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49er Mart - Shopper-Requestor

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					                            2010




            49er Mart
      Shopper/Requester Roles




Last Revised 06/17/10
                                                                           2010




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49er Mart – “Where Norm Shops”                                          Page: 1
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                                          49er Mart
             Shopper/Requester Roles

                                          Table of Contents
49er Mart Definitions ..................................................................................... 3
Logging into 49er Mart .................................................................................. 4
Home/Shop Page ............................................................................................ 6
49er Mart Profile
     Setting Email Preferences ...................................................................... 9
     Setting Ship To Addresses ................................................................... 10
     Setting Cart Assignees ......................................................................... 11
Searching 49er Mart
     Shop (Simple search) ........................................................................... 13
     Hosted Catalogs (Showcased Suppliers).............................................. 14
     Punch-out Catalogs .............................................................................. 15
     Favorites ............................................................................................... 16
     Advanced Search .................................................................................. 18
Using Shopping Cart ..................................................................................... 19
Reviewing Assigned Carts ............................................................................ 24
Using Forms .................................................................................................. 25
Entering Non-Catalog Items ......................................................................... 27
Removing Items from a Cart......................................................................... 28
Deleting Shopping Carts ............................................................................... 29
Check the Status of a Requisition ................................................................. 30
Assign A Substitute Requester...................................................................... 31
Copying a Previous Requisition to a New Cart ............................................ 32




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                  49er Mart Definitions
 Cart- A virtual shopping cart which holds various items a user has
  selected for purchase. Carts are capable of holding items from multiple
  suppliers.
 Requisition- A requisition is a request to order, also known as
  Purchase Requisitions (PRs) in 49er Mart. Requisitions are not final
  until they have gone through the entire departmental approval process.
 Purchase Order – When a requisition is submitted and automatically
  transmitted to a vendor by 49er Mart it is a considered a purchase
  order.
 Hosted Catalog (Showcased Suppliers) – Catalogs in 49er Mart are
  virtual catalogs created by each vendor hosted on the 49er Mart site.
  Catalogs will be updated periodically based on the contract with the
  vendor.
 Non-Catalog Orders & Forms – Orders not available through hosted
  catalogs or punch-out vendors.
 Punch-out – A vendor website in which a user actually leaves 49er
  Mart to shop on the vendor’s site. Each Punch-out site will have a
  different layout and will function differently. After shopping in the
  vendor’s punch-out site, the users cart will then be returned to 49er
  Mart to finalize the transaction.
 Requester – this role can shop and process carts for another shopper.
 Shopper – this role is authorized to shop but has no approval
  capabilities and all transactions created by the shopper role require
  approval from a Requester or Approver.
 Approver – This role reviews the submitted requisition and based on
  the information provided can either approve the requisition, return the
  requisition to the requestor with a note detailing why, reject line items
  on the requisition or reject the entire requisition
  49er Mart – “Where Norm Shops”                                 Page: 3
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Logging into 49er Mart
    49er Mart can be accessed by either a link on Materials Managements website or via 49er
    Express. Note: Both 49er Express and 49er Mart are available 24 hours a day and can be
    accessed from any computer connected to the internet.




    When 49er Mart opens, enter NinerNet username and password. Click Login.




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First time users will be required to accept UNC Charlotte’s eProcurement Terms and Conditions.
Press             to continue.




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Home/Shop Page
The 49er Mart Home/Shop page will appear after login is complete.

                                                       Header




                                                  Primary Tabs




                                                    Header



                                – Click the logo to return to the Home/Shop page
          Username – the username identified with the account (from Profile)
          Profile – Shows User Settings, email preferences. Addresses, etc
          Logout – Ends 49er Mart and returns user to logon screen
          Location – Current location is 49er Mart
          Cart – Active cart is bolded and shows number of items and total dollar amount
          Search for – Searches for Catalog # (SKU), PO #, Contract, etc

                                                Primary Tabs

          Home/Shop – Return to Home page
          Favorites – Create/Edit Favorites folders and edit Favorites contents
          Forms – Access Organizational Forms
          Carts – View active and draft carts, create or remove a cart
          Approvals – View requisitions waiting for approval
          History – Information on submitted requisitions
          Settlement – Settlement of receipts and invoices
          More>> – Other menu choices




