UVa Marketplace
Last updated on 8/2/2010 11:44:00 AM
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Training Guide
UVa Marketplace
Table of Contents
UVa Marketplace .............................................................................................................. 1
Introduction to the UVaMarketplace ....................................................................................... 1
Accessing the UVa Marketplace............................................................................................................. 1
Setting up Preferences in iProcurement .................................................................................................. 5
Vendors in the UVa Marketplace ......................................................................................................... 11
Icons and Helpful Tips.......................................................................................................................... 16
Browse by Supplier............................................................................................................................... 27
Browse by Category ............................................................................................................................. 29
Advanced Search .................................................................................................................................. 30
Shopping in the UVa Marketplace ......................................................................................... 33
Shopping with Hosted Catalog Suppliers ............................................................................................. 33
Comparing Products ............................................................................................................................. 37
Shopping with PunchOut Suppliers ...................................................................................................... 39
Non-Catalog Orders .............................................................................................................................. 44
Requesting Buyer Assistance................................................................................................................ 49
Quick Order .......................................................................................................................................... 51
Splitting a PTAEO for Purchases ......................................................................................................... 55
Notes to Approvers, Buyers, or Suppliers............................................................................................. 58
Attachments .......................................................................................................................................... 60
Adding an Approver ............................................................................................................................. 64
Changing First Approver ...................................................................................................................... 68
Notifications ......................................................................................................................................... 71
Viewing, Printing, Changing, and Canceling ........................................................................ 77
Viewing Requisitions and Purchase Orders .......................................................................................... 77
Viewing Purchase Orders in the UVa Marketplace .............................................................................. 80
Printing Requisitions ............................................................................................................................ 84
Printing Purchase Orders ...................................................................................................................... 90
Changing Requisitions .......................................................................................................................... 93
Canceling Requisitions ......................................................................................................................... 96
Receiving ................................................................................................................................... 98
Express Receipt .................................................................................................................................... 98
Receive Items ....................................................................................................................................... 99
Return Items ....................................................................................................................................... 101
Correct Receipts.................................................................................................................................. 103
View Receipts ..................................................................................................................................... 104
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Training Guide
UVa Marketplace
UVa Marketplace
Introduction to the UVaMarketplace
Accessing the UVa Marketplace
Procedure
IMPORTANT information about this training: You should only use the "Try It" mode to
take this training. Try it mode allows you to experience the interactive training and actual
simulations of the activities you will be doing in the Integrated System and the UVa
Marketplace. The other modes (See It, Know It, and Do It) are not being supported at this
time.
In this section you will learn how to access the UVa Marketplace in the Integrated System.
While taking the training, you may click on the Actions link in the upper right corner to restart
the section, go to the next step, return to the previous step, close the topic, or initiate other
actions.
Step
1.
Action
Click the ENTER Integrated System Applications Here button.
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UVa Marketplace
Step
2.
Action
The Integrated System News box will appear. Read the latest updates for important
information regarding the system.
Click the Close [X] button to close the window.
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UVa Marketplace
Step
3.
Action
Click the Go! button to the right of Production and Self Service.
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UVa Marketplace
Step
4.
Action
This is where you will enter your Username and Password. For this training, you do
not need to enter anything.
Click the Login button.
Step
5.
Action
Click the UVA PO Shopper link.
The other responsibilities that can access the UVa Marketplace are UVA PO
Purchaser or UVA PO Requester. If you are a PO Purchaser or PO Requester,
then you have access to the UVa Marketplace through that responsibility. You do
not need the additional responsibility of UVA PO Shopper.
6.
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Click the UVA Marketplace link.
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UVa Marketplace
Step
Action
7.
Click the UVa Marketplace button.
8.
Congratulations! You have completed the section on Accessing the UVa
Marketplace.
End of Procedure.
Setting up Preferences in iProcurement
Procedure
In this section you will learn how to set up preferences in iProcurement that will default
when you make your purchases. You can set up preferences for the Requester's Name,
Deliver-to Location, you can enter as many as 50 different PTAEOs. Only the PTAEO that
is set as the primary PTAEO will default, but can be changed upon checkout.
Note: All users MUST set their Deliver-To Location Code in Preferences before ordering in
the Marketplace.
While taking the training, you may click on the Actions link in the upper right corner to restart
the section, go to the next step, return to the previous step, close the topic, or initiate other
actions.
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UVa Marketplace
Step
Action
1.
Click the UVA PO Shopper link.
2.
Click the link.
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Step
3.
Action
Click the Preferences link.
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Step
Action
4.
Click the iProcurement Preferences link.
5.
The first time you enter preferences you will have to enter the requester name (your
name or whoever you want to default as the requester.)
Step
6.
Action
You will be entering examples during this training simulation. Remember, these are
just examples. You will be entering your own data when you are actually working
in iProcurement.
You can click on the flashlight icon to search the list of values for your Delivery
Location Code (DLC).
DO NOT select or leave HR-University of Va as a Deliver-To Location.
Enter the desired information into the Deliver-To Location field. Enter "BD146".
7.
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Click the Add PTAEO button.
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Step
8.
Action
Note: When you enter data into the fields, press the [Tab] key to move to the next
field. However for this simulation, you will move to the next field automatically
after entering the data.
The nickname field is a free form field which you can use to help identify specific
PTAEOs. Enter "LAB 1" in the nickname field.
9.
Enter the desired information into the Project field. Enter "100000".
You can also choose the Project from the list of values by clicking on the flashlight
icon.
10.
Enter the desired information into the Task field. Enter "101".
You can also choose the Task from the list of values by clicking on the flashlight
icon.
11.
Enter the desired information into the Award field. Enter "DI00020".
You can also choose the Award from the list of values by clicking on the flashlight
icon.
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Step
12.
Action
Enter the desired information into the Expenditure Type field. Enter "Supplies,
Lab, Other".
You can also choose the Expenditure Type from the list of values by clicking on the
flashlight icon.
Although you can set the Expenditure Type in your preferences, you should always
ensure that your purchases and requisitions have the correct expenditure type during
checkout.
13.
Enter the desired information into the Expenditure Org field. Enter "31680".
