49er Mart

Shopper Role

(This page intentionally left blank)
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 for purchase. Carts are capable of holding items from multiple suppliers.
  • Requisition- A requisition is a request to order, also known as Purchase Requisitions (PRs) in 49er Mart. Requisitions are not final until they have gone through the entire departmental approval process.
  • Purchase Order – When a requisition is submitted and automatically transmitted to a vendor by 49er Mart it is a considered a purchase order.
  • Hosted Catalog (Showcased Suppliers) – Catalogs in 49er Mart are virtual catalogs created by each vendor hosted on the 49er Mart site. Catalogs will be updated periodically based on the contract with the vendor.
  • Non-Catalog Orders & Forms – Orders not available through hosted catalogs or punch-out vendors.
  • Punch-out – A vendor website in which a user actually leaves 49er Mart to shop on the vendor’s site. Each Punch-out site will have a different layout and will function differently. After shopping in the vendor’s punch-out site, the users cart will then be returned to 49er Mart to finalize the transaction.
  • Requester – this role can shop and process carts for another shopper.
  • Shopper – this role is 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 a link 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

  1. User Identification – information in this section is populated from Banner each time a user logs on.
  2. Personal Settings – not available for update by users
  3. Roles – provides a read only list of all roles assigned to a user
  4. 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)
  5. 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, Custom Fields 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 for into 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 tab then .
  • 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 with Favorites
  • Click the Favorites primary 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 an already 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 alternate address from Profile link. Check Add to profile as if desired. Enter room number of where item(s) will be shipped.
  • 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.

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 items cannot 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.
  • All items will be removed and user returned to active cart screen.

Deleting/Unassigning Shopping Carts

There are no restrictions on the number of shopping carts that can be created. When certain carts are no longer needed 49er Mart allows the entire cart to be deleted in one click. After a cart has been assigned to a requester it can be unassigned (withdrawn) until the order has been placed.

Deleting a Shopping Cart

  • Click the primary tab then select the sub-tab.
  • Find the cart to be deleted, whether a draft cart or current cart.
  • Press the button on the right side of the screen.
  • The system deletes the cart immediately and it is permanently removed and cannot be restored.

Unassigning a Shopping Cart

  • Click the primary tab then select the sub-tab.
  • Find the cart to be deleted, whether a draft cart or current cart.
  • Press the button on the right side of the screen.
  • The cart can now be reviewed, changed, or reassigned to another requester.

Check the Status of a Requisition

  • The status of a requisition can be checked from the History, My Requisitions tabs in the menu bar. 49er Mart provides a listing of requisitions in date sequence.
  • Review any pending requisitions by selecting the requisition number and clicking on the PR Approvals Tab.
  • To review the reason for a rejected requisition click on the History Tab and look at icon in the Status column.

Copying Previous Requisitions to a New Cart

Users can copy requisitions into a completely new cart, whenever there is a need to repeat an order. Items can be removed or additional products can be added to the cart if needed. This procedure is commonly done when orders are rejected or there is a problem for whatever reason. Instead of “restarting” the original order, a new order is created with a different number and date.

To open the requisition to be copied:

  • Option A: Click the primary tab and then select the sub-tab. After the list of requisitions displays, select the appropriate number.