Unimarket Approver User Guide

Transcription

1 Unimarket Apprver User Guide Cntents Befre Yu Start... 2 Lgging In... 2 Key Cncepts... 3 The Dashbard... 4 Apprve a Requisitin... 5 Need Supprt?... 8

2 Befre Yu Start Access t the CSU purchasing system, Unimarket will nly be granted fllwing apprpriate training. Lgging In 1. Open a web brwser. 2. Frm the CSU Finance Page click n the Unimarket link in Systems & Sftware. 3. A lgin page will appear. 4. Enter yur CSU user name and passwrd. Press Enter r click Lgin. 5. The Unimarket hme page will pen. If yu experience any issues lgging in, please cntact the Unimarket Administratr n Int; 34444, Ext; (02) r by at eprcurementadmin@csu.edu.au 2

3 Key Cncepts CSU has an eprcurement system (Unimarket) t stream line purchasing and prvide an effective tl fr users t undertake the necessary tasks f crrectly recrding the expenditure f CSU funds. The Unimarket prduct is a hsted slutin and as such, the sftware is standard ff the shelf and used by thers in Australia, New Zealand and the USA. Within Unimarket a user will: Select r search fr a supplier, shp fr items t place in t their shpping cart, checkut their items t create a requisitin and t send it t an apprver, nce apprved Unimarket will send a Purchase Order t the supplier, when the gds r services are received, the user will g in t Unimarket and receive the rder t allw the payment t be made t the supplier. There are tw types f suppliers fund in Unimarket: Catalgue Supplier a supplier wh has a hsted catalgue in Unimarket r prvides a rundtrip/punchut access t their site frm Unimarket. Nn-Catalgue Supplier a supplier wh des nt have a hsted catalgue n Unimarket r des nt prvide rundtrip/punchut access t their site and instead requires prducts t be manually added/created in Unimarket. Prducts t be rdered frm a supplier can be surced via ne f three methds: Catalgue supplier prducts are hsted n the Unimarket Marketplace, meaning yu d nt leave the Unimarket website t search and rder these prducts. Hsted Catalgs are identified with the flder icn. Rundtrip/Punchut supplier prducts are fund n the suppliers website with a direct link t and frm the Unimarket Marketplace. Rundtrip/Punchut functinality is identified with the glbe icn. A new windw r tab pens and yu are signed int the CSU accunt n the supplier s ecmmerce site. Nn-Catalgue prducts requiring infrmatin t be entered manually. Catalgue suppliers culd have prducts that are entered manually if a prduct is nt fund in any f their catalgs. The manual rder ptin is identified with the paper and pencil icn. It is a CSU prcedure that Purchase Orders are t be issued befre gds r services are requested frm suppliers. In the event that this prcedure is nt fllwed a user can create a Retrfit rder t prcess an invice that has already been received. An explanatin f why nrmal prcedure was nt fllwed may be required. 3

4 The Dashbard Frm the Transactins Dashbard, yu can view infrmatin abut recent transactins and utstanding tasks, such as Apprvals, Requisitins in Prgress, r Open Receiving etc. Yu can als access all infrmatin frm the menus in the tp menu bar. The ptins that display will depend n the user rles yu have been assigned. Hme this will take yu back t yur dashbard frm any screen Tasks this is where yu will find tasks awaiting yur actin i.e. Requisitins awaiting apprval. Shpping Cart this is where yu check ut items t create a Requisitin 4

5 Apprve a Requisitin When the requisitin is ruted fr delegated apprval the apprver will receive an requesting their apprval and prmpt them t lg in t the system. It is pssible t change yur availability t apprve requisitins by clicking the Change Availability. N.B. This will result in all requisitins mving up the Delegatins t the next Apprver. Yu will need t set an Unavailable Frm and an Unavailable t date and time range. This is nt t be used t accmmdate lng term changes, r changes t the Delegatins. If anther emplyee is appinted t yur rle under an HDA then this prcess will be managed via the Delegatins. Once lgged in the apprver can click the Tasks menu n the tp right f the screen and either, select the specific apprval frm the menu that appears r, select Apprvals frm the menu then click Apprve/Decline next t the requisitin they want t apprve. 5

6 Alternatively, they can d the same frm the Apprvals sectin f the Transactins Dashbard. Frm this list select the Requisitin yu wish t review 6

7 It will display allwing yu t review the Buyer, the item/s, the FOAP cdes and supplier. If yu have a questin r want further clarificatin select the Cmments tab Select Add Cmment A ppup will appear where yu can type in yur questin and then select the Send buttn. When the Buyer respnds t yur questin yu will receive an . Once the Requisitin is apprved a Purchase Order is created and autmatically sent t the supplier (there is n need t print and send). The Buyer will receive a cpy f the Purchase Order via The Buyer will receive an if the Requisitin is declined. 7

8 Need Supprt? If yu experience any issues, please cntact the Unimarket Administratr n Int; 34444, Ext; (02) r by at eprcurementadmin@csu.edu.au Infrmatin can als be fund at 8