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Welcome to the new WUSTL Marketplace Helpful Tips Page.
This page is still being developed and will be used to provide you helpful tips using WUSTL Marketplace.
Want to submit a helpful tip? Please email us with your contribution.
Not finding an answer to your question here? Check the Marketplace FAQ page.
Using a Mac/Safari Browser
To allow the punchout function of the Marketplace to work with Safari browsers, do the following:
1. Select "Preferences..." from the Safari menu
2. In the Safari preferences window, click on the "Security" icon at the top.
3. On the Security page, change "Accept cookies" to "Always":
Vendor Search for Non-Catalog Orders
The supplier search only allows one option; and that is to search by supplier name. When searching by supplier name it will search the exact text entered from the start of the name.
In the case below, if you enter ARAMARK it will only return the first two lines and the third line will be missing.
If you enter WEARGUARD ARAMARK or WEAR GUARD it will return zero results because it does not match exactly the supplier name from the start of the name.
You can use a wildcard * to find a word or part of a work within the name. Below using * when searching for ARAMARK returned all three results.
You may need to use the wildcard both in front and at end of word. For example, *england*, to return results to find New England Biolabs.
Changing Ship-to Code -
You can change the ship-to code on each requisition as needed.
The only time that you have to log out of Marketplace is if you want to change the "shopping" department.
Click on Review Details of the cart prior to being submitted to AIS.
GO to the Ship To sections and edit that section
Click "from org addresses"
Enter ship -to code in the nick name field
Select ship-to
The ship-to is changed
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Use of External Notes
The Marketplace allows you to place an external note on the requisition that you intend to have the supplier read. However, be aware that sending an external note to a supplier that receives orders electronically will more likely delay your order or the note will not even be read.
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Want to change the color scheme for your view of Marketplace? It's easy!
Click on "profile" link next to your name in upper left hand corner.
>>Click on "Personal Settings" tab.
>>>>Click on the "Color Theme" drop down box and select the scheme you desire.
>>>>>>Hit "save".
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Favorites
There are several ways to save your favorite items in Marketplace. You can save favorites from the hosted or punch-out catalogs or from a non-contract supplier. However, it is recommended that if you are using a punch-out catalog, you should save your favorite items in the supplier punch-out. This insures that the pricing and description information is always accurate.
Marketplace allows you to create favorites from a punch-out catalog or a non-catlog supplier in your favorites folder, however be cautioned that the pricing information may become outdated. Pricing information for "favorites" created from the hosted catalogs are dynamic and will update as the catalog pricing is updated.
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Loading VWR favorites that were created in VWR.com site -
Log into your "VWR.com" account
>>Export your shopping lists to your computer hard drive
>>>>Log out of "VWR.com" and punchout to VWR thru Marketplace
>>>>>>Import your shopping list while on the VWR punchout
See attached instructions:
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Staples (Corporate Express) Favorites Shopping List Tips:
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Handling of Special Lab Quotes in Marketplace
We are working with the lab punch-out suppliers to provide functionality on handling special quotes electronically. We will provide additional information as it's made available.
The following suppliers offer this functionality now:
| Sigma |
If you have a valid quote/pro forma invoice or lot specific reserve from Sigma-Aldrich, you can view its information and convert it to an order through the Web site. To do this, follow these simple steps:
1. On the Order Center, click on the "Find Quotes" link found in the My Recent Quotes box.
2. Enter your quote/reserve number in the text box and click "Find."
3. Your quote/reserve information will be displayed.
NOTE: Some quotes require conversion of the entire quote (all lines with the original quoted quantities) into a single order while others do allow for conversion of only selected lines and quantities over a period of time.
4. If the field is editable, enter the quantity for each line you wish to order. When complete, click "Convert to Order."
5. Your Cart will now be displayed and you can make any modifications necessary for completing your order (minor address changes, adding additional items and providing billing and payment information). See the help section on Entering Product Numbers Directly in Your Cart for more information on these types of changes.
6. When you have finished making changes, click "Submit" to submit your order and view the order confirmation page.
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| Applied Biosystems |
Click on this link in the Applied Biosystems punchout catalog and follow the directions.
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| Fisher Scientific |
| Fisher has added a feature of "My Quotes" in the punch-out catalog. Here you can enter your quote number, populate a shopping cart with your special pricing, and then check out. |
| VWR |
| Now available! VWR will provide you with a quote number and access code for special quotes. |
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Naming Your Shopping Cart/Requisition (PR) -
It is important to rename your shopping cart with a phrase or term that will assist you in later searches. A unique name for the cart, such as supplier name, lab, individual, or any combination or other unique description will work. You should decide what works best for your department shoppers and requisitioners.
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Dell E-Quote Orders -
It is very easy to create a Dell shopping cart using an E-Quote that was prepared by another person either in Marketplace or from the Dell Premier Page. The advantage for the requisitioner in using this method is that it saves typing by not having to create a non-catalog PR, the order is transmitted electronically instead of being faxed which speeds the order process time, and it eliminates potential typo errors which could delay the order.
