SWS - Profiles

Creating a Profile

Profiles are SWS ordering templates that include specific items and/or quantities that are regularly ordered. Create and utilize a profile to order items in a quick, easy manner. This can be done for both Purchase Requisitions and Inventory Requisitions. To create a profile, follow these steps:

  1. There are two methods of creating a new Profile:
    • Type PUPRF or IUPRF in the Search Field / Command Prompt.
      • PUPRF for a Purchase Requisition Profile.
      • IUPRF for an Inventory Requisition Profile.
  2. Select Requisition>Purchase>Purchase Requisition Profile to create a Purchase Requisition Profile.
  3. Select Requisition>Inventory>Inventory Profile to create an Inventory Requisition Profile.
  4. Select the Plus Icon (+) to create a Profile.
  5. Enter a Document # and Description for the Profile.
    • Document # is limited to 8 characters; this is the title of the Profile.
    • Description has a 48-character limit and should contain the details of the Profile.
  6. Select a Charge Department from the drop-down menu.
  7. Add Items within the Item Details section. To add an item:
    • Select the Add Item / plus icon (+) in the bottom left corner of the screen.
    • Select Add Items.
    • From the Add Items screen, you can search and add for items in various ways:
      • Description 1: enter text here to search for the text in the first line of the item description.
      • Description 2: enter text here to search for the text in the second line of the item description.
      • And/Or: Toggling between And or OR allows you to search for the text entered in Description 1 and/or Description 2.
      • Multiline: Select the Multiline checkbox to search for the text mentioned in the Description 1 and Description 2 fields.
      • Group: Select the group from the drop-down list.
      • Subgroup: Select the subgroup from the drop-down list.
      • Class: Select the class from the drop-down list.
      • Item #: Enter the unique line-item number.
    • Select Search.
    • The items are displayed in the Item Product Class Browse section. Select the checkbox for your preferred product class. The items that belong to the selected product class are displayed in the Section Items section.
    • Select the checkbox for the desired item(s) underneath the Select Items section.
    • Select Add Items. The Added Items are then displayed in the Purchase Requisition Profile under the Item Details section.
  8. Select Create.
  9. Add any additional Comments, Remarks, updated Item Descriptions, etc. to the Profile. Find out more about these processed in their respective Purchase Requisition Entry and Inventory Requisition Entry Job Aides.
  10. Select Save. The created Profile can now be used to create a new requisition.

Creating a Requisition Using a Profile

Profiles are accessed through the requisition entry process. Both Purchase and Inventory Requisition Profiles can be used to create a new, respective requisition. To use a Profile to create a new requisition, follow the below steps:

In this instructional example, we will be creating a Purchase Requisition from a Purchase Requisition Profile. A similar process would be used to create an Inventory Requisition from an Inventory Profile.

  1. Type PUREQ in the Search Field / Command Prompt OR select Requisition>Purchase>Purchase Requisition Entry.
  2. Enable toggle towards Profile.
  3. Select a Profile from the list of saved Profiles.
  4. Update the Quantity for the items you want to order:
    • Enter the Quantity for an item under the Quantity section. To adjust an item quantity:
      • Select the zero to adjust the quantity by manually typing the number or utilizing the navigational arrows.
      • Click away from the field. The quantity is automatically updated.
      • NOTE: Items which are not being order in the requisition can be left with a zero quantity; these items do not need to be deleted from the requisition.
  5. Select Create.
  6. If needed, update the Price of items if they do not automatically populate if you have the appropriate access. To adjust an item’s price:
    • Select the zero to adjust the price by manually entering the price of the item.
    • Click away from the field. The price is automatically updated.
  7. Add any additional Comments, Remarks, updated Item Descriptions, etc. to the Profile. Find out more about these processes in their respective Purchase Requisition Entry and Inventory Requisition Entry Job Aides.
  8. Select Save.
  9. After all items have been added, review the Purchase Requisition for any additional updates. When ready, select Submit. Disregard the “Update Line Item Due Date” as this date automatically defaults to the next day; Purchasing and Warehouse do not follow this due date.
  10. Select Submit.
  11. A Document Disposition appears. If needed, print the document. Otherwise, select Submit.
  12. A confirmation window appears notating that the document approval message has been sent. Select Close.

Modifying a Profile

Over time, a profile may need to be updated to meet business needs. To modify a profile, follow these steps:

  1. Type PUPRU in the Search Field / Command Prompt. All available Profiles will be displayed in this window.
  2. Select the Profile you would like to modify.
  3. Update any of the following fields within the Profile:
    • Document #
    • Description
    • Charge Department
    • Add Items
    • Modify Existing Items
    • Modify Comments and/or Remarks
    • Item Details
    • External Descriptions
  4. Select Save.

Copying a Profile

After a profile has been created in SWS, it can be copied to simplify the creation of additional, similar Profiles.

  1. Type PUPRU in the Search Field / Command Prompt. All available Profiles will be displayed in this window.
  2. Locate the Profile you would like to copy.
  3. Select the Copy icon to the right of that Profile.
  4. A new Profile entry appears. Follow steps 3 through 8 in the Creating a Profile section of this Job Aide. Please note:
    • Document #: enter a new title for the Profile.
    • Description: enter a new description for the Profile.
    • Charge Department: select the drop-down to change this department.
    • Items: can be modified and/or deleted (select the Trash icon to delete an item line).
    • Comments and/or Remarks: select either icon to modify/update.
    • Item Description: select the ellipses to modify the Details or External Description.
  5. Select Create.

 

To review images or save/download/print a copy of this Job Aide, please select the pdf attachment.

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