how to order general stationery items and i.t consumables...

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How to order general stationery items and I.T consumables via the “Griffith Marketplace”

Version Control Do not remove Updated by Brian Macfarlane July 2014

At present there are two outside organisations on the Griffith Marketplace for you to choose to order goods:

For information about products etc. you can contact the Suppliers on:

Staples – phone 13 26 44, (Then select option 1)

Panther Data – phone 33357121

Below is a link to the PFS Stationery training page. You can access this training guide and other guides and resources to assist you in requesting stationery items.

https://intranet.secure.griffith.edu.au/work/office-administration/stationery/stationery-training-resources

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The summary outlines the steps for ordering goods, the following pages outlines these steps in more details:

Summary

1. Log-in to the Portal - Select the ‘Finance’ link> Select the ‘Add a new request’ link> Select the ‘Add a purchase request’ link (This will bring you to the Purchase Request page that has three screens)

2. Screen 1 – Enter your Speedtype and Class (* NOTE: please do not select the vendor on screen 1)

3. Screen 2 – Select the ‘Online Catalogs’ tab and the link called ‘Griffith Marketplace’. From this screen you select the vendor you want to purchase the goods from. You will be taken to the ordering process screens for the vendor you select. This will be either an online catalogue, or you will be directed to the vendor’s website. Once you have selected your items you will then be directed back to PeopleSoft to complete your request.

4. Screen 3 – Submit your order, (Or save it as a “draft” so you can add to your order at any time before sending it to the vendor.)

Please refer to the following pages for more details.

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Log into the Portal>Select the Finance link> Select the Add a new request link> Select the Add a purchase request link

The screen below displays, this is the ‘active’ screen (with the title shaded in yellow) it is the first of three screens you use to order Stationery.

Screen one - 1.Define Requisition Screen If you are ordering on behalf of someone else you can select their details as the requester by selecting

next to the requester’s name.

If you are ordering the stationery for yourself the only data you need to enter is your Speedtype and Class, and then select the Continue link.

NOTE 1. Do not select the Vendor on this screen.

NOTE 2. Do not select ‘Special” or “Service” as the location.

NOTE 3. Check your location – if it is incorrect please call EIS Assist on 55544 or email them at [email protected] to notify them of your correct location

If you ‘split’ your stationery charges across other Speedtypes and/or Classes see the section titled ‘Splitting Charges’ towards the end of this document.

mailto:[email protected]

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Screen Two – 2.Add Items and Services Select the Online Catalogs tab

Then select the ‘Griffith Marketplace’ link.

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For Stationery Items from Panther Data refer below. The Panther Data catalogue is hosted with-in the ‘Griffith Marketplace’.

The Staples catalogue is hosted on their own website, for ordering stationery Items from Staples refer to page 13

You then go to the Unimarket web site

PANTHER DATA PROCESS

Select the required supplier’s link from the selection below.

For Panther Data select the link.

Then For the Panther Data Catalogue, select the catalogue

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Searching for Items and adding them to the Shopping Cart

You can search for items in three ways

1. You can type a word in the ‘Search’ field and select the search button, or

2. You can sort the product list by the following four ways: NAME, CODE, LOWEST PRICE, HIGHEST PRICE and select items from the list

3. (For Panther Data only) You select the ‘Marketplace’ drop-down menu to access a list of items from your favourites, which are called “Templates” (Refer to “Creating and Using Templates” in this document)

When you enter a description add the * symbol at the end of your text for best results. For example toner* will return all products with “toner” in the description. Search terms can also be combined by using AND and/or OR: AND looks for both words, OR looks for either of other words.

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To add items to your shopping cart

Enter the quantity you require then select the “Add to cart” button

Your Items will then be added to your ‘Shopping Cart’ , you will see your shopping cart summary updating as you add items, the summary is in the top right hand side of the screen.

Continue to add items by searching for products using the “Search” field.

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Review your selected items After you have selected all of your items click on the Shopping Cart to go to the “Shopping Cart and Check out” screen

On this screen you can review your order, change quantities or delete items from your order.

To change quantities, highlight the current quantity and type the new quantity

To delete an item – select the beside the quantity.

Click on the Description to obtain more details, and/or if there is a picture of the item you can click on the picture to enlarge the image.

To continue selecting items to add to your shopping cart select the “Panther Data” link to return to the catalogue.

To “Checkout” and return to PeopleSoft select the button

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Review, Save or Submit your Request After you have completed selecting goods from each Supplier’s catalogue you will be returned to your PeopleSoft Request. (Note that it returns to Screen 2, so you will need to select the Review and Submit link to continue with your requisition

You can review your order, and when completed select the Save & Submit Button.

If you want to delete an item from your order you can do it by ‘ticking’ the box beside the line number and select the Delete Button.

Please Note: the ‘Add to Favorites’ function does not work for Griffith Marketplace Orders, please refer to the section called ‘Creating and using Templates’ to save details of regularly ordered items.

If you don’t want to submit the order yet you can select the ‘Save as draft’ button. The requisition will be saved and you can add to it at a later time and then submit the requisition, (see the section called ‘Saving a requisition as a draft’)

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You will see this confirmation screen. You can make a note of the requisition ID for your reference.

Your order is now completed and will be emailed to the Vendor.

(If you contact the vendor in regard to your order – Please note that you will need to quote the Purchase Order number, not the Requisition number. Refer to section in this document to show you how you can get the Purchase Order number via the “Track Request” link in PeopleSoft.)

