How to order general stationery items and I.T consumables via the Griffith Marketplace Version Control Do not remove Updated by Brian Macfarlane July 2014 At present there are two outside organisations on the Griffith Marketplace for you to choose to order stationery: For information about products etc. you can contact the Suppliers on: Staples phone 13 26 44, (Then select option 1) Panther Data phone 33357121 Below is a link to the PFS Stationery training page. You can access this training guide and other guides and resources to assist you in requesting stationery items. https://intranet.secure.griffith.edu.au/work/office-administration/stationery/stationery-trainingresources The summary outlines the steps for ordering goods, the following pages outlines these steps in more details: Summary 1. Log-in to the Portal - Select the Finance link> Select the Add a new request link> Select the Add a purchase request link (This will bring you to the Purchase Request page that has three screens) 2. Screen 1 Enter your Speedtype and Class (* NOTE: please do not select the vendor on screen 1) 3. Screen 2 Select the Online Catalogs tab and the link called Griffith Marketplace. From this screen you select the vendor you want to purchase the goods from. You will be taken to the ordering process screens for the vendor you select. This will be either an online catalogue, or you will be directed to the vendor s website. Once you have selected your items you will then be directed back to PeopleSoft to complete your request. 4. Screen 3 Submit your order, (Or save it as a draft so you can add to your order at any time before sending it to the vendor.) Please refer to the following pages for more details. Log into the Portal>Select the Finance link> Select the Add a new request link> Select the Add a Purchase request link Page 1 of 13
Screen one - 1.Define Requisition Screen If you are ordering on behalf of someone else, or want the goods delivered to another location, you can select their details as the requester by selecting next to the requester s name. If you are ordering the stationery for yourself the only data you need to enter is your Speedtype and Class, and then select the Continue link. NOTE 1. Do not select the Vendor on this screen. NOTE 2. Do not select Special or Service as the location. NOTE 3. Check your location if it is incorrect please call EIS Assist on 55544 or email them at eisassist@griffith.edu.au to notify them of your correct location If you split your stationery charges across other Speedtypes and/or Classes see the section titled Splitting Charges towards the end of this document. Screen Two 2.Add Items and Services Select the Online Catalogs tab Then select the Griffith Marketplace link. You then go to the Unimarket web site> Select either the Staples, or Panther Data links. For Stationery Items from Panther Data refer to page 3. The Panther Data catalogue is hosted with-in the Griffith Marketplace. The Staples catalogue is hosted on their own website, for ordering stationery Items from Staples refer to page 6 Page 2 of 13
Processing a request for Panther Data Searching for Items and adding them to the Shopping Cart You can search for an item in three ways 1. You can type a word, in the Find a product or service field and select the search button, or 2. You can sort the product list by the following four ways: NAME, CODE, LOWEST PRICE, HIGHEST PRICE and select items from the list. 3. (For Panther Data only) You select the Marketplace drop-down menu to access a list of items from your favourites, which are called Templates (Refer to Creating and Using Templates in this document) When you enter a description add the * symbol at the end of your text for best results. For example pen* will return all products with pen in the description. Search terms can also be combined by using AND and/or OR: AND looks for both words, OR looks for either of other words. To add items to your shopping cart Enter the quantity you require then select the Add to cart button Your Items will then be added to your Shopping Cart, you will see your shopping cart summary updating as you add items, the summary is in the top right hand side of the screen. Continue to add items by searching for products using the Search field. To Review your selected items After you have selected all of your items click on the Shopping Cart to go to the Shopping Cart and Check out screen On this screen you can review your order, change quantities or delete items from your order. To change quantities, highlight the current quantity and type the new quantity To delete an item select the beside the quantity. Click on the Description to obtain more details, and/or if there is a picture of the item you can click on the picture to enlarge the image. To continue selecting items to add to your shopping cart select the Panther Data link to return to the catalogue. To Checkout and return to PeopleSoft select the button Page 3 of 13
Review, Save or Submit your Request After you have completed selecting goods from each Supplier s catalogue you will be returned to your PeopleSoft Request. (Note that it returns to Screen 2, so you will need to select the Review and Submit link to continue with your requisition You can review your order, and when completed select the Save & Submit Button. If you want to delete an item from your order you can do it by ticking the box beside the line number and select the Delete Button. Please Note: the Add to Favorites function does not work for Griffith Marketplace Orders, please refer to the section called Creating and using Templates to save details of regularly ordered items. If you don t want to submit the order yet you can select the Save as draft button. The requisition will be saved and you can add to it at a later time and then submit the requisition, (see the section called Saving a requisition as a draft ) Then select the Save & Submit button Page 4 of 13
You will see this confirmation screen. You can make a note of the requisition ID for your reference. Your order is now completed and will be emailed to the Vendor. (If you contact the vendor in regard to your order Please note that you will need to quote the Purchase Order number, not the Requisition number. You can get the Purchase Order number via the Track Request link in PeopleSoft.) The rest of this document provides information on how to order from Staples and additional tips on creating and using templates within Griffith Marketplace, splitting charges and saving your request as a draft so you can add more items to your request before submitting. Page 5 of 13
