Shopping using a UFIT Academic Technology Request Internal Service Provider (ISP) Form in myufmarket

Transcription

1 Shpping using a UFIT Academic Technlgy Request Internal Service Prvider (ISP) Frm in myufmarket This frm shuld be utilized t prvide UFIT Billing with the necessary Chartfield infrmatin t prcess payment fr Academic Technlgy services nly. The AT PO submittal prcess varies frm ther UFIT prvided services (such as Telecm, Cmputing, etc.) in that there are typically n mnthly recurring charges. Mst charges are ne-time and are billed at the time the custmer requests the service. This is why we ask that a PO be submitted prir t the invice being generated. If Chartfields are set up prir t billing, the jurnal payments can be prcessed simultaneusly and jurnal detail infrmatin can be displayed n the invice. THINGS TO KNOW BEFORE YOU BEGIN: AT Accunting Expense Subcde & Budget Availability: Yu shuld receive an frm the UFIT Business Center cnfirming the custmer number, purchase types and suggested accunt cdes t use, and wrk rder number that shuld be used. Please make sure that budget is available in the crrect budget accunt fr prcessing. LIST OF SUGGESTED ACADEMIC TECHNOLOGY ACCOUNT CODES: AV Design and Installatin AV Design and Installatin MATERIALS AV Design and Installatins RENTAL Media Event Supprt Web Design Multiple AT Requests Billing t Same Custmer Number: T differentiate between any multiple service requests/purchases billing under the same custmer number, each new request is assigned a unique wrk rder number and must be included n the frm. AT Chartfields are One-Time Use: Many f the AT services are grant funded and Chartfields ften change with each new service request. Chartfields submitted thrugh AT POs are single-use and are inactivated after each billing cycle. Hwever, if new services are inviced under the SAME CUSTOMER NUMBER and yu wuld like t use the same chartfields again, yu can send an t: it-bcufitbill@mail.ufl.edu requesting reactivatin f the PO (include yur Academic Technlgy custmer name and number, PO number, wrk rder number (if applicable), and chartfields in yur request). TO SET UP THE ACADEMIC TECHNOLOGY PO: Access myufmarket: and lg-in with yur Gatrlink username and passwrd, and navigate by: Click Main Menu > My Self Service > myufmarket 1

2 Click n the Shpping Cart icn in left menu bar > View Frms Click > Shared > Organizatin Frms > UF Internal Service Prvider Frms > UFIT Services (was CNS) 2

3 Click the UFIT Academic Technlgy Request Frm link OR the View Frm buttn IF YOU ARE SPLITING THE PAYMENT BETWEEN MULTIPLE CHARTFIELDS, YOU MUST FOLLOW SPECIAL INSTRUCTIONS-SKIP TO PAGE 6 NOW. IF YOU ARE USING A SINGLE CHARTFIELD FOR PAYMENT CONTINUE HERE: Cmplete Frm Sectins Order Infrmatin Descriptin - Enter the 8-digit custmer number (including the A), and a shrt descriptin f the services in this field Chse a Type f Purchase: AV Design and Installatin AV Design and Installatin MATERIALS AV Design and Installatins RENTAL Media Event Supprt Web Design Please make sure that budget is available in the crrect budget accunt fr prcessing.) Estimated Cst (nt t exceed) Ttal amunt f services requested (This amunt is prvided in the UFIT Billing PO request .) Cmmdity Cde Cmputer Services UFIT Custmer ID Number Custmer ID Number (required) Enter yur 8-digit UFIT AT Custmer Number (including the A). UFIT Wrk Order Number 3

4 Wrk Order Number Enter the wrk rder number here. (This amunt is prvided in the UFIT Billing PO request .) Ttal amunt f service (frm PO request ) 4

5 If the purchase included nly ONE expense accunt subcde, select the Add and g t Cart feature frm the drp dwn menu in the upper right crner f the screen and click G. If the purchase included MULTIPLE expense accunt subcdes, a separate frm must be submitted fr each under the same Requisitin/PO by chsing the Add t Cart and Return feature frm the drp dwn menu in the upper right crner f the screen. Submit additinal frms as needed fr each type f purchase: AV Design and Installatin AV Design and Installatin MATERIALS AV Design and Installatins RENTAL Media Event Supprt Web Design Once all frms are cmpleted, select the Add and g t Cart feature frm the drp dwn menu in the upper right crner f the screen and click G. After Prceeding t Checkut, yu must cmplete the Chartfield sectin. **DO NOT CHANGE THE DEFAULT SUPPLIER ADDRESS** If the purchase includes nly ONE expense accunt subcde, please make sure the Accunt Cde in the Chartfield header matches what was selected n the frm: AV Design and Installatin AV Design and Installatin MATERIALS AV Design and Installatins RENTAL Media Event Supprt Web Design If the purchase includes MULTIPLE expense accunt subcdes, please leave the accunt cde in the chartfield Header blank and use the Edit buttn n each line t update the accunt cdes t match the type f purchase referenced n the frm fr that line. 5

