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HokieMart On-line Training Module Setting Up, Creating and Managing Your User Preferences Version 1.2 Revised 10-11-13 www.procurement.vt.edu.

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Presentation on theme: "HokieMart On-line Training Module Setting Up, Creating and Managing Your User Preferences Version 1.2 Revised 10-11-13 www.procurement.vt.edu."— Presentation transcript:

1 HokieMart On-line Training Module Setting Up, Creating and Managing Your User Preferences Version 1.2 Revised

2

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

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

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8 If you have trouble logging in…… Hint: It’s the same password that you use to log into to view your .

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

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

12 USER PROFILE: Navigation in HokieMart is done by using Tabs. Not every tab is pertinent to every user.

13 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.

14 USER PROFILE: The Profile tab allows the user to view and manage personal information.

15 TABS UNDER USER PROFILE: User Settings

16 TABS UNDER USER PROFILE: User Settings The first tab “User Settings” is divided into various sub tabs.

17 TABS UNDER USER PROFILE: User Settings The first tab “User Settings” is divided into various sub tabs.

18 TABS UNDER USER PROFILE: User Settings The first tab “User Settings” is divided into various sub tabs.

19 TABS UNDER USER PROFILE: User Settings The first tab “User Settings” is divided into various sub tabs.

20 TABS UNDER USER PROFILE: User Settings The first tab “User Settings” is divided into various sub tabs.

21 TABS UNDER USER PROFILE: User Settings The first tab “User Settings” is divided into various sub tabs.

22 USER IDENTIFICATION:

23 USER IDENTIFICATION: Is the first sub- tab User Settings

24 USER IDENTIFICATION: Is the first sub- tab User Settings

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

26 USER IDENTIFICATION: The sub tab, “User Identification,” allows users to: view their name phone number address department and user name

27 USER IDENTIFICATION: Is the first sub- tab User Settings

28 USER IDENTIFICATION: Is the first sub- tab User Settings

29 USER IDENTIFICATION: Is the first sub- tab User Settings

30 USER IDENTIFICATION: Is the first sub- tab User Settings

31 USER IDENTIFICATION: If changes are needed, send an to: Penny Falck at

32 ROLES

33 ROLES Click on the “Roles” tab.

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

35 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.

36 ROLES Users can view their assigned roles.

37 ROLES

38 PREFERENCES Let’s go back to the HokieMart Home page Click on the Profile Tab again

39 PREFERENCES Let’s go back to the HokieMart Home page Click on the Profile Tab again profile

40 PREFERENCES Let’s go back to the HokieMart Home page Click on the Profile Tab again profile

41 PREFERENCES: Now click on the “ Preferences” tab:

42 PREFERENCES: Now click on the “ Preferences” tab:

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

45 PREFERENCES: When actions are performed in HokieMart, s can automatically be generated to notify users of these actions.

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

47 PREFERENCES: We recommend users check the following notification boxes to increase the level of individual notification.

48 PREFERENCES: Place check marks  in the Override Role boxes.

49 PREFERENCES: Place check marks  in the Override Role boxes.

50 PREFERENCES: This will activate the Role box.

51

52 PURCHASING: CUSTOM FIELDS The Custom Fields sub tab under the Purchasing tab

53 PURCHASING: CUSTOM FIELDS The Custom Fields sub tab under the Purchasing tab

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

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

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

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

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

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

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

61 PURCHASING: CUSTOM FIELDS

62 PURCHASING: CUSTOM FIELDS - CODES

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

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

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

66 PURCHASING: CUSTOM FIELDS - CODES Let’s look briefly at two of the fields required when processing a purchase requisition (PR) Fund and Account.

67 PURCHASING: CUSTOM FIELDS - CODES Let’s look briefly at two of the fields required when processing a purchase requisition (PR) Fund and Account.

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

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

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

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

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

73 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.

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

75 Adding Fund information to user profile:

76 Adding Fund information to user profile: Select “Edit” under the “Edit Values” column on the far right.

77 Adding Fund information to user profile: Select “Edit” under the “Edit Values” column on the far right. Follow along to view how:

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80 Adding Fund information to user profile: Select “Edit” under the “Edit Values” column on the far right. Then click “Create New Value.”

