Shopper/Requester Roles

49er Mart

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49er Mart

Shopper/Requester Roles

Table of Contents

49er Mart Definitions...... 3

Logging into 49er Mart...... 4

Home/Shop Page...... 6

49er Mart Profile

Setting Email Preferences...... 9

Setting Ship To Addresses...... 10

Setting Cart Assignees...... 11

Searching 49er Mart

Shop (Simple search)...... 13

Hosted Catalogs (Showcased Suppliers)...... 14

Punch-out Catalogs...... 15

Favorites...... 16

Advanced Search...... 18

Using Shopping Cart...... 19

Reviewing Assigned Carts...... 24

Using Forms...... 25

Entering Non-Catalog Items...... 27

Removing Items from a Cart...... 28

Deleting Shopping Carts...... 29

Check the Status of a Requisition...... 30

Assign A Substitute Requester...... 31

Copying a Previous Requisition to a New Cart...... 32

49er Mart Definitions

Cart- A virtual shopping cart which holds various items a user has selected forpurchase. Carts are capable of holding items from multiple suppliers.
Requisition- A requisition is a request to order, also known as PurchaseRequisitions (PRs) in 49er Mart. Requisitions are not final until they have gonethrough the entire departmental approval process.
PurchaseOrder– When a requisition is submitted and automatically transmitted to a vendor by 49er Mart it is a considered a purchase order.
HostedCatalog (Showcased Suppliers)– Catalogs in 49er Mart are virtual catalogs created by each vendorhosted on the 49er Mart site. Catalogs will be updated periodically based onthe contract with the vendor.
Non-Catalog Orders & Forms– Orders not available through hosted catalogs or punch-outvendors.
Punch-out– A vendor website in which a user actually leaves 49er Mart to shop onthe vendor’s site. Each Punch-out site will have a different layout and will functiondifferently. After shopping in the vendor’s punch-out site, the users cart will then bereturned to 49er Mart to finalize the transaction.
Requester– this role can shop and process carts for another shopper.
Shopper – this roleis authorized to shop but has no approval capabilities and all transactions created by the shopper role require approval from a Requester or Approver.
Approver – This role reviews the submitted requisition and based on the information provided can either approve the requisition, return the requisition to the requestor with a note detailing why, reject line items on the requisition or reject the entire requisition

Logging into 49er Mart

49er Mart can be accessed by either alink on Materials Managements website or via 49er Express. Note: Both 49er Express and 49er Mart are available 24 hours a day and can be accessed from any computer connected to the internet.

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

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

Home/Shop Page

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

Header

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

Primary Tabs

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

Desktop: Shopping Area

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

49er Mart Profile

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

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

User Settings

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

Setting Email Preferences

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

Press

Purchasing

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

Setting Ship to Address

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

Press
Ship to will now default when cart is created

Setting Cart Assignees

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

Click bullet beside desired Requester

Press

Cart assignees are now available as requesters on cart

Permissions

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

Searching in 49er Mart

Searching for Products

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

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

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

Hosted Catalog Search (Showcased Suppliers)

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

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

Accessing Punch-Out Suppliers

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

Favorites
Creating a Personal Favorites Folder
Click primary tabthen .
Select Top level personal folder.

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

Multiple personal folder can be added.

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

Select the Favorites folder to add item to

Shopping withFavorites
Click the Favoritesprimary tab or the Favorites link under the Shop at the Top box.

Select the appropriate folder.

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

Advanced Search

Click the Advanced Search link in the Shop at the Top box.

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

Using Shopping Carts

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

Click on the primary tab.

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

Edit Cart Name and description if needed.

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

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

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

Shoppers will only have the option to Assign Cart.

Requesters will have the option to Place Order or Assign Cart.

Any errors will be listed at the top of the screen.

Select to change quantity on a hosted catalog supplier.
To change the quantity on a Punch-out supplier
Select all of the Punch-out items
Choose Remove Selected Items from drop down menu
Select
Return to Punch-out suppliers site and shop again

Press to make changes to Shipping, Billing, or Accounting Codes information.

Shoppers are not required to enter Shipping or Billing information. Cart can be assigned to Requester without this information.

Requesters must enter all required fields before order can be placed.

Summary Tab – overall view of cart. Allows access to edit information.
General – Cart name and Description can be changed if necessary.

Shipping – Ship to –Select alternateaddress fromProfile link. Check Add to profile as if desired. Enter room number of where item(s) will be shipped.

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

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

Shoppers will see message below.

Click.

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

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

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

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

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

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

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

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

Assign Cart/Place Order
Shoppers – Select Assign Cart. If a Requester has been setup as a default it will display as shown below. To select a different Requester click select from profile values to show available Requesters. Click .

The Shopping Cart information screen will display showing the cart name, Requester name, requisition number, and requisition total.
The Requester will receive an email notification stating that a cart has been assign to them.

Requesters – Select Place Order. The requisition will now do through the approval workflow to be turned into a Purchase Order.

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

Reviewing Assigned Carts

From the Home/Shop page, click the View Approvals link in the Action Items box.
Click Carts Assigned to me.

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

Follow instructions on pages 21 – 24 for complete requisition.

Using Forms

Forms are typically used to communication to Purchasing the need for an action to be taken or to order a service or animals. Multiple forms can be added to a cart.

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

To add the populated form to a draft cart or a cart that was previously submitted but has not been approved, select Add to Draft Cart or Pending PR/PO from the available actions drop down box and click Go.

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

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

Entering Non-catalog Items

Non-catalog items should be used when itemscannot be found from hosted or punch-out catalogs.

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

Click the primary tab.
Click on Non-catalog item below the Shop Search box.
Select the supplier for the non-catalog item.
Enter the supplier name or information in the Enter Supplier box. When typing the Auto/Complete functionality will display.
Fill in all required fields: Product Description, Catalog #, Product Size, Quantity, Price Estimate, and Packaging.
When item information is complete:
If only ordering one item from the supplier, click.
To order multiple items from the supplier, click. The screen will empty except for the supplier name.
Click to exit.
The items added can be viewed from the shopping cart. To edit the non-catalog item once added to the cart, click on its name in the cart.
Follow instructions on page 20 – 24 to complete cart.

Removing Items from the Cart

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

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

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