You can also choose your organization from the list of values by clicking on the
flashlight icon.
Step
Action
14.
Click the Select radio button (to the left of the Nickname field.)
15.
Click the Set as Primary button.
16.
Click the Apply Changes button.
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Step
17.
Action
Notice the Confirmation message at the top of the screen. Preferences will be
available when you submit your purchases and every time you log in to
iProcurement.
You can add as many as 50 PTAEOs to your preferences, but one must be set as the
primary PTAEO. Click on the Add PTAEO button to add more favorite PTAEOs.
The primary PTAEO will default when you submit your purchases. You can change
which PTAEO defaults as the primary by selecting the PTAEO and clicking on the
Set as Primary button.
18.
Congratulations! You have completed the section on setting up preferences in
iProcurement.
End of Procedure.
Vendors in the UVa Marketplace
Procedure
In this section you will learn about the different types of vendors and catalogs in the UVa
Marketplace.
While taking the training, you may click on the Actions link in the upper right corner to restart
the section, go to the next step, return to the previous step, close the topic, or initiate other
actions.
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Step
1.
Action
Vendors
There are several types of Vendors in the UVa Marketplace.
Catalog Vendors are vendors whom UVa has identified and who have agreed to
have their catalogs loaded in the Marketplace. There are three types of catalogs:
Hosted, Science, and Punchout.
Non-Catalog Vendors: Vendors who are in the Marketplace, but for whom
catalogs are not available. Users will complete orders from non-catalog vendors
using a non-catalog form.
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Step
2.
Action
Hosted Catalogs and Science Catalogs
Hosted Catalogs are catalogs of products with UVa-negotiated prices that are
hosted in the Marketplace. Users will be able to search the Marketplace for products
by description, category, or vendor, and compare products and prices.
Science Catalogs are catalogs of primarily scientific products. They are Hosted
Catalogs, but do not necessarily have UVa-negotiated prices.
You can search all of the Hosted Catalogs and Science Catalogs in the Marketplace
for products by entering your search criteria and clicking on the Search button. You
can also compare products and prices after you have executed your search.
Step
3.
Action
Punchout Catalogs
Punchout Catalogs are catalogs of products with UVa-negotiated prices where
users will punchout to the vendor's web site to search for and select products.
You must have "All" selected under "Categories" to see all of the Punchout
Catalogs. Otherwise, you will see only those catalogs for the category you have
selected (i.e., Lab Supplies, Officer/Computer, Maintenance/Industrial, or
Furniture.)
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Step
4.
Action
Using the Non-Catalog Form
Use the Non-Catalog Form to purchase from Non-Catalog Vendors.
You can also use the Non-Catalog Form to purchase from vendors with catalogs
(hosted, science, or punchout) in the Marketplace, to purchase a product that is not
listed in their catalog.
You select the vendor, complete the on-line form with the information required to
complete the purchase, and add the product(s) to your shopping cart.
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Step
5.
Action
All vendors are identified by "Type" flags that show whether they have a hosted or
a punchout catalog in the UVa Marketplace, or if they are a non-catalog vendor.
Vendors are also identified with "Preference" flags that show if they are eVAExcluded, have an eVA-Registered site, a contract vendor, DMBE-Certified womanowned, minority-owned, or small business, or have a science catalog.
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Step
6.
Action
Congratulations! You have completed the section that describes the different
types of vendors and catalogs in the UVa Marketplace.
End of Procedure.
Icons and Helpful Tips
Procedure
In this section you will learn about some of the icons and helpful tips you will see in the UVa
Marketplace.
While taking the training, you may click on the Actions link in the upper right corner to restart
the section, go to the next step, return to the previous step, close the topic, or initiate other
actions.
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Step
1.
Action
You can click on the name of the vendor to see specific information (address, phone
number, catalog information, product categories, etc.) about the vendor.
Click the APPLIED BIOSYSTEMS link.
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Step
2.
Action
Note that the vendor's preferences are listed here, but the icons are not shown. You
will also see how POs are delivered to the vendor here.
POs are delivered to vendors one of four different ways:
- SciQuest* Will Deliver PO by FAX
- SciQuest Will Deliver PO by XML (sent electronically)
- SciQuest Will Deliver PO by eMail
- User Must Deliver PO
*SciQuest is the company that manages catalogs for the UVa Marketplace.
You will also see this information when you place your order and when you receive
notification of your order. Pay particular attention to this notification, so that you
will know when you must deliver the PO, as it will vary by
vendor.
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Step
3.
Action
Vendors are flagged by icons in the Type and Preference columns. A definition of
each of the icons follows.
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Step
4.
Step
5.
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Action
Indicates a vendor with a Hosted catalog.
Action
Indicates a vendor with a Punchout Catalog.
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UVa Marketplace
Step
6.
Action
Indicates a vendor that does not have a hosted or a punchout catalog. To purchase
from these vendors you must use the Non-Catalog form.
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Step
7.
Step
8.
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Action
Indicates a vendor that has at least one eVA-registered site.
Action
Indicates a DMBE-certified small business.
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Step
9.
Action
Indicates a DMBE-certified woman-owned business.
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Step
10.
Step
11.
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Action
Indicates a DMBE-certified minority-owned business.
Action
Indicates a Contract vendor.
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Step
12.
Action
Indicates an eVA-excluded vendor.
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Step
13.
Step
14.
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Action
You can click on any question mark to open a help window for that particular area.
Action
If you have added items to your cart, you can click on the cart icon at anytime to
view your cart.
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UVa Marketplace
Step
15.
Action
You can click on Exit UVa Marketplace to return to iProcurement without
checking out.
If you have added items to your cart the cart will NOT be saved if you exit the
Marketplace without checking out.
16.
Congratulations! You have completed the section on the icons and helpful tips
you will see in the UVa Marketplace.
End of Procedure.
Browse by Supplier
Procedure
Browsing by Supplier is helpful if you know the vendor's name and want to view their
catalog or other information about the vendor. You can also ensure that a vendor is in the
vendor file by browsing for supplier.
In this section you will learn how to browse the UVa Marketplace by supplier.
