hokiemart on-line training module revised 07-29-13

www.procurement.vt.edu

HokieMart On-line Training ModuleRevised 07-29-13


VIRGINIA TECHELECTRONIC BUSINESS SYSTEM


VIRGINIA TECHELECTRONIC BUSINESS SYSTEM

Getting Started in HokieMart:

Setting Up Your User ProfileVersion 1.1


VT’s electronic business system is known around

campus as:


VT’s electronic business system is known around

campus as:

HokieMart.


Before we get started….

Important:



Important:

Please note if you do not have a

Virginia Tech PID



Important:

You must set up your PID before you can

set up your User Profile in HokieMart and

attend HokieMart Training Classes



If you have your PID – Lets go!

Later in the module you can work along with me to set up your user profile.

You can view this module again or refer to the referenced Requestor Guide.


This module is designed to:

provide an overview of the main roles and terms used in the HokieMart system




give a quick reference of computer system requirements to run HokieMart on your computer





show you how to create (set up) or modify your personal profile





show you how to create (set up) or modify your personal profile

prepare you to attend the HokieMart Requestor Training session


HokieMart is designed to be


HokieMart is designed to be open to the entire university

and


HokieMart is designed to be open to the entire university

and to reduce paper processing.


ROLES IN HOKIEMART


Roles in HokieMart

At this point:


Roles in HokieMart

At this point:

Your Supervisor or Department Head should have advised you which role or roles, you will have in HokieMart.


Roles in HokieMart

At this point:

Your Supervisor or Department Head should have advised you which role or roles, you will have in HokieMart.

You need to be familiar with your role or roles when you set up your User Profile today and before attending Requestor Training Class.


Roles in HokieMart

The full responsibilities of each user is described in one of three guides:


Roles in HokieMart


Requestor


Roles in HokieMart


Requestor

Approver


Roles in HokieMart


Requestor

Approver

Receiver


Roles in HokieMart

The full guides can be found on-line on the Procurement Department’s web-page:


Roles in HokieMart


www.procurement.vt.edu.


Roles in HokieMart


www.procurement.vt.edu. First we will take a quick view of the

Procurement Department’s home page


Roles in HokieMart


www.procurement.vt.edu. First we will take a quick view of the


show you where to locate all the User Guides


Roles in HokieMart


www.procurement.vt.edu. First we will take a quick look at the


show you where to locate all the User Guides

then we will provide a brief explain of the roles.


ROLES IN HOKIEMART:Requestor


Roles in HokieMart

The Requestor is an individual who initiates the electronic purchase of goods and services by shopping and creating a “cart”


Roles in HokieMart

The Requestor is an individual who initiates the electronic purchase of goods and services by shopping and creating a “cart”

After placing the items in the “shopping cart” the Requestor will “check out.”


Roles in HokieMart

After “check-out” is complete:


Roles in HokieMart


a Purchase Requisition (PR) will be created

and


Roles in HokieMart


a Purchase Requisition (PR) will be created

and

will be sent electronically to a designated “Approver” for fund approval.


ROLES IN HOKIEMART:On Behalf Of Requestor


Roles in HokieMart

Some departments also have individuals who are identified as an:


Roles in HokieMart

Some departments also have individuals who are identified as an:

“On Behalf-of-Requestor”


Roles in HokieMart

An On Behalf-of-Requestor is a designated individual who initiates the electronic purchase of goods and services “on behalf of” the Requestor who is authorized to use the funds.


Roles in HokieMart

An On Behalf-of-Requestor is a designated individual who initiates the electronic purchase of goods and services “on behalf of” the Requestor who is authorized to use the funds.

An On Behalf-of-Requestor may be a graduate student or other administrative person in a department.


ROLES IN HOKIEMART:Approver


Roles in HokieMart

The Approver electronically receives the PR for approval through the HokieMart system


Roles in HokieMart


An Approver is designated to electronically


Roles in HokieMart


An Approver is designated to electronically • review and/or edit


Roles in HokieMart


An Approver is designated to electronically • review and/or edit • approve or reject all or part of the

purchase requisitions within their assigned delegated purchasing authority.


ROLES IN HOKIEMART:Receiver


Roles in HokieMart

A Receiver verifies receipt of goods and or services.


