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

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

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: www.procurement.vt.edu Production URL where orders are entered http://www.hokiemart.vt.edu You can pause and go there now or continue to follow the module.

5. www.procurement.vt.edu

8. If you have trouble logging in…… Hint: It’s the same password that you use to log into to view your e-mail. www.procurement.vt.edu

9. USER PROFILE: Navigation in HokieMart is done by using Tabs. www.procurement.vt.edu

11. USER PROFILE: Navigation in HokieMart is done by using Tabs. www.procurement.vt.edu

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

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. www.procurement.vt.edu

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

15. TABS UNDER USER PROFILE: User Settings www.procurement.vt.edu

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

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

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

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

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

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

22. USER IDENTIFICATION: www.procurement.vt.edu

23. USER IDENTIFICATION: Is the first sub- tab User Settings www.procurement.vt.edu

24. USER IDENTIFICATION: Is the first sub- tab User Settings www.procurement.vt.edu

25. USER IDENTIFICATION: The sub tab, “User Identification,” allows users to: www.procurement.vt.edu

26. USER IDENTIFICATION: The sub tab, “User Identification,” allows users to: view their name phone number e-mail address department and user name www.procurement.vt.edu

27. USER IDENTIFICATION: Is the first sub- tab User Settings www.procurement.vt.edu

28. USER IDENTIFICATION: Is the first sub- tab User Settings www.procurement.vt.edu

29. USER IDENTIFICATION: Is the first sub- tab User Settings www.procurement.vt.edu

30. USER IDENTIFICATION: Is the first sub- tab User Settings www.procurement.vt.edu

31. USER IDENTIFICATION: If changes are needed, send an email to: Penny Falck at plfalck@vt.edu.plfalck@vt.edu www.procurement.vt.edu

32. ROLES www.procurement.vt.edu

33. ROLES Click on the “Roles” tab. www.procurement.vt.edu

34. ROLES Roles are assigned to a particular user based on information received from departments www.procurement.vt.edu

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. www.procurement.vt.edu

36. ROLES Users can view their assigned roles. www.procurement.vt.edu

37. ROLES www.procurement.vt.edu

38. EMAIL PREFERENCES www.procurement.vt.edu Let’s go back to the HokieMart Home page Click on the Profile Tab again

39. EMAIL PREFERENCES www.procurement.vt.edu Let’s go back to the HokieMart Home page Click on the Profile Tab again profile

40. EMAIL PREFERENCES www.procurement.vt.edu Let’s go back to the HokieMart Home page Click on the Profile Tab again profile

41. EMAIL PREFERENCES: Now click on the “Email Preferences” tab: www.procurement.vt.edu

42. EMAIL PREFERENCES: Now click on the “Email Preferences” tab: www.procurement.vt.edu

44. EMAIL PREFERENCES: This will bring up options for you to personalize the email notifications that you can receive from the system. www.procurement.vt.edu

45. EMAIL PREFERENCES: When actions are performed in HokieMart, emails can automatically be generated to notify users of these actions. www.procurement.vt.edu

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

47. EMAIL PREFERENCES: We recommend users check the following email notification boxes to increase the level of individual notification. www.procurement.vt.edu

48. EMAIL PREFERENCES: Place check marks  in the Override Role boxes. www.procurement.vt.edu

49. EMAIL PREFERENCES: Place check marks  in the Override Role boxes. www.procurement.vt.edu

50. EMAIL PREFERENCES: This will activate the Role box. www.procurement.vt.edu

52. PURCHASING: CUSTOM FIELDS The Custom Fields sub tab under the Purchasing tab www.procurement.vt.edu

53. PURCHASING: CUSTOM FIELDS The Custom Fields sub tab under the Purchasing tab www.procurement.vt.edu

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

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. www.procurement.vt.edu

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. www.procurement.vt.edu

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. www.procurement.vt.edu

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. www.procurement.vt.edu

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. www.procurement.vt.edu

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. www.procurement.vt.edu

61. PURCHASING: CUSTOM FIELDS www.procurement.vt.edu

62. PURCHASING: CUSTOM FIELDS - CODES www.procurement.vt.edu

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. www.procurement.vt.edu

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. www.procurement.vt.edu

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. www.procurement.vt.edu

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

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

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

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

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

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. www.procurement.vt.edu

75. Adding Fund information to user profile: www.procurement.vt.edu

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

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

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

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

82. Enter the name of the department, as identified www.procurement.vt.edu

83. Enter the name of the department, as identified in Banner, in the description field. www.procurement.vt.edu

84. Enter the name of the department, as identified in Banner, in the description field. www.procurement.vt.edu

85. Enter the name of the department, as identified in Banner, in the description field. www.procurement.vt.edu

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

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

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. www.procurement.vt.edu Place a check mark in the “Select” box.