While taking the training, you may click on the Actions link in the upper right corner to restart
the section, go to the next step, return to the previous step, close the topic, or initiate other
actions.
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UVa Marketplace
Step
Action
1.
Click the Browse: suppliers link.
2.
You can expand your search if you want to include punchout and other vendors.
Click the + Click to expand Search for Supplier Filter link.
3.
Click the down arrow to the right of the Supplier Type field.
This will show you all of the Supplier Types including Hosted, Punchout, and NonCatalog vendors. You may also choose to see All vendor types.
Searching for all suppliers will show you the vendors in the vendor file, including
hosted, punchout, and non-catalog vendors.
4.
Click on the All from the drop-down list.
5.
Click the Search button.
6.
Click + Click to expand Search for Supplier Filter.
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Step
7.
Action
You can also browse the supplier list by name. Look for all vendors with
"computer" in the name.
Enter "computer" in the Supplier name field.
8.
Click the Search button.
9.
You will get a list of all vendors with the word "computer" in the name.
You can use the page arrow keys to go from one page to the next and back.
10.
Congratulations! You have completed the section on browsing by supplier in
the UVa Marketplace.
End of Procedure.
Browse by Category
Procedure
Browse by Category is helpful if you are unsure of the vendor, or the specific product, and
want to look at entire categories of products, and the vendors that supply them.
In this section you will learn how to browse the UVa Marketplace by category.
While taking the training, you may click on the Actions link in the upper right corner to restart
the section, go to the next step, return to the previous step, close the topic, or initiate other
actions.
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Step
1.
Action
In this example, you're going to look for copier paper.
Click the Browse: categories link.
2.
Click on Office/Computer.
3.
Click on the subcategory.
4.
Click on the next subcategory.
5.
Click on the next subcategory.
If you do not need to see any more subcategories, you can click on view (incl. subcategories).
6.
You will be able to scroll down to find the product and supplier you want.
7.
Congratulations! You have completed the section on browsing for products by
category in the UVa Marketplace.
End of Procedure.
Advanced Search
Procedure
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In this section you will learn how to use the Advanced Search option when searching for
products in the UVa Marketplace.
While taking the training, you may click on the Actions link in the upper right corner to restart
the section, go to the next step, return to the previous step, close the topic, or initiate other
actions.
Step
Action
1.
Click the advanced search link.
2.
You can enter information in any of the fields for the advanced search.
Enter the desired information into the Part Number (SKU) field. Enter "255888".
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Step
3.
Action
If you use the Supplier Name field in your advanced search, you can type part of
the vendor's name and a list will appear of vendor's that have the word or letters that
you entered anywhere in the name.
The list is sorted by best match, based on the way that UVa has flagged the
vendors. This means that contract, and DMBE-certified (minority or womanowned) vendors will appear first.
If the list of vendors matching your search criteria is long, you will see "click here
to view more supplier results", which will give you the complete list of vendors (it
may be more than one page) with the vendor's sites listed.
Enter "office" in the Supplier field.
4.
Click on OFFICE DEPOT to select it from the list.
5.
Click the Search button.
6.
You will see any products that met the search criteria you entered in the Advanced
Search fields.
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Step
Action
7.
To return to the simple search view click on the simple search... link.
8.
Congratulations! You have completed the section on using the Advanced
Search option when searching for products in the UVa Marketplace.
End of Procedure.
Shopping in the UVa Marketplace
Shopping with Hosted Catalog Suppliers
Procedure
In this section you will learn how to shop with Hosted and Science Catalog Suppliers.
Hosted Catalogs are catalogs of products with UVa-negotiated prices that are hosted in the
Marketplace. Science Catalogs are catalogs of primarily scientific products. They are
Hosted Catalogs, but do not necessarily have UVa-negotiated prices.
While taking the training, you may click on the Actions link in the upper right corner to restart
the section, go to the next step, return to the previous step, close the topic, or initiate other
actions.
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Step
1.
Action
This is where you will enter the search terms for products from Hosted Catalogs.
When you search for a product in this manner, you are searching among the hosted
catalog vendors and science catalog vendors, not punchout vendors or non-catalog
vendors or for products from those vendors.
Enter the desired information into the search field. Enter "paper".
2.
Click on the Go button.
3.
You will see all of the suppliers that carry the product that matches what you entered
in the search field.
To see additional information about the vendor, click
on the vendor's name. You will see if the site is
eVA registered, how the purchase order will be
delivered to the vendor, and basic contact information.
4.
You can sort the products by clicking on the arrow for the Sort by drop-down list.
Next, see how to add items to your cart.
5.
Find the item you want to add to your cart.
Enter the desired information into the Quantity field. Enter "2".
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Step
Action
6.
Click on the Add to Cart button.
7.
Find another item to add to your cart. Notice that you can select items from multiple
vendors.
Enter the desired information into the Quantity field. Enter "4".
8.
Click on the Add to Cart button.
9.
Scroll to the top to see your cart.
Click on the Cart button.
10.
The items are in your cart.
If you need to remove an item from the cart, select the item by clicking the
checkbox to the right of the price, and then clicking on the down arrow for the For
selected line items field and choosing Remove Selected Items, then clicking on the
Go button.
If you need to change the quantity of an item, simply change the number in the
quantity field, and click on the Save/Update button.
Next, you will submit your cart to iProcurement.
11.
To see additional information about the vendor, you can click on the link for more
info... or click on the vendor's name. You can see how the purchase order will be
delivered to the vendor and basic contact information.
12.
Click the Submit button.
13.
At this point, you can still change the quantity or delete the line entirely.
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Step
14.
Action
You can add any relevant information in the Reference # field although it is not
required. Information added in the Reference # field will show up on the printed
purchase order.
Click the Checkout button.
15.
Notice that preferences default. You can override the Requester
field, the Deliver-To Location, and/or any of the PTAEO fields. Changes will apply
to all lines on the requisition.
Always ensure that the Expenditure Type field is accurate, since it should be
changed depending on what is being purchased.
You can change the Requisition Description to something that is more meaningful
to you. The first product description defaults.
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Step
Action
16.
