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Mustang Market
Requisitioner Guide
Western Financial Services
Contents
Overview ....................................................................................................................................................... 4
Introduction .............................................................................................................................................. 4
Objectives of this guide............................................................................................................................. 4
How to use this guide .......................................................................................................................... 4
Where to go for additional support .......................................................................................................... 4
Mustang Market Basics ................................................................................................................................. 5
Intro........................................................................................................................................................... 5
Mustang Market interface ........................................................................................................................ 5
Details about the Mustang Market interface ........................................................................................... 6
Mustang Market menu option icons ........................................................................................................ 7
Definitions ................................................................................................................................................. 8
Supported browsers.................................................................................................................................. 9
How to log in to Mustang Market ........................................................................................................... 10
Set-up Your Mustang Market Profile .......................................................................................................... 11
Intro......................................................................................................................................................... 11
Set your default speedcode .................................................................................................................... 12
Setting a shipping address ...................................................................................................................... 13
Adding an assignee ................................................................................................................................. 15
Assigning a substitute Requisitioner ....................................................................................................... 16
Setting a new home page ....................................................................................................................... 17
Bookmarking frequently used pages ...................................................................................................... 17
Searching for Products ................................................................................................................................ 18
Introduction ............................................................................................................................................ 18
Simple product search explained ............................................................................................................ 18
Conducting a simple product search ...................................................................................................... 19
Advanced product search explained....................................................................................................... 19
How to conduct an advanced product search ........................................................................................ 20
Hiding advanced search .......................................................................................................................... 20
Returning to simple search type ............................................................................................................. 21
Page 1 of 64
Shopping from Catalogues or Punch-out Site ............................................................................................. 22
Introduction ............................................................................................................................................ 22
Hosted / Sci / Contract Catalogue ........................................................................................................... 22
Using a punch-out site ............................................................................................................................ 23
Submitting your cart ............................................................................................................................... 24
Completing a Non-Catalogue or Consulting Form ...................................................................................... 25
Introduction ............................................................................................................................................ 25
Non-catalogue under $10k or over $10k / consulting ............................................................................ 26
Completing Other Forms............................................................................................................................. 29
Introduction ............................................................................................................................................ 29
Cheque Requisition ................................................................................................................................. 30
Change Order .......................................................................................................................................... 32
Invoice Attached ..................................................................................................................................... 34
Other Tools to Simplify Shopping ............................................................................................................... 36
Introduction ............................................................................................................................................ 36
How to share a cart ................................................................................................................................. 37
Creating another Group to share a cart / edit existing group ................................................................ 38
Creating favourites.................................................................................................................................. 39
Copying an order..................................................................................................................................... 40
Using different speedcodes for different line items ............................................................................... 41
Using different accounts for an entire order (header splits) .................................................................. 42
Selecting an off-campus ship-to address ................................................................................................ 43
Bookmarking frequently used pages ...................................................................................................... 44
Creating standing orders......................................................................................................................... 45
Requisition and Purchase Order Workflows ............................................................................................... 46
Introduction ............................................................................................................................................ 46
Typical workflow ..................................................................................................................................... 46
Your requisition has been returned ........................................................................................................ 46
Orders over $10K or a single line item over $5k ..................................................................................... 47
Orders requiring procurement review .................................................................................................... 47
Research requisitions and CFI ................................................................................................................. 48
Working with Carts Assigned to You ........................................................................................................... 49
Page 2 of 64
Introduction ............................................................................................................................................ 49
Actions associated with assigned carts ................................................................................................... 49
View draft carts assigned to you ............................................................................................................. 50
Overview of requisition header .............................................................................................................. 51
Removing a line item in a cart ................................................................................................................ 52
Adding a line item to a cart assigned to you........................................................................................... 53
Re-assigning a cart to another Requisitioner .......................................................................................... 54
Setting a new home page ....................................................................................................................... 55
Add internal comments / attachments to a cart .................................................................................... 55
Add a comment to a requisition ............................................................................................................. 56
Add external (vendor) notes /attachment to a cart ............................................................................... 57
Tax Exceptions......................................................................................................................................... 58
How to return a cart to the Shopper ...................................................................................................... 59
How to withdraw a submitted cart ......................................................................................................... 60
Searching for Documents............................................................................................................................ 61
Introduction ............................................................................................................................................ 61
Simple search .......................................................................................................................................... 61
Advanced search ..................................................................................................................................... 62
Filtering search results ............................................................................................................................ 63
Page 3 of 64
Overview
Introduction
This guide has been designed to provide the information and action steps that you
will need to perform the role of Requisitioner in your department.
Objectives of
The objectives of this guide are to provide:
 An overview of the shopping process
o From item selection to vendor fulfillment
 The steps to select and submit items
o Including items not found in the vendor catalogues and consulting
 Details about the approval process for requisitions to be submitted
o How to view
o Actions available to the Requisitioner
this guide
How to use this
guide
Where to go for
additional
support
Refer to the table of contents to find the content area you want details about,
within each content section you will find explanations, as well as step by step
instructions that walk you through the process.
For additional support please go to the Financial Services website and select the
link to Mustang Market, http://uwo.ca/finance/ .
On the Mustang Market home page you can access:
 Demonstration videos
 An online course (coming soon)
 Quick reference sheets
 User manuals for each role (Shopper, Requisitioner, Approver)
You can also send an email to: [email protected] for questions / comments
that are not addressed through other options.
Page 4 of 64
Mustang Market Basics
Intro
Mustang Market is an electronic marketplace, similar to Amazon that is used to
purchase supplies and services from vendors that have negotiated specific
discounts for Western faculty and staff.
Mustang Market
When you login to Mustang Market you are taken to the Home page. The image
below provides an overview of the homepage and points out key areas to help
you navigate it.
interface
Header
Banner
Product Search
Org. Message
Message
Navigation
Bar
Main Workspace
Page 5 of 64
The table below explains each of the main elements of the Mustang Market
Details about homepage.
Element
the Mustang
Market
interface
Header
Banner
Product
Search
Navigation
Bar
Org.
Message
Purchase
Showcase
Main
Workspace
Description
This is the title bar for Mustang Market, clicking on the header will
return you to the homepage.
This area provides access to actions you need to take, messages,
your shopping cart, and key admin tasks such as profile setup.
This area is also called ‘shop at the top’ and is the main method for
locating products in Mustang Market
This is the main menu for accessing functions in Mustang Market,
such as viewing documents or recent shopping carts.
This is the area where Western posts important messages for
Mustang Market users. It also provides links to training materials.
This is where preferred vendors are displayed. You can click on a
vendor to search their catalogue (hosted) or access their site (punchout).
This is the area where the Purchase Showcase, Product Search and
Org. Message are located.
Page 6 of 64
Mustan
g
Market
The table below contains a description for each main menu items found on the Navigation
Bar. Menu items displayed depend on your role and/or your specific permissions.
Menu
Option
menu
Description
Clicking on the Homepage icon will return the user to the site page that is
configured as the homepage. The default is shopping home.
option
Homepage
icons
The Shop menu contains the menu options related to shopping tasks
including product quick search, access to the shopping page, forms and
Shop Menu favourites and access to carts and orders.
Orders &
Documents
Menu
Menu items related to Document Search and Approvals are located in the
Orders & Documents menu.
Tasks related to the setup and management of hosted catalogue content,
contracts and consortiums are located in the Catalogues and Contracts
Catalogues menu. Organizations who manage their own hosted catalogue (i.e.
and
stockroom) and/or use Org Catalogue or Item Master can also access those
Contracts
features from this menu.
Menu
The Accounts Payable menu contains all tasks related to AP Director and
AP Express, including invoice management and AP administration.
Accounts
Payable
Menu
Menu
Search
Menu Search is a keyword search that returns a list of pages containing that
keyword. Search results are clickable to take you directly to the page.
Page 7 of 64
Definitions
The table below provides a list of terms that are used in Mustang Market.
Term
Approver
Definition
A person with budgetary authority who ‘approves’ and
submits a requisition.
Assign
A term used to indicate that a draft cart has been sent to a
Requisitioner to view and submit for approval, or an
Approver has put a requisition into their folder to action.
Cheque
Requisition
A cheque requisition is a request to have a cheque created.
For example: payments to LCBO.
Hosted
Catalogue
A vendor, whose catalogue of items with special pricing
negotiated for Western, is viewable on Mustang Market.
Non-Catalogue
Item
Items being purchased that cannot be found on Mustang
Market or punch out sites.
Purchase Order
A purchase order is created once a requisition is approved.
It can be automatically generated by Mustang Market if it
meets certain criteria, or may need Finance intervention
before the PO is generated.
Punch-out Site
A website that Mustang Market directs the user to, where
items with Western pricing are displayed and available to
select for purchase.
Purchase
Showcase
Receipt
The Shopping Home page. This page contains stickers for
various hosted and punch-out vendors, as well as provides
access to forms such as non-catalogue, cheq req, etc.
A piece of paper indicating the item(s) shipped by the
vendor.
Requester
A person who can shop AND create a requisition.
Requisition
Purchase requisition (PR) is the document created once the
Requisitioner submits a ‘shopping cart’ for approval.
Science
Catalogue
A list of items available from a compilation of various
Science Catalogues provided by SciQuest (the makers of
Mustang Market), that are not available in the Hosted
Catalogue or Punch-out sites.
Shopper
A person who can ‘put items’ in a cart but cannot create a
requisition for the items.
Sticker
An icon on the Purchase Showcase that represents a
vendor or form.
Page 8 of 64
Supported
browsers
Submit
A term used to indicate that a document has been sent to
the department / project Approver.
Voucher
A document in Mustang Market that indicates the vendor
can be paid, also called an invoice.
Workflow
A term used to describe the steps a document goes through
from start to finish.
Mustang Market needs to use mixed content and cookies in order to provide the
full functionality of the system. The following browsers are compatible with
Mustang Market; however you may need to configure your browser to enable
mixed content (explained below the list).
 Internet Explorer v7 and higher
 Firefox v23 and higher
 Safari
 Chrome v21 and higher
To configure your browser to enable mixed content view the documents Browser
Configuration found on the Western Financial Services website:
http://uwo.ca/finance/
The iPad browser is not officially supported; however, if you follow the
following instructions:
1. Enable additional tabs to display outlined on the apple forum accessed at
the link below, that will the functionality may be alright.
https://discussions.apple.com/thread/4694217?tstart=0
2. Remove the setting that blocks 3rd party cookies from the browser.
Page 9 of 64
How to log in to
Mustang Market
To login to Mustang Market, go to the Western Financial Services webpage:
 http://www.uwo.ca/finance/
o Click on the Mustang Market icon, found on the right side of the page
o
Login using your: Western ID and Password

