The following requirements can be entered as shopping baskets with easyBANF:

• Normal orders:
  • Purchasing variant centralized (procurement by EVM) or decentralized (procurement directly by organizational unit, only up to 5000 euros)
    
  • Financing major research task and university task
    
  • Goods receipt centralized (North Campus) or decentralized (other campuses)
    
• Orders from catalogs and web stores (incl. KIT warehouse)
  
• Service requests
  
• Transportation orders
  
• Hospitality orders
  
• Waste delivery orders
  
• Shipping orders
  

The approval of shopping baskets takes place in the general inbox in UP.

What functions are available in easyBANF?

The following functions are available after calling up easyBANF in UP:

• Shopping cart overview: Overview of all previously created shopping carts. Goods receipts are posted here. In addition, shopping baskets and items can be copied to the current shopping basket.
  
• Wish list: Saved favorites
• Shopping cart: Current shopping cart
  
• New item: Here you can create a new item for the current shopping cart.
• Personal settings: Setting up and managing teams

You can also access the various functions (except personal settings) and the easyBANF start page via the easyBANF navigation list.

What has changed compared to SRM?

The main changes compared to the previous SRM are

• Modern interfaces: easyBANF is based on the latest SAP concepts and technologies, is integrated into the User Portal (UP) and can therefore also be used with mobile devices.
  
• Bilingual German-English: easyBANF is available in German and English. Please note, however, that not all data (e.g. account assignment elements) is available in two languages.
  
• Fewer requests for authorizations required: Where possible, authorizations are automatically drawn from existing data (e.g. budget managers, organizational management).
  
• Reduction of necessary entries: When creating shopping baskets, automatic derivation reduces the number of entries required. For example, the hazardous substance property and material group are derived from the product category, the tax code and investment property from account assignment details and e-mail addresses and telephone numbers of persons from the personnel data stored in SAP.
  
• Consideration of KIT 2.0: The processes have been adapted to KIT 2.0. This means that, among other things, a shopping cart can contain items from university and large-scale research tasks. Furthermore, the different goods receipt processes to the campus now function independently of the company code.
  
• New funds precommitment for shopping baskets: A funds precommitment is created for shopping baskets that are under approval. This will also be visible in the financial reports.
• New delivery address structure: The delivery address is built automatically from the information in the shopping cart and has been adapted to the needs of suppliers (limited number of lines and characters).
  
• More transparent approval workflows: The approval workflow has been simplified and optimized. The approvers are now only determined on the basis of the account assignment (and no longer from organizational management). New in the approval workflow are the approvals previously carried out outside of an electronic workflow by L2 (department heads, service units) and L1 (Executive Committee) as well as the budget checks by FIMA.
  
• Approval only in the inbox in UP: The approval of shopping baskets is now only carried out in the inbox in UP. The previous approval by e-mail no longer exists for technical reasons (e.g. IT security).
  
• Copying instead of default settings: There are no more presets. Copy functions are used instead.
• Documentation of decentralized procurements in easyBANF: In future, decentralized procurements will be documented in easyBANF. Corresponding mandatory fields and document upload options are available.
  

Shopping carts for orders go through the following approval workflow:

Authorizations

Authorizations are for the most part initially assigned automatically from existing data when going live. Authorization requests are usually necessary during operation. A new "Request authorization" app is activated in UP shortly before easyBANF goes live.

The approval levels for L2 and L1 are also determined automatically from Organization Management. For the other levels, please contact servicedesk∂scc.kit.edu.

A shopping cart always consists of:

• Header: Data valid for the entire shopping cart (e.g. requester, supplier, delivery address, documents)
• Items: individual goods/services with the corresponding details (e.g. description, account assignment)

If you want to create a new shopping cart, click on "New item". Alternatively, you can also copy an existing shopping cart and adapt it (see shopping cart overview).

Please note that a shopping cart is approved at KIT. This means that if an approver rejects an item in the shopping cart, the entire shopping cart is rejected. Therefore, shopping baskets should always represent a factual context.

The system remembers entries that have already been made so that you can find them again after logging in again. Incomplete shopping baskets can be saved in draft form, e.g. if you are working on several at the same time. Please note: After saving, a new, empty shopping cart will be displayed. You will find the saved shopping cart in the shopping cart overview.

Depending on the data entered, fields are shown or hidden. Furthermore, error messages are displayed as soon as you enter the data, but at the latest when you send the shopping cart. By clicking on the messages you will receive detailed information, e.g. which fields still need to be filled in or which documents are still missing.