81 Adding Fund information to user profile: Select “Edit” under the “Edit Values” column on the far right. Then click “Create New Value.”

82 Enter the name of the department, as identified

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

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

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

86 Enter the name of the department, as identified in Banner, in the description field. Click “Search.”

87 Enter the name of the department, as identified in Banner, in the description field. Click “Search.”

88 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.

89 Place a check mark in the “Select” box.

90 Place a check mark in the “Select” box. 

91 Place a check mark in the “Select” box. 

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

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

94 Users may edit fund numbers.

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

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

97 Select the “fund number” and a box will display to the right. Check the “Default” box. 

98 Click “Save.”

99 Click “Save.”

100 Users may have only one default.

101 Users may have only one default. Users may add additional funds as necessary as long as they have access to use them.

102 ADDING ACCOUNT CODES TO YOUR PROFILE As accounts are selected by the user, they will appear in a list on the left of the screen.

103 ADDING ACCOUNT CODES TO YOUR PROFILE As accounts are selected by the user, they will appear in a list on the left of the screen.

104 ADDING ACCOUNT CODES TO YOUR PROFILE It is recommended that

105 ADDING ACCOUNT CODES TO YOUR PROFILE It is recommended that default account codes not be created.

106 ADDING ACCOUNT CODES TO YOUR PROFILE Users should verify the account code at the time the requisition is being prepared.

107 ADDING ADDRESSES TO YOUR PROFILE This information should be populated prior to using HokieMart.

108 ADDING ADDRESSES TO YOUR PROFILE This information should be populated prior to using HokieMart. The “Ship To” addresses in HokieMart.

109 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.

110 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.

111 ADDING ADDRESSES TO YOUR PROFILE The addresses available are:

112 ADDING ADDRESSES TO YOUR PROFILE The addresses available are: “ Ship To” and

113 ADDING ADDRESSES TO YOUR PROFILE The addresses available are: “ Ship To” and “Bill To.”

114 ADDING ADDRESSES TO YOUR PROFILE The addresses available are: “ Ship To” and “Bill To.” The addresses may be viewed by selecting

115 ADDING ADDRESSES TO YOUR PROFILE The addresses available are: “ Ship To” and “Bill To.” The addresses may be viewed by selecting “Profile” tab

116 ADDING ADDRESSES TO YOUR PROFILE The addresses available are: “ Ship To” and “Bill To.” The addresses may be viewed by selecting “Profile” tab “Purchasing” tab

117 ADDING ADDRESSES TO YOUR PROFILE The addresses available are: “ Ship To” and “Bill To.” The addresses may be viewed by selecting “Profile” tab “Purchasing” tab “Addresses” tab

118 ADDING ADDRESSES TO YOUR PROFILE The addresses available are: “ Ship To” and “Bill To.” The addresses may be viewed by selecting “Profile” tab “Purchasing” tab “Addresses” tab “Ship To” tab or

119 ADDING ADDRESSES TO YOUR PROFILE The addresses available are: “ Ship To” and “Bill To.” The addresses may be viewed by selecting “Profile” tab “Purchasing” tab “Addresses” tab “Ship To” tab or “Bill To” tab

120 SETTING UP A “SHIP TO” ADDRESS The “Ship To” address will be the address users would like the item(s) delivered.

121 SETTING UP A "SHIP TO" ADDRESS The “Ship To” address will be the address users would like the item(s) delivered. For some departments, addresses will vary. For this reason, users have the ability to select multiple “Ship To” addresses.

122 SETTING UP A "SHIP TO" ADDRESS The “Ship To” address will be the address users would like the item(s) delivered. 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.

123 SETTING UP A "SHIP TO" ADDRESS Click “Select Addresses for Profile”

124 SETTING UP A "SHIP TO" ADDRESS Click “Select Addresses for Profile.” Users may find it easier to enter their department name or building name in the “Address Text” field.

125 SETTING UP A "SHIP TO" ADDRESS Click “Select Addresses for Profile.” Users may find it easier to enter their department name or building name in the “Address Text” field.

126 SETTING UP A "SHIP TO" ADDRESS Click “Select Addresses for Profile.” Users may find it easier to enter their department name or building name in the “Address Text” field.

