FREQUENTLY ASKED QUESTIONS  

• What is GrizMart?
• Why GrizMart?
• What is the advantage to GrizMart?
• How do I log in or get permission to purchase?
• What if I forgot my login/password?
• How do I get a GrizMart screen name?
• I've logged into GrizMart - what's next?
• How do I use GrizMart?
• How many vendors are in GrizMart?
• How do I receive training?
• How can I request help?
• How do I return items?
• Do I have to receive goods?
• Does GrizMart have a down time?
• How do I scan and attach documents to an order?
• How do I purchase items using indexes not associated to my department?
• When do I use my Procard?
• If I do not have access to a scanner, what is recommended?
• How do I look up invoices for PO's completed in GrizMart?
• How do I choose what fax/email address my order will be sent to?
• How do I enter a requisition for next FY?

• Do I need to keep paper copies of invoices?
• Why the price difference between Staples.com/Staples Retail & GrizMart?
• I have received an invoice in the mail how do I make sure it gets paid?
• How do I create a check request?
• I have multiple indexes I want to use. I want one index to be paid on first before the others are paid on, how do I do this?
• How do I create multiple line items for a document that has only one service/item?
• How do I change the accounting/Index after my order has been submitted and sent off?
• How do I create multiple commodity descriptions for an order?

What is GrizMart?
GrizMart is the university’s online electronic procurement system hosted by SciQuest which allows campus faculty and staff to easily search and shop online for products and services.

Why GrizMart?
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 1^st, 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. View a complete list of GrizMart Vendors.

How do I log in or get permission to purchase?
To gain access to GrizMart, we recommended participating in our Training Course. Review Training for details. 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.

What if I forgot my login/password?
If you forgot your password please send an email to Grizmart.

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's next?
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.

How do I use GrizMart?
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 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.

How do I scan and attach documents to an order?
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. Other formats are permitted but this format is the mostly widely accepted. 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.

How do I purchase items using indexes not associated to my department?
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 do I 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.

If I do not have access to a scanner, what is recommended?
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.

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 I look up invoices for PO's completed in GrizMart?

•  Go to Banner – FAIVNDH
• Enter vendor number if known (If not known use the drop down arrow  on  the right to search for vendor number)
• The Fiscal Year will default to the current year.
• Control Page Down
• Everything entered and or paid will be displayed.
• If you know the specific invoice number, dollar amount or check number: Enter F7 to clear the screen, tab to the specific field and enter known information then F8 to execute the search.  Everything matching your entered information will display on the screen. The check date and check number should be displayed on the vendor invoice line.
• If a check date and number are not displayed , look to see if the invoice due date has past the weekly Thursday check run if not then the check will soon be issued . If it has there may be a problem and have the vendor contact AP at 243-2516.
• If the vendor wants to know what address the check was mailed to :Highlight the invoice in question then  go into Options at the top of the page and click on View invoice information then Control Page Down , this screen will display the address where the check was mailed to. 

** 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 what fax/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.

Do I need to keep paper copies of invoices?
If the invoice is in GrizMart then you do not need to keep a paper copy of your invoice, all invoices in GrizMart will have the scanned invoice attached if it existed as paper copy beforehand. If it is an electronic invoice then the invoice screen inside GrizMart will display all the information needed for the end user. All invoices should be originating in GrizMart from this point forward. Anyone with a GrizMart login can access the invoices.

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: Staples Business Advantage Office City (local vendor) Office Solutions and Services (local vendor)

I have received an invoice in the mail how do I make sure it gets paid?
If you have received a paper invoice for a purchase order from a vendor, please send this through campus mail to Accounts Payable in Business Services. Make sure that the PO # is written or visible on the invoice before it is sent. If the PO is greater than $5,000, you must create a receipt in GrizMart to certify you received the goods or that services were performed. Accounts Payable will receive the invoice, enter it and attach it to the corresponding purchase order. Scanning an invoice by the end user will only be required for Direct Pays and After the Fact purchases.

How do I create a check request?
To create a check request please follow the link http://www.umt.edu/bussrvcs/Employees/Forms.aspx and after reading the guidelines, click on the link called Check Request Form. This will open up the form which you can then fill out your information. Once complete mail this form over to Business Services, please make sure it is signed and the appropriate documentation is attached.

I have multiple indexes I want to use. I want one index to be paid on first before the others are paid on, how do I do this?
To accomplish this you will want to make sure that your indexes are split on to multiple lines. When you are creating the requisition and are on the accounting tab make sure you do not enter the accounting at the top. Scroll down to the line item and add the accounting there. This will allow Accounts Payable to pay on a specific line to a specific index.

How do I create multiple line items for a document that has only one service/item?
First the item must originate from a non-catalog form. This would be accomplished by filling out the form and then putting the amount that is supposed to go on the first index you want to split out, then scrolling up to the top of the form and by the green go button making sure the dropdown is on add and go to cart. Click go. After you are taken to your cart open the form again (Click on the name of product service or the sheet of paper icon), make the change to the dollar amount that is supposed to go on the second index, scroll back to the top of the form on the available actions drop down choose add and go to cart again. ****Do not choose save****. Click go. This will add a second copy of the form with the dollar changes to your cart. You should have two of them in there now. Repeat as necessary. Next click proceed to check out and make sure that each line item (not the header record) has the appropriate index and account tied to it. For instructions on how to do this please refer to the FAQ on multiple indexes.

How do I change the accounting/Index after my order has been submitted and sent off?
To change the accounting on an order that has been submitted a JV will have to be sent over. Since the purchase order is now in Banner the accounting cannot be changed except through a JV. This can be noted and reflected on the GrizMart PO but not sent over to Banner again.

How do I create multiple commodity descriptions for an order?
To create multiple commodity descriptions you will need multiple items in your cart.  Each item in your shopping cart represents one commodity description in Banner.  Hosted and Punchout catalog items are on a one for one basis.  If you are using a form that form represents one item.  If you are putting multiple items from one quote on for example a non catalog order under 5k this will show up as only one commodity line.  To get multiple commodity lines for this order you will need to fill out the items on seperate forms.  This can be done by creating the first form and then a new one for each item, or it can be done by filling out the first form and then copying it to the cart however many times you need and changing each form to the specific item.