       49er Mart – “Where Norm Shops”                                                       Page: 6
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                                  Desktop: Shopping Area




Organizational Messages




     Action Items




   Organizational Messages – a bulletin board to display information to end users
   Action Items – quick view to the status of requisitions
   My Resources – includes release notes and details about new features, UNC Charlotte Terms and
    Conditions, UNC Charlotte Help Center email and phone number
   Shop – use for simple searches. Drop down box can be used to narrow search. Use Everything for
    the broadest search.
   Favorites – link to items that have been saved a favorite
   Forms – UNC Charlotte forms for special items/actions and services
   Non-Catalog Item – use for products not available through Punch-out or Showcased suppliers. Also
    used for special promotions and quotes not available in the catalogs.
   Quick Order – search for products in 49er Mart using the part number/SKU
   Browse – search by supplier, category, contract, chemicals
   Hosted Catalogs (Showcased Suppliers) – access to suppliers catalogs in 49er Mart
   Punch-out Catalogs – direct access to suppliers’ on-line catalogs


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        

49er Mart Profile
To review profiles settings, click on Profile in at the top of the screen.

If changes are needed to any profile section, please contact the Help Center at 73100.

User Settings




   1. User Identification – information in this section is populated from Banner each time a user logs on.
   2. Personal Settings – not available for update by users
   3. Roles – provides a read only list of all roles assigned to a user
   4. Department Permissions – provides a read only list of the Division for which a user is allowed to view
      data via history (PR History, PO History, Receipt History, etc)
   5. Email Preferences – allows user to update email permissions. See instructions for setting Email
      Preferences on next page




        49er Mart – “Where Norm Shops”                                                        Page: 8
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Setting Email Preferences

      o   Select Profile
      o   Select User Settings
      o   Select Email Preferences
      o   To select/deselect a notification check Override Rule and Value




      o Press




   49er Mart – “Where Norm Shops”                                           Page: 9
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Purchasing




      Custom Fields – not available for update by users
      Purchasing/Approval Limits – view user approval limits within 49er Mart (not set at this time)
      Addresses – allows user to add Ship To addresses and view Bill To address
          o The Ship To address identifies where the supplier should ship the item(s).
          o The Bill To address identifies where the supplier should send the invoice
      Product Views – shows what product views are available to the user
      Punch-out Access – shows list of suppliers within 49er Mart
      Cart Assignees – allows user to add default Requesters

   Setting Ship to Address

          o   Select Profile
          o   Select Purchasing
          o   Select Addresses
          o   Press
          o   Press
          o   Click bullet beside desired Ship To address




       49er Mart – “Where Norm Shops”                                                         Page: 10
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      o Press
      o Ship to will now default when cart is created

Setting Cart Assignees

      o   Select Profile
      o   Select Purchasing
      o   Select Cart Assignees
      o   Press
      o   Enter Last Name of Requester
      o   Press




      o Click bullet beside desired Requester




      o Press




      o Cart assignees are now available as requesters on cart




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Permissions




      Shopping Cart, Orders, Approvals, Accounts Payable, Administration, Custom Fields Permissions
      – provides a read only review of permissions available in each area.




      49er Mart – “Where Norm Shops”                                                  Page: 12
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Searching in 49er Mart
Searching for Products

      Shop Search Box (only returns Hosted Catalog Suppliers)
          o Enter the keyword(s) to be searched for into the Shop (simple search) textbox. Change the
             dropdown to the appropriate category.




          o Press Go to return listing of all products that match this description. The more specific the
            description the fewer items returned.
          o The search can be refined by selecting a category in the Refine and Filter Search box on the
            left.




          o Below the Shop search engine are links that allow a user to browse by Suppliers, Categories,
              Contracts, and Chemicals.