Notes on fields in the header

Purchase variant:

• Central: Shopping cart goes to EVM and is processed there.
• Decentralized: An order is generated directly from the shopping cart. Only possible up to a shopping cart value of 5000 euros.

KIT company code:

• For technical reasons, each shopping cart must be assigned to a company code. You should therefore use the company code via which the majority of the shopping cart is assigned. You can also select a different company code in the items (cross-company code shopping baskets).

Delivery address, unloading point and goods recipient:

• These details are used to create the delivery address for the supplier and the information for internal delivery to the North Campus.
• North Campus: Select North Campus as the delivery address. The building must be specified as the unloading point.
• South Campus and other campuses: Select the specific building as the delivery address. It is not necessary to specify an additional building as the unloading point.
• The recipient of the goods must be selected from the list of KIT employees. The e-mail address and telephone number are automatically taken from the stored information. The telephone number can be maintained by every KIT employee in the "My profile" app in UP.

Supplier

• The supplier is a mandatory field for decentralized orders. Attention: The supplier search is case-sensitive! Please pay attention to this when searching and try different spellings if necessary.

Number of requested companies

• For decentralized orders, this is used for documentation.
• Depending on the number entered, the "Unique selling proposition" field is mandatory or you must upload the corresponding offers/notes
• Mandatory documents must also be uploaded for centralized orders, depending on the information provided.

Documents

• Depending on the value of the shopping cart and the number of requested companies, you must upload documents here. Click on the relevant folder and then upload the documents using the plus sign or drag and drop.
• Attention: Only specific file formats can be uploaded (PDF, images, word documents, excel spreadsheets). The upload of mails (.msg) is not possible.

Other fields

• You must also confirm compliance with the applicable procurement guidelines and the principles of economic efficiency as well as the absence of a conflict of interest.
• You can also provide further information to the supplier (customer number for suppliers, offer number).
• In the case of decentralized orders, the reference numbers generated via https://www.fima.kit.edu/ib/ should be transferred to the AREB invoice reference field.

Notes on fields in the items

Company code

• Specify whether the item is financed by funds from the major research or university task. Depending on this entry, the corresponding account assignment elements are then available to you.

Category

• Select the category here. Various information that can no longer be entered manually is derived from this entry (hazardous substance yes/no, material group, G/L account, purchasing group, investment yes/no)
• For assets under construction, please always select the category "Assets under construction" and enter the specific asset number in the "Internal note" field.

Radioactive

• For radioactive substances, please check this box. The fields for the handling location will then be displayed. Depending on this information, the process will be submitted to a radiation protection officer for approval.
• If the handling location is not in the list, please check the box. The shopping cart is then sent to SUM for approval.

Article description

• Please enter the short text for the article here. This description will also be displayed later in the shopping cart overview.
• Further information for the supplier can be entered in the "Additional info for supplier" field.
• Optionally, a supplier product number can also be entered.

Price and quantity

• Always enter prices in net. Based on the account assignment, the system automatically determines a tax code, which is corrected by FIMA in the subsequent process if necessary.
• Price units are only necessary if a unit price cannot be specified or processed by the supplier (e.g. for screws or comparable goods).
• Enter possible discounts here. The discounted prices are taken into account for the approval workflows.

Requested delivery date

• The requested delivery date should correspond to the expected delivery date. This is relevant for commitment creation, among other things.
• For newly created shopping baskets, this is always stored with creation date + seven days.

Requester

• The requester is always the creator of the shopping basket. The email address and telephone number are automatically taken from the data stored in SAP. The telephone number can be changed in the "My profile" app in UP.

Account assignment

• The item is assigned to an account here. The account assignment elements available for selection depend on the company code selected in the item and the requestor's authorizations.
• Multiple account assignment is possible. Use the plus sign for this. You can currently split by quantity or percentage.
• Please do not currently use the value-based breakdown. In the case of partial deliveries, etc., this leads to problems and manual corrections in the subsequent process.
• Account assignment to cost center, WBS elements, orders and sales orders is possible. Construction projects and maintenance orders are only available in easyBANF to selected users in the central service units.
• The plant is a technically necessary object that is only relevant in exceptional cases. The specification of the plant is irrelevant for the delivery address. The plant must match the company code:
  • Major research task: North Campus, IMT, IFU, PTKA, HIU, ITAS
  • University task: Campus South, Campus East, Rheinhafen

Internal note

• This is a note field that is visible internally at KIT and is not transmitted to the suppliers

The approval of shopping carts takes place exclusively in the Inbox in UP. As soon as you have been determined as the approving person according to the rules of the approval workflow, the shopping cart is visible here. You will also receive a notification email that you have a shopping cart for approval.
Please note the following for approval:

• 4-eyes principle: A 4-eyes principle is implemented in the approval levels Radiation Protection, Hazardous Substance and Budget Approval (levels 1 and 2). This means that the requester and the person who sent the shopping cart are excluded as approvers in these levels.
  