Roles in HokieMart


The Receiver logs-in to HokieMart and electronically “receives” the goods and or services.


Roles in HokieMart



A Receiver can receive all or part of the order depending on delivery.


Roles in HokieMart



A Receiver can receive all or part of the order depending on delivery.

The receiving process will be discussed in greater detail in the Receiver class or can be reviewed in the on-line guides.


BROWSER REQUIREMENTS AND

SETTINGS


Browser Requirements and Settings

HokieMart is a web-based product and is used in conjunction with the Internet.




Effective July 1, 2013 the following browser supports have been added:





Foxfire – latest version





Foxfire latest version

Chrome - latest version







Opera 10 and higher







Opera 10 and higher

Internet Explore 7, 8, 9, 10


Browser Requirements and SettingsSciQuest Supported and Certified Brower/ Operating System Combinations

Effective July 1, 2013




This information is provided for your reference only.

If you experience any computer related difficulties running HokieMart on your computer, contact your Virginia Tech Departmental IT support person.





If you experience any computer related difficulties running HokieMart on your computer, contact your Virginia Tech Departmental IT support person.

Your IT personnel should contact HokieMart Help Desk





If you experience any computer related difficulties running HokieMart on your computer, contact your Virginia Tech IT support person.

Your IT personnel should contact HokieMart Help Desk [email protected]

mailto:[email protected]


SET A TRUSTED SITE FOR ScIQUEST


Set a Trusted Site for SciQuest

For all features to function fully in SciQuest,



For all features to function fully in SciQuest, HokieMart users should make SciQuest a trusted site.



FROM THE BROWSER MENU BAR ON YOUR COMPUTER




Select Tools




Select Tools

Internet Options




Select Tools

Internet Options

Security




Select Tools

Internet Options

Security

Trusted Sites




Select Tools

Internet Options

Security

Trusted Sites

Sites




Select Tools

Internet Options

Security

Trusted Sites

Sites

You can try that now.


Set a Trusted Site for SciQuestFROM THE BROWSER MENU BAR ON YOUR COMPUTER:


Set a Trusted Site for SciQuestFROM THE BROWSER MENU BAR ON YOUR COMPUTER:

This will bring up the Trusted sites window:



Enter https://sciquest.com in the field as shown.

https://sciquest.com/



Click Add


Set a Trusted Site for SciQuestClick to close the box.Close



Once again this information is provided for your reference only.







Your IT personnel should contact HokieMart Help Desk [email protected]



CREATING AND MANAGING YOUR USER

PROFILE


Creating and Managing Your User Profile

Each HokieMart user has a “personalized” profile which must be created prior to performing functions in HokieMart.




You need to do this in the following location:





Production URL where orders are entered





Production URL where orders are entered http://www.hokiemart.vt.edu

http://www.hokiemart.vt.edu/





Production URL where orders are entered http://www.hokiemart.vt.edu

You can pause and go there now or continue to follow the module.

http://www.hokiemart.vt.edu/



If you have trouble logging in……

Hint: It’s the same password that you use to log into to view your e-mail.



USER PROFILE:

Navigation in HokieMart is done by using Tabs.



USER PROFILE:




USER PROFILE:


Not every tab is pertinent to every user.



USER PROFILE:Navigation in HokieMart is done by using Tabs.

Not every tab is pertinent to every user

Tabs that are not pertinent to the Requestor will not be discussed in this module.



USER PROFILE:

The Profile tab allows the user to view and manage personal information.



TABS UNDER USER PROFILE:

User Settings



TABS UNDER USER PROFILE:

User Settings

The first tab “User Settings” is divided into various sub tabs.



USER IDENTIFICATION:



USER IDENTIFICATION:Is the first sub- tab User Settings




The sub tab, “User Identification,” allows users to:





view their name





view their name

phone number





view their name

phone number

e-mail address





view their name

phone number

e-mail address

department and





view their name

phone number

e-mail address

department and

user name



USER IDENTIFICATION:Is the first sub- tab User Settings




If changes are needed, send an email to:




If changes are needed, send an email to:

Penny Falck at [email protected].




ROLES



ROLES

Click on the “Roles” tab.



ROLES

Roles are assigned to a particular user based on information received from departments



ROLES

Roles are assigned to a particular user based on information received from departments

Levels of responsibilities within individual departments and are controlled within the HokieMart application.



