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Purchasing Henry Schein Punchout Training Guide

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Henry Schein Punchout Training Guide Version Number: 1.0 Date: 8/31/2011

PPuurrcchhaassiinngg South Dakota Board of Regents

Human Resources/Finance Information Systems


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Table of Contents Page

Introduction 2 Overview, Intended Audience, Documentation and Disclaimer 3 Instructions 4 User Selectable Account 4 Switch Account 5 Searching for Products 6 Searching for Products Using Keywords 6 Standard Search 6 Advanced Search 7 Browsing Supplies 8 Searching Products by Category 8 Searching Products by Manufacturer 9 Narrowing Browse Results 10 Sorting Browse Results 11 Substitute or Related Items 12 Displaying Item Images 13 Displaying Item Pricing 13 Viewing Product Details 14 Viewing Item Status 15 Adding Products to Your Order 15 Clearing Your Order 15 Order by Item Code 16 Speed Entry 17 Quick Order 18 Order from History 19 Shopping Lists 21 Viewing Shopping Lists 22 Sorting Shopping Lists 23 Modifying Shopping Lists 23 Ordering from Shopping Lists 24 View Sales & Promotions 24 Submitting Requisitions 25 Submitting Requisitions 25 Modifying Cart Contents 26 Order Status 27 Order Failures/Issues 27 Order Acknowledgement 27 Delivery 29 Returns, Changes, Order Cancellations 30 Miscellaneous Information 31 Contact Information 34


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Introduction Overview The purpose of this manual is to discuss the general use of the Henry Schein punchout catalog. This document will provide step‐by‐step procedures for various functions of the catalog so that all end‐users will have success in submitting an order using the punchout.

Intended Audience This manual will be used by super‐users and Requestors in the SDezBuy application.

Documentation and Disclaimer None


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Instructions User Selectable Account Upon first entry into the Henry Schein punchout catalog, you must select from the two available account options: Henry Schein Athletic/Medical account or the Henry Schein Dental account. The choice of account determines the page to which you will be directed and the catalog(s) which are available to you. The user will be able to reset their preferred account at any time. The Henry Schein punchout catalog is based upon an E&I Cooperative agreement #CNR01089. Items purchased from this catalog may be subject to bidding by the purchasing office/buyer assigned to the order. 1. Select the account option that is the best fit for your purchases – Henry Schein Athletic/Medical or

Henry Schein Dental. 2. Click on the Submit button.

If you select Henry Schein Athletic/Medical – this is the list of supplies that will be available to you.


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If you select Henry Schein Dental – this is the list of supplies that will be available to you.

Switch Account 1. On subsequent visits to the punchout catalog, you will automatically be directed to the account you

chose on your first visit. If you need to shop using the other account, click on the Switch Account link in the Supplies section of the left navigation menu and you will be offered the two above options again.

2. Click in the radio button of the account of your choice.

Supplies Section


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Searching for Products Searching for Products You can search for products and add them to your order from any of the following: Keyword Search Browse Supplies Searching for Products Using Keywords Standard Search 1. Click in the Search field in the header area on the home screen of the Henry Schein punchout.

2. Enter one or more keywords in the Search field at the top of the page. The keywords may include

any of the following: a. Product's Description b. Manufacturer's Name c. Manufacturer's Item Code d. Category e. Subcategory f. National Drug Code (NDC #)


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3. If you want to search within your previously purchased items only enter a keyword. Then, click within Items Purchased. Otherwise, it will search the entire catalog.

4. Click Go or press the ENTER key. The search results will be displayed.

Advanced Search 1. Click Advanced Search at the right of the Standard Search. The following Search screen appears.

2. Enter one or more keywords in the Search field. The keywords may include any of the following:

a. Product's Description b. Manufacturer's Name c. Manufacturer's Item Code d. Category e. Subcategory

3. If you want to search within your previously purchased items only enter a keyword. Then, click within Items Purchased. Otherwise, it will search the entire catalog.

4. Select from three available methods to search for products: a. Contains b. Match Words c. Begins With

5. If you are logged in and want to save this search method for the next time you login, click Save the above as my preferred Search Method for all searches on this site. This search method will be used every time you login until you disable it.


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6. Once you select your preferred search method, click Find.

