Logging In. Enter User Name, and Password.

Transcription

1 User Guide

2 Logging In Enter User Name, and Password. 1

3 User Home Welcome Page Any activities that need your attention will be displayed on the user home welcome page. To view, modify, or complete an activity, choose the hyperlink next to the description. To return to the user home welcome page at any time, click at the top right of the screen. 2

4 Creating a Purchase Requisition in Mercury Commerce Click. 3

5 To enter a new requisition, choose. To copy a previously entered requisition, follow the instructions on page 11. Catalogs: Some vendors link their own online catalogs to Mercury Commerce. Those vendors are listed in the drop-down box. Choosing a catalog vendor will take you to the vendor s website or give a list of contracted items and Villanova pricing will be displayed. Keyword(s): Entering the keyword for a product will search the products of only vendors with catalogs. A specific vendor can be selected in the catalog drop-down box and only its products will be searched. Or All Catalogs can be selected to search all vendors with catalogs. *This field can be left blank when a specific catalog is chosen to be taken to the vendor s website. Manual Item Entry: Click to use a vendor without a catalog. Choose Catalog and/ or Keyword(s) and click OR click. 4

6 Catalog and/ or Keyword (s) Requisition Catalogs: Choose the specific vendor catalog by using the drop down menu and click. You will be redirected to the vendor s website ((Dynamic Link) will be listed next to the vendor name) or a list of contracted items will populate. o Vendor s website: Add items to your shopping cart. When finished shopping, access shopping cart and click appropriate button to return items to Mercury Requisition. All items will be sent to Mercury Commerce and your requisition will open in Mercury Commerce. Proceed to page 9 (Requisition Modify screen) for instructions to complete your requisition. o List of Items: Enter the Qty for desired items. Click. Proceed to page 9 (Requisition Modify screen) for instructions to complete your requisition. 5

7 Manual Item Entry Requisition Search for the vendor. These fields are not case sensitive. Choose the appropriate vendor if multiple vendors are displayed. Add the Description, Unit of Measure, Price, and Qty. Mfg s Name and Vendor s Item Number are optional. If this information is known, please enter. Click to add additional description lines. Click to search vendors with catalogs. Clicking at any time will return you to the previous screen. Click to proceed to the next screen to continue editing. Additional description lines can be entered after is clicked. 6

8 Requisition Name: Enter the vendor name and any additional information that would be helpful to you. E.g. Transamerican Office Furniture- Dr. Smith s Office Requisition Justification: This can be left blank Ship To Location: This will default to your location. To change, click. You can search by Location Name (Department or Building Name) or Location Code (6 Letter code- 1 st four letters of the department and 1 st two letters of the building) Approval Route: Only Office Basics, Dell, and the approval routes for your department will be available. *All Office Basics orders should choose Office Basics. Needed By (mm/dd/yyyy): Enter the date the order is needed. This field can be left blank. Update All Account #s: Entering an index number and account in this field will update all Line items to this index/account. Leave this field blank if all Line items will not be charged to the same index/account. Format: account/index (e.g /7449) Clicking will allow you to split the entire order between multiple account/index numbers by %. Notes & Attachments: Click to add Notes. There are two fields when is clicked, Internal (notes will not be sent to Vendor): and External (notes will be sent to Vendor): Click to add attachments. Attach quotes, sole source forms, or any additional documents relating to the requisition. Vendor Name: Clicking on the vendor hyperlink will display the vendor ID, address, and contact information. Fiscal Date (mm/dd/yyyy): This date defaults to today s date. Update All Deliver To s: The Deliver To defaults to your name (shown next to each Line item). Entering a name in this field will update all Line items with this name. Leave this field blank if the items will be shipped to you or if different Line items will be shipped to different individuals. 7

