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

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

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

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

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 user Tabs 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.

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

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

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

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

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: 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 name phone number address department and user name

USER IDENTIFICATION: Is the first sub- tab User Settings

USER IDENTIFICATION: Is the first sub- tab User Settings

USER IDENTIFICATION: Is the first sub- tab User Settings

USER IDENTIFICATION: Is the first sub- tab User Settings

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

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 departments Levels of responsibilities within individual departments and are controlled within the HokieMart application.

ROLES Users can view their assigned roles.

ROLES

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

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

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

PREFERENCES: Now click on the “ Preferences” tab:

PREFERENCES: Now click on the “ Preferences” tab:

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

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

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

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

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

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

PREFERENCES: This will activate the Role box.

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

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

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

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.

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.

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.

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.

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.

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.

PURCHASING: CUSTOM FIELDS

PURCHASING: CUSTOM FIELDS - CODES

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.

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.

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.

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

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

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

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

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

PURCHASING: CUSTOM FIELDS - CODES For 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.”

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.

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.”

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.

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

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

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

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.”

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.

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.

ADDING ACCOUNT CODES TO YOUR PROFILE It is recommended that

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

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

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

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

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.

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.

ADDING ADDRESSES TO YOUR PROFILE The addresses available are:

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

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

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

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

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

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

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

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

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

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.

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.

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

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.

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.

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.

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.

SETTING UP A "SHIP TO" ADDRESS Select Search

SETTING UP A "SHIP TO" ADDRESS Select Search

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

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

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

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

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

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

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

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

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

SETTING UP A "SHIP TO" ADDRESS Click Save

SETTING UP A "SHIP TO" ADDRESS Click Save

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

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.

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.

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

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

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.

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

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

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

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

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

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

ABOUT ADDRESSES:

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.

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

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

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

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

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

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

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

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

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

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

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 the HokieMart Help desk

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

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