After checking all fields, including the delivery location field, click the Submit
button to submit the requisition.
17.
When the requisition becomes a purchase order, you will receive an email
notification with the purchase order number. You can check the Requisitions/Orders
tab to see the purchase order number.
18.
Congratulations! You have completed the section on Shopping with Hosted
Catalog Suppliers.
End of Procedure.
Comparing Products
Procedure
In this section you will learn how to compare two or more products.
When you compare products, however, you are only comparing between two or more
products from Hosted Catalog vendors. Products from Punchout Catalogs are not included
in the comparison.
While taking the training, you may click on the Actions link in the upper right corner to restart
the section, go to the next step, return to the previous step, close the topic, or initiate other
actions.
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Step
Action
1.
Enter the desired information into the search field. Enter "thermal paper".
2.
Click on the Go button.
3.
Scroll down to see the search results.
Check compare to select the items you want to compare.
4.
To remove an item from the comparison, you can click on remove.
Click on compare to select another item.
5.
You can see the that two items have been selected to compare.
Click on the Compare Selected button.
6.
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Compare the items.
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Step
7.
Action
To choose an item to add to your cart, change the quantity if desired, and click on
the cart icon for the item.
You can also select the item by clicking on the checkbox at the top, and clicking on
the Go button next the Add to Active Cart action.
If you don't want to select any of the items you chose to compare, you can click on
the <<Back to Search Results button.
Click the Cart button.
8.
Congratulations! You have completed the section on comparing products in
the UVa Marketplace.
End of Procedure.
Shopping with PunchOut Suppliers
Procedure
In this section you will learn how to shop with PunchOut Suppliers.
PunchOut Suppliers are those vendors that have punchout catalogs in the UVa
Marketplace. Punchout Catalogs are catalogs of products with UVa-negotiated prices
where users will punchout to the vendor's web site to search for and select products.
While taking the training, you may click on the Actions link in the upper right corner to restart
the section, go to the next step, return to the previous step, close the topic, or initiate other
actions.
Step
1.
Action
When you are selecting a Punchout Supplier, you will be opening the supplier's web
site and following the directions on the supplier's site for ordering products.
Punchout Suppliers are listed by category here. Sometimes, Punchout Suppliers are
featured as a Showcased Supplier in the area above the Punchout Catalogs. To go to
a Punchout Supplier's online catalog, simply click on the icon for the supplier.
The web sites are controlled by the vendor and vary in their appearance, navigation,
and timeout (the amount of time you have in the catalog before you are timed out).
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Step
2.
Action
In this example you will simulate an order of copier paper from the one of the
punchout suppliers, Supply Room Companies.
Click on Supply Room Companies.
3.
Most vendors will have several different methods to search for products. Search for
your product and add to your cart according to the vendor's directions.
For this simulation, we searched for and added copy paper to our cart.
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Step
4.
Action
When you have finished shopping on the vendor's web site, click on their submit
order button.
Click on the Submit Order to Cart button.
5.
When you add items to your cart from PunchOut Suppliers, you cannot change the
quantity or view the item detail in the UVa Marketplace, as you can when you order
from Hosted catalog vendors.
If changes are required you must delete the lines from the shopping cart and start a
new punch-out session to the supplier.
6.
To see additional information about the vendor, you can click on the link for more
info... or click on the vendor's name. You can see how the purchase order will be
delivered to the vendor and basic contact information.
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Step
Action
7.
Click the Submit button.
8.
Since this is an order from a PunchOut catalog, you cannot change the quantity or
delete the line. If you must make a change at this point, delete the entire order, go
back to the punchout catalog, and start over.
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Step
9.
Action
Click the Checkout button.
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Step
10.
Action
Remember to ensure that you are using the correct PTAEO if you have set
preferences.
You can override the fields that defaulted, or click on the Edit Lines button to select
another PTAEO set in preferences, or split the PTAEO.
Click the Submit button.
11.
Congratulations! You have completed the section on shopping with PunchOut
Suppliers in the UVa Marketplace.
End of Procedure.
Non-Catalog Orders
Procedure
In this section you will learn how to use the non-catalog form to purchase from vendors
who either 1) do not have a catalog in the UVa Marketplace, or 2) who have items you need
to purchase that are not listed in their catalogs or are special-order items.
To complete the non-catalog form, you select the vendor, complete the on-line form with the
information required to complete the purchase, and add products to your shopping cart.
You must complete all fields on the non-catalog form.
While taking the training, you may click on the Actions link in the upper right corner to restart
the section, go to the next step, return to the previous step, close the topic, or initiate other
actions.
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UVa Marketplace
Step
Action
1.
Click on the non-catalog form link.
2.
You can type part of the name of the vendor in the Supplier Info Search field and the
list of vendors with that word in their name will appear. For this example you are
going to select ABC Supply as the vendor for the Non-Catalog order.
Enter "abc" in the Supplier Info field.
3.
All vendors with "ABC" anywhere in the name will appear on the list.
The list is sorted by best match, based on the way that UVa has flagged the
vendors. This means that contract, and DMBE-certified (minority or womanowned) vendors will appear first.
If the list of vendors matching your search criteria is long, you will see "click here
to view more supplier results", which will give you the complete list of vendors (it
may be more than one page) with the vendor's sites listed.
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Training Guide
UVa Marketplace
Step
Action
4.
Click on ABC Supply.
5.
When you select the vendor from the list, you automatically select the site.
You can change the site by clicking on select different fulfillment center. You can
also change the supplier by clicking on select different supplier. You can click on
more info to see a little bit more contact information about the vendor than what is
shown.
6.
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Also notice how the PO is delivered, so you know whether or not you have to fax or
mail the PO to the vendor or if it will be sent automatically, and whether the site is
an eVA registered site.
Training Guide
UVa Marketplace
Step
7.
Action
Enter the catalog number is the Catalog No. field. If there is not a catalog number,
enter "N/A". If you do not know the catalog number, enter "unknown".
DO NOT enter item descriptions in this field.
Enter the desired information into the view field. Enter "12345".
8.
Enter detailed information about the product in the Product Name/Description field.