       49er Mart – “Where Norm Shops”                                                           Page: 13
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   Hosted Catalog Search (Showcased Suppliers)




       o Click the icon for the selected supplier.
       o When the Search box opens enter keyword(s) to search for a specific product and press Search.
         To search for all products available leave the text box blank and press Search.



       o The search can be refined by selecting a category in the Refine and Filter Search box on the
         left.
       o Sort By box allows users to sort product list by Best Match, Part Number, Description, Size,
         Packaging UOM, Supplier, Price: Low to High, and Price: High to Low.
       o Shopping Hosted Catalogs will be consistent for every supplier.




    49er Mart – “Where Norm Shops”                                                        Page: 14
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   Accessing Punch-Out Suppliers




       o Click the icon for the selected supplier to access the catalog on the supplier’s website. This
         process takes a user out of 49er Mart.
       o The UNC Charlotte logo at the top of the screen ensures that users are in the correct supplier’s
         catalog.
       o Shopping Punch-out Catalogs will differ for every Supplier.




    49er Mart – “Where Norm Shops”                                                           Page: 15
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   Favorites
       o Creating a Personal Favorites Folder
                  Click             primary tab then           .
                  Select Top level personal folder.


                  Enter name of folder and description (optional). Press   .




                  Multiple personal folder can be added.




       o Adding items to Favorites
              Search for an item.
              Click the Add Favorite link below the Add to Cart button.


                  Select the Favorites folder to add item to




    49er Mart – “Where Norm Shops”                                              Page: 16
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          o Shopping with Favorites
                 Click the Favorites primary tab or the Favorites link under the Shop at the Top box.




                         Select the appropriate folder.




*** Please note: Products purchased from Punch-out Suppliers cannot be saved to Favorites.




       49er Mart – “Where Norm Shops”                                                        Page: 17
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   Advanced Search
      o Click the Advanced Search link in the Shop at the Top box.



       o Enter additional criteria to generate more specific search results.
       o If the exact spelling is not known or only partial search terms are known, check
                                     .




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Using Shopping Carts
*** Please note – be very careful when filling a cart to ensure that new items are not being added to an already
     active cart that has not been submitted.

      Click on the primary tab           .

       This option allows users to create a new cart, access the current active cart, access a draft cart, shop from
       Favorites, or copy a previous requisition.




      Edit Cart Name and description if needed.




      Click             to return to the Home/Shop page. Search for a product using any method shown on
       page 13 – 18.
      When item is found, enter quantity needed and press              .
           o This example demonstrates the Add to Cart button for Hosted Suppliers. This feature will be
              different when using Punch-out Suppliers.
      A message will be returned showing items were added to cart.




      Continue shopping until all items have been added to cart.
      Open active cart by clicking link at top right of screen. Notice that the cart is now bolded and contains
       the quantity and amount of items selected.


      Cart flow chart will be displayed at the top of cart.




            Shoppers will only have the option to Assign Cart.
            Requesters will have the option to Place Order or Assign Cart.
       49er Mart – “Where Norm Shops”                                                               Page: 19
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   Any errors will be listed at the top of the screen.




    49er Mart – “Where Norm Shops”                        Page: 20
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   Select       to change quantity on a hosted catalog supplier.
        o To change the quantity on a Punch-out supplier
              Select all of the Punch-out items
              Choose Remove Selected Items from drop down menu
                  Select
                  Return to Punch-out suppliers site and shop again




   Press      to make changes to Shipping, Billing, or Accounting Codes information.
        Shoppers are not required to enter Shipping or Billing information. Cart can be assigned to
          Requester without this information.
        Requesters must enter all required fields before order can be placed.
   Summary Tab – overall view of cart. Allows access to edit information.
       o General – Cart name and Description can be changed if necessary.




       o Shipping – Ship to – Select alternate address from Profile link. Check Add to profile as if
         desired. Enter room number of where item(s) will be shipped.




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              Delivery date - click    to the right of Delivery Options. Enter date and press




   o Billing
          Bill to - defaults to BAP and cannot be changed.
          Billing Options – will identify fiscal year being shopped in. Allow to default to today’s
             date.
   o Accounting Codes
          Shoppers will see message below.


              Click   .
                    Requesters must select a fund from the Select from profile values list. This will
                     automatically populate Organization and Program. Account can be entered
                     manually or selected from list. Funding is applied to the entire order (Document
                     Level Accounting).