If you do not know this information, contact Western
Information Technology Services.
NOTE: Do not bookmark the login page; there is a hidden re-direct that will
prevent a bookmark from working. Only book mark the finance webpage and use
the Mustang Market login button.
Page 10 of 64
Set-up Your Mustang Market Profile
Intro
Before you begin shopping you need to set up your profile by adding default
speedcode, shipping address, etc. This will simplify the shopping process.
Page 11 of 64
Set your
default
speedcode
Before you start shopping, you should set a default speedcode for your profile, this will
be used each time you shop. If you want to use another speedcode you can change it
during the shopping process.
To set a default speedcode follow the steps in the table below.
Step
Action
Click ‘Your Name’ from the banner
1.
 Select View My Profile from the menu
2.
Select Custom Field and Accounting Code Defaults from the left side of
the page
3.
Click Code Favourites tab
4.
Click Add above the
Speed Code box
5.
Enter the Speedcode and Account code.
6.
Type in a Nick Name for the default speedcode
 Check Default to set this as the default code for all shopping
7.
Click recalculate/validate values from the bottom right of the window
 Click
Save
Page 12 of 64
Setting a
shipping
address
Before you begin shopping, add a shipping address in your profile so that you will not
need to enter it in each time you shop. If you want to send items to a different
shipping address you can change it during the shopping process.
Note: To select an off-campus ship-to location during checkout, see Selecting an offcampus ship-to address.
To set a default shipping address follow the steps in the table below.
Step
Action
1.
Click ‘Your Name’ from the banner
 Select View My Profile from the menu
2.
Select Default Addresses from the menu on the left side of the page
3.
Click Ship To
4.
Click Select Addresses for Profile
5.
Enter the first few letters of the location you want to find
For example: for
addresses in Social
Sciences Centre,
type ‘soc’
 Click Search
6.
Click Radio button next to the appropriate
address
Page 13 of 64
7.
Click Save in the Completed Address box that appears after you make your
selection
Page 14 of 64
Adding an
assignee
When you shop you may want to assign your cart to another Requistioner to
review and submit on your behalf. If you do not assign it to another Requisitioner
then it will go directly to an Approver once you submit the cart. You can search
for and assign a Requisitioner when you are done shopping, or you can setup a
default Requisitioner that is displayed for you to select.
To setup a default assignee, follow the steps in the table below.
Step
1.
Action
Click on Your Name in the Banner
 Select View My Profile
2.
Select Cart Assignees from the menu on the left side of the page
3.
area
Click Add Assignee