The Product Name/Description field must include enough detail to satisfy eVA
requirements for line item detail and permit the supplier to identify and fill
your order. You are limited to 240 characters for this field, however.
For this simulation, you do not need to enter a description.
9.
Enter the desired information into the Quantity field. Enter "5".
10.
Click the button to the right of the Unit of Measure field.
11.
You can change the Unit of Measure as needed.
12.
Enter the desired information into the Unit Price field. Enter "100.00".
13.
You can enter health, safety, and environmental information, if applicable, by
checking these checkboxes.
Items are still identified by Expenditure Type for health and safety requirements as
well.
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UVa Marketplace
Step
14.
Action
To add more items to your cart from the same vendor, click the down arrow for
Available Actions, select Add to Cart and Return, and click on the Go button.
This will add the item to your cart and maintain the form for this vendor.
A message will appear at the top of the screen that confirms the item was
successfully added to your cart.
To add more items to your cart, change the information as needed for each item and
select Add to Cart and Return and Go again.
15.
When you are finished with your order, ensure that Add and go to Cart is selected
and click on the Go button.
Click the Go button.
16.
Review your order.
Click on the Submit button.
Step
17.
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Action
Click the Checkout button.
Training Guide
UVa Marketplace
Step
Action
18.
Click on the Submit button.
19.
Congratulations! You have completed the section on how to make purchases in
the UVa Marketplace, using the non-catalog form. You should also have an
understanding of the appropriate uses of the non-catalog form.
End of Procedure.
Requesting Buyer Assistance
Procedure
You can request assistance from a Buyer in Procurement Services with purchases.
While taking the training, you may click on the Actions link in the upper right corner to restart
the section, go to the next step, return to the previous step, close the topic, or initiate other
actions.
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Training Guide
UVa Marketplace
Step
Action
1.
Click on Buyer Assist.
2.
You need to enter as much information as possible about the items you are
purchasing. You may enter suggested suppliers or other notes to the Buyer.
As noted in the tip above, enter such information in the Item Description field, or in
a note to the buyer.
3.
Click the Add to Cart button.
4.
Notice that the line has been added to your cart. You can request help with another
line item by clicking on Clear All (which clears the fields, but does not delete the
line), entering the information for the next line and clicking on the Add to Cart
button.
5.
Click the View Cart and Checkout button.
6.
Click the Checkout button.
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Training Guide
UVa Marketplace
Step
Action
7.
Click the Submit button.
8.
Congratulations! You have completed the section on Requesting Buyer
Assistance.
End of Procedure.
Quick Order
Procedure
Use Quick Order when you know a particular catalog or sku number, and do not need to
view or compare products.
While taking the training, you may click on the Actions link in the upper right corner to restart
the section, go to the next step, return to the previous step, close the topic, or initiate other
actions.
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UVa Marketplace
Step
1.
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Action
Click on quick order.
Training Guide
UVa Marketplace
Step
2.
Action
You will enter the catalog or SKU number. It is possible that a manufacturer or part
number will also result in a match.
Enter the desired information into the Catalog No. (SKU) field. Enter "255888".
Click the object.
Step
Action
3.
Click on the Add to Active Cart button.
4.
When you add items to your cart with Quick Order, you will see a confirmation of
what you have added.
If your search returns more than one item you will see the items and vendors so that
you can select one.
5.
View the cart by clicking on the link.
6.
Since you were not able to add quantities on the Quick Order, you change them
here.
In the Quantity field, change the quantity if appropriate. Enter "10".
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Step
Action
7.
Click on the Save/Update button.
8.
Click on the Submit button.
Step
9.
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Action
Click on the Checkout button.
Training Guide
UVa Marketplace
Step
Action
10.
Click on the Submit button.
11.
Congratulations! You have completed the section on purchasing products
using the Quick Order feature in the UVa Marketplace.
End of Procedure.
Splitting a PTAEO for Purchases
Procedure
You may split a purchase among several PTAEOS, or you may need to change the
expenditure type only for the lines of a purchase. The following instructions will show you
how.
While taking the training, you may click on the Actions link in the upper right corner to restart
the section, go to the next step, return to the previous step, close the topic, or initiate other
actions.
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UVa Marketplace
Step
1.
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Action
Click the Edit Lines button.
Training Guide
UVa Marketplace
Step
Action
2.
Click the PTAEO tab.
3.
Click the Change/Split PTAEO icon.
4.
Click the Add Another Row button.
5.
You can click on the arrow for the Nickname field to view and select a preset
PTAEO preference.
6.
Enter the desired information into the Project field. Enter "100000".
Overriding the information in the Project field, will automatically erase the
information in the Task and Award fields.
7.
Enter the desired information into the Task field. Enter "101".
8.
Click in the Award field.
Enter the Award. In this training session the award will be entered automatically.
9.
Click in the Expenditure Type field.
Enter the Expenditure Type. In this training session the Expenditure Type will be
entered for you automatically.
10.
When you scroll over to see the Percent, Quantity and Amount fields, the first line
will default with 100 Percent, and the total Quantity of items ordered, and the total
Amount.
You can change the Percent Quantity or Amount Fields; you do not have to change
all three. If you change one, the others will change automatically based on the value
you input.
11.
Enter the desired information into the Percent field. Enter "50".
The total percent must equal 100.
12.
After entering the information in the Percent, Quantity, or Amount field, the other
two fields will automatically default when you navigate out of the field, whether by
clicking out or pressing [Tab].
13.
If you want to apply the split to all lines of the requisition, check the checkbox to the
left of "Apply this Cost Allocation information to all applicable requisition
lines".
14.
Click the Return button.
15.
Click the Return button.
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Step
Action
16.
Click the Submit button.
17.
Sometimes you will get a message that a transaction passed Funds Check in
advisory mode. You can continue to submit your requisition or choose to not submit
it.
Click the Yes button.
18.
Congratulations! You have completed the section on searching for products
and using advanced search options in the UVa Marketplace.
End of Procedure.
Notes to Approvers, Buyers, or Suppliers
Procedure
In this section you will learn how to add notes to the approvers, buyers, and/or the
suppliers.
