GrizMart is the university’s online electronic procurement system. It is a web portal hosted by SciQuest which allows campus faculty and staff to easily search and shop online for products and services.
In order to increase effectiveness and decrease costs, the University of Montana partnered with SciQuest, the leader in electronic procurement solutions in Higher Education, in the development of GrizMart to deliver one-stop-shopping impact across its campuses, empowering its end-users to buy against contract suppliers in an online private marketplace. GrizMart automates labor and paper intensive procurement and accounts payable tasks such as order creation and invoice processing which frees staff time to focus on more strategic priorities as well as makes the procurement experience easy, efficient, and effective for its end users.
What is the advantage to GrizMart?
1. By having GrizMart consolidate many vendor websites and products into one area, the university is able to leverage buying power for better prices. 2. The amount of searching for products is reduced; users will be able to avoid checking multiple sites and instead compare prices within GrizMart itself. 3. GrizMart will provide electronic storage for purchase orders and invoices which can be looked up anywhere and not just a file cabinet. 4. GrizMart is web based increasing usability and portability across computer systems. 5. Procurement rules and regulations still apply; however, they have been built into the GrizMart solution for end user convenience.
I don’t want to use GrizMart/Do I have a choice?
Yes and No. Beginning May 1st, 2012, the procurement of all goods and services must originate in GrizMart unless you are using your ProCard AND the vendor you are procuring the good(s) from is NOT a GrizMart participating vendor. For a complete list of GrizMart participating vendors, click here.
How do I log in or get permission to purchase/what if I forgot my password login?
To get permission to use the GrizMart site it is recommended that you take the GrizMart short course. Click here for access to the GrizMart training webpage for details on training opportunities. If you need to logon to the GrizMart site, you can find it by going to the university’s A to Z index then going under G for GrizMart or click on any icon labeled “Shop GrizMart” within this site. If you forgot your password please send an email to grizmart@mso.umt.edu.
How do I get a GrizMart screen name?
After you have clicked on the shop GrizMart icon you will be taken to the GrizMart main page.Click on create an account in the lower right hand corner; fill out the information and submit to GrizMart administration for review. Note: when you choose a user name it is case sensitive so please be aware.
I’ve logged into GrizMart what do I do now?
That will depend on your role. Most users will be classified as shoppers. Shoppers have the ability to browse and add products to a cart. Shoppers will not be able to check out the cart, this will be up to a requestor. Requestors are users that will be able to shop and make requisitions for purchases of goods. Requestors can also have a shopping cart assigned to them by a shopper. A requestor will be able to choose to submit or deny that order.Once an order is in the system it will need to be approved to be successfully submitted as a purchase order. Depending on indexes you may oversee, or processes you control, you may be an approver. If that is the case GrizMart will notify you when there is an item that needs approval.
We have created some excellent training videos which can be found here.
How many vendors do you have in GrizMart?
We have several enabled vendors (vendors with hosted/punchout catalogs) in GrizMart. A list of them can be found here. You can also shop with any other vendor through GrizMart by filling out a non catalog form which can be found on the front page when you log in.
How do I receive training on GrizMart?
Requests for training can be made by signing up for one of our classes. Click here to access our GrizMart training webpage.
How can I request help on GrizMart?
Please email grizmart@mso.umt.edu with your questions and we will get right back to you.
How do I return items in GrizMart?
To return items, please contact the vendor directly to find their preferred method. After you have returned the item, please mark it down as returned in the receipt section of GrizMart.
Do I have to receive goods in GrizMart?
You do not have to receive goods in GrizMart if the amount of the purchase is under 5000.00 or the purchase was made with a ProCard. If the amount is greater than 5000.00 and not on a Procard then you will have to mark it down as received in GrizMart. To learn how to receive/receipt a document click here.
Does GrizMart have a down time?
Unless maintenance or an unforeseen outage occurs GrizMart is available to do business at all hours.
Why do I need to scan and attach documents to an order? How do I do this?
Scanning and attaching documents to an order is important because it provides a permanent audit trail that is viewable by all parties that can access the order. Scanning streamlines the procure-2-pay process reducing processing time as well as the opportunity for lost or misplaced paperwork. To scan a document, locate an active scanner. After scanning the document, please save the file as a .pdf. Once the file is saved you will want to have the file in a place that is accessible by the add attachment screen in GrizMart. You can attach documents to GrizMart orders in several ways. The most common is to click on the comments tab from within your requisition and then click Add Comment. In the comment screen at the bottom you will see attach file. Click on the browse button and find your file. Provide a brief comment and click on the Add Comment button to complete the attachment process. For additional information on adding comments please view the Adding Comments Video located here.
My department does not have or have access to a scanner; what do you recommend we purchase to have this capability?