• Multiple approvals: If you have approved a shopping cart and you are also an approver in the further stages, the system automatically approves the shopping cart in the further stages.
  
• Multiple account assignment: In the case of shopping baskets with multiple account assignment, where different approvers are determined for each account assignment, you may receive the shopping basket for approval several times. This is not an error.
  
• Substitutions: You can set up substitutions for people who are also authorized to approve shopping baskets. More information on this can be found at https://www.scc.kit.edu/dienste/16522.php
  

You have three options:

• Detailed view: All information about the shopping cart
• Notes: Queries and the answers to them are displayed here
• Attachments: Attachments can still be uploaded here. Please make sure that the attachments in the shopping cart are accessed via the detailed view.
  
• You can call up the shopping cart header (click on shopping cart number) or the individual items (click on item description) via the detailed view. You have the following options:
  
• Queries: You can make queries about a shopping cart. To do this, select the person and ask a question. The person will then receive the shopping cart in the inbox and can answer the query there. Please note:
  • Once the query has been asked, the shopping cart disappears from your Inbox. It will only be available to you again for approval once the query has been answered.
    
  • Queries can be sent to anyone who is authorized to use easyBANF.
    
• Change account assignments (only for 1st and 2nd budget approval): The account assignment can be changed here. Please note that only account assignment elements of your own organizational unit are displayed. If you also have authorization to create shopping baskets for other cost centres, these elements will also be displayed. After confirming the change, the approval workflow for the shopping cart is restarted from the beginning so that you can receive it again for approval if necessary.
  

You can perform the following actions:

• Approve / Confirm account assignment change: You approve the shopping cart. If you have made an account assignment change, this is confirmed and the workflow is restarted.
  
• Reject: You use this to reject the shopping cart. A reason must be entered. The requester receives an e-mail informing them of the rejection.
• Show log: Log of the approval workflow
  
• Reserve: You reserve the shopping cart for yourself and only you can edit the shopping cart. It disappears from the inbox of other people who have received this shopping cart for approval. By clicking on "Release", you can make the reserved shopping cart available to others again.
  
• Hold: you can use this function to put shopping baskets on hold. After confirmation, the shopping cart disappears from your inbox and is only displayed again on the date entered.
  
• Share: An email is generated with the link to the shopping cart. Please note that the shopping cart is only visible to people who also have the shopping cart in their inbox.
  

In the shopping cart overview, you can see all the shopping carts you have created so far and those shared with you by team members. You can filter and search the shopping baskets by status and request date. The search refers to the fields displayed in the shopping cart overview, i.e. item description, creator and follow-on document numbers.

By clicking on a line with a shopping cart, you can see the details (incl. approval overview and document flow). You can also edit shopping baskets saved in the draft. You can also copy complete shopping baskets to your current shopping basket.

The status means in detail:

• Draft: Shopping baskets saved in draft and not yet sent.
• In approval: Shopping cart is still in approval and no follow-up document (e.g. purchase requisition or purchase order) has yet been created
• In process: Shopping cart is being processed at EVM (if no order exists yet) or an order has already been created (order number exists). The goods receipt has not yet been posted in full.
• Completed: Goods receipt for the order has been posted and no further delivery is expected. For orders without goods receipt, the last invoice has been paid and the order has been marked as completed.

Click on a shopping cart to open it. Here you can copy individual items into your current shopping cart and add them to your wish list.

You post goods receipts via the corresponding icon in the item overview for the individual shopping baskets. Partial goods receipts can also be posted there.

Please note: only decentralized goods receipts are posted via easyBANF. Goods receipts at the North Campus are still posted centrally.

You can create and manage teams in the personal settings. As a member of a team, you can see all the shopping baskets assigned to the team. Shopping baskets saved in the draft can also be edited.

Team shopping baskets are marked with an icon in the shopping basket overview. If you are a member of a team, you can assign each of your created shopping baskets to teams or remove them from a team again using the "Assign teams" button, regardless of the status of the shopping basket.

To create a team, click on the plus sign. To delete or edit existing teams, click on the corresponding buttons.

Please note the following:

• Only people who are authorized to create shopping baskets in easyBANF can be added to teams
• As the creator, you can specify whether other team members can add or remove people from the team ("can be changed by team members")
• You can declare a team to be the default team. All shopping baskets that you create are then automatically a team shopping basket for this team. Only one team and not several can be declared a standard team.