Procurement Services
Miner Mall
(New Interface)
Shopper User’s Guide
Revised Nov. 13, 2013
Table of Contents
1. Sign On
pg. 3
2. Set Up Profile
pg. 4
3. Creating a Cart
pg. 6
4. Create a Hosted or Punch-Out Requisition
pg. 8
5. Create a Non-Catalog Order
pg. 16
6. Ordering Chemicals/Hazardous Materials (HAZMAT)
pg. 22
7. Requesting a New Supplier
pg. 23
8. Attaching a Document to a Shopping Cart
pg. 24
9. Process a Change Order
pg. 25
10. Cancel or Close an Order
pg. 26
11. Look Up Commodity and Account Codes
pg. 26
12. Change a Ship-to Address
pg. 27
13. List My Documents
pg. 28
14. Troubleshooting
pg. 29
15. Glossary
pg. 30
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1. Sign On

Using your internet browser Go to “https://my.utep.edu/

Sign on to My UTEP

Click on the My.Home tab on the top ribbon

Click on the Miner Mall icon located in the My Online Services area of your
screen.
Note:
Once you access the Miner Mall log-in page, bookmark
and add it to your favorites for quick, future access.
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2. Set Up Profile (First Time Only)

Click on your Name (located on the top right corner of screen)

User My Profile tab automatically appears on the screen

Click the Language, Time Zone and Display Settings tab and update the six fields shown (language,
country, time zone, color theme, preferred email format and help on mouse).

Be sure to click Save to update your desired settings.

If any of the displayed information is incorrect, send an email identifying the necessary correction(s)
to the System’s Administrator at minermall@utep.edu.

Several areas within your Profile cannot be changed as the information is updated and retrieved
electronically.
4

Now click on the Email Preferences tab. Select the types of notifications you wish to receive. To
update your selection click Save when complete.

Once your profile has been updated you are ready to begin your shopping experience.
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3. Creating a Cart
SELECTING A SUPPLIER

Take advantage of contracted discount pricing by using the Punch-out, and Hosted
Suppliers displayed on the Home Page.


Begin at the Home Page (Dashboard)
Click the Home Page button.
There are several options available to initiate a requisition. A shopper may select:

Hosted Suppliers
By choosing a Hosted Supplier, the requisitioner will access contracted price files
located and maintained on the Miner Mall website. Hosted Suppliers are located in the
Hosted Supplier section of the Home Page.

Punch-out Suppliers
By choosing a Punch-out Supplier, the requisitioner will access the supplier‘s website;
pricing is determined by contract, membership or educational discounts.

Non-Catalog Suppliers
When using Non-Catalog suppliers the shopper should have obtained product
descriptions, product or item numbers, pricing and/or quotes for each of the items
being ordered.
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
Shoppers have the ability to Search for a specific item or a group of items;
Only the system’s contracted suppliers will be searched. Click on the Advanced Search
and type a description of the item. Click Go. (This search will bring up merchandise
available through the contracted suppliers.) When using the search option it is
recommended to use the default “Everything” within the Advanced Search Shop box in
order to retrieve an array of product options.
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4. Create a Hosted or Punch-Out Requisition

Step 1. On the Home Page, click the supplier of choice from the Hosted or Punch-out
Supplier sections.
8

Step 2. Once directed to the supplier‘s website, search, select and add desired
product(s) to the shopping cart/basket. Finalize transaction with supplier(s) and the
system will return you to the Miner Mall Home Page. The following actions will be
displayed.

Miner Mall will assign a default cart name (date and user identification), if desired the
Shopper has the option to rename their cart (i.e. internal requisition number, work
order or project name).

To rename your cart, click on the assigned name, delete the information and enter the
desired name for your cart. If renaming your cart be sure to click the Update box to
save any changes made.

To remove an item, click on the Remove Button. To modify quantities, click on the
Quantity Field. Pricing and product description cannot be changed by a user.
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
To add items from any other or Hosted or Punch-out Supplier, click Continue Shopping
at the top of the screen. To expedite the processing of your order Non-Catalog items
should be processed using a separate Shopping Cart.

Product information can be verified by clicking on the product description. To remove
an item, click on the Remove Button. To modify quantities, click on the Quantity Field.
A Commodity Code must be entered. Click the magnifier glass and select the
commodity code.

Step 3. Miner Mall has the ability to create multi-vendor requisitions within the same
Shopping Cart which gives the Shopper the opportunity to purchase from several
vendors without checking out and creating a separate requisition for each. When
product selection is complete, click Proceed to Check Out or Assign Cart.

If you are classified as a Shopper you will select Assign Cart and identify one individual
from the “Select from Profile Values” options drop down box. Your selection will be
made from a listing of individuals identified as Creators from within your department
hierarchy.
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
Those individuals classified as Shopper/Creators will select Check Out and then
proceed to complete the information required in both the Shipping and Accounting
Codes ribbons.