Below are our recommended selections on scanners from our most preferred technology vendor, CDWG. Another option is to consider replacing an old printer with a new multifunction printer which includes built in scanning functionality, recommended multifunction printers also included below. If you decide to buy any of these, you will need to enter the quote number for the applicable item below in the 'Find My Quote' field on CDWG's punch-out site as these are special prices below our contract pricing. Once you locate the applicable quote, Click the Add to Cart in the lower right. Next you will need to remove the items you do not want in your cart by clicking 'Remove' on the right-hand side of each item. Once you have the item in your cart you intend to purchase, click the 'Checkout' button and follow the prompts from there.
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Recommended Scanners |
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Item # |
Description |
Price |
Quote # |
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1495435 |
EPSON WORKFORCE GT-1500 SCANNER |
202.28 |
CRRC708 |
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1844263 |
EPSON V500 OFFICE COLOR SCANNER |
268.49 |
CRRC708 |
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1648845 |
EPSON WORKFORCE GT-S50 SCANNER |
334.88 |
CRRC708 |
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1944348 |
FUJITSU SCANSNAP S1500 GOV |
464.89 |
CRRC708 |
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Recommended Multifunction Scan/Copy/Print Devices |
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Item # |
Description |
Price |
Quote # |
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1539045 |
HP CLJ CM2320NF MFP |
465.59 |
CRRC765 |
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2594296 |
HP CLJ 300 MFP M375NW PRINTER |
533.49 |
CRRC765 |
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2607877 |
HP CLJ 400 MFP M475DN |
649.89 |
CRRC765 |
Another recommended selection on a scanner is from our most preferred office supply vendor, Staples. Staples has the Epson Workforce GT-S50 Scanner (Staples Item #905261) for $324.21.
How do make a purchase where I am using multiple indexes that my department does not own or control?
To create an order where you will be using multiple departments’ accounting/indexes, fill out the order as normal, place your items in your cart and then add the correct accounting/indexes to the order. Once you have added the shared accounting/indexes you will want to have one attached sheet or email containing the approval of the individuals in charge of the shared accounting/indexes that are not yours. Once you have this attached and all of your information is filled in, assign the cart to a procurement officer (They have authority over all indexes) with a note that lets them know the reason this cart is being assigned to them. They will place the order and then you can track it like any of your other orders.
When am I supposed to use my Procard?
The Administrative Rules of Montana (ARM 2.5.603(2)) indicate that for purchase below $5000 the payment method should be the ProCard. You can use your Procard for any vendor that accepts a credit card as a method of payment. You can use your ProCard inside or outside of GrizMart. However, for GrizMart participating vendors, you must initiate your purchase from within GrizMart. For a list of GrizMart participating vendors, click here. One of the key benefits of using your ProCard from within GrizMart is having the ability to request a ProCard limit increase for a purchase above $5K on your requisition which triggers an approval workflow step for AP to increase your limit for that purchase. Another important benefit to using your ProCard in GrizMart is that you will no longer have to have a hard copy receipt on file as the electronic record in GrizMart will suffice for all record retention requirements, including Grants. See ORSP GrizMart Purchase Guidelines here.
How do I look up invoices for PO's I have completed in GrizMart?
** If the check number starts with a 1 it is a system generated check. If the check number starts with ! it is an ACH direct deposit to the vendors bank account. If the vendor needs any additional information about the payment please have them contact AP at 243-2516.
How do I choose and verify what fax and or email address my order will be sent to?
When a user is creating an order that is from the Non-Catalog Request under $5,000 Form or Direct Pay Form, you have the option of reviewing and changing the distribution methods. When you are in the form look for a field called distribution. Make sure you have a vendor selected first, then select the check box to customize order distribution. You should see a fax and an email field appear. These may have data in them already. By checking either or both this signifies to the system to how it should send the order. When you check these boxes for fax or email you can change the number or addresses to something else if that is where the order needs to go to. For other orders that are not using one these two forms please comment on the order to what you would like procurement to set them to. Keep in my mind that ProCard orders must be distributed via fax. If you desire to send the PO to multiple email addresses, simply use a comma to separate them.
How do I enter a requisition for next FY?
Initiate your purchase in GrizMart the same way you do for any other requisition. After creating your shopping cart, click the Proceed to Checkout Button. Click the Summary Tab and then the Edit button under the General Section. Change the Accounting Date field to a date of later than July 1st. You may then proceed with your purchase as normal.
Why is there a difference in price between Staples.com/Staples Retail Store and the prices I see in GrizMart?
Staples.com and the Staples retail stores are geared toward the individual consumer and often offer temporary sales prices to attract people to the store or to their website to capitalize on impulse buys. Staples Business Advantage (the contract UM has with Staples) does not offer temporary sale prices since they are offering consistently lower prices on the items we use every day. There is often a disparity between Staples.com/retail store vs. Staples Business Advantage as they are separate entities. Unfortunately, there is not an easy way to achieve pricing parity between these two entities.
Please buy from one of our 3 office supply preferred vendors:
If you already have a GrizMart account please enter GrizMart through the button below:
Business Services
Emma B. Lommasson Center
Room 236
The University of Montana
Missoula, MT 59812