Type in assignee’s name

Click Search
4.
Click Select next to the name of the person you want to assign
5.
Click Set as Preferred if you want that person to your default
assignee
Page 15 of 64
Assigning a
substitute
Requisitioner
If you are going to be away or unavailable you can designate another Requisitioner as
a substitute. The substitute will be able to review and submit carts assigned to you.
To setup an assigned substitute, follow the steps in the table below.
Step
1.
Action
Go to the Shop icon then My Carts and Orders
 Select View Draft Shopping Carts
2.
Click Assign Substitute
3.
Type in assignee’s name

4.
5.
Click Search
Click Select next to the name of the person you want to assign
Select End Substitution when you would like to cancel the assigned
substitution
Page 16 of 64
Setting a new
home page
If you are mainly going to use Mustang Market for reviewing requisitions, you may
want to make the My Draft Carts page your default homepage. To set a new
home page, follow the instructions in the table below.
Step
1.
2.
Action
Navigate to the page you want to set as the homepage
Click ‘Your Name’ from the
area

3.
frequently used
pages
Select Set My Home Page
Select Current Page from the pop-up window

Bookmarking
Banner
Click
Save
Another option to provide easy navigation to the My Draft Carts page is to
bookmark it.
To bookmark a page follow the instructions in the table below.
Step
Action
Navigate to the page you want to bookmark (My Draft Carts page)
1.
Click the Star (bookmark) icon on the banner
2.
3.
Click Bookmark this page from the bottom right of the bookmark
menu
 The page will be bookmarked and the bookmark icon will be
gold when you visit this page
NOTE: to access the bookmarked page later, select it by going to the
bookmark icon in the Banner area and then choose it from My
Bookmarks
Page 17 of 64
Searching for Products
Introduction
There are many options available to locate products in Mustang Market. One of
the most commonly used is the Product Search function (Simple and Advanced).
The following pages provide information and steps for using both search types.
Simple product
A simple product search provides a “Google-like” experience. Simple Search displays
on the Shopping Homepage. When using simple search, it is suggested that you
select a product vertical (office supplies, lab, etc). However, by default, the search will
occur across all product verticals. All of the words entered in the keyword textbox must
be found in the items displayed in the product search results. When a simple search is
performed, to find the most relevant search results, the system searches many
different things, including:
search explained

Keywords: Keywords are entered by system administrators to help guide
users to the correct contract, form (service), supplier, and favorite items.

Item Information, which is typically provided by the supplier, including:

Product Description

Product Category / Sub-Category

Supplier

Manufacturer Name and Manufacturer Part Number

Unit of Measure / Product Size

System Packaging and Size

Alternate Name and Alternate Part Number(s)

Client Catalog #

Color

Common Name

MDL Number

Molecular Formula

Radionuclide

UPC
Page 18 of 64
Conducting a
simple product
search
The simple Product Search is the recommended way to begin shopping, and is
available from the Shopping Homepage of Mustang Market. The table below
provides the steps to conduct a Simple Search.
Step
Action
1.
Click in the Product Search field
 Type in a product type
o Be as specific as possible to improve search results
For example: red pen is better than ‘pen’
2.
3.
Click GO
 Search results will display on a new page
Click Add Item to cart if you wish to purchase one of the items
OR
 Click the item name to see additional details about the item.
NOTE: You can also search for a specific product type with a vertical, for
example: Office Supplies or Medical. To do this click the drop down next to the
Product Field and select the desired vertical, enter a product name in the Product
Search field and then click Go.
Advanced
product search
explained
Advanced search allows you to enter additional criteria to generate more specific
search results than with simple search. The search criteria available depends on
the product vertical selected. By default, once advanced search is opened after
login, it will remain open with subsequent searches until it is closed.
Page 19 of 64
How to conduct
an advanced
product search
An Advanced Product Search allows you to set a number of search criteria. This
method is very useful when you know the product number, manufacturer or other
specific details, or when you want to limit the results in some way.
To conduct an Advanced Search follow the steps in the table below:
Step
1.
2.
3.
4.
Action
Select Advanced Search below the simple search area
Select / Enter the criteria for your search, you can:
 Select product vertical
 Enter exact word match
 Search by vendor name
 Etc.
NOTE: Search criteria will differ slight depending upon the product
vertical selected
Click Search
 The results will display below the search area.
Click Add Item to cart if you wish to purchase one of the items
OR
 Click the item name to see additional details about the item.
NOTE: Click on the ‘?’ in the top right corner, just below the banner, for online
help to read about each of the fields in the Advanced Search.
Hiding advanced
search
Check off: Hide Advanced Search in the search results checkbox if you would
like the advanced search box to collapse after the search is conducted. This will
take you back to the simple search after displaying search results.
NOTE: The system remembers and uses the last search setting by default.
Page 20 of 64
Returning to
Click Simple Search from the top of the advanced
search panel to return to simple search.
simple search
type
Page 21 of 64
Shopping from Catalogues or Punch-out Site
Introduction
You can shop by going to specific vendor catalogues (Hosted, Contract or
Science) or by going to a Punch-out site. The following pages provide information
and the steps for these types of shopping.
Hosted / Sci /
When you click on a Hosted Catalogue sticker from the Purchase Showcase you
are able to browse for products specific to that vendor and will be provided the
Western negotiated prices. To shop using a catalogue, follow the steps in the
table below.
Contract
Catalogue
Step
1.
2.
Action
Click a Hosted vendor sticker from the Purchase Showcase, or
 Contract Catalogue, or
 Science Catalogue
Enter a product in the Search field
OR

