hokiemart on-line training module setting up, creating and managing your user preferences

www.procurement.vt.edu

HokieMart On-line Training ModuleSetting Up, Creating and

Managing Your User Preferences

Version 1.2Revised 10-11-13


CREATING AND MANAGING YOUR USER

PROFILE


Creating and Managing Your User Profile

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



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 http://www.hokiemart.vt.edu

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

http://www.hokiemart.vt.edu/



If you have trouble logging in……

Hint: It’s the same password that you use to log into to view your e-mail.



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



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



USER PROFILE:Navigation in HokieMart is done by using Tabs.Not every tab is pertinent to every userTabs that are not pertinent to the Requestor will not be discussed in this module.



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



TABS UNDER USER PROFILE:

User Settings



TABS UNDER USER PROFILE:

User Settings The first tab “User Settings” is divided into various sub tabs.



USER IDENTIFICATION:



USER IDENTIFICATION:Is the first sub- tab User Settings



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



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

view their namephone number e-mail addressdepartment and user name



USER IDENTIFICATION:Is the first sub- tab User Settings



USER IDENTIFICATION:

If changes are needed, send an email to:Penny Falck at [email protected].

mailto:[email protected]



ROLES



ROLES

Click on the “Roles” tab.



ROLES

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



ROLES

Roles are assigned to a particular user based on information received from departmentsLevels of responsibilities within individual departments and are controlled within the HokieMart application.



ROLES

Users can view their assigned roles.



ROLESIf roles need to be changed, complete the HokieMart

Departmental Functions form found at:

http://www.procurement.vt.edu/HokieMart/forms.html

Mail the form to:Penny Falck Mail Code: 0312

in the Controller’s Office.

http://www.purch.vt.edu/HokieMart/forms.html



EMAIL PREFERENCES

Let’s go back to the HokieMart Home pageClick on the Profile Tab again



EMAIL PREFERENCES

Let’s go back to the HokieMart Home pageClick on the Profile Tab again

profile


Creating and Managing Your User ProfileEMAIL PREFERENCES:

Now click on the “Email Preferences” tab:



EMAIL PREFERENCES:Now click on the “Email Preferences” tab:



EMAIL PREFERENCES:

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



EMAIL PREFERENCES:

When actions are performed in HokieMart, emails can automatically be generated to notify users of these actions.



EMAIL PREFERENCES:

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



EMAIL PREFERENCES:

We recommend users check the following email notification boxes to increase the level of individual notification.



EMAIL PREFERENCES:Place check marks in the Override Role boxes.



EMAIL PREFERENCES:This will activate the Role box.



PURCHASING: CUSTOM FIELDSThe Custom Fields sub tab under the Purchasing tab



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



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


Creating and Managing Your User ProfilePURCHASING: CUSTOM FIELDS


Creating and Managing Your User ProfilePURCHASING: CUSTOM FIELDS - CODES



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


Creating and Managing Your User ProfilePURCHASING: CUSTOM FIELDS - CODES

Let’s look briefly at two of the fields required when processing a purchase requisition (PR)

Fund and Account.



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

Edit



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

Edit



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

Edit


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.



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.



Adding Fund information to user profile:



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



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



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



Enter the name of the department, as identified



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



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

Click “Search.”




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.



Place a check mark in the “Select” box.



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

Add Values


Users may edit fund numbers.



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



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



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



Click “Save.”



Users may have only one default.



Users may have only one default.

Users may add additional funds as necessary as long as they have access to use them.




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.




It is recommended that




It is recommended that default account codes not be created.




Users should verify the account code at the time the requisition is being prepared.


Creating and Managing Your User ProfileADDING ADDRESSES TO YOUR PROFILE

This information should be populated prior to using HokieMart.



This information should be populatedprior to using HokieMart.

The “Ship To” addresses in HokieMart .



This information should be populatedprior to using HokieMart.

The “Ship To” addresses in HokieMart are the current addresses in Banner.



The addresses available are:



The addresses available are: “Ship To” and



The addresses available are: “Ship To” and “Bill To.”




The addresses may be viewed by selecting




The addresses may be viewed by selecting“Profile” tab




The addresses may be viewed by selecting“Profile” tab“Purchasing” tab




The addresses may be viewed by selecting“Profile” tab“Purchasing” tab“Addresses” tab





“Ship To” tab or





“Ship To” tab or“Bill To” tab


Creating and Managing Your User ProfileSETTING UP A “SHIP TO” ADDRESS

The “Ship To” address will be the address users would like the item(s) delivered.


Creating and Managing Your User ProfileSETTING UP A "SHIP TO" ADDRESS


For some departments, addresses will vary. For this reason, users have the ability to select multiple “Ship To” addresses.




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.



Click “Select Addresses for Profile”



Click “Select Addresses for Profile.” Users may find it easier to enter their department name or building name in the “Address Text” field.



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.



Select Search



The address information will then be displayed.



Depending on information entered, the listing may be long.



To add this address to your Profile



Place the cursor in the “radio” button and click.



The address will be displayed.



Type users name in Contact name field.



Click Save



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.




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.



To select additional addresses: Click “Select Addresses for Profile.”



To select additional addresses: Click “Select Addresses for Profile.”

Follow the same steps for adding address information that we just learned.



The query box will display. The steps are the same as outlined above.



User has now added multiple addresses in the “Ship To” section.



This address will appear as an option in the drop-down menu of the “Ship To” address.



When adding multiple addresses, if users select a default address, it will be in BOLD type.


Creating and Managing Your User ProfileABOUT 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.

http://www.procurement.vt.edu/HokieMart/forms.html

http://www.purch.vt.edu/HokieMart/forms.html




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.


Creating and Managing Your User ProfileBILL TO:

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



With central invoicing required in HokieMart, invoices will be received only by the Controller’s Office.

Departments should not receive an invoice.



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


Creating and Managing Your User ProfileTO CREATE A “BILL TO” ADDRESS IN HOKIEMART

Click “Select Addresses for Profile.”



From the drop-down list, select Accounts Payable



From the drop-down list, select Accounts PayableNote: This is the only option



Accounts Payable is the only address which can be chosen and will always be the default.



Click Save


Before we finish….

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.



If you have any questions please email the HokieMart Help desk

[email protected]

mailto:[email protected]




We will be glad to assist you.




We will be glad to assist you.

Thanks and see you in class.

hokiemart on-line training module setting up, creating and managing your user preferences

Documents

user profiletabs

tab user settings

user profileif

user profileuser profile

user preferences version

profile tab

personalized profile

various sub tabs