7. The search results will be displayed.

Browsing Supplies Searching Products by Category or Manufacturer You can search for products by category or manufacturer. Searching Products by Category 1. To search for products, click the Browse Supplies link in the column to the left.


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2. Click on the Categories tab.

3. Click the desired category to display products. The browse results are displayed. Searching Products by Manufacturer 1. To search products by manufacturer, click the Browse Supplies link in the column to the left. 1. Click on the Manufacturers tab. The manufacturers are displayed alphabetically. 2. Click the appropriate letter across the top to display the desired manufacturers within that letter. 3. Click the desired manufacturer. The browse results are displayed. After searching by category or manufacturer, the browse results are displayed. Depending on the previous selection and availability, you can further narrow or sort the results.


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Narrowing Browse Results You can narrow the results by Category or Starts With 1. Click the desired link from the available list:

a. Category b. Starts With

This scenario “Category” is selected.

2. Click on a category from the pop‐up list. Example: Tape.

3. Scroll down to locate the item being searched.


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4. To further narrow search results, scroll back to the top and select Subcategory. 5. Click on one of the subcategories from the pop-up list.

Sorting Browse Results Sort the results by selecting the desired sort type from the Sort by drop‐down list: Description Manufacturer Last Purchased Date — Only if you are logged in Best Match Example: Browse Supplies by Category. Category is Gloves. 1. Click on the down arrow to reveal the Sort by options. 2. Click on the desired option from the drop‐down list. In this example we will select Description.

3. The screen refreshes and the product descriptions appear in alphabetical order.


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Substitute or Related Items If available, substitute items are displayed below an item when the availability is "Temporary Unavailable" or "Discontinued." 1. Click on the product description for the item with a Item Status of Yellow or Currently on Backorder.

2. Click on the Related products available for this item link or the Related Products tab. A list of

related items appears which may be an acceptable substitute for the item needed.


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3. If one of the options is acceptable add a quantity in the Qty field and click on the Add to Order button.

Displaying Item Images To display images, click Show Images. NOTE: Depending on the amount of items displayed, selecting "Show Images" may increase the page loading time. Displaying Item Pricing To display item pricing, click Show Pricing. If available, an item's inventory status may be displayed. NOTE: Depending on the amount of items displayed, selecting "Show Pricing" may increase the page loading time. If "Show Pricing" is not selected, paging will be eliminated and the number of results displayed on a single page will increase.


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Viewing Product Details To view product details: 1. Click the underlined product description link.

2. The Product Detail pop‐up reveals more information regarding the selected product. 3. Click on the Close Window link to return to the previous screen.


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Viewing Item Status

Item status indicators are provided in search results to inform the user of delivery expectations. In some cases there is a warning indicator below the product description. When hovered over or clicked on with the mouse the indicators reveal delivery information or return policy.

Adding Products to Your Order To add products to your order once the results are displayed: 1. Scroll‐down the list to select the product you wish to order and enter the desired quantity. 2. Click Add to Order. 3. If multiple pages are displayed, go to the desired page. You need to add products to your order on

each page before proceeding to the next.

4. Repeat steps 1 through 3 for all the products you wish to order. Clearing Your Order To clear your order: 1. Click Clear Order.

2. Click Yes to confirm. Your entire order will be cleared.


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Order by Item Code This function is found on the homepage, within the navigation in the Supplies area or on the My Order page. The feature allows you to enter an item code and quantity to add to your cart. 1. Enter an item code and quantity in the Supplies section, Item Code area. 2. Click the arrow. 3. To enter more than one item:

a. Click Enter More.

4. The item is now in the shopping cart as noted at the top of the screen. There are various options to Update Quantities, Recalculate order or Submit Requisition from this screen.

5. Click on the camera icon below the product description to view an image of the item and item status.

6. Click on the Continue Shopping icon to return to previous screen. 7. Add another Item Code and Qty directly from this My Order screen. Then click on the Add button. 8. Click on Clear Order at the bottom of the screen to remove contents from the shopping cart.


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Speed Entry To quickly enter multiple item codes: 1. Click Speed Entry on the left of the page.

2. Enter an item code and quantity for each product you need. 3. Click the arrow to add the product to the list. The products will be looked up in our product catalog

and the name and price should be displayed. If the product was not found, there will be an error message.

