Part III - UNM Finance: Practical Applications

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Standard Accounting Resource Manual (SARM)

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1 University of New Mexico
Albuquerque, NM 87131

LoboMart Purchase Requisitions: LoboMart Personal Profile

LoboMart is a web eProcurement application used to create all external purchase requisitions. LoboMart automatically passes data into the Banner system.

When logging in to LoboMart for the first time, it is necessary to set up your personal profile. The initial set-up is a one-time process and must be completed prior to creating any requisitions. Adding new index codes, ship-to codes, etc. is also done using My Profile.

Profile

Click on the profile link from the LoboMart home page.

User Settings

On the My Profile page, begin in the User Settings tab. There are four sections in User Settings: User Identification, Personal Settings, Roles, and Email Preferences.

User Identification (Required Data) – Your first name, last name, and user name will be pre-populated and cannot be changed. You must add a contact phone number and email address, then click on the Save button.

Personal Srttings

Personal Settings (System Defaulted) - The color theme, time zone, user interface style and help settings will be set system wide. Do not change the time zone default. The color theme, interface style and help settings can be changed. Choose the desired options from the drop down lists and click on the Save button.

Shopping etc.

Email Preferences (Optional) - An email notice can be sent to the user for any PR process selected. At the University PO processes are not utilized. Select those processes for which you would like email notification sent by placing a checkmark in the corresponding checkbox and clicking on the Save button.

Custom Fields

Click on the Purchasing tab. There are six sections in the Purchasing tab: Custom Fields, Purchasing/Approval Limits, Payment Options, Addresses, Product Views, and Punchout Access. Purchasing/Approval Limits, Product Views, and Punchout Access are for informational purposes only.

Custom Fields (Required Data) – The screen defaults to the Header tab. A Product Location is required for all Requisitions. Click on the Edit button to add a Product Location.

New Value

Click on the Create New Value button to create a new Product Location. The Product Location is the area where the goods are stored upon receipt.

New Value2

Enter the product location in the Value and Description text boxes. Enter the Product Location name in the Value text box. Enter the building name and room number in the Description text box. If this is the primary Product Location, place a checkmark in the Default checkbox. Click on the Save button when all information has been entered.

Purchasing Department

The product location is now saved to your profile. To remove or change a product location click on the product location in the Value Description list. Click on the desired action in the Edit Existing Value box.

 

Custom Fields

Click on the Codes tab. There are four codes that can be entered: Chart, Index, Account, and Commodity Code. You must enter a default Chart. Click on the Edit button to the right of Chart.

New Value3

Click on the Create New Value button to add a Chart.

Add Values

Place a checkmark in the Select checkbox next to Chart U and click on the Add Value button. Chart U has now been added to your profile, but it must still be set as your default chart.

Procurement Purchasing

Click on Chart U to open the Edit Existing Value screen. Place a checkmark in the Default checkbox and click on the Save button. Now that Chart U has been set as your default Chart, click on the Close button to return to the Codes list.

Edit

Index, Account, and Commodity Codes are not required as part of your profile, but it is helpful to include at least one Index Code and several Account and Commodity Codes. Click on the Edit button located to the right of the Index line to add an Index Code.

New Value3

Click on the Create New Value button.

Search for Value

Enter the Index code in the Value text box or enter the Index description in the Description text box and click on the Search button.

Codes Add Values

Place a checkmark in the Select checkbox next to the index code(s) you wish to add and click on the Add Values button.

Close

Repeat this procedure to add Index Codes to your profile. By adding Index Codes to your profile, the values become available from a drop down list when requisitions are created. When finished, click on the Close button to return to the Codes list.

Code Edit

To add Account Codes, click on the Edit button to the right of the Account line.

New Value3

Click on the Create New Value button.

3100

Enter the Account Code in the Value text field or enter the Account description in the Description text field and click on the Search button. Leaving the Value and Description fields blank will return all available Account Codes. 

Codes Add Values

Place a checkmark in the Select checkbox for the Account Code(s) you wish to add and click on the Add Values button.

Office Supplies

The Account Code(s) are added to your profile. Repeat this process to add more Account Codes. By adding Account Codes to your profile, the values become available from a drop down list when requisitions are created. When finished, click on the Close button.

Commodity Code Edit

To add Commodity Codes, click on the Edit button to the right of the Commodity Code line. Commodity Codes identify the general type of good or service you are purchasing. Commodity Codes are used by the Purchasing Department to route Purchase Requisitions to the correct Buyer for processing.

New Value3

Click on the Create New Value button.

2500

Enter the Commodity Code in the Value text field or enter the Commodity description in the Description text field and click on the Search button. Leaving the Value and Description fields blank will return all available Commodity Codes.

LabResearch

Place a checkmark in the Select checkbox for the Commodity Code(s) you wish to add and click on the Add Values button.

LabResearch Close

The Commodity Code(s) are added to your profile. Repeat this process to add more Commodity Codes. By adding Commodity Codes to your profile, the values become available from a drop down list when requisitions are created. When finished, click on the Close button.

Payment Options

Click on the Payment Options tab. If you have a Purchasing Card you may enter it here. Entering a PCard will allow you to place PCard orders through LoboMart with Catalog Vendors (Hosted and Punchout). To add a PCard, click on the Add New Card button.

Payment Details

Enter your PCard information, place a checkmark in the Default checkbox, and click on the Save button. NEVER place a checkmark in the Apply the default card checkbox.

Adresses

Click on the Addresses tab. The Addresses tab includes Ship To and Bill To addresses. Both Ship To and Bill To addresses are required. To add a Ship To address click on the Select Addresses for Profile button.

Adress Text

Enter part of your Ship To address in the Address Text field and click on the Search button.

Address Found

Click the radio button next to the Ship To address you wish to add. Note: If your Ship To address is not found, or if the information needs to be modified, please email the Purchasing department at purch@unm.edu.

Edit Address

Enter Contact Name, Phone, and Email in the appropriate fields and click on the Save button. At least one Ship To address must be set up as a default address. To select a default address for all LoboMart requisitions, place a checkmark in the Default checkbox. Click the Save button.

PUR001

The Ship To address has been added to your profile. Additional Ship To addresses are added using the same process, but without clicking the Default check box.

Bill To

Click on the Bill To tab. A Bill To address must be assigned to your profile. Click on the Select Addresses for Profile button.

Address Template

Select Accounts Payable from the Select Address Template drop down menu. Accounts Payable will then be the Bill To address for all LoboMart requisitions, as is required. Click on the Save button.

Accounts Payable

The Bill To address is added to your profile. Your Profile is now complete.