WELCOME TO THE GRIZMART CUSTOMER SUPPORT PORTAL

GrizMart is the University of Montana’s online Procurement system designed to increase efficiencies in shopping, ordering, and buying goods. Users can search multiple vendor catalogs to find the products they want at a lower University negotiated price while reducing time spent price comparing.

Shop for products, create purchase orders, and enter invoices seamlessly into Banner. GrizMart offers a cost-saving procurement solution free of paper clutter promoting a greener campus.

An introduction to basic Grizmart training is offered to all new users on the 2nd Wednesday of each month at 9:00am via Microsoft Teams. Please email Bob Hlynosky, bob.hlynosky@mso.umt.edu , Jody Parrow, jody.parrow@mso.umt.edu , Jay Michalik, jay.michalik@mso.umt.edu , or Chris Newlon, chris.newlon@mso.umt.edu to register.

If you already have an active account, please enter GrizMart through the button below:

Introducing the new Amazon Business Punchout to GrizMart

Click Here to setup your Amazon Business Punchout Access

FISCAL YEAR END INFORMATION

Fiscal year (FY)-end is rapidly approaching, your cooperation and timely processing of year-end purchases is important. Please distribute the information below to all areas in your department. Please remember we refresh all forms in GrizMart on 7/1/24, not submitted carts will need to be redone if held.

 

Here is how you can help us successfully close out FY24:

 

  • Please complete FY24 requisitions that do not require going out for bid of supplies, equipment, or services WELL BEFORE year end (April 1, 2024 ideally). Items on or after April 1st will have good chance of being completed in FY25.

 

  • Ensure you indicate on the applicable form within GrizMart whether the expenditure of funds starts in FY24 or FY25.

 

  • FY25 Requisitions entered in FY24, please enter 07/01/2024 as the transaction date.

 

  • **NEW For all contracts going forward and spanning multiple years enter the requisition for the full life time amount of the contract. I.E if it’s a 5 year contract @ 100k a year the requisition will be for 500k and encumbered for that amount and contract life.

 

  • NOTE: You cannot split a purchase between FYs unless it’s a legitimate prepaid expense.

 

  • For all GrizMart requisitions involving next FY please ensure you change the transaction date (formerly AcctDate) field to reflect a date of 7/1/2024 or later. To understand how to do this in GrizMart, please visit frequently asked question (FAQ) #21 on our GrizMart Customer Support Portal.

 

No later than April 1st, 2024 – FY24 only

 

  • Submit requisitions exceeding $500K.
  • Requests for bids in RFP or IFB format – bids after this date will be FY24 and may be delayed in issuance

 

No later than May 1st, 2024 – FY24 items only

 

  • Submit requisitions more than $100K that that are not term contract items or not from one of our GrizMart participating vendors (competitive bid, limited solicitation, sole source, contract service, software, maintenance of equip, etc.)

 

No later than June 1st, 2024

 

  • Submit requisitions of any amount for contracted items or from one of our GrizMart participating vendors (punchouts). Requisitions after this date will be worked on but are not guaranteed to be complete or invoiced by FYE.
  • Complete ProCard transactions for FY24.

 

We appreciate your support and look forward to a smooth and successful 2024 FYE. If you need assistance or clarification on any of the above please contact Procurement Services.

 

 

Please understand that if you are unable to meet the deadlines noted above, we cannot guarantee that we will be able to process your request in this fiscal year.

 

UPDATES

To All Departments:

September 15, 2022

The address for electronic invoice submission has changed. Montana.invoices@edmgroup should now be updated in your files and vendor records to Montana.invoices@trustflowds.com all new purchase orders and correspondence will be updated with this address.

To All Departments:

September 12, 2022

Per Montana Administrative Register Notice 2-5-628, the State Procurement Bureau (SPB) has proposed to amend the small purchase threshold to less than $10,000 and increase the formal solicitation threshold to $100,000. Procurements with a total contract value of $10,000 or more, but less than $100,000, will require an informal limited solicitation process. Prior to this the rules were set at $5,000 for small purchases (soon $10,000), $25,000 upper threshold for contract services (soon $100,000), and $50,000 (soon $100,000) for products and IT related items.