4. When finished entering item codes, click on the Add to Order button.

5. All items have been added to the cart and are editable.


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Quick Order If you wish to enter item codes and quantities for up to twenty products at the same time, then you can use the Enter More feature. This feature is included in the Item Code feature and is located below the Item Code field. To use the Enter More feature: 1. Click the Enter More link. 2. Enter up to twenty item codes and quantities. 3. Click Add to Order.

4. There will be a short delay as the system looks up each item code in the product catalog. The page

will then refresh itself with your My Order page containing all the products you have successfully added to your order.

5. From here you are able to change quantity or delete items and add additional item codes or Continue Shopping.


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Order from History This feature allow you to view a list of items you have previously purchases and reorder from that list by just entering a quantity. To order from history: 1. Click Order from History under Supplies on the left of the page.

2. If viewing orders:

a. Click the Orders tab. 3. Then, click the drop‐down list to select an order. The products purchased for the order will be

displayed below. 4. Select an order to view its details. 5. Select a product and enter a quantity in the Reorder box. Repeat for all the products you wish to

reorder. 6. Then, click Add to Order.


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7. If viewing items purchased: a. Click the Items Purchased tab. b. Your items purchased will be displayed along with their

images. 8. Click Show Images and/or Show Pricing if you want to view history with those options. 9. Enter the quantity next to each product you wish to reorder. 10. Then, click Add to Order.


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Shopping Lists Shopping Lists allow you to group products together and save them in a list so that they can be retrieved at a later date for easy item re‐ordering. This eliminates the need to search or browse for products each time you wish to place an order. Saving Entire Order to a Shopping List 1. Search for and add items to the shopping cart. 2. Click Save Entire Order to a Shopping List.

3. Select a desired shopping list:

a. Add items to a new shopping list. Enter a new shopping list name in the field. Note: Field is limited to 50 characters.


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b. Add items to an existing shopping list. Select from the drop‐down list.

4. Select a sharing option. a. Click Save

Viewing Shopping Lists To view shopping lists: 1. Click Shopping Lists on the left of the page. All the current shopping lists, you have created or have

been given access to by others in your account will be displayed.


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Sorting Shopping Lists 1. To sort the shopping lists displayed, select the sort type from the sort by drop‐down list.

Modifying Shopping Lists To modify an existing shopping list: 1. Click View/Modify to the right of the shopping list.

2. The list of products from the shopping list, are displayed.


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Ordering from Shopping Lists 1. Click Shopping Lists on the left of the page. Any shopping lists that exist for the current location will

be displayed. 2. Click View/Modify to the right of the shopping list. The list of products from the shopping list is

displayed. 3. Select the product you wish to reorder by clicking the check box to the right of the product. If you

wish to reorder all the products in the list, click Select All at the top. 4. Click Add Checked Items to Order.

View Sales & Promotions The Henry Schein Sports Medicine Catalog, Henry Schein School Nurse Supply Guide and the Henry Schein Dental Merchandise catalog have E&I price discount applied. Other virtual catalogs are available for viewing and ordering, but so not carry a discount. It is best to get a quote from Henry Schein rather than order these items through the punchout.

1. Click on Sales & Promotions on the left of the page. 2. Click on View Our Online Catalogs and Flyers. 3. Click on the desired catalog icon. The Virtual Catalog page will be displayed. View pages of items as

appropriate.

4. When you have found the product you are searching for, click its item code. 5. Enter a quantity. Then, click the Add to Order button.


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Submitting Requisitions Submitting Requisitions When you are ready to place your order: 1. Click My Order on the top‐right of the page. All items in the cart are displayed. Quantity values may

be edited by modifying the numeric value in the Qty field and clicking the “Update Quantities” button. Items may be removed by clicking the trash can icon located beside each item.

2. Click the Submit Requisition button to send the contents of the shopping cart from the punchout to

SDezBuy. The punchout session will close.

3. The shopping cart in SDezBuy will include the item code (which becomes the Part Number),

description, quantity, UOM, price , UNSPSC code, hazardous material and controlled substance flags. (Note: you may need to click on the product description to view all information).