While taking the training, you may click on the Actions link in the upper right corner to restart
the section, go to the next step, return to the previous step, close the topic, or initiate other
actions.
Step
1.
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Action
You enter your notes to the approver, buyer, and/or supplier in iProcurement, after
you have submitted your order in the UVa Marketplace.
Training Guide
UVa Marketplace
Step
2.
Action
Click the Checkout button.
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Step
Action
3.
Click the Next button.
4.
You add notes in these fields.
It is important to remember, however, that your note to the supplier will show up all
purchase orders created from this requisition. If you order from multiple vendors
on a single requisition, and add a note to the supplier, then all of the vendors
will get the note.
Step
Action
5.
Click the Next button.
6.
Click the Submit button.
7.
Congratulations! You have completed the section on Adding Notes to
Approvers, Buyers, or Suppliers.
End of Procedure.
Attachments
Procedure
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In this section you will learn how to add attachments to requisitions. You can attach
documents, pictures, web sites (URLs), or text attachments.
While taking the training, you may click on the Actions link in the upper right corner to restart
the section, go to the next step, return to the previous step, close the topic, or initiate other
actions.
Step
1.
Action
You add attachments in iProcurement after you have submitted your order in the
UVa Marketplace.
Attachments are internal to UVa and will not be forwarded to the supplier.
Click the Checkout button.
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Step
2.
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Action
Click the Next button.
Training Guide
UVa Marketplace
Step
Action
3.
Click the Add Attachments button.
4.
The Description field is a required field. (Any fields marked with * are required.)
For this training the description will be entered for you.
Step
Action
5.
Click the Category dropdown button to activate the menu.
6.
Always select Miscellaneous for the Category.
Click the Miscellaneous list item.
7.
The Type of the Attachment will default to File. You can also attach a URL or text.
8.
We will attach a Sole Source Justification form that was completed and saved on the
C: drive of the computer.
Click the Browse... button.
9.
Browsing will allow you to find the file you want to attach and select it.
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Step
Action
10.
By clicking on the Add Another button, you can add multiple attachments (short
text and file.) Always verify that the attachment is the correct one.
11.
Click the Apply button.
Step
12.
Action
Notice the confirmation statement at the top of the screen.
Click the Next button.
13.
Click the Submit button.
14.
Congratulations! You have completed the section on adding attachments to
requisitions.
End of Procedure.
Adding an Approver
Procedure
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Adding approvers allows you to add a person to your hierarchy for this document's
approval. The document will follow its normal approval route then goes to the new person
for final approval. If you are self-approving, this equals a simple forward of the document.
In this section you will learn how to add an approver to your list.
While taking the training, you may click on the Actions link in the upper right corner to restart
the section, go to the next step, return to the previous step, close the topic, or initiate other
actions.
Step
1.
Action
You add approvers in iProcurement, after you have submitted your order in the UVa
Marketplace.
Click the Checkout button.
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Step
2.
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Action
Click the Next button.
Training Guide
UVa Marketplace
Step
Action
3.
Click the Add Approver button.
4.
Select the approver from the list of values. Names are listed with last name first.
You can click on the flashlight icon to activate the list of values, or type in the
person's name (last name first) and press the [Tab] key.
5.
Step
6.
You can add a note to the approver by entering it in the Note To Approver field.
Action
Click the Next button.
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Step
Action
7.
Click the Submit button.
8.
Congratulations! You have completed the section on Adding an Approver.
End of Procedure.
Changing First Approver
Procedure
Changing your First Approver allows you to change your approval hierarchy by sending
the requisition directly to another approver. If the approver you send it to has approvers,
the requisition will follow that person's approval hierarchy.
While taking the training, you may click on the Actions link in the upper right corner to restart
the section, go to the next step, return to the previous step, close the topic, or initiate other
actions.
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UVa Marketplace
Step
1.
Action
You add approvers in iProcurement, after you have submitted your order in the UVa
Marketplace.
Click the Checkout button.
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Step
2.
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Action
Click the Next button.
Training Guide
UVa Marketplace
Step
Action
3.
Click the Change First Approver button.
4.
Select the approver from the list of values. Names are listed with last name first.
You can click on the flashlight icon to activate the list of values, or type in the
person's name (last name first) and press the [Tab] key.
5.
Click the Apply button.
6.
Click the Next button.
7.
Click the Apply button.
8.
Congratulations! You have completed the section on Changing the First
Approver.
End of Procedure.
Notifications
Procedure
Your Notifications (requisitions that require your approval, etc.) will appear in your
Worklist. In this section you will learn how to view your notifications, and edit and approve
a requisition that has been sent to you for approval.
While taking the training, you may click on the Actions link in the upper right corner to restart
the section, go to the next step, return to the previous step, close the topic, or initiate other
actions.
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Step
Action
1.
Click the requisition link.
2.
You can do any of the approval actions you see at the top right, but you may also
view the requisitions details and/or edit the requisition.
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Step
3.
Action
Click the View Requisition Details link.
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Step
4.
Action
Select the line for which you want to view the details.
Click the Details button.
5.
Click the Show Additional Information link to review the PTAEO information.
6.
Click the OK button.
7.
Click the OK button.
Step
8.
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Action
Click the Edit Requisition link.
Training Guide
UVa Marketplace
Step
9.
Action
You can make changes as appropriate.
Click the Approver Checkout button.
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Step
10.
Action
You can change the billing information here if appropriate.
Click the Submit button.
11.
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Click the Continue button.
Training Guide
UVa Marketplace
Step
Action
12.
Click the Approve button.
13.
Congratulations! You have completed the section on Notifications.
End of Procedure.
Viewing, Printing, Changing, and Canceling
Viewing Requisitions and Purchase Orders
Procedure
In this section you will learn how to view your Requisitions and Purchase Orders.
You may also view Purchase Orders in the UVa Marketplace. If you need to view a
purchase order with the intent to print it, then you should view it in the UVa Marketplace.
(See the instructions for Printing.)
While taking the training, you may click on the Actions link in the upper right corner to restart
the section, go to the next step, return to the previous step, close the topic, or initiate other
actions.
