Procurement Card Purchasing

Transcription

1 Procurement Card Purchasing

2 Some vendors listed in Mercury as either Punch out vendors or hosted vendors can be paid for using your Procurement Card when placing your order through Mercury Commerce system. Contact Procurement or see our web site for more information. Vendors that do not accept the Procurement card will note this on their web site. ***Remember**** normal Villanova Procurement card rules and policies apply when placing these orders through this system including your current dollar level for each transaction and monthly limits. Set Up Process Each employee must enter their Procurement card information into Mercury Commerce. 1. Log in Mercury Commerce and click on User Preferences on the upper right corner of the screen 2. Click on Credit Card 3. Click on create 4. Enter the information listed on the page a. Card Nickname P-Card {name on card} (i.e. P Card John Durham) i. Note: No personally credit cards allowed. b. CC type Visa c. CC provider Bank of America d. CC Number Your CC number e. Exp date Your CC expiration date f. Default Fund account number Enter Procurement card g. Name name on card h. Address 1 Villanova University i. Address Lancaster Ave j. City Villanova k. State PA l. Zip Code m. Phone n. Default card DO NOT CHECK THIS BOX 5. Click on Update 6. Your P-card has been created and store in Mercury Commerce Ordering Process The ordering process will remain the same as how you process a normal Purchase order requisition except for the following steps: 1. Approval Route: For Pcard purchases you will choose the P-Card Approval route. a. This will allow your Pcard order to process through Mercury with no other approvals required. This may only be used for P-card orders. 2. Credit card: This field is defaulted to none. If you are using a P-card, choose from the drop down box and pick Villanova Procurement Card 3. Submit your order 4. Your order will go directly to the vendor and your Pcard will be charged for the order. NO encumbrance will be created in Banner and NO Purchase Order will be released by the Procurement Department.

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4 To enter a new requisition, choose. 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.

5 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: Choose P-card Purchases. Needed By (mm/dd/yyyy): This field can be left blank. Update All Account #s: This field can be left blank. When you click Procurement Card will drop into the Account Code on the Line Item. 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

6 blank if the items will be shipped to you or if different Line items will be shipped to different individuals. 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.