Step 4. After selecting the Shipping tab click Edit.
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
Click on your Profile and click on Default Addresses and select Central Receiving which
is the default shipping address. An Alternate Ship to form (located under the forms
tab), must be completed for any items which require delivery to a location other than
Central Receiving.

You will now be prompted to add your Department information. Remember, in Miner
Mall, Central Receiving is the default Ship To address unless the Alternate Ship to
Request form (located under the Forms tab), is included with your order. When
completing your information click save.
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
Step 5. Creators only, click on the Accounting Codes ribbon.

Go to the Speedtype (Account Number) field and click on the Required Field prompt.
13

Click the “Select from Profile Values” and then make your selection from the account
values provided. These values should be related to account numbers assigned to your
department. The same steps must be followed when selecting the Object Code. Click
Save after selecting both the correct account number and object code.

Step 6. Creators, upon completion of the Review screen, click Place-Order button which
will display the Requisition Number and Summary Information. The requisition will now
route to your department’s designated final Approver.

Step 7. The Final Approver will be able to approve/rejected the requisition and/or line
items.

To view requisition history clicks on the My Carts and Orders tab and then select View
My Orders. Select the date you are requesting to view and click ok. Once the document
has been identified click the requisition number, you may then choose the PR
Approvals or History tabs to identify/verify status. Both tabs are located above the
Requisition box. If a requisition is rejected you will receive an email notification. Email
notifications are only routed to individuals who have requested them.
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
Once final approval has been received both Hosted and Punch-out orders under
$50,000.00 are forwarded to the supplier for processing; orders over $50,000.00 will
route to Purchasing for review and final approval.
Note:
Ways in which an Approver may be notified on a requisition(s) that is pending
approval:
 Automatic system generated emails.
 The requestor may forward an email to the Approver.
 The requestor may notify the Approver by using the Comments tab or by
clicking on Available Actions to insert an Add Comment.
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5. Create a Non-Catalog Order

Use this option to order specific items not found in Hosted or Punch-out catalogs.
Shoppers must select a vendor from the supplier file. (Important: A supplier must be in
the system in order to create a Non-Catalog requisition/shopping cart).

Step 1. Click the Non-Catalog Item link located on the Home Page.
Select and enter a Supplier (a search option exist, see Step 2. below).

If a supplier is not in the system, see Section 7. – Requesting a New Supplier.
Note:
If you become aware that a Miner Mall supplier’s information has
changed (address, phone number) please contact Purchasing
Dept. at 915-747-5601.

Step 2. Key in the Detailed Product Description (see panel below). Note the supplier
search option.

Step 3. Enter the Catalog Number if available (key in NONE if not available);
 Tab to Quantity and enter quantity;
 Tab to Price Estimate and enter dollar amount;
 Tab to Packaging - use drop down arrow to enter appropriate code.
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
Step 4. Tab to Commodity Code field or Click Search to obtain an eight digit commodity
code. When searching for a commodity code, key in a portion of the number or
perform a word search that best describes the product. Click the Select button for the
appropriate commodity.

Step 5. Tab to Manufacturer Name and enter information.

Step 6. Tab to Manufacturer Part Number and enter information.

Step 7. Three options are available to select from once the form is completed:

Option 1: After entering all pertinent information and purchasing one item, click
Save and Close button.

Option 2: If purchasing additional items, click the Save and Add Another button;
repeat as necessary; when order is complete, Click the Save and Close button.

Option 3: Click Close to exit the form without saving entered fields. Previously
selected items remain in cart. To retrieve an incomplete cart, click on the Shop
and click My Carts and Orders or click the Carts tab to resume shopping.
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
Step 8. Editing, deleting and placing the order. The system will return to the Home Page.
Click the Shopping Cart should you need to edit any of the line item(s) within the cart.
Click on any of the line item displayed, review and make changes as needed. Caution:
This option applies to non-catalog orders ONLY.

To remove any item(s) from your cart, click the Remove tab located on the left side of
the item, review order and if satisfied click Update. If the cart content is complete, click
Proceed to Checkout or Assign Cart.

As in Section 4., Create a Hosted or Punch-out Requisition, those classified as a Shopper
will select Assign Cart and identify one individual from the “Select from Profile Values”
options drop down box. Your selection will be made from a listing of individuals
identified as Creators from within your department hierarchy.