90. www.procurement.vt.edu Place a check mark in the “Select” box. 

91. www.procurement.vt.edu Place a check mark in the “Select” box. 

92. www.procurement.vt.edu Click Add Values. The fund number will be added to your listing. Add Values 

93. www.procurement.vt.edu Click Add Values. The fund number will be added to your listing. Add Values 

94. Users may edit fund numbers. www.procurement.vt.edu

95. If you wish to make a particular fund the default for all purchases: www.procurement.vt.edu

96. Select the “fund number” and a box will display to the right. www.procurement.vt.edu

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

98. Click “Save.” www.procurement.vt.edu

99. Click “Save.” www.procurement.vt.edu

100. Users may have only one default. www.procurement.vt.edu

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

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. www.procurement.vt.edu

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. www.procurement.vt.edu

104. ADDING ACCOUNT CODES TO YOUR PROFILE It is recommended that www.procurement.vt.edu

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

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

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

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

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. www.procurement.vt.edu

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. www.procurement.vt.edu

111. ADDING ADDRESSES TO YOUR PROFILE The addresses available are: www.procurement.vt.edu

112. ADDING ADDRESSES TO YOUR PROFILE The addresses available are: “ Ship To” and www.procurement.vt.edu

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

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

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

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 www.procurement.vt.edu

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 www.procurement.vt.edu

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 www.procurement.vt.edu

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 www.procurement.vt.edu

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

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. www.procurement.vt.edu

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. www.procurement.vt.edu

123. SETTING UP A "SHIP TO" ADDRESS Click “Select Addresses for Profile” www.procurement.vt.edu

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. www.procurement.vt.edu

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. www.procurement.vt.edu

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. www.procurement.vt.edu

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. www.procurement.vt.edu

128. SETTING UP A "SHIP TO" ADDRESS Select www.procurement.vt.edu Search

129. SETTING UP A "SHIP TO" ADDRESS Select www.procurement.vt.edu Search

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

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

132. SETTING UP A "SHIP TO" ADDRESS To add this address to your Profile www.procurement.vt.edu

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

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

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

136. SETTING UP A "SHIP TO" ADDRESS The address will be displayed. www.procurement.vt.edu

137. SETTING UP A "SHIP TO" ADDRESS Type users name in Contact name field. www.procurement.vt.edu

138. SETTING UP A "SHIP TO" ADDRESS Type users name in Contact name field. www.procurement.vt.edu

139. SETTING UP A "SHIP TO" ADDRESS Click www.procurement.vt.edu Save

140. SETTING UP A "SHIP TO" ADDRESS Click www.procurement.vt.edu Save

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

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. www.procurement.vt.edu

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. www.procurement.vt.edu

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

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

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. www.procurement.vt.edu

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

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

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

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

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

152. ABOUT ADDRESSES: We encourage users to verify all address information. www.procurement.vt.edu

153. ABOUT ADDRESSES: www.procurement.vt.edu

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. www.procurement.vt.edu

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

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. www.procurement.vt.edu

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 www.procurement.vt.edu

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

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

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

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. www.procurement.vt.edu

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. www.procurement.vt.edu

163. TO CREATE A “BILL TO” ADDRESS IN HOKIEMART Click www.procurement.vt.edu Save

164. TO CREATE A “BILL TO” ADDRESS IN HOKIEMART Click www.procurement.vt.edu 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. www.procurement.vt.edu

166. If you have any questions please email the HokieMart Help desk HokieMart@vt.edu www.procurement.vt.edu

167. If you have any questions please email the HokieMart Help desk We will be glad to assist you. www.procurement.vt.edu

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