ADMINISTRATIVE RULES THAT WILL CHANGE

ARM 2.5.202—Department of Administration Responsibilities

ARM 2.5.301—Delegation of Purchasing Authority

ARM 2.5.603—Small Purchases or Limited Solicitations of Supplies and Services ARM 2.5.604—Sole Source Procurement

ARM 2.5.605—Exigency Procurements

WHEN

The proposed changes will take effect on October 1, 2022.

NEXT STEPS

Departments will see form changes on Contract Services and Non- Catalog items within Grizmart to reflect this change. After Oct 1, 2022 form versions will be updated so please submit any forms you are working (draft/in shopping cart) on or before then or you will have to restart with the new version of the forms.

Thank you,

Bob Hlynosky

Centralized Printing and Paper Usage coming to UM. UM will be centralizing and funding copiers, toner, and paper for campus. Jess Neidigh and the Staff at IT will be moving to a print anywhere system on campus. This project is aimed at increasing printing reach, reducing costs, and decreasing staff resources used to maintain the patchwork system of machines that exist. To learn more on the printer centralization follow this link: https://www.umt.edu/it/about/projects/managed_print_project.php

For those placing a requisition order on vehicles: please be aware that vehicle titles should be sent to Business Services (attn: Patrick Fagan), and not sent to the County, as we register vehicles through the state. Please note that plates and registration process will likely take anywhere between 4-8 weeks from when registration paperwork is sent to the state, to when the plates are delivered. Business Services will contact you once the plates have been received.

Alphagraphics Flyer

 

How to place an order for printing

Get an estimate. Contact Ken Price, Campus Liaison for Alphagraphics, to get an estimate for your project: Email kprice@alphagraphics.com, call 406-728-4810, or stop by Alphagaphics in the UC, formerly Campus Quick Copy or @1947 South Ave. West.
 
Submit your order.


To pay by Procard: Place your order online at alphagraphicsmissoula.com and clicking on "Send a File", or in person, or by phone.


To pay with an index via GrizMart: Choose Alphagraphics from the Vendor Showcase in GrizMart*. Provide a brief description of your project and the quoted dollar amount, and attach your quote.

How do you know if you should use line level accounting?  Click HERE!

A new finance report has been developed in InfoGriz (a new UM online report system) to help you find open encumbrances.  If you’d like to have access to this report, please send an email requesting this, including reference to your NetID, to:   bfinance_security@mso.umt.edu

Once you receive a reply, access InfoGriz here: https://itappserv01.umt.edu/infoGriz/infoGriz.html#      

If you have problems with that link, go to UM’s A-Z directory and navigate to InfoGriz under letter “I”.

Use your NetID username and password to login (same credentials you use for Cyberbear).

Once you are logged in, look for the drop-down arrow and select the report titled:  Encumbrances & Invoices Grouped by PO # 

screenshot of example for Open PO

You must enter an index or org number and then select “View Report”. You will see all open orders (with balances) attached to that index/org.

Here’s a screen shot of the report (you can export data to Excel and view/sort there using the menu at the top of the report):

screenshot of excel sheet showing an example of how to use Open PO

Starting Encumbrance is the original amount of the order. Remaining Encumbrance is the amount remaining on the order and Invoice Net Amount shows the total amount paid on the order.  If it looks like all invoices have been paid and there is still a Remaining Encumbrance Amount, you’ll want to request that the order is released and closed.  

To request that an order be released and closed please email the procurement officer on the order (if there was not an officer you were working with please email grizmart@mso.umt.edu with the P0#).  The encumbrance will then be released and you’ll receive confirmation of this.  Please remember though if this is a shared index order across departments, the order cannot be closed until all departments have requested that their part of the order be released.

 

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