The rest of this document provides information on how to order from ‘Staples’ and additional tips on ‘creating and using templates within Griffith Marketplace’, ‘splitting charges’ and ‘saving your request as a draft’ so you can add more items to your request before submitting.

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Processing a request for Staples

Select the Staples Australia link

Select Griffith Roundtrip

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The Staples ‘NetXpress page will display

How to find a product using the ‘Shop by Category’ drop-down feature:

1. Select a category to Browse. E.g., Office Machines & Electronics 2. Select a Sub-Category. E.g., Trimmers & Guillotines 3. In the quantity field enter the quantity required. E.g. 1. 4. Click the Add to Order button.

Or, you can type in a product description, or product code number, in the search field and select the search button

** Ordering Approved First Aid Items

From the ‘My Account’ drop-down menu select the ‘My Lists’ link. (Approved First Aid items will be supplied free of charge, by way of reimbursement back to your project after you have paid for the items.)

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(For First-aid items, the screen below appears from the ‘My Lists’link. You can also select First Aid items via the normal search function, listed on the previous page)

**You can also select First Aid items via the normal search function, however not all first aid items supplied by Staples are on the “Approved List”, so to ensure that you will be reimbursed you should select the items from this list.

Click on the link to display the First Aid items, then (1) enter quantity, (2) tick the select box, (3) Then after you have selected all of your required items select the Add to Order button to add them to your shopping cart.

(4) When you have completed selecting all of your items select the shopping cart button.

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Continue to select items as required – by category or by entering a description in the search field

For more information on the product select the product name link.

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When you have completed selecting all of your items select the checkout button.

After reviewing your request select the “Complete Order” button

If you want to order more items you can continue to search for products by using the product search field at the top of the screen.

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Select the “Return Cart” button

Do not use the Browser’s back button, only use the “Return Cart” button

The “Shopping Cart”screen will be displayed

If you want to order more items from Staples you can click on the Staples Australia Link, select more items and add them to this shopping cart.

Refer to page 8 to “Check out” of the shopping cart and continue creating your request. To track your Stationery request and obtain the Purchase order number Log into the Griffith Portal and select the Finance link from the left hand menu

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Then select the Track Request link

You can then either enter your requisition number, or enter date parameters to return all of your requests for a select period

Then Select the Search button

Your requests will be listed below, click on the triangle to obtain the status of your request

If the Purchase order link is in blue text the purchase order has been dispatched to the supplier.

Click on the Purchase order link to display the Purchase Order number.

If you need to contact the suppliers you will need to quote the Purchase Order number, their contact numbers are:

Panther Data (07) 33357121 or 33357120 – Staples 132644, then select 1

Creating and Using ‘Templates’ for regular ordered item, rather than having to search for them each time. Templates are the same as favourites, used to store lists of regularly ordered items.

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Please do not use Templates for the Staples company, only for Panther Data.

To create a Template You select items in the same manner as you would to create an order, you can enter quantities for each item, or you can leave the quantity as 1 and adjust the quantity at the time of using your template,

before you ‘check out’ of the shopping cart.

Before checking out of the “Check out and Shopping Cart” screen select the link

You can then create a new template or replace an existing template.

To create a new template – type a name in the field and select the OK button

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To replace an existing template select the radio button and choose a template name from the drop-down list.

Using a Template to order Items

Please note that using a Template Order will replace any items you may have already added to your shopping cart. For example if you want to use a template, plus you want to select other items you must select ‘use’ your template first to add the items into the shopping cart. You then go back to the catalogue to select your other items.

Select the ‘Marketplace’ menu then ‘Template Orders’, this will show all of your template orders

Select “Use” to add all of the items in your Template to your Shopping Cart.

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Select “View” if you want to see what is in you template list.

The following screen will appear:

Select the to close this view.

You are able to amend your order before ‘checking out’.

You can adjust the quantity, in this example I have adjusted the quantity of batteries to 25, you will get a message on the screen to confirm the change.

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To delete an item – select the beside the quantity

To “checkout” and return to PeopleSoft select the button, (refer to page 11 to complete your order)

To update the balance of your Shopping Cart click on the cart , or just hit the Checkout button to complete your shopping.

If any items in your Template are no longer available you will see a message advising you that you cannot order these items. You should delete the template and create a new template as required. This will occur if items are removed from the catalogue.

To continue selecting other items from the catalogue you select the Panther Data link, this will take you to the catalogue home page.

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Splitting Charges If you want to charge your stationery to more than one Speedtype or Class you can do this from Screen three in the PeopleSoft Create Requisition process - 3.Review, Save or Submit

You need to select each line individually to split the cost for each item.

1. Select the arrow at the left of each line to expand the screen to show the accounting lines

2. Select the plus button to add an extra accounting line so you can add the additional Speedtype and Class

3. Leave the ‘Distribution By’ field as Qty. The total quantity for all lines must match the original quantity ordered.

4. Then select the Save and Submit button to complete your request.

NOTE: - DO NOT CHANGE THE LOCATION FROM THIS SCREEN. ONLY ONE LOCATION IS PERMITTED PER ORDER

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Saving a Requisition as a Draft and adding to it before submitting

If you do not want to complete your requisition you can select the “Save as draft” button. The requisition will be saved and you will see a requisition number allocated.

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You can then access this saved requisition by searching for via the “Update a Purchase request” link.

Log-in to the portal> select Finance> Purchasing> Purchase requests> Update a purchase request

You can also Track your request by selecting the “Track request” link

Enter you request number and select the Search button

You can then go back to Griffith Marketplace and add more items, from the same vendor, as required.

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