myUF Market

Last Updated: November 19, 2009 10:03 AM

FAQs

General

Will myUF Market replace myUFL's e-Procurement module?

Yes. Although you will still login via the myUFL splash page, the interface will be different than what you have previously used.

What electronic catalogs will be in the myUF Market?

Please see the Vendors section of this site for a list of the expected initial electronic catalog vendors. Additional catalogs will be added over time.

Where will I pay bills (vouchers)?

MyUFL will continue to be the financial system of record for UF. All receiving and voucher processing will continue in MyUFL.

I've seen the web site. How can I learn more?

UF Purchasing would be happy to visit your college. Contact myufmarket@ufl.edu to request a myUF Market collegiate visit.

I don't see a "logout" in myUF Market?

There is no need to logout of myUF Market. Simply closer your browser session when done with marketplace activities.

Note that your myUFL session may still be open in another browser window.

Profile

How do I override my default email notifications?

Navigate to My Profile > User Settings > E-mail Preferences
In the 9.3 November 2009 upgrade, the system displays a list of e-mail notifications, some of which you have already selected
The system automatically assigns per your user role; for example, UF_N_MKT_Requestor role will have certain e-mails checked automatically
You may change your selections and override the automatic selections

To override automatic selections, click the checkbox in the Override Role column for the notification, then click the checkbox that appears in the Value column to select or deselect. Then click the Save button. The Override Role checkbox will turn green checks (automatic selections) or red x’s into checkable boxes.

I clicked "add to profile" when I set up my bill/ship to, how do I get them to default so I don't have to select them each time?

See the instruction guide “Setting up Your User Profile” to make your bill/ship to default.

My email address in my profile is wrong, how do I change it?

The email addresses in myUF Market defaults from your UF Directory entry. You can update your directory entry by logging into myUFL > Update My Directory Profile

More information on updating directory entries can be found here.

Why can’t I enter my position or department in my profile?

UF hasn’t implemented the “position” and “department” fields of myUF Market because they are not used either for requisition routing or security access in myUF Market.

Shopping

Cart/Requisition Errors

I have already assigned my cart to a Requestor but I need to change something. How do I get it back?

You can always unassign a cart after you assign it to a Requestor as long as the Requestor has not submitted it into Workflow.

Log into MyUF Market and navigate to Carts>Draft Carts. Under the heading "My Draft Carts Assigned to Others" find the cart you need to unassign and click on the Unassign button. The cart will now be avilable under the heading "My Drafts."

Click on Image to see larger

I've finished shopping and I am getting notice there are errors on my requisition - what do I do?

You can either: Go to "Review" and edit the required fields, OR

Assign your cart to a Requestor who knows how to complete the required fields.

What is the wildcard to search in myUF Market?

Use the * symbol to search in myUF Market (in PeopleSoft it is %).

Examples include:

*Florida* means contains the word Florida

*Florida ends with the word Florida

Florida* means begins with the word Florida

I have been assigned the role UF_N_MKT_SHOPPER_REQ but I cannot access MyUF Market through MyUFL>My Self Service.

The requestable shopper role, UF_N_MKT_SHOPPER_REQ, allows you to access MyUF Market through MyUFL>EProcurement. If you cannot access the link to MyUF Market through EProcurement, please contact myufmarket@ufl.edu.

Requisitions

Why is my requisition stuck in Budget Validation?

Budget Validation in myUF Market relies on the availability of budget checking functionality in myUFL. Back processes run each evening from approximately 6pm to 8am. Requisitions should not be submitted for Budget Validation after 5pm. Those that are will be held in process and released at 8am the following morning for validation of budget.

Alerts will be posted if myUF Market transactions will be affected due to budget checking unavailability in myUFL on the portal Alerts page. Validations attempted during times when myUFL budget checking is unavailable will result in requisitions being stuck in Budget Validation.

End users will be notified if they need to take actions. Requisitions maybe withdrawn and submitted as a new cart at any time prior to final approval.

I am the default Requestor for many of our Department Shoppers, but I will be going on vacation/extended leave. Can I assign a substitute Requestor while I am away?

Yes. In your Draft Carts page, click on the link Assign Substitute to assign another Requestor to receive your assigned carts from Department Shoppers while you are out of the office. When you return simply click the End Substitution link in your Draft Carts to begin receiving assigned carts again.

