Chapter 3   How Do I Use iPlanet BuyerXpert?


The tools provided with iPlanet BuyerXpert include a number of graphical interfaces, each with its own login and Help system. As users log into the chosen interface, iPlanet BuyerXpert evaluates their membership profiles and determines which interface functions they are authorized to access. When the graphical screens appear, they display functions that the particular user is authorized to use. Functions that are not available to the user are either not displayed at all, or are and dimmed.

In addition to graphical interfaces, iPlanet BuyerXpert provides an Import/Export utility (available through the Admin interface), and a collection of reports.

This chapter contains the following sections:

• iPlanet BuyerXpert Tools

• Catalog Manager Interface

• Installer Utility

iPlanet BuyerXpert Tools

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The suite of tools provided with iPlanet BuyerXpert include:

• iPlanet BuyerXpert User Interface

• iPlanet BuyerXpert Administrative Interface

• Import/Export Tab

• Process Manager Interface

• iPlanet BuyerXpert Reports

iPlanet BuyerXpert User Interface

The iPlanet BuyerXpert User interface is used to buy, approve, track, or receive goods for your organization. After login, a welcome screen appears that is similar to the screen shown in Figure 3-1.

Figure 3-1    iPlanet BuyerXpert User Interface

Online Help for the User Interface

For information about how to use the interface, click Help in the toolbar. The Help home page appears, as shown in Figure 3-2.

Figure 3-2    iPlanet BuyerXpert User Interface Help Contents Page

iPlanet BuyerXpert Administrative Interface

The iPlanet BuyerXpert Admin interface allows an administrator to add, delete, and update the iPlanet BuyerXpert database directly using graphical screens.

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Note	To see changes, iPlanet BuyerXpert must be restarted. Therefore, it is important to plan such changes to occur when users are not inconvenienced by the restart.

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Updating data can also be done using the Import/Export utility. While the Import/Export utility is preferred for large amounts of data, the Admin interface is more accessible for entering or updating small quantities of data.

After you log into iPlanet BuyerXpert, a screen appears displaying three tabs:

• Organizations tab

• System Data tab

• Import/Export tab

Organizations Tab

If a superadmin logs into iPlanet BuyerXpert, a screen appears that is similar to the screen shown in Figure 3-3.

Figure 3-3    iPlanet BuyerXpert Organizations Tab for Superadmin

The superadmin clicks the link to the appropriate organization, then views, updates, or adds information.

If the administrator is an orgadmin, a screen appears that is similar to the view shown in Figure 3-4.

Figure 3-4    iPlanet BuyerXpert Administrative Interface for Orgadmins

In this case, the orgadmin is logged directly into the screen for her organization. The links on this screen connect to categories for a specific organization, such as BuyerCompany.

System Data Tab

The System Data tab, shown in Figure 3-5, contains links that allow the iPlanet BuyerXpert administrator to configure information for the entire iPlanet BuyerXpert system.

Figure 3-5    iPlanet BuyerXpert System Data Tab

Import/Export Tab

With the Import/Export tab, the administrator can use the Import/Export Utility rather than the administrative interface (organization and system data tabs).

The Import/Export utility allows the administrator to import batch data from external import data files into the iPlanet BuyerXpert database. This utility also allows the administrator to export business rules. After an import data file as been created, the administrator accesses the Import/Export utility by logging into the Admin interface and clicking the Import/Export tab. The welcome screen for the Import/Export utility appears, as shown in Figure 3-6.

Figure 3-6    iPlanet BuyerXpert Import/Export Tab

In this screen, the administrator specifies the file(s) to be imported and creates an import session that uploads the data into iPlanet BuyerXpert.

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Note	Further information and procedures on importing are contained in the online Help and the import chapter of the Administrator's Guide.

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Online Help for the Administrative Interface

For information about how to use the Admin interface, click Help at the top of the screen. The administrative Help home page appears, as shown in Figure 3-7.

Figure 3-7    iPlanet BuyerXpert Admin Interface Help Home Page

To view the Help contents, click the Contents button at the top of the screen. The content topics appear in the left frame. The topics expand and collapse when clicked. That is, when you click a topic, the sub-topics appear, or disappear if they are already displayed.

When you click a Help topic, the corresponding Help text appears in the right frame. If you are new to the system, you should begin by reading the Getting Started topic.