6 Cmplete the remainder f the submittal prcess as usual. Please fllw up with yur apprver t make sure the requisitin was apprved and a PO number assigned. These PO numbers will have the prefix OAT. **NOTE: At this time, all Academic Technlgy POs are set up fr ne-time use. The POs are inactivated after each billing cycle. Hwever, if new services are inviced under the SAME CUSTOMER NUMBER and yu wuld like t use an chartfield previusly submitted, yu can send an t: it-bc-ufitbill@mail.ufl.edu requesting reactivatin (include yur AT custmer name and number, PO number, wrk rder number (if applicable), and chartfields in yur request. If yu have any questins, please the UFIT Billing Grup at it-bc-ufitbill@mail.ufl.edu. **SPLIT CHARTFIELD PAYMENT INSTRUCTIONS ** In rder fr AT split chartfields t prcess crrectly, multiple frm submittals within the same PO are required at this time. Each frm added will represent ne line f the split. A single line with a split charge will NOT prcess crrectly. Submit a separate frm fr each line f split Order Infrmatin Descriptin - Enter the 8-digit custmer number (including the A), and a shrt descriptin f the services in this field Chse a Type f Purchase: AV Design and Installatin AV Design and Installatin MATERIALS AV Design and Installatins RENTAL Media Event Supprt Web Design Please make sure that budget is available in the crrect budget accunt fr prcessing.) Estimated Cst (nt t exceed) Enter the exact amunt f the split allcatin fr the line that this frm represents (see example images belw) Cmmdity Cde Cmputer Service UFIT Custmer ID Number Custmer ID Number (required) Enter yur 8-digit UFIT Academic Technlgy Custmer Number (including the A). UFIT Wrk Order Number Wrk Order Number Enter the wrk rder number here. (This amunt is prvided in the UFIT Billing PO request .) 6

7 EXAMPLE: ACCOUNT CODE $ TOTAL 3-LINE SPLIT ($500 + $200 + $50 = $750) EXAMPLE FORM #1 (LINE 1 OF SPLIT) Click the Add t Cart and Return feature frm the drp dwn menu in the upper-right crner f the screen and click G. EXAMPLE FORM #2 (LINE 2 f SPLIT) 7

8 T cntinue submitting additinal frms, click the Add t Cart and Return feature frm the drp dwn menu in the upper right crner f the screen and click G. EXAMPLE FORM #3 (LINE 3 OF SPLIT) If the purchase includes MULTIPLE expense accunt subcdes, yu must submit additinal frms fr each type and fllw the same steps fr any splits. Add a single frm fr an additinal accunting cde when n split is needed. Once the number f frms submitted matches the number f accunt cde purchases and splits desired, select the Add and g t Cart feature frm the drp dwn menu in the upper right crner f the screen and click G. After Prceeding t Checkut, **DO NOT CHANGE THE DEFAULT SUPPLIER ADDRESS** use the Edit buttn n the right t enter the crrespnding Chartfields fr each line. DO NOT USE THE ADD-SPLIT OPTION IN THIS SCREEN OR IT WILL NOT PROCESS CORRECTLY. Please make sure the Accunt Cde fr each line cincides with the apprpriate purchase type selected in the frm: AV Design and Installatin AV Design and Installatin MATERIALS AV Design and Installatins RENTAL Media Event Supprt Web Design 8

9 Cmplete the remainder f the submittal prcess as usual. Please fllw up with yur apprver t make sure the requisitin was apprved and a PO number assigned. These PO numbers will have the prefix OAT. **NOTE: At this time, all Academic Technlgy POs are set up fr ne-time use. The POs are inactivated after each billing cycle. Hwever, if new services are inviced under the SAME CUSTOMER NUMBER and yu wuld like t use an chartfield previusly submitted, yu can send an t: it-bc-ufitbill@mail.ufl.edu requesting reactivatin (include yur AT custmer name and number, PO number, wrk rder number (if applicable), and chartfields in yur request. If yu have any questins, please the UFIT Billing Grup at it-bc-ufitbill@mail.ufl.edu. 9