3.
4.
Click Categories to browse categories available
Click Search
Enter the number of items you need and
 Click add to cart
Page 22 of 64
Using a punchout site
When accessing a punch-out supplier, you are automatically taken to and
authenticated to the supplier’s site; so the supplier’s website knows you are from
Western University and shows the appropriate products and pricing. Each vendor
site will be setup a bit differently, since you are visiting the vendor’s own site.
To shop from a Punch-out site follow the steps in the table below:
Step
1.
Action
Click on the punch-out vendor sticker from the Purchase
Showcase

You are redirected to the vendor’s webpage and
recognized as being from Western
2.
Search for your product(s)
3.
Add the item(s) to your shopping cart

4.
Following the vendor site steps
Checkout when you have all the items you want from the
vendor

Some sites may have a ‘transfer’ button in addition to
check-out, follow the instructions to finalize the sale on
the site
o
This returns you to the Mustang Market with the
items you selected from the punch-out site
Page 23 of 64
Submitting your
cart
When you have added all of the items you want to your shopping cart you need to
submit it. This step will send it to an Approver to approve and create the
requisition number.
To submit a cart, follow the steps in the table below.
Step
1.
Action
Click on Shopping Cart
icon from the banner at
the top to see all items
you have selected.

2.
Select Check
Out from the
drop down menu
Click Edit to the left of the Accounting code section to enter
Speedcode and Account number


Select Required Field
under Speedcode
o
Click Select from
Profile Values
o
select value from
drop down
Select Required Field
under Account
o
Click Select from all values
o
Enter description in description box
o
Click search

Click recalculate / validate values

Click Save
3.
Click Final Review from the yellow box at the top of the screen
4.
Click Submit Requisition from the top right of the screen
If you receive the following notification or email after submitting your cart, this
likely means that the speedcode does not have a budget setup:
Your requisition has been returned.
Page 24 of 64
Completing a Non-Catalogue or Consulting Form
Introduction
You can quickly and easily add non-catalogue items to your cart. Non-catalogue
items should be entered when you cannot find the item needed from the
catalogues or punch-out sites.
You can also use the non-catalogue form when you are purchasing from a new
vendor, one who is not on Mustang Market.
There are two Non-catalogue forms; they are based on the amount of the
purchase and / or type of purchase.
 Items totaling less than $10K go on the <$10K non-catalogue form
 Items totaling over $10K or consulting, go on the >$10K / consulting
form
Page 25 of 64
Non-catalogue
under $10k or
over $10k /
consulting
The form for under and over $10k are very similar, however the over $10k /
consulting form has one extra section that needs to be completed, the Quote /
Exception section.
The steps to complete both form types are contained in the table below.
Step
1.
Action
Click the appropriate form, located near the bottom of the Purchase
Showcase.
2.
Type in part of Vendor Name in the Vendor Search Field
3.
If the
vendor
is…
Then….
Existing
in
Mustang
Market
Type in the vendor name, and select it from the list that
appears and continue to step #3.
New in
Mustang
Market
Type ‘new vendor’ in the field and select ‘New Vendor’
from the list.

Complete the New Vendor portion (right side of
the form) and

Continue to step #3
Complete the fields on the form:
 Currency (select from drop down)
 Catalogue number, if known
 Quantity
Page 26 of 64





Estimated price, before tax
Packaging, unit of measurement (each, box, etc.)
Commodity Code – office supplies, computer equipment,
science equipment, etc.
Health & Safety, if applicable*
Add External attachment for forms you need to send to the
vendor
For Consulting / Over $10k items also complete Competitive Bid
Requirement section:
 Select Quotes / Exception type


4.
Input any comments related to the quote or exception in the
box below #3 in the Competitive Bid Req. section.
You MUST attach the successful quote to the form
NOTE: Specific vendors have special requirements related to quotes,
such as Dell. Refer to the Supplier Reference sheet found on the
Mustang Market webpage for details.
Click Add to Cart at the top, right of the form
 Click Go
 If you are done shopping Proceed to Check-Out
NOTE: This adds the non-catalogue item to your cart and closes the
Non-cat. window
5.
Click Edit to the left of the Accounting code section to enter
Speedcode and Account number


6.
Select Required Field
under Speedcode
o
Click Select from
Profile Values
o
select value from
drop down
Select Required Field
under Account
o
Click Select from all values
o
Enter description in description box
o
Click search