The Glossary and Index buttons at the top of the screen provide additional information and navigation tools.

Process Manager Interface

The Process Manager interface is used by the iPlanet BuyerXpert administrator when creating the approval flow for his/her organization.

The approval flow identifies how the approval process works for your organization from the time a requisition is submitted for approval until the requisition is approved (or declined) and sent as an order to the seller for fulfillment.

The Process Manager welcome screen is shown in Figure 3-8.

Figure 3-8    Process Manager Welcome Screen

iPlanet BuyerXpert Reports

iPlanet BuyerXpert provides the following types of reports:

• User Reports

• Manager Reports

• Admin and Superadmin Reports

These reports categories correspond to business rules that can be set at the company or person level.

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Note	For details on the contents of the reports, refer to the User interface Help. For information on configuring and writing reports, see the iPlanet BuyerXpert Administrator's Guide.

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Table 3-1    iPlanet BuyerXpert User Reports

Report Category	Report Title
Requisitions	My Requisitions
	My Approved Requisitions
	My Cancelled Requisitions
	My Declined Requisitions
Contracts	Items Per Contract
	Items Per Contract Grouped by Seller
	Orders Per Contract
	Orders Per Contract Grouped by Sellers
	Seller's Contracts
Other	Supplier's Performance
	Invoice Matching

Table 3-2    iPlanet BuyerXpert Manager Reports 

Report Category	Report Title
Requisitions	Requisitions by Employee
	Approved Requisitions
	Cancelled Requisitions
	Declined Requisitions
Spending	OrgUnit Vendor Spending

Table 3-3    iPlanet BuyerXpert Admin/Superadmin Reports 

Report Category	Report Title
Audit Reports	Audit Report by Costcenter
	Approval Report
Performance Reports	Requisition Activity Register
	Requisition by Department- Summary
Performance Orders Requisitions	Vendor Activity Detail
Productivity	Vendor Average Order Size
Productivity Requisition	Item Requisition Activity Summary
	Vendor Activity Detail
Receiving Reports	Average Delivery Time by Product
	Average Delivery Time by Vendor
	Average Delivery Time by Product Vendor
	Receive Status by Cost Center
	Receive Status by Product
	Receive Status by Requisitioner
	Receive Status by Ship-to-Location
	Receive Status by Vendor
Requisition Reports	Requisitions by Employee
	Approved Requisitions
	Cancelled Requisitions
	Declined Requisitions
	Item Requisition Activity Detail - by Amount
	Item Requisition Activity Detail - by Quantity
Spending Reports	Spending
	Org Unit Vendor Spending
	Spending by Costcenter
	Spending by Product
	Spending by Requisitioner
	Spending by Vendor
	Timecards Project Spend Report (Admin Reports only)
Other Reports	Item Summary Listing
	Large Purchase by Order
	Large Purchase by Item
	Small Purchase by Order
	Small Purchase by Item

Catalog Manager Interface

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Because suppliers organize product information into catalogs, buyers need a consistent way to access products from different sellers. Catalog Manager was developed to meet this need.

The Catalog Manager interface is used by the iPlanet BuyerXpert administrator to:

• Create catalogs—set up a new catalog

• Create classifications for catalog items

• Edit hierarchy

• Edit catalog items

The Catalog Manager welcome screen is shown in Figure 3-9.

Figure 3-9    Catalog Manager Welcome Screen

Installer Utility

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The iPlanet BuyerXpert Installer utility is available to ease the process of installing the iPlanet BuyerXpert software.

Installer features:

• The Installer comes with a graphical interface, and can also be run from the command line.

• A single script is invoked to install iPlanet BuyerXpert.

• The Installer uses Setup SDK 5.0.

• iPlanet BuyerXpert is installed into a single directory schema; same root directory, similar sub-directory structure.

• The Installer is certified on the Solaris operating systems.

To configure for interoperability of iPlanet BuyerXpert and iPlanet Market Maker, you must install iPlanet BuyerXpert software before installing iPlanet Market Maker software. Interoperability options are built into the iPlanet Market Maker Installer. If iPlanet BuyerXpert is not already installed when you reach these queries, the iPlanet Market Maker installation cannot proceed.

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Note	For full instructions on using the Installer, refer to the version 4.5 installation guides for iPlanet BuyerXpert and iPlanet Market Maker.

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