Those individuals classified as Shopper/Creators will select Check Out and then proceed
to complete the required information in both the Shipping and Accounting Code
ribbons.
18


Step 9. Select the Shipping tab and then click Edit
Step 10. Select from Profile and click on Default Addresses and then Central Receiving
and Save.
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

You will now add your Department information. In Miner Mall, Central Receiving is the
default Ship To address unless the Alternate Ship to Request form (located under the
Forms tab), is included with your order.
Step11. Creators only, click on the Accounting Codes ribbon.
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
Go to the Account Number/Speedtype field and then click on the Select From Profile
Values prompt.

Click the “Select from Profile Values” and then make your selection from the account
values provided. These values should be related to account numbers assigned to your
department. The same steps must be followed when selecting the Object Code. Click
Save after selecting both the correct account number and object code.

Step 12. Creators only, upon completion of the Review screen, Click Place-Order which
will display the Requisition Number and Summary Information. The requisition will now
route to your department’s designated final Approver.

Step 13. The Final Approver will be able to approve/rejected the requisition and/or line
items.
Note:
Ways in which an Approver may be notified a requisition is pending approval.
 Automatic system generated emails.
 The requestor may forward an email to the Approver.
 The requestor may notify the Approver by using the Comments tab or by
clicking on Available Actions to insert an Add Comment.

When approved by the Final Approver, Non-Catalog orders over $1000 will route to
the Purchasing Department for review and approval. Once Purchasing has approved
the order it will then be forwarded to the supplier for processing.

If a requisition is rejected, refer to Troubleshooting, located at section 14.
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6. Ordering Chemicals / Hazardous Materials
(HAZMAT) through Non-Catalog Vendors

Complete the Non-Catalog Order Form as detailed in Section (5.).

Shoppers must identify and select the product flags associated with each item
purchased (i.e. toxin, radioactive, controlled substance). The requisition will reject if a
product flag is not selected.

Creators must include an Internal Note or Attachment indicating the Building and
Room Number in which the Chemical or Hazardous Material will be stored.
Note:
In addition to the standard approvals all Chemicals, Gases and Hazardous
Materials will route to Environmental Health and Safety (EH&S) for review
and approval.
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7. Requesting a New Supplier

If a vendor or supplier cannot be found on Miner Mall, the Shopper or requesting
department must complete a New Supplier Request Form, (available under the Forms
tab on Miner Mall). The completed form should then be forwarded to Purchasing for
review and set-up in the Miner Mall system. The Purchasing Department will be
responsible for gathering the information needed to process and complete the vendor
set-up and PIF Form.

The process for requesting a new supplier is as follows:
1. Once signed into Miner Mall, click on the Forms tab.
2. Click New Supplier Request form.
3. Complete all required fields prior to submission to avoid receiving an error message.
4. Proceed to the “Available Actions” drop down menu and select “add and go to cart”
then click go.
5. You will be redirected to your Shopping Cart where you may “Proceed to Checkout”.
6. The form requires Creators to review and complete the information requested under
the “Shipping and Accounting Codes” tabs.
7. Click on “Final Review”.
8. At the “All Done” prompt click “Assign Cart” to route for final approval.
9. After approval, the document will then route to the Purchasing Office for review,
processing and vendor set-up.
10. The originator will receive an email confirmation once the vendor is set-up and
activated in Miner Mall.
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8. Attaching a Document to a Shopping Cart
(Quotes and other Supporting Documentation)

Documentation can be attached in the Review stage of the requisition process.

Internal notes and attachments are for communicating to anyone within the internal
approval process. Examples include such things as quotes, product information and
price comparisons.

External notes and attachments are primarily for communicating to the supplier.
Note: Most suppliers do not read notes or attachments.

Proceed to Internal Notes or External Notes and Attachments, click on Add Attachment
or the Edit box to add a note. Documents can be scanned and stored on your computer
and retrieved and attached as a document. If a document comes via email in a pdf form,
copy to desktop, open Microsoft Word, copy and paste to Word and then attach to the
requisition.
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9. Processing a Change Order
- Cancelling a purchase order
- Changing an account number
- Changing vendor or supplier
- Deleting Line Item(s)
- Disencumbering Funds

A Change Order Request form must be processed in order to modify an existing
purchase order. Modifications may include: cancelling an order, cancelling a line item,
or closing an open purchase order.

Click on the Forms tab

Locate the Change Request form and click on the form’s name.

All required fields must be completed prior to submission to avoid receiving an error.

Click the “Available Actions” drop down menu and select “add and go to cart”. Finalize
the action by clicking Go.

You will be redirected to your Shopping Cart where you will then “Proceed to
Checkout”.

The form requires Creators to review and complete the information requested under
the “Shipping and Accounting Codes” tabs.

Once all information is entered select the “Final Review” tab.

When you receive the “All Done” prompt it is now time to “Assign Cart” the cart to your
final approver.