Click recalculate / validate values

Click Save
Click Final Review from the yellow box at the top of the screen
Page 27 of 64
7.
Click Submit Requisition from the top right of the screen
*Radioactive, hazardous, and controlled substances must be indicated on the non-catalogue order form
by selecting the appropriate Health and Safety checkbox. Radioactive orders will require a Permit
Number to be entered on the Requisition Summary screen and a Chemistry ship-to address must be
selected.
Page 28 of 64
Completing Other Forms
Introduction
In addition to the Non-catalogue forms, there are others that you use when you
need to: request payment for goods / services already received, when you want a
cheque produced, or need to change an order that has already completed
workflow. These forms are:
 Cheque Requisition
 Change Order
 Invoice Attached
Page 29 of 64
Cheque
Requisition
When you need a cheque to pay for something, for example payments to liquor
retailers, you need to complete a Cheque Request form.
To complete this form follow the steps in the table below.
Step
Action
Click Cheque Requisition, found under forms on the Purchase Showcase
1.
2.
Type the first few letters of the vendor name in the Vendor field
 Type New Vendor if the vendor is not already in Mustang Market
o
And Complete the New Vendor portion (right side of the
form)
5.
Enter the Address and other details for sending the cheque
 Enter Payable Info
 Payment information
 Special handling instructions (if necessary)
 Explanation for the cheque request
 Attach any required documents (internal / external)
Click Add and go to Cart from the top of the page
 Click Go
 This takes you back to the shopping cart view
Enter a Commodity code – click
5.
Click Proceed to Checkout
6.
Click Edit to the left of the Accounting code section to enter Speedcode and
Account number
3.
4.

Select Required Field
Speedcode
o
Click Select from
Values
o
select value from drop down
under
Profile
Page 30 of 64

Select Required Field
under Account
o
Click Select
from all values
o
Enter description in description box
o
Click search

Click recalculate / validate values

Click Save
7.
Click Final Review from the yellow box at the top of the screen
8.
Click Submit Requisition from the top right of the screen
Page 31 of 64
Change Order
There are times when you need to amend an order that has already generated a
purchase order, to make these amendments use the Change Order Request
form.
To submit a change order, follow the instructions in the table below.
Step
1.
2.
3.
4.
Action
Click Change Order, found under forms
on the Purchase Showcase
Type in the Purchase Order number
 Vendor details
 Change description
Select whether or not to send a revised PO to the vendor
 Select a commodity code
 Enter the new PO total amount
 Add internal attachments if necessary
Select check boxes for the Change Order
Request on the right of the form next to the
changes that need to be made to the original
order
4.
Click Add and go to Cart from the top of the page when you
have completed the form
 Click Go
 This takes you back to the shopping cart view
5.
Click Edit to the left of the Accounting code section to enter
Speedcode and Account number


Select Required Field
under Speedcode
o
Click Select
from Profile
Values
o
select
value from
drop down
Select Required
Field under
Page 32 of 64
Account

o
Click Select from all values
o
Enter description in description box
o
Click search
Click recalculate / validate
values
Click Save
Click Final Review from the yellow box at the top of the screen
Click Submit Requisition from the top right of the screen
Page 33 of 64
Invoice Attached
There are times when you have to obtain service prior to generating a requisition
and purchase order in Mustang Market; for example an emergency repair. In
these cases, use an Invoice Attached form to submit a requisition and get the
vendor paid. Please note that only one IA form should be submitted per
requisition.
To submit an Invoice Attached form, follow the steps in the table below.
Step
1.
Action
Click Invoice Attached, found under forms on
the Purchase Showcase
2.
Click select different vendor, if the appropriate vendor name is
not displayed
3.
Enter Vendor name
 list of vendors will appear below the vendor field or
 type New Vendor
o Existing vendor’s details will auto-populate the
form
o New Vendors require you to enter the vendor
details on the right side of the form
Complete the form fields for all vendor types (new / existing)
** Fields in bold MUST be completed, other fields are ‘if known’
 Invoice Amount
 Supplier No.
 Invoice Date
 Product Description
 Catalogue No. (if known)
 Quantity
 Commodity Code
 Packaging
 Payment Terms
 Handling code
Click add attachment under Internal Attachments
 Attached the invoice from the vendor
Complete the Reason Code
 Add an explanation in the Explanation field
 Complete the Competitive Bid section for invoices over
$10,000
Click Add and go to Cart from the top of the form
 This will take you back to the cart view
Click Proceed to Checkout
4.
4.
5.
6.
7.
8.
Click Edit to the left of the Accounting code section to enter
Speedcode and Account number

Select Required Field
under Speedcode
o
Click Select from
Profile Values
o
select value from drop down
Page 34 of 64


Select Required
Field under Account
o
Click Select
from all
values
o
Enter description in description box
o
Click search
Click recalculate / validate
values
Click Save
9.
Click Final Review from the yellow box at the top of the screen
10.
Click Submit Requisition from the top right of the screen
Page 35 of 64
Other Tools to Simplify Shopping
Introduction
A few tools can simplify the shopping experience:
 sharing a single cart across a department can consolidate orders,
 copying a cart reduces the need to look up items again, and
 adding commonly purchased items to Favourites folder can speed up the
purchase process.
Page 36 of 64
How to
share a
cart
You can share a cart at any time during the shopping process. To share a cart, follow the
instructions in the table below.
Step
1.
Action
Click the Shopping Cart icon, from the Banner area
 Select View My Cart
2.
Select Click here to create shared cart user groups at the top of the page
3.
Click Create New Group
4.
Type a Name for the Shared Cart
5.
6.
7.
If you want
to add
Individual
users
Then….
Click User
 Type the “last name” of the user(s) you want to
add
 Click Search
 Click select to the right of the name(s)
 Click Add Selected Users
Click Department
 Select Department Name from the drop down list
An entire
department
Click Save
Go back to your shopping cart
 Click Share my cart with others checkbox
 Click Update and Unlock so others will be able to use the cart
NOTE: When you share a cart, the cart icon on the ‘My Draft Carts’ page has 2 people
sitting in the cart.
Page 37 of 64
Creating another
Group to share a
cart / edit
existing group
To create another Group to share a cart with, or edit the original group, follow the
instructions in the table below.
Step
1.
2.
Action
Click Shop menu icon from the navigation
bar
Select Admin
 Select Manage Groups for Shared Carts from the fly-out
menu
3.
If you
want to…
Create a
new group
Edit an
existing
group
Then ...
Follow steps #3-7 in the section: How to share a cart
Click on the group name
Either click
a) Remove beside the names of users you
want to delete
Or
b) Click Add access for:

department
 Users
i. Follow step #5-7 in the
section, How share a cart
Page 38 of 64
Creating
favourites
There may be some items you frequently need to purchase; these items can be
added to a list of favourites so that you can easily add them to a cart, instead of
looking them up each time. The first time you add something to favourites you will
have to setup a folder for it to go into. You can add additional folders at any time;
this is a great way to separate out item types.
 For example you might name folders:
o Research Supplies
o Office Supplies
o Computer Supplies
To create a list of favourites, start a shopping cart and add items you want to
make ‘favourites’ then follow the steps in the table below.
Step
Action
1.
From a Shopping Cart
 Click Add to Favourites beside the item you want to put in a
favourites list
2.
3.
4.
5.
Click New folder icon
 Top level personal folder
o those with permission can also add Shared folders to
be used across departments
NOTE: Once you create a top level folder under personal, you can
create subfolders
Type a Name for the folder
 Click Save
Click on the new folder created
 Click Submit
 The item selected is added to the favourites folder.
Click Close and continue shopping
Page 39 of 64
Copying an
order
There may be times when an entire purchase is going to be repeated, when this is
the case, you can copy the purchase requisition instead of searching for each
item. Once you copy the requisition, you can add additional items, or remove
items you don’t want.
To copy a requisition, follow the instructions in the table below.
Step
1.
2.
3.
4.
Action
Hover over the Shop icon in the Navigation Bar
 Select My Carts and Orders
 View My Orders
Click on the Requisition Number for the cart you want to copy
 Look at the vendor details, date and total cost to help you
select the correct cart
Select Copy to New Cart from the Available Actions menu at the top
right of the Requisition page
 Click Go
Continue Shopping or Remove Items as needed
 Click Proceed to Checkout
NOTE: You can also use document search to look up a requisition, once you have
located the requisition you want, follow steps 2-4 above.
Page 40 of 64
Using
different
speedcodes
for
different
line items
When you want to charge a specific item(s) to a different account or speedcode than the
rest of the order you have to add the account and speedcode to each line.
To attach different speedcodes / accounts to items follow the steps in the table below.
Step
1.
2.
Action
Shop the site as normal, when you are finished:
 Click Proceed to checkout
Click Accounting Codes tab from the top
3.
Scroll down to the first line item
 Click Edit
4.
Enter Speedcode and Account for that line item
 Click recalculate / validate value
 Click Save
5.
Repeat Step #3 & 4 until all of the items have speedcodes and accounts
attached to them
 Click Final Review from the top of
the page
6.
Click Submit Requisition
NOTE: When you use different speedcodes in one order, the order may need to go to
different Approvers, this can slow down the approval process.
Page 41 of 64
Using different
accounts for
an entire order
(header splits)
Carts and Requisitions can be split between different speedcode/accounts at the
header level, meaning that the entire cost of the entire order will be distributed to 2
or more accounts / speedcodes.
For example:
 if a requisition subtotal is $9000, and a given account has exactly $4000 left
in it, the order can be split with $4000 applied to the limited account and
$5000 applied to another account,
o You can also allocate cost using percentages of the requisition
subtotal
To create a split, follow the steps in the table below.
Step
Action
1.
Shop the site as normal, when you are finished:
 Click Proceed to checkout
Click Edit in Accounting Codes
3.
Click Add Split in the top right of the Speedcode window
1.
2.
3.
Click the % of Price drop down, select:
 % of Quantity
 Amount of Price or
 % of Price, depending upon
the split type you want to enter
NOTE: you need to calculate the exact dollar / % / quantity for ALL
splits, the system will not enter the ‘remainder’ in to the last line.
Enter new Speedcode, and / or Account if needed, and
 % / Amount / Quantity beside each line
Click Save
Page 42 of 64
Selecting
an offcampus
ship-to
If the ship-to address is not available under the organizational options, you may select
the “Off-Campus Deliveries” option to enter another address. Please note that all orders
with this address code will be sent to procurement for review.
Step
1.
Action
On the Requisition Summary screen, select edit under the
Shipping/Billing section.
address
2.
Select choose a different address and then select from org
addresses.
3.
Type in “off-campus” and click Search.
4.
Select the address below:
5.
Enter the ship-to address information. Bold fields are mandatory.
Once completed, click Save.
Page 43 of 64
Bookmarking
frequently used
pages
You may want to bookmark the Draft Cart page so you can quickly get to it when
you need to submit carts.
To bookmark a page follow the instructions in the table below.
Step
Action
1.
Navigate to the page you want to bookmark
2.
Click the Star (bookmark) icon on the banner
3.
Click Bookmark this page from the bottom right of the bookmark
menu
 The page will be bookmarked and the bookmark icon will be
gold when you visit this page
NOTE: To access the bookmarked page later, select it by going to the Star
(bookmark icon) in the Banner area and then choose the bookmarked page under
‘My Bookmarks’.
Page 44 of 64
Creating
standing orders
Standing orders are useful for items that need to be ordered on a consistent
basis. The standing order PO is setup with the vendor using Mustang Market and
vendor may invoice against this PO.
Note: To make a change to a standing order, use the Change Order Request
form.
To create a standing order, follow the steps in the table below.
Step
1.
2.
3.
Action
Select the item(s) you want to be a standing order and put them into
a cart
 Select from only one vendor for standing orders
Click Proceed to Checkout
Click Edit beside Standing Order in the Header field of the Summary
tab
4.
Click Select from profile values
 Select Yes
from the drop
down menu
5.
Click Save
 Enter details outlining the frequency of the standing order in
the External Notes section of the header
NOTE: Refer to the section Adding External Notes for details about
using this field.
6.
Where there was a standing order PO setup for the prior fiscal year,
the PO# must be indicated:
Under Internal Notes, select edit
7.
Enter the prior year’s PO number and click Save
Page 45 of 64
Requisition and Purchase Order Workflows
Introduction
Workflow describes the steps a document goes through in Mustang Market from the
creation of a draft cart to the submission of the order to the vendor. This section
provides an overview of Workflow in general, and highlights some special
circumstances that route a document to different or extra steps along the way.
Typical workflow
Even a typical workflow can vary depending upon a number of things, such as
the setup requested by the department / faculty, the spending limit of the
Requisitioner or Approver, and the type of purchase being made. i.e. office
supplies versus chemical products or for a CFI project.
Generally speaking a draft cart is submitted and goes through the process
outlined in the graphic below.
Your requisition
has been
returned
A system generated email message stating “Your requisition has been returned” will
be sent when the speedcodes entered on your requisition fail budget check. To view
the budget failure message, refer to the History tab of your requisition.
To confirm the status of a Fund 2 budget, contact Research Finance. For Fund 4
budgets, contact Special Funds.
Page 46 of 64
Orders over
$10K or a single
line item over
There are a number of things that will cause a requisition to be routed to
procurement. Some instances include: an order where a single line items is over
$5,000 or the total purchase is over $10,000. After the Approver approves the
request it is routed to procurement.
$5k
Orders requiring
procurement
review
There are some instances where a requisition may require procurement review.
There are two checkboxes available on the Requisition Summary screen which,
when checked, will send the requisition to Procurement Services. To select one
of the boxes, click edit, check off the appropriate box, then click Save.
When to use:
 Send for Tax Review:
o A tax exception applies to the order (i.e. order is for books,
newspapers, salaries)
 Send for Review:
o Vendor does not accept POs so an alternative payment method
is required
o Order is for a research item which requires review
 Use the Internal Notes field to indicate the reason this checkbox
was selected.
Page 47 of 64
Research
requisitions and
CFI
Research purchases are approved by the Principle Investigator or his/her
delegate, for the project. Any order that is based on CFI (Canada Foundation for
Innovation) funding needs to be approved by Research Finance, as well as the
Principal Investigator. Please refer to the CFI Orders quick reference guide for
instructions on how to complete a CFI order on Mustang Market.
Page 48 of 64
Working with Carts Assigned to You
Introduction
The term Requisitioner is used to describe someone that is responsible for
reviewing a shopping cart and attaching a speedcode and account to it, as well as
providing the first level of approval for the order. The Requisitioner creates the
purchase requisition that goes to the Approver and on to become the purchase
order that is sent to the vendor for fulfillment.
Actions
The following actions can be taken by a Requisitioner for a shopping cart
assigned to him/her:
associated with
assigned carts
4. The entire cart can be submitted for approval.
5. One or more line items in the cart can be rejected.
a. If part of a cart is rejected (one or more line items), the remaining
line items continue in the process.
6. Comments and attachments can be sent “back and forth” between
Requisitioners and Shoppers during the review process.
If a line item or the entire requisition is rejected, the rejection notice will show up
in History. If the user is set up to receive email notifications for rejections, they will
also receive an email. This email contains the rejection note entered by the
Requisitioner.
Page 49 of 64
View draft carts
assigned to you
Once the Shopper’s cart is assigned, the assignee sees a notification indicator
and action indicator in Mustang Market. The notification and action indicators will
display a number icon indicating the total notifications, or carts waiting for review
To review draft carts assigned to you follow the steps in the table below.
Step
1.
2.
3.
Action
Click Action Items from the Banner area
 Select Carts Assigned to Me
Click on a “Cart Name” under Drafts Assigned to Me
 Review the items in the
cart
Click Proceed to Checkout

