HCOM News and Reminders

What is HCOM?

Users of the Harvard Crimson Online Marketplace (HCOM) should be aware of the following information regarding the ability to re-submit certain Marketplace orders and making changes to approved Non-Catalog and Payment Requests:

Issue with Re-Submitting Marketplace Requisitions:

A bug has been identified that is preventing Shoppers from re-submitting Rejected, Pre-Approved or In Process Marketplace requisitons.

When a Shopper clicks on the Change icon or Change button to retrieve a Rejected, Pre-Approved or In Process Marketplace requisiton, the system gives an error message and prevents the Shopper from making the change. A fix for this will be included in the next Oracle software release on Oct 24, 2011. In the meantime if you encounter this issue, please send an email to the HUIT Helpdesk with all the details and the HCOM support team will resolve it.

Reminder to Shoppers: Be sure to Complete Change Requests

Shoppers have the ability to change approved Non-Catalog orders and Payment Requests. There are 3 key steps that must be completed to finalize a change request as shown in the diagram below. Some shoppers are not completing the final step - Step 3 Confirmation of change request. The impact of this prevents the change from taking effect.

hcomchange

Shoppers please note, if you have initiated a change request but have not completed step 3, your change request will have a pending status.

Steps to complete Step 3 - Confirmation of change request:

  1. Click the Requisitions Tab and then click on Notifications link on the left hand side of the page.

    2. hcomchange1

  2. You will see a list of notifications. Select the notification that has subject "Change Request from XXX for PO XXX"

    3. hcomchange2

  3. Open this Change Request notification and click the Approve button to confirm the change. Note: If your Approver has approved the change, you should click Approve unless otherwise notified by your Approver.

    4. hcomchange3

Once you click the Approve button, the change request will be finalized and the PO revision will be created. If you wish to send the revised PO to the vendor, please e-mail or fax the revised PO to the vendor. If this is a change being made to an Approved Payment Request, write the PR number on the invoice/supporting documentation and forward to University Financial Services Accounts Payable, 1033 Massachusetts Avenue, 2nd Floor, Cambridge, MA 02138 for payment processing.

Please note that you can also access your notifications directly from HCOM Main page under My Notifications section.

Additional Information:

  1. A blue dot in the status field as shown in the screen shot above indicates that your PO change request is pending. Once you complete step 3, the change request will be finalized and the blue dot will disappear.

    2. hcomchange4

  2. If the change increases the PO amount from the original amount, the change request will be re-routed through the approval hierarchy for authorization.
  3. If the change reduces the PO amount from the original amount or if the request is for cancelling PO line/s, the change request will not be re-routed through the approval hierarchy. However, the shopper must confirm the change request for the change to be final.

For more information about Change Request, please consult Eureka for the Change Request Quick Reference.

Tag: Harvard Crimson Online Marketplace

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