YoMart FAQ

1. Go to Contracts -> Requests-> Search Contract Requests.

2. At the top of the page, you can apply filters to limit the results.

   

Once you have found the contract request

1. Click on the contract request number to open the request.

2. At the top of the page is the status of the request. The Contract Request Number and its current status will be displayed:

   An Approved status means that all approvals are complete and the contract is waiting for contract creation

a. Contact your contract manager for more information.

A Completed status means that a contract has been created.

a. click on the APPSTATE-YEAR-XX-YYYYYY link from the header on the left side of the page for more information.

A Rejected status means that the contract was rejected - no changes can be made.

a. click on the History link located at the top-right of the page for more information.

A Returned status means that the contract has been returned to the requester for edits or more information.

a. click on the History link located at the top-right of the page for more information.

An Under Review status means it is currently in the approval status.

a. To view its approval step, click on the Contract Request Workflow link from the menu on the left.

If you need to know the status of a contract, you can search and view contracts that are within your organization's access. 

1. Go to Contracts -> Contracts -> Search Contracts
2. If you are in Simple Search (only 4 fields to search by) click the Advanced Search link on the right-hand side of the page
3. The easiest way to search for contracts is by Supplier/Vendor/Second Party (these all mean the same thing). Enter the vendor name in the Second Party field.
4. Click Search.
5. The Contract Number and its current status will be displayed.
6. A status of Executed: In Effect means the contract is complete and can be paid against.
7. A status of Out for Signature means the contract is complete and is waiting for signatures.
   

   To resend a DocuSign, contact your YoMart Admin.

You can enter a commodity code from the shopping cart or the non-catalog item popup screen.

1. Select the Magnifying Glass Icon in the commodity code box.
   
   
   
2. From the popup window, enter a keyword of the product or service in the Contains... box and click filter.
   
   
   
   
3. Select the appropriate description from the search results by clicking the Plus Icon (select).
   
   
   
4. You can also view commonly used commodity codes by downloading the  Commonly Used Commodity Codes spreadsheet.

All shipping addresses in YoMart need to be entered into Banner first. At this time, contact your YoMart Admin for any address changes.

Go to Your User Profile

1. Click your profile icon in the upper right of the screen.
   
   
   
2. After clicking the icon, select View My Profile.
   
   
   
3. Once in your profile settings, use the left navigation and select Notification Preferences to open the drop-down sub-options. 
   
   
   
4. Once the sub-option opens, select the option you want to edit.
   
   
   
5. For this example, we are editing Form Requests (Contract Requests). Click Form Requests → Edit Section.
   
   
   
6. Once available, click the Override circle check icon of the notification you are updating.
   
   
   
7. Select the type of notification you want to receive.
   
   
   

   Types of Notification

   • None - indicates that the user does not receive this notification.
   • Email - indicates that the user receives the notification by email only.
   • Notification - indicates that the user receives the notification in YoMart (Notification Icon).
   • Email & Notification - indicates that the user receives both a notification in YoMart and an email.
     
8. Once done, click the Save button.

First, use the Campus Dashboard: Vendor Investigator to confirm if a vendor is in Banner.

If the vendor is in Banner

1. Send an email to Dawn Sturgill and ask her to add the supplier to YoMart.
2. She will review the vendor information and approve or deny the request.

If the Vendor is NOT in Banner

1. Send the vendor a  Vendor Information Packet.
2. Have the vendor return the Packet to you via FileShare (once logged in, click on the File Requests link to send them a link to return the packet to you).
   
3. Once you receive the completed vendor packet, send it to Dawn Sturgill via FileShare.
4. There will be a review of the vendor information and approval request to activate the vendor in YoMart.
5. An email will be sent to the user to let them know that the request was approved or denied.
   

1. In the requisition click Pencil Icon (edit) in the Shipping Section.
   
   
   
2. Update the Contact Name , Phone and Email, then click Save Changes .
   

The most common reason for all line items to be rejected is because of the Banner Budget Authorization step in the approval process.

1. Go into the Requisition from the email.
2. Click on the PR Approvals tab.
3. If the rejection is on the Banner Budget Authorization step, that means that the submitter does not have to post access to the fund used.
4. A Banner Account Options Form can be used to request fund access from the Banner Finance Security team.
5. Be sure to select Banner Finance and not YoMart for the Type of Access.

There are two places a contract can be linked

1. After your direct payment form is complete, proceed to the shopping cart.
2. Click the Choose Contract... link located right above the Commodity Code box.
   
   
   
   
3. Select the appropriate contract for direct payments.
4. If the link is not displayed, the contract may not be fully executed.

Making Changes

Changes to a requisition can only made if it is Returned and NOT if it is Withdrawn:

To make changes you can access the PR Approvals tab to view the next pending Approver and request that they select Return to  Requisitioner from the Available Actions.

Adding Attachments Only

If only an attachment needs to be added and there are no changes to the requisition:

Attachments can be added to Comments on Purchase Requisitions and on Purchase Order.

An Account code can be added in both the accounting codes section and on the line level of a requisition. To learn how to add Account Codes in the accounting codes section, see the section Adding Multiple Account Codes.

1. In the Items section, click Line Item Action, this is the three dots located to the right of the items Ext. Price.
   
   
   
2. From the drop-down list, click the Accounting Codes option.
   
   
   
   
3. In the popup, enter the Fund and Account information and click Save. 
   

   Fixed Asset Accounts

   This is where you would add a Fixed Asset Account when using one.

   
   
   

4. Once saved, the Accounting Code will display on the line level.
   

Multiple account codes can be added in the accounting codes section of a requisition.

1. Scroll down to the Accounting Codes section in the Requisition.
2. In the account codes section, click the Pencil Icon (edit) located in the upper right. In the popup, click the add split link located on the right side of the section.
   
   
   
3. Click the Plus Icon to add another line of Accounting Codes (your mouse cursor will have to be around the accounting codes for this to show up).
   
   
   
4. Change the % of Price to Amount of Price.
   
   
   
5. Add your account codes and the dollar value for each.
6. Click Save Changes.

1. If an invoice has not been processed against the Purchase Order, you may be able to reopen and revise the receipt.  

Reference Reopen a Receipt in the YoMart Receiving module within the Appalachian State Knowledge Base.

2. If an invoice has been processed against the Purchase Order, you may enter an additional receipt to correct the "over-receiving."

Reference Reverse Receiving in the YoMart Receiving module within the Appalachian State Knowledge Base.

Search documents to find requisitions or POs.

1. Orders >  Search >  All Orders.
2. Change the Type of Order to Requisitions or Purchase Orders (depending on what you want to search for).
3. If you know the order number enter it in the  Quick Search  and hit  enter  - Otherwise utilize the filter  to limit the search results.
   

Once you've added all items to your cart

1. Click the  Assign Cart  button in the  cart. It is located next to the Proceed to Checkout button.
   
   
   
2. The  Assign Cart:  User  Search window opens. Click Search.
   
   
   
3. Enter the Last Name and First Name of the   user you're assigning the cart to and click Search.
   
   
   
4. Select the assignee from the list of users. (Select the "+" in the action column).
5. If needed, enter a note to the assignee and click Assign.