4.
Review / Edit the Header details
NOTE: For an overview of the Header, refer to the Overview of
requisition header section.
Click Submit to create the requisition order
Page 50 of 64
Overview of
requisition
header
When viewing a draft cart you can edit various details in the Header Information
sections, such as Speedcodes, Internal/External Notes, Shipping information, etc.
This provides you with the ability to ensure that the requisition is handled
appropriately. The image below highlights the various sub-sections for the header.
Page 51 of 64
Removing a line
item in a cart
Requisitioners have the ability to remove single line items from a requisition. The
process used is the same as the one a Shopper would use to remove an item
during shopping.
To remove a line item, follow the steps in the table below.
Step
Action
Click Action Items from the Banner area
1.
 Select Carts Assigned to Me
Click on a Cart Name under Drafts Assigned to Me
2.
 Review the items in the
cart
3.
Click check box to the
right of the line item to be
removed
4.
Click the drop down arrow on the Vendor line for the item
 Select Remove Selected Items
Page 52 of 64
Adding a line
item to a cart
assigned to you
You can add a line item(s) to a draft cart that has been assigned to you. This may
be helpful if the Shopper realized they wanted something additional, or you need
to order something for the department as well.
To add a line item, follow the steps in the table below.
Step
Action
Click Action Items from the Banner area
1.
 Select Carts Assigned to Me
Click on a “Cart Name” under Drafts Assigned to Me
2.
 Review the items in the
cart
3.
Click continue shopping from the top of the page
 Search for and add the item(s) you want to purchase
4.
Check out as you normally do and
 Submit the Cart
Page 53 of 64
Re-assigning
a cart to
another
Requisitioner
Occasionally, a Requisitioner may decide that a different individual is a more
appropriate to review and submit a particular cart. The Requisitioner re-assigns the
cart, sending it to another Requisitioner for review and submission.
To re-assign a cart follow the steps in the table below.
Step
Action
1.
Click Action Items from the banner
area

Select Carts Assigned to
Me
2.
Click the “Cart Name” for the cart you want to re-assign, under the
Drafts Assigned to Me section
3.
Click Assign Cart from the top right of the shopping cart page
4.
Select the person you want to assign the cart to, using the table below.
If you
want to
select
someone
…
Then …
Who is
listed in
your
profile
values
Click the Select from profile values radio button and

Who is
NOT in
your
profile
5.
Click the drop down arrow to select from the list
Click Search for assignee radio button and

Click Search for an assignee link that appears
in the middle of the Assign Cart box