9 Credit Card: Coming Soon Confirming Request: Check this box only if the order has already been placed and the Requisition/ Purchase Order is only confirming the order. Apply Price Discount % to All: Use this field to apply a discount to all Line items. Line items: Override Price: Use this field to change the price entered on the previous screen. This field can be left blank. Remove: Check this box to delete the Line item. Click Save. Notes & Atts: Notes and attachments can be added to specific Line items. Deliver To: The Deliver To defaults to your name. Change if the Line item should be delivered to the attention of another individual. Account Code: If not entered in the Update All Account #s field above, enter the index/account numbers. Format: account/index (e.g /7449) Clicking will allow you to split the entire order between multiple account/index numbers by % or $. Shipping & Handling: Enter amount or percentage, if applicable. Click to add additional Line items. Click to save the requisition, but not submit it. Click to complete the requisition and submit for approvals. Click to exit out of the requisition and return to the Requisition Summary page. 8

10 Recreating a Requisition Choose the Requisition tab. To enter a new requisition using a previously entered requisition as a template, click on the requisition number. Choose. On the next screen, choose in the center of the screen. The requisition will open for editing and be automatically assigned a new requisition number. Make any needed changes and complete the requisition as usual. 9

11 Requisition Errors From the requisition summary screen: Any requisitions with errors will have a Requisition Status of. Click on the Requisition # to show the error. The error will be shown under. 10

12 Approval Process When a requisition is submitted for approval, it requires the requisitioner s approval. Depending on the dollar amount, the requisition may require additional approvals. After logging in, choose the Approval tab. Leave the Starting with Request number and Request Number blank to view all requisitions that require your approval. Click. Approving a requisition without viewing the requisition: Choose the radio button next to the requisition under Approv and click. You will be redirected to the Approval Summary screen and a green message that the requisition has been submitted will display on the top left. 11

13 View Detail: Choose this radio button next to the requisition and click to view the requisition details OR To Approve the requisition, check the box next to Approve and click. You will be redirected to the Approval Summary screen and a green message that the requisition has been submitted will display on the top left. To Reject (Disapprove) the requisition, check the box next to Reject. Enter the Rejection Reason to the right or enter individual Rejection Reasons for Line items. Click. You will be redirected to the Approval Summary screen and a green message that the requisition has been submitted will display on the top left. 12

14 Viewing Approval Queues On the Approval Summary page, click on the Workflow Approver/ Route Name hyperlink next to the requisition to view approvals for that requisition. Those who have approved the requisition will have a value in the Approved section (e.g. 4/0 is approved; 0/4 is not yet approved). 13

15 Expense Accounts Supplies Office 7311 Non-capitalized Equipment Instructional 7312 (less than $5,000 unit cost) Laboratory 7313 Computer Hardware and 7316 Software Other 7319 Minor Equipment 7315 Office Furniture 7317 Mail, Copying, Printing, etc. Postage 7333 Capitalized Items Copy Charges 7331 (unit cost $5,000 or greater) Printing 7332 Computer Hardware 7513 Bulk Mail Charges 7334 Computer Software 7517 Equipment -Audio Visual 7512 Travel and Entertainment Equipment -Dining 7516 Conferences 7341 Equipment -Office 7514 Business Entertainment 7344 Equipment -Sci/Lab 7511 Special Events 7342 Equipment -Other 7519 Other 7349 Furniture -Office 7532 Furniture -Classroom 7531 Other General and Furniture -Residence Hall 7533 Administrative Advertising 7403 Furniture -Other 7534 Consultants 7407 Vehicles -Automobiles 7541 Dues/Memberships 7401 Vehicles -Trucks 7542 Equipment-Rental 7351 Vehicles -Other 7543 Equipment-Maint/Repairs 7357 Honoraria 7417 Office Equip-Maint/Repairs 7358 Recruitment 7343 Relocation 7345 Special Functions 7414 Staff Development 7404 Subscriptions 7402 Vehicle Maint & Repair 7361 Vehicle Gas & Oil 7362 Visa Purchasing Card 7445 Visiting Lecturers 7416 Contracted/Purchased Services 7363 Miscellaneous 7449 Building Related Expenses Building-Maint/Repair 7356 Locks and Keys