
• If you create an e-SHOP cart with more than one vendor, a separate requisition is created for each vendor; the first one will display, and the requisitions to the remaining vendors can be accessed from your action list.
• When copying a requisition or cart, verify that pricing is still current and information does not need to be updated (e.g., verify the account number). An e-SHOP REQS is only available for copying for a limited number of days.
• No change orders (i.e., Purchase Order Amendments) can be done on e-SHOP orders. To cancel an order with an e-SHOP vendor, contact the vendor directly and then cancel the item within KFS. If you do not cancel/void the order within KFS, it remains in the system.

Note: Cancelling only a portion of an order can only be done before the REQS is submitted.

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