Type Last Name of the person you are
searching for
o
Click search
o
Click Select next to the person’s name
Click Assign at the bottom of the Assign Cart box
Page 54 of 64
Setting a new
home page
Some Approvers use Mustang Market mainly for approving requisitions; when this is
the case it might be helpful to change your homepage from the default (purchase
showcase) to the Shopping Cart - Draft page.
To set a new home page, follow the instructions in the table below.
Step
1.
2.
Action
Navigate to the page you want to set as the homepage
Click ‘Your Name’ from the
Banner area

3.
Select Current Page from the pop-up window

Add internal
comments /
attachments to
a cart
Select Set My Home
Page
Click
Save
Comments can be added to shopping carts and provide a way for you to
communicate any questions or directions you have for others in workflow.
To add comments to a cart, follow the steps in the table below.
Step
Action
1.
Click Action Items from the banner area

Select Carts Assigned to Me
2.
Click on “Cart Name” to open it up
3.
Select Comments tab from the top
4.
Click Add Comment
Type your comment into the comment field
 Click Choose File if you want to include an attachment
Click Add Comment from the bottom of the window
 The comment tab will indicate a number, displaying how
many comments have been added
 The attachments tab will indicate a number, displaying how
many attachments have been added
5.
6.
Page 55 of 64
Add a
comment to a
requisition
Comments can be added to purchase requisitions and purchase orders that have
been saved/created in the system. Comments provide a way for users to
communicate any questions or directions they have to other users.
Any user in Mustang Market can be added as a recipient and all recipients will
receive an email notification for the comment (unless this setting has been turned
off).
To add comments to a requisition, follow the steps in the table below.
Step
1.
Click Comments tab
Action
2.
Click Add Comments button
3.
Click checkboxes for the users that you would like notified of the comment
via email.
 Click add email recipient to add someone additional
4.
Enter the comments in the text box
 Max 1,000 characters
Click Add Comment button to save the comment
 The appropriate people will be emailed
o If an attachment was added on the comments tab, the
number of attachments will be indicate on the attachment tab
5.
Page 56 of 64
Add external
(vendor) notes
/attachment to
a cart
Notes to the vendors can be added to shopping carts and provide a way for you to
communicate any questions or directions you have for the vendor.
To add external notes to a cart, follow the steps in the table below.
Step
1.
Action
Click Action Items from the banner area

2.
Select Carts Assigned to Me
Click on “Cart Name” to open it up
Click Proceed to Checkout

3.
Ensure you are on the Requisition, Summary tab
Scroll down to External Notes and Attachments

Click
Edit
4.
Type the note for the vendor(s)
5.
 Click Save
Click add attachment if you want to include a file
 Choose File
 Save
Page 57 of 64
Tax
Exception
s
Tax exceptions and exemptions can only be made on a requisition by Procurement. To
indicate that a tax exception exists, follow the instructions in the table below.
Ste
p
1.
2.
Action
One the Requisition Summary screen, select the edit button in the Procurement
Request section
Check off the “Send for Tax Review” checkbox

Click Save
3.
Add an Internal Note to explain the tax exception
3.
You may also indicate the exception reason in the Line Item Details section

Click Edit
Page 58 of 64
How to return a
cart to the
Shopper
You may need to return a cart to the original Shopper to have him/her make a
change, for example to change specific line details. Although you can edit the line
item yourself you may return the cart so the Shopper learns what / why a line item
was changed.
To return a shopping cart, follow the instructions in the table below.
Step
Action
1.
Click Action Items from the Banner area

Select Carts Assigned to Me
2.
Click on “Cart Name” to open it up
3.
Click Return Cart from the top of the screen
3.
Enter Notes to explain the reason for the cart return

Click Return button
Page 59 of 64
How to
withdraw a
submitted cart
You can withdraw a cart before it becomes a purchase order, however only
Requisitioners have permission to withdraw a requisition.
To withdraw a requisition, follow the steps in the table below.
Step
Action
Perform a document search to locate the requisition you need to
1.
withdraw
Click the Requisition Number
2.
Click Withdraw Entire Requisition from the Action menu at the top
 Click Go
3.
Enter the Comment indicating the reason for the withdraw

Click Withdraw
Entire
Requisition
button
Page 60 of 64
Searching for Documents
Introduction
Requisitioners can look at the requisition, purchase order, receipt or voucher
generated from any cart that they submitted. To view documents you need to do a
document search.
Simple search
Using a simple search you can search all documents, one type of document and /
or provide a date range to search by. This is a useful search when you need an
overview of a document type in general or do not know specifics about the
document you want to find.
To conduct a simple document search follow the instructions in the table below.
Step
Action
Hover over the Document icon on the Navigation Bar
1.
 Select Search Documents from the Document Search menu
2.
Select a document type from the
drop down menu
3.
Select a date range from the date drop down
 Click Go
4.
Click on the Document Number for the document you want to view
 For example: P#### for purchase order
 R### for requisition
 V##### for voucher
 Etc.
Page 61 of 64
Advanced
search
The advanced search lets you refine the search criteria beyond what you can
search using simple search. This function is useful when you know more about the
document you are looking for, or after doing a simple search to get a better picture
of what you want to find.
To conduct advanced searches follow the instructions in the table below.
Step
Action
Hover over the Document icon on the Navigation Bar
1.
 Select Search Documents from the Document Search menu
2.
Click Advanced Search under the simple search fields
3.
Select the document type from the search drop down

4.
5.
Input the filter criteria you want applied to the search
o For example: Prepared by, product description, contract
number, workflow status, vendor status, etc.
Click Go at the top of the screen
Click on the Document Number for the document you want to view
Page 62 of 64
Filtering search
results
After you conduct a document search, Search
Term filters appear in a column on the left of
the page, beside the Navigation Bar. You can
turn ‘off’ the various criteria to expand the
search results or add more filters to refine the
search.
Each filter you add is displayed at the top of
the filter area so you can keep track of all the
filters being applied at a time.
Page 63 of 64