4. Review your order and click Proceed to Checkout or Assign Cart.

5. After your order is placed, you will receive an e‐mail order confirmation.


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Modifying Cart Contents The Henry Schein punchout catalog allows for editing from the shopping cart in SDezBuy. The Modify Items link found in most punchouts is not supported by Henry Schein, thus you will not be required to return to a punchout session to make changes to your cart contents. To change the quantity 1. Click in the quantity field. 2. Highlight or backspace over the existing quantity. 3. Enter the new quantity. 4. Click on the Update button for that line. The cart will recalculate for a new total.

To remove items from the cart 1. Click in the checkbox to the right of the unit price for the item to be removed. 2. Click on the Perform an action on drop‐down list 3. Select Remove Selected Items from the drop‐down list. The item is remove from the cart. To add a non‐catalog item to the cart 1. Click on the Add Non‐Catalog Item button within the Shopping Cart. 2. Enter Product Description, Catalog No. Quantity, Price Estimate, Packaging, and UOM. 3. Click on Save and Close or Save and Add Another. The item has been added to the cart.

Review your order and click Proceed to Checkout or Assign Cart after modifying cart contents.


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Order Status Order Failures/Issues Henry Schein asknowledges that they have a system in place to address PO failures/issues. Henry Schein will receive a PO failure notice from the SDezBuy system and will manually review within 24 hours of notice and correct the situation. If a Requestor is concerned about a failed PO, the user will call Henry Schein Customer Service. Order Acknowledgement The Requestor on the order will receive an emailed order acknowledgement within 24 hours after Henry Schein has received the order. The best way for the Requestor to track the order after receiving the order acknowledgement is to call Henry Schein Customer Service with the PO number. The main Customer Service phone number is 1‐800‐472‐4346. There are several important phone numbers available by clicking on the Contact Us link in the upper‐right corner of the screen. There is also a list of contacts at the end of this guide. Sample Order Confirmation Email


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Sample Order Confirmation Attachment


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Delivery Delivery Orders from the Henry Schein catalog that have been mentioned in this guide contain E&I agreement pricing which includes shipping costs in the price. No additional shipping charges will occur on invoices for standard delivery. If the order contains oversize equipment or if the user has expressed a need for expedited delivery in the External Note at the Header, charges may appear on the invoice. If you wish to pay an additional fee for expedited (rush) delivery, you may contact our Henry Schein representative noted on the last page of this guide, for a quoted delivery price. The sales rep. will generate a quotation for the items you wish to purchase including a separate line item for expedited delivery costs. A non‐catalog item can then be added to the cart/requisition in SDezBuy with “Expedited delivery” as the product description and the quoted price as the Unit Price for that line.


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Returns, Changes and Order Cancellations Returns, Order Cancellations or Changes to Purchase Orders Cancellations and Changes If order cancellation is desired, the best practice is to call Henry Schein Customer Service at 800‐472‐4346 as indicated on the last page of this guide. Returns If a return is needed, an RMA can be requested by calling Henry Schein Customer Service as above or by visiting www.henryschein.com. RMA’s are required for all returns. Instructions for Returns are also on the papers provided with a shipment. Sample Returns Information page that is provided with the packing list in the shipping box. It includes instructions for the return process.


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Miscellaneous Information Adding Non‐Catalog Items to a Henry Schein Punchout Order Non‐Catalog items can be added to a Punchout order after the cart is returned to SDezBuy. Catalog and non‐catalog items will then appear on the same PO. Changes to a Henry Schein Punchout Cart Users can make changes within the SDezBuy application without reopening the punchout session. Although there is not a “modify items” link back to the punchout, users can update the quantities or remove items within their cart within SDezBuy. External Notes External notes are accepted at the header level and are passed through and sent to the account rep. for review. Order Confirmation and Shipping Confirmations Order confirmation via email from Henry Schein will be received by the user listed on the PO. Shipping confirmation is not available with this punchout. Duplicate Order Prevention If a duplicate PO number for the same shipping location is submitted, it will be rejected. Timeout Inactive punchout sessions will expire or timeout after two (2) hours of inactivity. The cart will be saved so the user does not have to start over.


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Sample Shipping Label


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Sample Packing List


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Contact Information Use the Henry Schein punchout to conveniently access Henry Schein customer service representatives for any questions or concerns you may have. 1. Click on the Contact Us link in the upper‐right corner of the screen. A list of contacts is presented.


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Henry Schein Account Manager Casey Silvas Regional Manager Ph. (913) 796‐6126 Fa. (816) 830‐5645 [email protected]

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