Purchasing

Rainbow stretching between the Sproul dome and Clothier Bell Tower.

The eMarket Portal empowers staff members to buy—promptly and efficiently—what is needed.

Swarthmore College’s eMarket Portal is integrated with Banner and serves as the primary purchasing mthod. Essentially, it provides a means for College staff members to access suppliers' online website catalogs by "punching-out" from Swarthmore’s single sign-on environment into a supplier’s eCommerce website to request products, creating a purchase order (PO). By accessing a supplier's punch-out enabled eCommerce website, users will be automatically logged-in and able to search the catalog, add items to the shopping cart, and return the cart as a pending purchase order back to the College’s procurement system. 

When items in the shopping cart are purchased through the eMarket application, the system will automatically generate a PO with line item detail that is emailed directly to the supplier. The College has linked all POs to specific Purchase Order Terms and Conditions, which protects the College's interests in the exchange.

 

eMarket Portal: Getting Started

  • Check Purchasing Authority and Access.  Financial Managers have purchasing authority and are enabled to delegate purchasing access to other Banner users, if appropriate. Using mySwarthmore, check to see if you have have purchasing authority or access to the FOAPAL account needed. Instructions are provided in Purchasing Authority and Access [pdf].
  • Users may register by completing the eMarket Portal Registration Form.
  • After the set-up process is completed, you will receive an email from the Portal that the application process is completed. Direct questions to Pat Hearty.
  • Log-on using the eMarket Portal link and single sign-on.

 

eMarket Authorization Process

POs will route to the following individuals for authorization, depending on the Fund/Org utilized.

 

eMarket Portal Training Resources

  • Commitments. When a purchase order is processed, the funds set aside for payment of that transaction and known as commitments and those funds are no longer available for use in other transactions. When the supplier is paid, the commitment is reversed and the funds will appear as an expense. A variety of situations can occur that can cause an commitment balance to remain open. Community members are expected to check Banner Finance on a regular basis and request liquidation of commitments that are no longer required. See the Commitments [pdf] attachment for instructions.
  • Punch-Out Catalog Orders. When logging onto the eMarket Portal for the first time, community members may follow these instructions to Create a Punchout Catalog Order [pdf].
  • FOAPAL Accounting Structure. The Banner system’s Chart of Accounts classifies accounting transactions into an alpha/numeric system called a FOAPAL. Details are provided in the FOAPAL Accounting Structure [pdf] document.
  • Purchasing Resources AODocs folder contains a great deal of information for community members.

 

eMarket Purchase Orders

Purchase orders created through the eMarket Portal are generated in several ways.

  • Punch-out catalogs are integrated external links to a supplier’s web-based catalog. Employees may access a preferred supplier’s external web catalog through the eMarket Portal's single sign-on to search and select products, and then return the items to the eMarket’s shopping cart. All punch-out suppliers on the eMarket Portal are preferred suppliers, having negotiated or contracted discount pricing structures incorporated within their websites. Not all catalogs are visible to everyone. 
  • Non-catalog orders are purchase orders created in the eMarket Portal which are subsequently emailed to the supplier from the application. Employees should only consider using a non-catalog order when the goods and/or services are not available in through a punch-out catalog. Suppliers must be registered with the College and available in the eMarket Portal before a non-catalog order can be completed. Before placing a non-catalog order, community members should check to see if their supplier is registered in the system and obtain the following information:
    • Current item pricing item
    • Part numbers
    • Full item descriptions
    • Quote number (if applicable)

When a non-catalog order needs to be placed with a supplier that is not currently found in the eMarket, employees should obtain a W9 Form and contact purchasing personnel, providing the supplier's name, email address, and phone number. This process may take several days, depending on supplier responsiveness.

  • Hosted catalogs are online versions of a supplier’s printed catalog. Hosted catalogs contain product data and details, pricing, and supplier information however each change requires manual updating.