ROLES

Users can view their assigned roles.



ROLES

If role (or roles) need to be changed, complete the

HokieMart Departmental Functions form found at:



ROLES

If role (or roles) need to be changed, complete the

HokieMart Departmental Functions form found at:

http://www.procurement.vt.edu/HokieMart/forms.html

http://www.purch.vt.edu/HokieMart/forms.html



ROLES

If roles need to be changed, complete the HokieMart Departmental Functions form found at:

Mail the form to:



ROLES


Mail the form to:

Penny Falck Mail Code: 0312



ROLES



Mail the form to:

Penny Falck Mail Code: 0312

in the Controller’s Office.




EMAIL PREFERENCES

Let’s go back to the HokieMart Home pageClick on the Profile Tab again



EMAIL PREFERENCES

Let’s go back to the HokieMart Home pageClick on the Profile Tab again

profile



EMAIL PREFERENCES:

Now click on the “Email Preferences” tab:



EMAIL PREFERENCES:Now click on the “Email Preferences” tab:



EMAIL PREFERENCES:

This will bring up options for you to personalize the email notifications that you can receive from the system.



EMAIL PREFERENCES:

When actions are performed in HokieMart, emails can automatically be generated to notify users of these actions.



EMAIL PREFERENCES:

By placing the cursor over the description, a brief definition will be displayed to assist users in making a decision.



EMAIL PREFERENCES:

We recommend users check the following email notification boxes to increase the level of individual notification.



EMAIL PREFERENCES:Place check marks in the Override Role boxes.



EMAIL PREFERENCES:This will activate the Role box.



PURCHASING: CUSTOM FIELDSThe Custom Fields sub tab under the Purchasing tab



PURCHASING: CUSTOM FIELDSThe Custom Fields sub tab under the Purchasing tab provides access to other individual tabs allowing users



PURCHASING: CUSTOM FIELDSThe Custom Fields sub tab under the Purchasing tab provides access to other individual tabs allowing users to store specific data associated with their profile.



PURCHASING: CUSTOM FIELDS



PURCHASING: CUSTOM FIELDS - CODES



PURCHASING: CUSTOM FIELDS - CODESThe Codes Tab under Custom Fields Tab provides access to other individual tabs allowing users to store specific data associated with their profile.



PURCHASING: CUSTOM FIELDS - CODES

Let’s look briefly at two of the fields required when processing a purchase requisition (PR)

Fund and Account.



PURCHASING: CUSTOM FIELDS - CODESFor each field Edit is available. Edit



PURCHASING: CUSTOM FIELDS - CODESFor each field Edit is available. Again the onlyEdit



PURCHASING: CUSTOM FIELDS - CODESFor each field Edit is available. Again the only required fields when processing a requisition are

Edit



PURCHASING: CUSTOM FIELDS - CODESFor each field Edit is available. Again the only required fields when processing a requisition are Fund and

Edit



PURCHASING: CUSTOM FIELDS - CODESFor each field Edit is available. Again the only required fields when processing a requisition are Fund and Account.

Edit


Adding Fund information to user profile




As funds are selected by the user, they will appear in a list on the left of the screen.




As funds are selected by the user, they will appear in a list on the left of the screen.

If a default fund is selected, it will appear in BOLD type.



Adding Fund information to user profile:




Select “Edit” under the “Edit Values” column on the far right.





Follow along to view how:





Then click “Create New Value.”



Enter the name of the department, as identified



Enter the name of the department, as identified in Banner, in the description field.



Enter the name of the department, as identified in Banner, in the description field.

Click “Search.”




A list of available funds for the department will appear.

Place a check mark in the “Select” box. Click “Add Values.” The fund number will be

added to your listing.



Place a check mark in the “Select” box.



Click Add Values . The fund number will be added to your listing.

Add Values


Users may edit fund numbers.



If you wish to make a particular fund the default for all purchases:



Select the “fund number” and a box will display to the right.



Select the “fund number” and a box will display to the right.

Check the “Default” box.



Click “Save.”



Users may have only one default.



Users may have only one default.

Users may add additional funds as necessary as long as they have access to use them.




ADDING ACCOUNT CODES TO YOUR PROFILE




As accounts are selected by the user,




As accounts are selected by the user,

they will appear in a list on the left of the screen.