              Press        .
              To split fund entire requisition (Document Level Accounting), change drop down to % of
               Price or % of Qty. Click add split and enter desired funding.




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              To add multiple FOAPs to entire requisition (Document Level Accounting), change drop
               down to % of Price or % of Qty. Click add split and enter desired funding.




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                  To enter a different FOAP for each item purchased (Commodity Level Accounting) click
                        to the right of Accounting Codes and enter desired funding. **Note – this can only
                   be done by selecting the Accounting Codes tab.




                                            Internal/External Notes
                                            Add Internal (viewed by UNC Charlotte only) and/or
           External (viewed by Supplier) Notes and attachments to a cart by using the Edit button or click
           add attachment.




 PR Approvals - When cart is complete select                  (at the top of the screen) to see workflow
    steps needed to complete Purchase Order.




          To see the approver(s) on each workflow step, click View Approvers.




    *** If Org Approval Catch-All is one of the workflow steps, the Organization in the FOAP string has
          not been assigned to an approver. Please contact the Help Center at 73100 to have this corrected.




    49er Mart – “Where Norm Shops”                                                            Page: 24
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 Assign Cart/Place Order
             Shoppers – Select Assign Cart. If a Requester has been setup as a default it will display as
              shown below. To select a different Requester click select from profile values to show
              available Requesters. Click          .




                The Shopping Cart information screen will display showing the cart name, Requester
                 name, requisition number, and requisition total.
               The Requester will receive an email notification stating that a cart has been assign to
                 them.
             Requesters – Select Place Order. The requisition will now do through the approval
              workflow to be turned into a Purchase Order.




              The Requisition Information screen will display showing the cart name, Requester name,
              requisition number, and requisition total.




   49er Mart – “Where Norm Shops”                                                           Page: 25
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Reviewing Assigned Carts
     From the Home/Shop page, click the View Approvals link in the Action Items box.
     Click Carts Assigned to me.




     When the Draft Assigned to Me screen opens, click the cart name to open the cart.
     Click           if the cart is not needed.




     Follow instructions on pages 21 – 24 for complete requisition.




      49er Mart – “Where Norm Shops”                                                      Page: 26
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Using Forms
Forms are typically used to communication to Purchasing the need for an action to be taken or to order a service
or animals. Multiple forms can be added to a cart.




 Click on the primary tab              .


   Click Forms under the Shared folder.
   Click the form name to open.
   Enter information on the form. Required fields are in bold.
   In some forms suppliers are pre-populated. If not:
                Enter the supplier name or information in the Enter Supplier box. When typing the
                  Auto/Complete functionality will display.
 When the form is complete, select one of the following actions:
                  To add the populated form to a current cart, select Add and go to Cart from the available
                   actions drop down box and click Go.



       49er Mart – “Where Norm Shops”                                                            Page: 27
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                 To add the populated form to a draft cart or a cart that was previously submitted but has not
                  been approved, select Add to Draft Cart or Pending PR/PO from the available actions
                  drop down box and click Go.

                 To add multiple forms to a cart, select Add to Cart and Return from the available actions
                  drop down box


 The item, goods, or service is now added to a cart. To edit the form in a cart, click on the form name.
 Follow instructions on page 20 – 24 to complete cart.




       49er Mart – “Where Norm Shops”                                                             Page: 28
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Entering Non-catalog Items
Non-catalog items should be used when items cannot be found from hosted or punch-out catalogs.

It is recommended to order items via hosted or punch-out catalogs whenever possible. Non-catalog ordering
requires additional approval steps.




      Click the primary tab          .
      Click on Non-catalog item below the Shop Search box.


      Select the supplier for the non-catalog item.
           o Enter the supplier name or information in the Enter Supplier box. When typing the
                Auto/Complete functionality will display.
      Fill in all required fields: Product Description, Catalog #, Product Size, Quantity, Price Estimate, and
       Packaging.
      When item information is complete:
          o If only ordering one item from the supplier, click                      .
          o To order multiple items from the supplier, click                       . The screen will empty
            except for the supplier name.
          o Click            to exit.


       49er Mart – “Where Norm Shops”                                                              Page: 29
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      The items added can be viewed from the shopping cart. To edit the non-catalog item once added to the
       cart, click on its name in the cart.
      Follow instructions on page 20 – 24 to complete cart.