Assign Substitute

See the instruction guide "Temporary Substitute for Requestors" on the HR Toolkits website for more detailed instruction.

Split Distribution

I'm trying to split the distribution and I am getting an "Application Error" message (see below) - what's wrong with the system?

This error means you are trying to split the distribution at the header.

See the instruction guide "Splitting a Distribution in a Requisition"

Shipping, Handling & Tax

The requisition screen says "Shipping, Handling, and Tax charges are calculated and charged by each supplier. The values shown here are for estimation purposes, budget checking, and workflow approvals." - Is that true? I know UF is tax exempt.

This is a default setting within myUF Market and does not mean UF should be charged taxes.

Shipping charges you see in your cart may be estimates or you may need to estimate your own shipping charges. See this tool for help on shopping enabled catalogs: myUF Market Enabled Vendor Reference Tool

Workflow - PR Approval/PO Approval

Can I cancel a requisition? How do I withdraw a requisition from the approval process?

Yes. You can "withdraw" a requisition from workflow as long as the final approval has not taken place. Remember, that could vary depending on aspects of the PR (vendor).

To withdraw your requisition, navigate back into the document, and expand the Available Actions bar in the upper right portion of your requisition. Select Withdraw Entire Requisition. You will then be presented with a text box to state a reason for withdrawal. This note will be placed in history.

How do I know who can approve when my requisition is at "buyer sourcing" or "commodity approval" or "financial approval"?

Approvals in myUF Market are shared among teams of at least 2 individuals. Once an individual assigns a requisition to themselves for action the responsible party's name is visible.

For Buyer Sourcing team responsibilities, see the FAQ "How do I know who's going to approve my requisition in Buyer Sourcing"?

Commodity Approver teams coming soon!

Financial approvers are based on the 8 digit Dept IDs contained in the requisition. If a requisition is split across Dept IDs, the approver for each DeptID must approve the requisition.

How do I know who is going to approve my requisition in Buyer Sourcing?

Buyer Sourcing means your requisition is pending Purchasing Services Approval.

Each folder can be approved by more than one Purchasing Coordinator on the team. The access is similar to Financial Approvers for Department IDs but for buyers the folders are based on Commodity Code.

Go here to identify which Buying Team is responsible for the Commodity Code in your requisition. The Buying Team members are listed on our Staff Page.

What does Financial Catch-All mean?

The Financial Catch-All folder collects requisitions with 8 digit Dept IDs that have no Financial Approvers assigned. Each day purchasing reviews the contents and notifies the Requestors. Here are the options:

Requestors can withdraw these requisitions and copy to a new cart and assign chartfields.

Purchasing will send the requisition to the next step once there are approvers on the Dept IDs contained in the requisition.

You can ask Purchasing Services to reject the requisition.

What does Commodity Code Catch-All mean?

The Commodity Catch-All folder collects requisitions with invalid commodity codes from enabled supplier requisitions. Each day Purchasing staff review and correct these requisitions sending them through the rest of workflow appropriately. For assistance with any requisitions in this status for more than a day, please contact myufmarket@ufl.edu.

How do I know who can approve my PO when it is at "Asset Approvals"?

The Asset Management Approval team is currently comprised of Becky Sundeen, Sherry Adams, Judy Dees, and Cynthia Jacobs. You can reach them at (352) 392-2556.

Vendors

What if the vendor I need to do business with doesn't have an electronic catalog in myUF Market?

You will still be able to create a "non-catalog" requisition to the vendor you need to use.

How do vendors get added to myUF Market?

UF Purchasing is responsible for adding new electronic catalog vendors. Vendors without electronic catalogs are shared with myUF Market from myUFL's vendor file. The process to add vendors to MyUFL will not change.

I can't find the vendor in myUF Market but I know it's in myUFL (PeopleSoft) what do I do?

First, look at the myUFL vendor record and be sure it is a Supplier or IDept vendor, is Approved, and Open for Ordering
If all this is true, contact myufmarket@ufl.edu
If these things are not true, you need a different location, or you cannot find your vendor in myUFL at all contact addvendor@ufl.edu

All changes to vendor records still happen in myUFL!

Can I search for a vendor by the myUFL / PeopleSoft vendor number? [Also Vendors section?]

