Getting started on

Setting User DefaultsSelect the Profile tab

This shows your basic information, it should be correct, if not change it. You cannot reset your OPeRA password in the OPeRA system as your access is via the University Intranet.

On the Email Preferences tab you can set defaults for the emails that OPeRA sends you (you can be alerted whenever an action is taken in relation to your cart).To make any changes, simply either add a tick in the Override Role column if you want to receive the email and remove if you no longer wish to receive the email notifications. Then

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The Purchasing favourites are the most important to set and be correct.Sub tab Custom Fields

And sub tab Codes

As with most favourites, to create/change, press the button.

Your Plant and Purchasing Group are departmental specific, if these are not completed you will need to contact your departmental Finance department.

Your Cost Collector values (the finance codes that you are charging your purchases to) can be defaulted (but can be overridden in a cart).

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You will notice that a parent child relationship exists, where the parent is ‘Cost Collector’ and the children are the codes you can have access to Cost Center, Internal Order and Project. To add click on the Edit button to the left of the cost collector in turn.

1. Setting a Cost Collector Default

On the ‘Codes’ tab, click on the Edit button for the Cost Collector line.

Next select the cost collector type you wish to set as your default. In this example it will be a project code.

Click on

The following values appear on the left side, select all of them and click ‘Add Values’

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Next click on the word ‘Project’.

The following will appear on the right hand side. Tick the Default box and Save.

Click on the Close button, and you return to the following screen. Notice that the default value for Cost collector has now changed to project.

Next you need to set the default value for the project itself. Click on the Edit button for the Project line.

The next screen will display the projects that you have added to your profile. If none

appear you can click the button to add a new code.

The following window appears on the right side, enter your project code, remember this must be in CAPITALS. You may also enter a project description. If a description is not entered upon save this will be automatically populated with the project description in the system.

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Click ‘Save’, if the code is live and exists, the value is added.

If you enter a code that does not exist you will get the following error. Check your entry, you may have missed typed the code. If you are sure the code is correct and the system does not accept it, then please contact your departmental finance officer.

To add more projects, click and following the instructions above.

Once you have added all the projects you need, you may a have a list like this:

Click on the project code you want to make your default. The project details will appear on the right. Tick the Default box and Save.

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The project code will now show as the default value at the top.

Click the ‘Close’ button and you will notice that the default value has been set against Project.

To add Cost Centers, click on Edit on the Cost Center line.

On the next screen, click on the button.

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A new value box will appear on the right hand side. Enter a Cost Center, remember this must be in CAPITALS. You may enter a description if you wish.

Click on Save. If the code is valid the description will automatically populate.

Also the code will be added to the list on the left side.

To add more Cost Centers click the button and repeat as above.

2. Setting Code Favourites

You can also use Code Favourites to store codes, set nicknames for them and set as defaults.

Select

Add a code as in the section above and add detail such as Nickname and

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Then

Now see section 5, on how these codes are used to code your purchases.

3. Maintaining the Deliver To field

The Deliver To: field is a field that is assigned to all the line items in a cart and is populated with the shoppers name to show who is placing the order.

Tab PurchasingSub tab Custom Fields

And sub tab Cart

This field should have already been completed with your name, by last name then first name.

To maintain the Deliver To: field, click on Edit on the Deliver To line.

To maintain click on the value. The details appear on the right side. The value field is how the field will show on orders; ensure this shows your last name and then first name initial, correct where necessary. The description can be the same as the value field. Ensure the default box is checked and save your changes.

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Note: If this box is not completed correctly, you may receive a call from your finance office asking you to correct it.

4. Adding Another Ship-To Address

A default ship to address will have already been added to your profile based on your department. However it may be necessary to add another if you have more than one address where your purchases are to be delivered.

Tab PurchasingSub tab Addresses

And sub tab Ship To

A default has already been assigned.

To add another click the button. Select from the drop down list.

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The address details are shown.

Click ‘Save’ but and this address is added to the list. The address in bold is your default.

5. How the code are shown in your cart.

Here is a typical cart before it has been assigned to a budget holder or submitted into workflow:

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To change the cost collector you, click on in any cost collector window.

If you have set up code favourites in your profile, the drop down will appear:

Select your code favourite, and the cost collector will populate the approriate field.

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Click Save.

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