It is recommended that




It is recommended that

default account codes not be created.




Users should verify the account code .




Users should verify the account code at the time the requisition is being prepared.



ADDING ADDRESSES TO YOUR PROFILE

This information should be populated





prior to using HokieMart.






The “Ship To” addresses in HokieMart

.







are the current addresses in Banner.




The addresses available are:




The addresses available are: “Ship To” and





“Bill To.”





“Bill To.”

The addresses may be viewed by selecting





“Bill To.”

The addresses may be viewed by selecting“Profile” tab





“Bill To.”


“Purchasing” tab





“Bill To.”



“Addresses” tab





“Bill To.”



“Addresses” tab

“Ship To” tab or





“Bill To.”



“Addresses” tab

“Ship To” tab or

“Bill To” tab



SETTING UP A “SHIP TO” ADDRESS



SETTING UP A “SHIP TO” ADDRESS

The “Ship To” address will be the address users would like the item(s) delivered.



SETTING UP A "SHIP TO" ADDRESS


For some departments, addresses will vary.





For some departments, addresses will vary. For this reason, users have the ability to select multiple “Ship To” addresses.





For some departments, addresses will vary.For this reason, users will have the ability to select multiple “Ship To” addresses.

To create a “Ship To” address in HokieMart, users are able to search all available addresses.




Click “Select Addresses for Profile”




Click “Select Addresses for Profile.”

Users may find it easier to enter their department name or building name in the “Address Text” field.




Click “Select Addresses for Profile.” Users may find it easier to enter their department name or building name in the “Address Text” field.

The text field is not case sensitive.




Select Search




The address information will then be displayed.




Depending on information entered, the listing may be long.




To add this address to your Profile




Place the cursor in the “radio” button and click.




The address will be displayed.




Type users name in Contact name field.




Click Save




If only one address is needed, it will appear as the default.





If additional addresses are necessary, users have the ability to select a particular address as their default.





If additional addresses are necessary, users have the ability to select a particular address as their default.

Users have the ability to select multiple “Ship To” addresses based on their needs and the needs of their department.




To select additional addresses:




To select additional addresses: Click “Select Addresses for Profile.”




To select additional addresses: Click “Select Addresses for Profile.”

Follow the same steps for adding address information that we just learned.




The query box will display. The steps are the same as outlined above.




User has now added multiple addresses in the “Ship To” section.




This address will appear as an option in the drop-down menu of the “Ship To” address.




When adding multiple addresses, if users select a default address, it will be in BOLD type.



ABOUT ADDRESSES:



ABOUT ADDRESSES:

We encourage users to verify all address information.



ABOUT ADDRESSES:


If changes need to be made, a form is provided by the Procurement Department for these changes.



ABOUT ADDRESSES:








ABOUT ADDRESSES:



We suggest that the “Nick Name” option not be used.



BILL TO:



BILL TO:

With central invoicing required in HokieMart, invoices will be received only by the Controller’s Office.



BILL TO:

With central invoicing required in HokieMart, most invoices will be received by the Controller’s Office.



BILL TO:


The “Bill To” address may be added by selecting:



BILL TO:


Departments should not receive an invoice.

The “Bill To” address may be added by selecting: “Profile” tab



BILL TO:



The “Bill To” address may be added by selecting: “Profile” tab“Purchasing” tab



BILL TO:




“Addresses” tab



BILL TO:




“Addresses” tab

“Bill To” tab



TO CREATE A “BILL TO” ADDRESS IN HOKIEMART




Click “Select Addresses for Profile.”




From the drop-down list, select Accounts Payable




From the drop-down list, select Accounts PayableNote: This is the only option




Accounts Payable is the only address which can be chosen and will always be the default.




Click Save


Before we finish….



If you haven’t worked along with me during the



If you haven’t worked along with me during the this module to set up your user profile



If you haven’t worked along with me during the this module to set up your user profile

be sure to take time and set it up now.



If you have any questions please email the HokieMart Help desk




[email protected]





We will be glad to assist you.




We will be glad to assist you.

Thanks and see you in class.

hokiemart on-line training module revised 07-29-13

Documents

hokiemart system

user guides

hokiemart training classes

user profile version

main roles

personal profile

requestor training class

referenced requestor