Processing a request for Staples After selecting the online Catalogs tab you will get a screen that lists the suppliers you can choose from. Select Staples Australia link On the next screen Select Griffith Roundtrip The Staples NetXpress page will display How to find a product using the Browse Products page 1. Select a category to Browse. E.g., Office Machines & Electronics 2. Select a Sub-Category. E.g., Trimmers & Guillotines 3. In the quantity field enter the quantity required. E.g. 1. 4. Click the Add to Order button. Or, you can type in a product description, or product code number, in the search field and select the search button For more information on the product select the product name link. Page 6 of 13
*************** Ordering Approved First Aid Items *************************** From the My Account drop-down menu select the My Lists link. (Approved First Aid items will be supplied free of charge, by way of reimbursement back to your project after you have paid for the items.) (For First-aid items, the screen below appears from the My Lists link. You can also select First Aid items via the normal search function, listed on the previous page) **You can also select First Aid items via the normal search function, however not all first aid items supplied by Staples are on the Approved List, so to ensure that you will be reimbursed you should select the items from this list. Click on the link to display the First Aid items, then (1) enter quantity, (2) tick the select box, (3) Then after you have selected all of your required items select the Add to Order button to add them to your shopping cart. (4) When you have completed selecting all of your items select the shopping cart button. ****************************************************************************** When you have completed selecting all of your items select the checkout button. **If you want to order more items you can continue to search for products by using the product search field. After reviewing your request from the check out screen select the Complete Order button Select the Return Cart button Do not use the Browser s back button, only use the Return Cart button You will will then return to the Grifith Marketplace Shopping Cart. If you want to order more items from Staples you can click on the Staples Australia Link, select more items and add them to this shopping cart. Refer to page 4 to continue with creating your request. To track your Stationery request and obtain the Purchase order number Log into the Griffith Portal and select the Finance link from the left hand menu Page 7 of 13
Then select the Track Request link You can then either enter your requisition number, or enter date parameters to return all of your requests for a select period Then Select the Search button Your requests will be listed below, click on the triangle to obtain the status of your request If the Purchase order link is in blue text the purchase order has been dispatched to the supplier. Click on the Purchase order link to display the Purchase Order number. If you need to contact the suppliers you will need to quote the Purchase Order number, their contact numbers are: Panther Data (07) 33357121 or 33357120 Staples 132644, then select 1 Page 8 of 13
Creating and Using Templates for regular ordered item, rather than having to search for them each time. Templates are the same as favourites, used to store lists of regularly ordered items. Please do not use Templates for the Staples company, only Panther Data. To create a Template You select items in the same manner as you would to create an order, you can enter quantities for each item, or you can leave the quantity as 1 and adjust the quantity at the time of using your template, before you check out of the shopping cart. From the Check out and Shopping Cart screen that has all of the items from your current order select the link You can then create a new template or replace an existing template. To create a new template type a name in the field and select the OK button To replace an existing template select the radio button and choose a template name from the dropdown list. Page 9 of 13
Using a Template to order Items Please note that using a Template Order will replace any items you may have already added to your shopping cart. For example if you want to use a template, plus you want to select other items you must select use your template first to add the items into the shopping cart. You then go back to the catalogue to select your other items. Select the Marketplace menu then Template Orders This will show all of your template orders Select Use to add all of the items in your Template to your Shopping Cart. Select View if you want to see what is in you template list. Page 10 of 13
You are able to amend your order before checking out. You can adjust the quantity, in this example I have adjusted the quantity of batteries to 25, you will get a message on the screen to confirm the change. To delete an item select the beside the quantity To checkout and return to PeopleSoft select the button (Refer to page 4 to complete your order) To update the balance of your Shopping Cart click on the cart, or just hit the Checkout button to complete your shopping. If any items in your Template are no longer available you will see a message advising you that you cannot order these items. You should delete the template and create a new template as required. This will occur if items are removed from the catalogue. To continue selecting other items from the catalogue you select the Panther Data link, this will take you to the catalogue home page. Page 11 of 13
Splitting Charges If you want to charge your stationery to more than one Speedtype or Class you can do this from Screen three in the PeopleSoft Create Requisition process - 3.Review and Submit You need to select each line individually to split the cost for each item. 1. Select the arrow at the left of each line to expand the screen to show the accounting lines 2. Select the plus button to add an extra accounting line so you can add the additional Speedtype and Class 3. Leave the Distribution By field as Qty. The total quantity for all lines must match the original quantity ordered. 4. Then select the Save and Submit button to complete your request. NOTE: - DO NOT CHANGE THE LOCATION FROM THIS SCREEN. ONLY ONE LOCATION IS PERMITTED PER ORDER Page 12 of 13
Saving a Requisition as a Draft and adding to it before submitting If you do not want to complete your requisition you can select the Save as draft button on the Review, Save or Submit screen. The requisition will be saved and you will see a requisition number allocated. You can then access this saved requisition by searching for via the Update a Purchase request link. Log-in to the portal> select Finance> Purchasing> Purchase requests> Update a purchase request You can Track your request by selecting the Track Request link Enter you request number and select the Search button You can then go back to Griffith Marketplace and add more items, from the same vendor, as required. Page 13 of 13