Removing Items from the Cart
Items can be removed from shopping carts either individually or all at once.

      Remove selected items from a cart.
          o Open a cart with items in it.
          o Check the Select box in the row(s) of the item(s) to be removed.
           o Choose Remove Selected Items from the available actions list box and press      .
           o Selected items will be removed and cart totals will be updated.




      Remove all items from a cart.
          o Open a cart with items in it.
           o Select                                      from available actions drop down list.
           o Press .
           o Press OK when confirmation message appears.




           o All items will be removed and user returned to active cart screen.
       49er Mart – “Where Norm Shops”                                                            Page: 30
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Deleting/Unassigning Shopping Carts
There are no restrictions on the number of shopping carts that can be created. When certain carts are no longer
needed 49er Mart allows the entire cart to be deleted in one click. After a cart has been assigned to a requester
it can be unassigned (withdrawn) until the order has been placed.

Deleting a Shopping Cart

      Click the primary tab            then select the            sub-tab.

      Find the cart to be deleted, whether a draft cart      or current cart      .
      Press the          button on the right side of the screen.
      The system deletes the cart immediately and it is permanently removed and cannot be restored.

Unassigning a Shopping Cart

      Click the primary tab            then select the            sub-tab.

      Find the cart to be deleted, whether a draft cart       or current cart  .
      Press the          button on the right side of the screen.
      The cart can now be reviewed, changed, or reassigned to another requester.




       49er Mart – “Where Norm Shops”                                                              Page: 31
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49er Mart – “Where Norm Shops”   Page: 32
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Check the Status of a Requisition
     The status of a requisition can be checked from the History, My Requisitions tabs in the menu bar. 49er
      Mart provides a listing of requisitions in date sequence.
     Review any pending requisitions by selecting the requisition number and clicking on the PR Approvals
      Tab.
     To review the reason for a rejected requisition click on the History Tab and look at icon in the Status
      column.




      49er Mart – “Where Norm Shops”                                                           Page: 33
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Copying Previous Requisitions to a New Cart
Users can copy requisitions into a completely new cart, whenever there is a need to repeat an order. Items can
be removed or additional products can be added to the cart if needed. This procedure is commonly done when
orders are rejected or there is a problem for whatever reason. Instead of “restarting” the original order, a new
order is created with a different number and date.

To open the requisition to be copied:

      Option A: Click the              primary tab and then select the               sub-tab. After the list of
       requisitions displays, select the appropriate number.




      Option B: Select the            primary tab and then select the               sub-tab. Perform a PR
       search, and click on the appropriate requisition number in search results.
           o Note: Depending on how permissions are set, users may be able to see their requisitions,
               departmental requisitions, or the entire organization’s requisitions.




       49er Mart – “Where Norm Shops”                                                              Page: 34
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   Option C: Select the            primary tab and then select the            sub-tab. Perform a PO search,
    and click on the appropriate requisition number in search results.
        o Note: Depending on how permissions are set, users may be able to see their purchase orders,
            departmental purchase orders, or the entire organization’s orders.
   Select the Copy to New Cart action from the Available Actions drop-down box.


   Select the      button. A new shopping cart is created, and all line item(s) and requisition custom
    information are copied to this new shopping cart.
   Review all information in the cart, changing if needed.
   Assign cart to a requester or place order.




    49er Mart – “Where Norm Shops”                                                             Page: 35
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Assign a Substitute Requester
A cart should be assigned to substitute when a requester is on vacation or leave. The substitute is able to review
the cart assigned to the original assignee. When a cart is reassigned, the original shopper will be notified by
email.

      Click the primary tab          then select the               sub-tab.
      Click the Assign Substitute link.




      From the User Search popup, enter the criteria to find the user that to be assigned as the substitute
       requester. Once the user criteria are entered, click the        button.




      Select the appropriate user using the radio button to the left of the user’s name.
      Click the                             button to assign that individual as the substitute.




      Click End Substitution button on the draft carts to remove the substitution setting.
       49er Mart – “Where Norm Shops”                                                              Page: 36
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