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UVa Marketplace
Step
Action
1.
Click the UVA Marketplace link.
2.
You will see your list of requisitions here, but to see more detail, including the
purchase order numbers, date requisition was created, etc. you must click on the
Requisitions/Orders tab.
You can also click on the Full List button to see this additional information.
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Step
Action
3.
Click the Requisitions/Orders tab.
4.
To view the purchase order, you can click on the purchase order number.
If there is no order number, then the requisition has not yet been turned into a
purchase order.
5.
Click the the requisition number link.
6.
Click the Details button.
7.
Click the Show Additional Information link.
8.
Click the OK button.
9.
To view the Purchase Order:
Click the Purchase Order number link.
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Step
Action
10.
Click the Show button.
11.
Click the Ok button.
12.
Congratulations! You have completed the section on Viewing Requisitions and
Purchase Orders in iProcurement.
End of Procedure.
Viewing Purchase Orders in the UVa Marketplace
Procedure
You can view your purchase orders in the UVa Marketplace, including Revisions,
Approvals, Shipments, and History. This section will show you how to view purchase
orders in the UVa Marketplace.
While taking the training, you may click on the Actions link in the upper right corner to restart
the section, go to the next step, return to the previous step, close the topic, or initiate other
actions.
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UVa Marketplace
Step
Action
1.
Click the history tab.
2.
You can search for a specific purchase order by the PO number or if you want to see
all of your orders, you can check the Filter checkbox to use the filters below.
Check the Filter checkbox.
3.
Click the My Orders option.
4.
Change the start and end date parameters if appropriate, and then click on the
Search button.
5.
Find the purchase order you want to view.
Click purchase order 313857.
6.
This screen will show you the status of the purchase order. You can also view and
print the original requisition, product details, and additional information about the
supplier.
7.
Click the Purchase Order tab.
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Step
8.
Action
The Purchase Order tab will show you complete purchase order details including
shipping and billing information, and how the purchase order was delivered to the
vendor.
Click the Revisions tab.
9.
The Revisions tab will show you the change history for the purchase order.
Click the PO Approvals tab.
10.
The Approvals tab will show you the approval hierarchy.
Click the Shipments tab.
11.
You will see any shipments that have been received for the order.
Click the Comments tab.
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Step
12.
Action
You will see any comments entered on a purchase order, or you can add a comment.
Click the Add Comment button.
Step
13.
Action
Click on the Cancel button.
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Step
Action
14.
Click the History tab.
15.
The History tab will show you the history of the purchase order.
16.
Congratulations! You have completed the section on Viewing Purchase Orders
in the UVa Marketplace.
End of Procedure.
Printing Requisitions
Procedure
This section will show you how to print your requisition from iProcurement. If a purchase
order has been created, you can also go into the Marketplace, find the purchase order and
view and/or print the original requisition.
If you need to print a requisition before a purchase order is created, follow these
instructions.
While taking the training, you may click on the Actions link in the upper right corner to restart
the section, go to the next step, return to the previous step, close the topic, or initiate other
actions.
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Step
1.
Action
The easiest way to print a requisition is upon Checkout.
Click the Next button.
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Step
Action
2.
Click the Next button.
3.
Click the Printable Page button.
Another window will open, from which you can print by clicking on your browser's
printer icon.
4.
Another window opens. You can print the requisition.
5.
The next steps show you how to print a requisition after it has been submitted.
6.
Find the requisition you want to print.
Click on the requisition 32431.
7.
Click the Details button.
8.
Click the Show Additional Information link.
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Step
Action
9.
Click the File menu.
10.
Select Print... from the menu.
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Step
Action
11.
Click the Preferences button.
12.
Ensure that the Orientation is set to Landscape.
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Step
13.
Action
Click the OK button.
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Step
Action
14.
Click the Print button.
15.
Congratulations! You have completed the section on Printing Requisitions.
End of Procedure.
Printing Purchase Orders
Procedure
Some vendors require you to print and deliver (via fax, mail, or in person) a paper purchase
order. In this section you will learn how to print purchase orders in the UVa Marketplace.
You will need to find the purchase order you want to print first. See "Viewing Purchase Orders
in the UVa Marketplace" for instructions on finding purchase orders.
While taking the training, you may click on the Actions link in the upper right corner to restart
the section, go to the next step, return to the previous step, close the topic, or initiate other
actions.
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Step
1.
Action
Find the purchase order you want to print (Viewing Purchase Orders in the UVa
Marketplace).
To the right of the purchase order number you will see a printer button.
Click the printer button.
2.
Step
3.
This is the summary of the purchase order. You may print this for your own
records, but this is not acceptable as a purchase order to deliver to the vendor.
Action
Click the File menu.
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Step
Action
4.
Select Print... from the menu and follow the prompts to print.
5.
If you are required to deliver purchase order to the vendor, you will want to print out
the purchase order with the UVa logo. The following instructions will show you
how to do that.
6.
Find the purchase order you want to print.
Click the 313857 link.
7.
Click the button to the right of the Available Actions field.
8.
Select Print Fax Version from the list.
9.
Click the Go button.
10.
This is the printable page that you can print and deliver to the vendor.
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Step
Action
11.
Click the File menu.
12.
Select Print... from the menu, and follow the prompts to print. (Do not change print
preference to landscape.)
13.
Congratulations! You have completed the section on Printing Purchase Orders
in the UVa Marketplace.
End of Procedure.
Changing Requisitions
Procedure
You may only make changes to requisitions if they do not have an assigned purchase order
number.
For Hosted Catalog and Non-Catalog orders, you may change any information, except for
the item description and price.
For Punchout Orders you can change the billing information, but not the item description,
quantity, or price. If item information is incorrect, you should delete all the lines on the
requisition or cancel the requisition. You may not delete the selected lines. For such
changes, you should also contact the vendor directly.
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While taking the training, you may click on the Actions link in the upper right corner to restart
the section, go to the next step, return to the previous step, close the topic, or initiate other
actions.
Step
1.
Action
Find the requisition that you want to change.
Ensure that no purchase order number has been assigned to your requisition.
