MyNSM Finance Business Manuals

• • Log into MyNSM

  • Normally there is a Finance icon under 'Apps' to access the Finance Portal once you have been authorized access it.

    • If you do not see the icon you may not have been granted access, especially if it is the first time you are using MyNSM

    • To gain access to Finance you need to submit a request to be given access

  • To submit an request for access click the 'Access/Service Request' icon and this will take you to a form to fill out the authorization request.

  • For first-time user of MyNSM click 'Create' under the first dropdown menu

  • Then checkmark the box for 'Finance'

  • Each request for authorization form is emailed to your supervisor for approval before we can grant you access.

    • Under 'Request for User' section please fill out all employee information so your supervisor can grant you access to the 'Finance' portal.

  • Submit your form

  • Once your supervisor has approved you to have access to 'Finance' we will grant you access to the 'Finance' portal

  • You should now see the 'Finance' portal under 'Apps' when you log into MyNSM

• In MyNSM hover over the 'Purchasing' tab, then click on 'New'

• On the Order Request webpage, you can track the status of each request you have sent through the progress bar on top

  • • • • • New = where you create a new request

          • Submitted = order is pending approval

          • Approved = where you PI or Cost Center Manager can approve the order

          • Ordered = shows where your order request has been approved and has been ordered

          • Received = your order has arrived and has been checked in

          • Paid = your order has been paid for and reconciled

• Search and select the PI/Cost Center Manager in the drop-down menu under 'PI or Cost Center Manager' in the Approvers and Cost Center section of the order request

  • • • • • unless you've been given the authority, you're not allowed to enter information under the 'CostCenter' tab

          • it's the PI/CostCenterManager who can enter the specific cost center that they decide will be used to charge and order your request

          • if you need access to input the specific Speed Type/Cost Center please contact your Cost Center Manager & NSM IT

• Enter the item name in the form box under 'Description' in the Items section of the form.

  • • • • • If this is the first time the item is being ordered, let the database try to search for the item, then click "Current: (item name)"

          • if the item has been ordered before, then select it in the drop-down menu that appears

• Enter additional purchasing information which requires Quantity & Unit Price

  • • • • • Catalog Number is optional, but if you have an invoice, they typically have a Catalog ID and it can be entered in the 'Catalog No.' field

          • 'Amt' field is the auto-calculated total for the order that's based on the Unit Price and Quantity of units the user enters

          • Account Code not required - that's typically handled by your Business Office

• Enter vendor information under the vendor and shipment Information section of the form

  • • • • • The type vendor name in the 'Search vendor' field, and select the vendor

          • if the vendor does not show up in the MyNSM database they must be added in (go to step 6a)

            • • • (6a) If a new vendor does not show up in MyNSM it's because no one has ordered from them before, and their information must be manually entered in

                • hover over the 'People' tab and click 'Vendors' which will open in a new tab

                • Click on 'New Vendor' on the left-hand side and enter the required Vendor Name

                • No additional information is required, but it's helpful to add if applicable

                • If you don't see the button for 'New Vendor' then you must request access to it from NSMIT & your supervisor through the 'Access/Service Request' form

• If you want your order delivered to a specific location, specify it in the 'Shipping Address or Building No. & Room No.' field

  • • • • • Make sure to provide the reasoning for the order in the "...how it benefits UH" field

            • • • It's highly recommended to describe the purpose and benefit of the order as best as you can

                • ex: (if purchasing say a piece of lab equipment) these test tubes are needed to help work on an ongoing chemical research project within the Biology Department

          • Special Instructions - can be used to supplement what you want to get ordered. Examples include stressing the order be delivered by a specified date, a link to the item on a website, and more.

• How do I add a New Vendor to a Purchase Order Request?

  • • • • • (6a) If a new vendor does not show up in MyNSM it's because no one has ordered from that specific vendor before, and their information must be manually entered in

            • hover over the 'People' tab and click 'Vendors' which will open in a new tab

              • Click on 'New Vendor' on the left-hand side and enter the required Vendor Name

                • No additional information is required, but it's helpful to add if applicable

              • If you don't see the button for 'New Vendor' then you must request access to it from NSMIT & your supervisor through the 'Access/Service Request' form

• Upload any attachments that may be needed.

  • • • • • Examples could include screenshots, emails authorizing orders from PIs/Cost Center Managers who don't use MyNSM yet, or further instructions regarding an ordered item, and more.

• If applicable, attach your invoice under the 'Invoice' section of the form.

  • • • • • For users doing orders via invoices, upload the invoices, bills, or receipts using the 'Attachments' button to the left of the invoice information fields

• If you need to you can save your order and come back to it again later by clicking the 'Save' icon at the bottom

• Once all information has been entered, click the 'Submit for Approval' button at the bottom for the order to be sent to your PI/Cost Center Manager to be approved

  • • • • • note: PI/Cost Center Managers can see your purchase pending approval when they log into the system, however, they will not be directly notified about a pending request unless you specifically check the 'Send Email' box

At the University of Houston, we use the Peoplesoft system on a University-wide level & MyNSM on a college-wide level

• • MyNSM is used to help keep track of orders by individual users and keep the data up to date

  • PeopleSoft is used largely by your college of business's office to keep track of the college's payments and expenses

    • • MyNSM allows you to consolidate all information related to your Purchase Order request (such as receipts, supplementary documents, and more) in one place with a specific Order Id number

      • When communicating across multiple departments about your order, the process is now quicker now that all departments can simply refer back to your MyNSM Order Id number

Your PI/Cost Center Manager views your Order Request, and determines whether to approve it or not

• • • • note the more information included in your Order Request about the item the better!

        • • Catalog numbers, special instructions, or pictures are always good to include

          • Not having detailed information could lead to something going wrong in the ordering process - such as the wrong item being ordered, or being denied because its usefulness can't be determined.

For PI/Cost Center Managers that want to quickly view a summary of an Order Request and accept it:

1. Hover over the 'Purchasing' tab and click 'Quick Edit'

2. In the 'Type' dropdown menu select 'All Pending Approvals' and then click 'Search' button

3. You can now see all pending approvals, their related general information, and you have the ability to quickly approve or reject the Order Request

If a new vendor does not show up in MyNSM it's because no one has ordered from that specific vendor before, and their information must be manually entered in

• • • • • • • hover over the 'People' tab and click 'Vendors' which will open in a new tab

            • Click on 'New Vendor' on the lefthand side and enter the required Vendor Name

              • • No additional information is required, but it's helpful to add if applicable

            • If you don't see the button for 'New Vendor' then you must request access to it from NSMIT & your supervisor through the 'Access/Service Request' form