There are places within myUF Market that recognize myUFL vendor numbers but in most places within a requisition you should search for Name 1 from the myUFL record.

To search for the myUFL (PeopleSoft) vendor number, enter the myUFl number in the “Supplier” name field – as shown below

Product Search

The return will appear to the right of the search. You can click on the vendor name to begin a non-catalog requisition to that vendor. Note: this functionality is not available for Forms.

What if I need to cancel or change an order I made to an enabled vendor? (cXML PO?)

Call their customer service department. Orders placed this way are put into the vendor’s order delivery system within minutes of dispatch. Sending a change order form will not tell the vendor what they need to know.

UF Vendor

I don’t see the UF department I need to issue a PO to in myUF Market – what’s wrong?

myUF Market is a requisitioning tool designed to issue purchase orders to vendors outside UF. The departments for which myUF Market will provide a specific “Form” to collect Chartfield information are Physical Plant (PPD), CNS, HealthNet, University Relations and Academic Technology. These can be accessed through the Product Search page under Forms in the Internal Service Provider folder.

To do business with a UF department not listed above, contact that unit to discuss how to provide them chartfield information. The UF CFOs office has initiated a business process improvement project to change the transactions between UF departments from encumbered (purchase orders) to unencumbered.

Shipping/Billing Address

What if I can't find my shipping (or billing) address in the Ship To addresses in myUF Market?

If you are having trouble finding UF space, please contact Purchasing at (352) 392-1331 or email myufmarket@ufl.edu for assistance.

Can I ship to an address off of UF space/off campus?

Yes. In the Ship To portion of your requisition click Select from Org A Addresses and search for "One". Then Select "One Time ShipTo".

This will open an open text Ship To address to type in. ONLY do this when the address is truly not UF owned or rented space. If you are having trouble finding UF space, please contact Purchasing at (352) 392-1331 or email myufmarket@ufl.edu for assistance. Here is an example:

myUFL

Researching POs in Both Systems

I made a PO in myUF Market but the PO is not in myUFL (PeopleSoft). Why would that be?

Payment type was PCard

PO was supplier only - ISP

PO Import error- contact myufmarket@ufl.edu for help.

Will POs be numbered the same way in myUF Market? How will I find them?

In myUF Market POs will begin with the first 2 digits of the fiscal year (ex. 09XXXXXXX).

POs will import to myUFL based on the PO Business unit entered on the requisition by the Requestor (ex. XXXX-09XXXXXXX).

Not all POs are imported – PCard POs are dispatched to vendor by myUF Market and have a number but do not import to myUFL because they do not encumber funds

How can I see imported POs in myUFL?

Navigate to Purchasing > Review PO Information > Purchasing Orders

The role UF_PO_EPRO_INQUIRY grants this access

PCard

Can I continue to use my PCard?

Yes. If you are using a vendor with an electronic catalog in myUF Market that is set up to accept PCard, you can use it. If the vendor does not have an electronic catalog in myUF Market your current PCard process will not change. Note that in myUF Market the PCard becomes a payment tool rather than an ordering mechanism.

I don’t see my PCard in my profile. Where do I get help?

Visit the PCard website or contact pcard@ufl.edu

I know this vendor accepts PCards, why don't I see PCard as a payment method?

Remember that not all vendors in myUF Market can accept PCard as a payment method in the marketplace.
If you are certain that this vendor does accept PCard as a payment method in myUF Market, contact myufmarket@ufl.edu and let them know.

Do I have to use myUF Market for all PCard orders? What if there is no enabled/e-catalog for the vendor I want to use?

If a vendor is enabled in myUF Market, all orders to that vendor must be placed through myUF Market. PCard is a payment option for vendors with electronic order delivery options. To see who takes the PCard in the marketplace, go here.
If a vendor you do business with is not enabled in myUF Market (does not have a hosted or punchout e-catalog ) your current business process will not change.
All outside supplier vendors that have an active PeopleSoft vendor record are available in myUF Market for PO payment type requisitions.

Do I need to use the PCard billing address (instead of my department billing address) when using PCard as a payment method?

No, you can continue to use your own billing address. This is because the vendors who accept PCard in myUF Market are receiving orders electronically from myUF Market where participants information has been validated through UF's systems.

November 19, 2009 10:03 AM