127 SETTING UP A "SHIP TO" ADDRESS 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.

128 SETTING UP A "SHIP TO" ADDRESS Select Search

129 SETTING UP A "SHIP TO" ADDRESS Select Search

130 SETTING UP A "SHIP TO" ADDRESS The address information will then be displayed.

131 SETTING UP A "SHIP TO" ADDRESS Depending on information entered, the listing may be long.

132 SETTING UP A "SHIP TO" ADDRESS To add this address to your Profile

133 SETTING UP A "SHIP TO" ADDRESS Place the cursor in the “radio” button and click.

134 SETTING UP A "SHIP TO" ADDRESS Place the cursor in the “radio” button and click.

135 SETTING UP A "SHIP TO" ADDRESS Place the cursor in the “radio” button and click.

136 SETTING UP A "SHIP TO" ADDRESS The address will be displayed.

137 SETTING UP A "SHIP TO" ADDRESS Type users name in Contact name field.

138 SETTING UP A "SHIP TO" ADDRESS Type users name in Contact name field.

139 SETTING UP A "SHIP TO" ADDRESS Click Save

140 SETTING UP A "SHIP TO" ADDRESS Click Save

141 SETTING UP A "SHIP TO" ADDRESS If only one address is needed, it will appear as the default.

142 SETTING UP A "SHIP TO" ADDRESS 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.

143 SETTING UP A "SHIP TO" ADDRESS 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. Users have the ability to select multiple “Ship To” addresses based on their needs and the needs of their department.

144 SETTING UP A "SHIP TO" ADDRESS To select additional addresses: Click “Select Addresses for Profile.”

145 SETTING UP A "SHIP TO" ADDRESS To select additional addresses: Click “Select Addresses for Profile.”

146 SETTING UP A "SHIP TO" ADDRESS To select additional addresses: Click “Select Addresses for Profile.” Follow the same steps for adding address information that we just learned.

147 SETTING UP A "SHIP TO" ADDRESS The query box will display. The steps are the same as outlined above.

148 SETTING UP A "SHIP TO" ADDRESS User has now added multiple addresses in the “Ship To” section.

149 SETTING UP A "SHIP TO" ADDRESS This address will appear as an option in the drop-down menu of the “Ship To” address.

150 SETTING UP A "SHIP TO" ADDRESS When adding multiple addresses, if users select a default address, it will be in BOLD type.

151 SETTING UP A "SHIP TO" ADDRESS When adding multiple addresses, if users select a default address, it will be in BOLD type.

152 ABOUT ADDRESSES: We encourage users to verify all address information.

153 ABOUT ADDRESSES:

154 ABOUT ADDRESSES: We encourage users to verify all address information. If changes need to be made, a form is provided by the Procurement Department for these changes. We suggest that the “Nick Name” option not be used.

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

156 BILL TO: With central invoicing required in HokieMart, invoices will be received only by the Controller’s Office. Departments should not receive an invoice.

157 BILL TO: With central invoicing required in HokieMart, invoices will be received only by the Controller’s Office. Departments should not receive an invoice. The “Bill To” address may be added by selecting: “Profile” tab “Purchasing” tab “Addresses” tab “Bill To” tab

158 TO CREATE A “BILL TO” ADDRESS IN HOKIEMART Click “Select Addresses for Profile.”

159 TO CREATE A “BILL TO” ADDRESS IN HOKIEMART From the drop-down list, select Accounts Payable

160 TO CREATE A “BILL TO” ADDRESS IN HOKIEMART From the drop-down list, select Accounts Payable Note: This is the only option

161 TO CREATE A “BILL TO” ADDRESS IN HOKIEMART Accounts Payable is the only address which can be chosen and will always be the default.

162 TO CREATE A “BILL TO” ADDRESS IN HOKIEMART Accounts Payable is the only address which can be chosen and will always be the default.

163 TO CREATE A “BILL TO” ADDRESS IN HOKIEMART Click Save

164 TO CREATE A “BILL TO” ADDRESS IN HOKIEMART Click Save

165 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.

166 If you have any questions please the HokieMart Help desk

167 If you have any questions please the HokieMart Help desk We will be glad to assist you.

168 If you have any questions please the HokieMart Help desk We will be glad to assist you. Thanks and see you in class.


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