Building a Successful Shopping Cart in Shop OnLion (11.29.21)
Building a shopping cart that will be successful through the entire procure-to-pay cycle is one of the most important steps to mitigating future issues both in Shop OnLion and with the supplier. Let’s look at the different elements and considerations for building a successful shopping cart.
Delivery addresses in the shopping cart are entered at the line-item level. If you are ordering goods or services that will be delivered to multiple, separate locations line-item delivery address assignments are entered individually to denote those separate locations. In many cases however, all goods or services ordered in a shopping cart will be sent to the same location. In this situation, you can use the default settings of the shopping cart to set the delivery address prior to entering any line-items in the cart.
Delivery Address Resources and Guides:
- Set up your Default Delivery Address for the shopper with this guide.
- Set your Default Delivery Address for the shopping cart.
- Searching for a Delivery Address.
- Verifying that your Delivery Address information is complete.
- Setting a delivery address to a non-PSU location.
Line-item details are important because they help to mitigate issues throughout the procure-to-pay process. Making sure that you have the proper details in your line-item, and that you have provided separate line-items for each good or service that you are ordering, contributes to the success of approval of the shopping cart, the creation of the PO and a successful goods confirmation and invoicing process.
Shopping Carts are processed through a path of approvals that takes them to Purchasing, through the budget and finance operations of the department, as well as other areas (we’ll cover shopping cart approvals in detail in a future article). In many situations, the shopping cart will go to Purchasing first for an initial review where shopping cart construction is checked. Purchasing will check to see that the cart has line items that correspond to the quote or other documentation provided by the supplier regarding what goods or services are being ordered. We want to see that the shopping cart matches the quote at the line item level so that future Goods Confirmations can be completed against each line for each item actually received, and so that future invoices can be paid (completing the three-way match between the PO, the GC, and the Invoice). In the event that the supplier has not provided a line-item level quote, or there is concern that the invoice will come back differently than how the quote is outlined, the shopper should work with the Purchasing Agent and the supplier to verify the correct way to enter the cart so it will be successful.
Product Categories will also be checked to verify that they correctly match the item being ordered. Procurement does not check General Ledger accounts, but the budget and finance approvals may be concerned with their selection. Please consult the Payment Decision Matrix for information on General Ledger accounts and their proper usages.
Selecting the correct supplier is also important as supplier selection on the shopping cart can impact where the PO is eventually sent. Purchasing does have the ability to alter the supplier before issuing the PO, but having the correct supplier listed on the cart alleviates confusion and increases the likelihood of a successful process. This guide can help you if you need aid in searching for a supplier. If the supplier you are looking for is not in Shop OnLion they will need to register. Please direct new suppliers to https://purchasing.psu.edu/suppliers to get registered and to find other important information on becoming a Penn State supplier.
We’ve covered a lot in this article, but it boils down to one important theme – be as detailed as possible with your shopping carts. Being detailed with your information is going to greatly increase the success of the cart, the PO, and all follow-on documents in the process. As always, if you have questions when building a cart, do not hesitate to reach out to the Purchasing staff responsible for that commodity area.