You need to know the E-Quote number and the email address used by the person that created the E-Quote.
Here are the steps:
1) enter the Dell punch-out from Marketplace
2) click on the "E-Quotes" link
3) enter the email address used by the person that created the E-Quote
4) click on "Retrieve E-Quote"
5) select the proper E-Quote form the list
6) click on the "create order requisition" tab
7) select the "I WILL NOT export this order....and hit "Continue"
8) you have a chance to review the order and then hit "Submit Order Requisition".
The cart will then come back into Marketplace and is ready to enter accounting information and to submit.
If you have another order to process from a different persons e-quote, just select "Enter a different email address" and proceed with the steps above.
Note: Quotes created by Dell must still be placed as a non-catalog order at this time.
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Entering Accounting Codes
The proper entering of accounting codes, fund numbers, and budget object codes can sometimes be confusing.
Here are suggestions in the entry of these codes:
Click on "Review Details" to enter the accounting codes in the header section. NOTE: it is important to always first enter codes in the header section. You can change the accounting information by individual line item which will be explained below.
Ledger-Class: 2 digits (usually 12 or 22, no spaces)
Department Fund: 6 digit department number (use leading zeros); if using a fund number, enter it in this field using a space between the department and fund number.
Subclass-Object: same as budget object code; 4 digits with no spaces
After entering the accounting information in the header section, you have the option of changing fund numbers or budget object codes on individual line.
> click on "Accounting Codes" subtab
>>click the edit link on the line item you wish to change
>>>the header accounting information will copy down and allow you to only change what needs to be changed.
>>>>click save
You will notice the message that says the accounting codes for this line item vary from the header.
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UPDATED “MY REQUISITIONS” TAB
We have updated the data contained on both the 'My Requisitions' and 'My Purchase Orders' tabs within the History Tab. This update allows users to more easily access their recent Requisitions and Purchase Orders.
Key points of Feature:
• This feature is ON (enabled) by default and cannot be turned off
• Pending, completed, withdrawn and rejected orders will be included on the respective tabs.
• Requisitions and Purchase Orders listed are from the past 30 days.
• If the user needs to review Requisitions and Purchase Orders prior to 30 days, he/she can easily perform a query from the PR/PO history tabs to include the desired date range.
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PR SEARCH BY REQUISITION in "HISTORY" TAB
Purchase Requisitions generated in WUSTL Marketplace can be located using requisition name and requisition number as search criteria. A single purchase requisition or a group of purchase requisitions can be retrieved based on the criteria entered.
For example, a specific PR can be searched for by its requisition number, all PRs with a requisition name starting with specific name fragment, etc. PR Search is performed in the History tab of WUSTL Marketplace. Depending on the permissions and department access assigned, purchase requisitions can be viewed for the entire organization, for one or more departments, or for one’s own purchase requisitions and within a specified date range. In this exercise, searching is done by requisition number or name, along with additional criteria.
Step by Step
The goal of this exercise is to search and access PRs using PR Name/Number and other parameters, such as PR status, as search criteria.
1. Go to the History navigation tab.
2. Select the PR History sub-menu. The Purchase Requisition Search page displays.
3. Click the by Requisition tab. From there, a number of different searches can be executed, each of which is discussed below:
a. If the requisition number is known, enter it in the Requisition No field.
b. If the requisition name or part of the requisition name is known, enter it in the Requisition Name field. The search returns all PRs that start with the text entered in the field. For example, there are three requisitions in the system named Month 1 Order, Month 2 Order, and Month 3 Order. By entering Month as the search criteria, all three requisitions display. By entering Month 1, only the first requisition displays. By entering 2 Order, only the second order displays.
c. To search by criteria other than the requisition name or number, click on the Filter checkbox. The bottom of the page is enabled for data entry and selection. Additional search criteria can be entered, such as:
• My Orders and Company Orders – select to search
• User – select a specific user as search criteria. To do so, click on the Select User button. A popup window is displayed in which search criteria can be entered to locate a specific user.
• PR Departments – select department(s) from the provided list. Note: This is only available to those users with departmental permissions.
• PR Status – select the desired PO status(es).
d. After entering the search criteria, click the Search button. The PR Search Results display. In this case it will display a single line for the PR.
4. From the PR Search Results screen, any of the following tasks can be performed:
• Click the New Search button to go back to the search interface and perform a new search. Use this button when the search does not produce the desired results.
• Click the Save Query button to save the query (search criteria entered) by providing a name and description. Queries can easily be rerun, avoiding the need to have to reenter the search criteria.
• Click the Select Query button to run an existing query. This button is also available through the PR History Search screen. After the query loads (i.e. – the fields and selections populate), alter the criteria if so desired and then run the q |
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