The document will then route to the Purchasing Office for review, processing.
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10. To Cancel or Close an Order

See Section (9.) Above
11. Look up Commodity and Account Codes
New Commodity Code Listing

UNSPSC Codes are utilized in Miner Mall. Two options search options are available:
a. Click the Search button within the Non-Catalog Order Form to display the
Commodity Code Search box and then:
1. Key in a portion of the number or
2. Perform a word search that best describes the product.
b. If you have problems identifying your commodity code contact your department’s
buyer.

You may look up an Account Code by proceeding to Checkout.
a. Clicking on the Accounting Codes ribbon.
b. Identify the Speedtype/Account Number, click on the Select from Profile
Values.
c. Click “Select from Profile Values” link and choose from the account values
provided. These values should be related to account numbers assigned to your
department.
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12. Changing Ship-to Address

The Ship-To address is the delivery location. In Miner Mall, Central Receiving is the
default ship-to address. The Ship-to addresses can be modified by the Purchasing
Office for the delivery of: live animal(s) and cadaver request, hazardous chemical
purchases, and off campus research sites.

The process for changing a Ship-to Address is as follows:
1. Click the Forms tab
2. Locate the Alternate Ship to Request form and click on the form’s name.
3. Complete all required fields and submit.
4. Go to the “Available Actions” drop down menu and select “add and go to cart” then
click Go. The form will be added to your cart and appear as a separate line item.
5. Automatically you will be redirected to your Shopping Cart where you can Continue
Shopping, Proceed to Checkout or Assign Cart.
6. Those that Proceed to Checkout will need to complete the information found under
the Accounting Codes tab.
7. Once reviewed and approved by the Final Approver, the requisition will route to the
Purchasing Department.
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13. List My Documents
 When the requestor needs to display or review their requisitions for an
extended period, (i.e. fiscal year),
1.
2.
3.
4.

Click on Orders & Documents, Document Search, and Search Documents
Under Search use the down box and select Requisition or Purchase Order
Select the date range to be reviewed
Click Search
All of the requestor‘s requisitions will be listed from the most recent to the oldest date.
 Create a Report of Requisitions
1. Once a list of requisitions is displayed,
2. Click Request Export tab
3. A new panel will appear; provide a file name that reflects the scope of the report.
(description of report is optional).
4. Click Submit Request tab; a prompt will appear stating that the request has been
successfully submitted.
5. Click Close.
6. To display the completed report information,
7. Click the Search Exports tab.
8. When the Export Status column indicates Completed, Click file name to open the
file.
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14. TROUBLESHOOTING
PROBLEM
REASON
SOLUTION
Rejected Requisitions
Invalid Accounting Date
Change to current date
Non-sufficient Funds
Check
funding
account
balance and make necessary
transfers before proceeding
Unauthorized user
Requestor not assigned to
Fund/Dept.
combination.
Verify Fund/Dept.
Item selected from an on-line
catalog was missing the code
or not entered on the noncatalog screen
Click on search next to error
field to search for applicable
code. If necessary contact
your department buyer for
more information.
Commodity Code Error
My chosen vendor cannot be Supplier has not been set-up Check
supplier
search
found on Miner Mall.
and activated in Miner Mall option, if not located
system.
complete the New Supplier
Request form.
Incorrect vendor information Define/Miner Mall supplier Contact Purchasing Dept.
(address, phone number)
detail incomplete
(915-747-5601) to update a
vendor.
Unit of Measure (UOM) not UOM must be set-up in Miner Send request to add the
valid or available.
Mall
UOM to the Miner Mall
System Administrator at
www.minermall@utep.edu
For all other system related questions, contact Purchasing Dept. at 747-5601 or send an email
to the System Administrator at minermall@utep.edu.
29
15. Glossary
 Hosted Vendor – A vendor who has an online version of their current
catalog content on the Miner Mall site. Items selected are placed
directly into the shopping cart for processing.
 Punch-out Vendor - A vendor who provides an integrated external link
to their current web-based catalog via Miner Mall. A shopping cart is
created on the vendor’s external website and when shopping is
complete, the cart is redirected to the Miner Mall application for
processing.
 Shopper – An individual who can shop and create a cart within the
Miner Mall application. All UTEP employees are considered “shoppers”
 Creator – An individual who has the capability of a Shopper and also
finalizes the cart prior to approval. The Creator enters the proper
accounting codes and other pertinent information. These roles are
mainly assigned to Administrative assistants, Coordinators, Supervisor’s,
etc.
 Approver – An individual that is responsible for ensuring the purchase
requisition is allowable, allocable and reasonable. These roles are
mainly assigned to the Account owners such as the PI, Department
Chair, Director, Manager, etc.
 Cart – The cart in Miner Mall is in essence your purchase requisition.
Once approved, your cart will become your purchase order.
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