Click on the requisition 32430.
2.
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Click the Change button.
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UVa Marketplace
Step
3.
Action
Click the Yes button.
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Step
4.
Action
Find the information you want to change.
Enter the desired information into the Show Additional Information field. Enter
"4".
5.
Step
Click the Checkout button.
Action
6.
Click the Submit button.
7.
Congratulations! You have completed the section on Changing Requisitions.
End of Procedure.
Canceling Requisitions
Procedure
In this section you will learn how to cancel a requisition. However, you cannot cancel or
change a requisition that has an assigned purchase order number.
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While taking the training, you may click on the Actions link in the upper right corner to restart
the section, go to the next step, return to the previous step, close the topic, or initiate other
actions.
Step
1.
Action
Find the requisition you want to cancel and click on the requisition number.
Click on the requisition 32430.
2.
Click the Cancel Requisition button.
3.
If your requisition has more than one line, you can cancel individual lines without
canceling the entire requisition by clicking on the Select checkbox and the Continue
button. In this example, you will cancel the entire requisition.
Click the Cancel Entire Requisition button.
4.
Click the Submit button.
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Step
5.
Action
You will get a confirmation of the cancellation request. To see that the requisition
was cancelled, go back to the Requisitions/Orders tab.
Note the confirmation at the tope of the screen.
Click the Requisitions/Orders tab.
6.
You will see Cancelled as the Requisition Status. To see the lines or details of the
cancelled requisition, you can click on the requisition number.
7.
If you open the requisition, you will see that lines that have been canceled on the
requisition will be identified.
8.
Congratulations! You have completed the section on canceling requisitions.
End of Procedure.
Receiving
Express Receipt
Procedure
System receiving is required for all purchase orders greater than $5,000.00.
Express Receipt is a quick method of receiving ALL items on a purchase order at once.
In this section you will learn how to process an Express Receipt.
While taking the training, you may click on the Actions link in the upper right corner to restart
the section, go to the next step, return to the previous step, close the topic, or initiate other
actions.
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Step
Action
1.
Click the Express Receive button.
2.
Click the Submit button.
3.
You will get a confirmation that the receipt was created and will see the Receipt
number.
Remember to annotate the receipt number on your packing slip, and maintain the
packing slip for the period of time required for record retention.
4.
Congratulations! You have completed the section on processing Express
Receipts.
End of Procedure.
Receive Items
Procedure
System receiving is required for all purchase orders greater than $5,000.00. In this section
you will learn how to process a receipt and a partial receipt.
While taking the training, you may click on the Actions link in the upper right corner to restart
the section, go to the next step, return to the previous step, close the topic, or initiate other
actions.
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Training Guide
UVa Marketplace
Step
Action
1.
Click the Receiving tab.
2.
You will see two lists: A list of Requisitions that require receiving, and a list of
receipts that have been entered.
You will also see links to Receiving actions at the top. Although you can click on
Receive Items link to receive, you will be prompted to search for the requisition if
you click on that action link. It is easier to go directly to the requisition in the
Requisitions to Receive list.
3.
Click the 68629 link.
4.
Click the Receive button.
5.
Click the Select option.
6.
Check the number of items received and ensure that you enter the exact number of
items you actually received if you received less than the quantity ordered.
Enter the desired information into the Receipt Quantity field. Enter "4".
7.
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Click the Next button.
Training Guide
UVa Marketplace
Step
Action
8.
The Receipt Date will default to the current date. You should change this to the date
the goods or services were actually received, if applicable.
9.
Important! Change the date by clicking on the Calendar button and selecting the
date.
The date has been changed for you.
10.
Click the Next button.
11.
Click the Submit button.
12.
Congratulations! You have completed the section on Receiving Items.
End of Procedure.
Return Items
Procedure
Sometimes you will need to return items to the vendor. This section will show you how to
process a transaction to return items.
While taking the training, you may click on the Actions link in the upper right corner to restart
the section, go to the next step, return to the previous step, close the topic, or initiate other
actions.
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Training Guide
UVa Marketplace
Step
Action
1.
Click the Return Items link.
2.
In this case we received 15 chairs. One chair was damaged so we have to return it.
Enter the desired information into the Return Quantity field. Enter "1".
3.
Step
4.
Click the Next button.
Action
You must enter a reason for the return. The reasons are in a list of values.
Click the List of Values button.
5.
Find the reason in the list of values.
Click the Quick Select button.
6.
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Optionally, you may enter an RMA (Return Material Authorization) number or
Comments regarding the return.
Training Guide
UVa Marketplace
Step
Action
7.
Click the Next button.
8.
Click the Submit button.
9.
Congratulations! You have completed the section on Returning Items.
End of Procedure.
Correct Receipts
Procedure
Sometimes you may enter the incorrect quantity on a receipt. In this section you will learn
how to correct receipts.
While taking the training, you may click on the Actions link in the upper right corner to restart
the section, go to the next step, return to the previous step, close the topic, or initiate other
actions.
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Training Guide
UVa Marketplace
Step
Action
1.
Click the Correct Receipts link.
2.
In the Correct Quantity field, enter the quantity that you actually received.
Enter the desired information into the Correct Quantity field. Enter "3".
3.
Click the Continue button.
4.
Click the Submit button.
5.
Congratulations! You have completed the section on Correcting Receipts.
End of Procedure.
View Receipts
Procedure
In this section you will see how to view receipts.
While taking the training, you may click on the Actions link in the upper right corner to restart
the section, go to the next step, return to the previous step, close the topic, or initiate other
actions.
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Training Guide
UVa Marketplace
Step
Action
1.
Click the Receiving tab.
2.
Scroll down to see the section My Receipts at a Glance. You can click on the View
Receipts link and search for your receipt as well.
3.
You will see your most recent receipts. You can click on the Full List button to
search for additional receipts or View Details to see the details of the receipt.
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Training Guide
UVa Marketplace
Step
Action
4.
Click the View Details button.
5.
You will see the receipt details. Notice that you can Return Items or Correct Receipt
from this screen as well.
6.
Congratulations! You have completed the section on Viewing Receipts.
End of Procedure.
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