Frequently Asked Questions

general settings

Go into your profile by clicking on the silhouette icon in the top right corner and click “View My Profile.” In the navigation bar on the left side, select “Notification Preferences.” Select the section from the drop-down under notifications, and then click “Edit Section” in the top right corner of the page. Here, you can select “Override” and use the drop-down sections at the right side to select whether you receive emails or notifications in WolfMart for different situations.

The notification that will be most relevant to buyers is under “Shopping, Carts & Requisitions.” Here, you can be notified for whether a cart was returned to you or line items were rejected.

For more detailed instructions, see our online training on notifications.
Go into your profile by clicking on the silhouette icon in the top right corner and click “View My Profile.” In the navigation bar on the left side, select “Custom Field and Accounting Code Defaults.” Select the “Account Code Assignments” tab. Here, you will be able to edit fields such as your address, building number, or fiscal year.

Click on the red edit button next to the information you’d like to update. Add your new value, then click on the information. Make sure that the box next to “Default” is selected, then update.

For more information on setting your Building and Room Number, see our online training.

orders

If you work in West Campus or HSC, you should select Central Receiving as the shipping address. Then, under Building and Room, you can specify where on campus your package should be delivered. For off-site delivery, simply input the address you’d like to ship to.

For more shipping information, see our online training.
Once you process through checkout and add the first account number, scroll to the far right side and click add split. A new funding line will appear for the second account number. If needed, once you add the second account number, you can add a split for the third account number and so on.

Make sure you go to the drop down and choose the % of price for State funds. Research funds may choose from the drop down. Keep in mind the total must be 100%. If you do not have access to one of the account numbers please input your account number and assign it to the person in the department that has access to add their account number. Make sure you fill out the percentage of the split in each line to total 100%.

Once everyone has added their account number, the person to add the last split will submit the requisition. After the requisition has been submitted, all approvers will approve their part of the split.

For more information on split orders and accounting codes, see our online training.
In order to have access to an account number in Wolfmart 360 you must be in the ERAS system as a Wolfmart Requester or Approver. The Account Director or Account Assistant for the account you need to have access to can add you to ERAS by going to the HELP/FAQ.

If you are a shopper, you will need to assign the cart to a requester or approver who will then add the account information.
Please scroll to the bottom of the email you received advising you the requisition was returned. There will be an explanation at the bottom of the email which will say validation failed (no funds) or some other reason explaining why the requisition was returned.
Please contact the vendor and verify the vendor accepts Purchase Orders. If the vendor accepts Purchase Orders please request a W9 form, and email the W9 along with the Phone#, Fax#, Email address and contact name to procurement_vendorfile@stonybrook.edu. Also specify if you are using state or research funds.

Keep in mind State funds take 3-5 business days to be added to the system. Research funds can be added the same day if we have all the information, including the W9 form.
Add a comment to your purchase order or requisition requesting your change. Be sure to add somebody from procurement to the comment to ensure your change is processed.

For more information on how to leave a comment, see our online training.

Forms

Once you have completed the form go to the top (available actions) then go to the drop down, and choose "Add to Cart and Reset Form." Fill out the form again and make this selection for each additional line. Once you have added all the lines, click "Complete Form and Go to Cart."

For more information about forms, see our online training.

Miscellaneous

A shopper is the most basic role a user can have. They can add items to a cart, but instead of placing the order, they need to assign the cart to either a requestor or approver. The requester can do everything a shopper can do, but they are able to add account information and place the order. They cannot, however, approve the order request. This is the responsibility of the approver, who has full access to the account. The approver can also do everything the shopper and requester can do.

You can view your assigned roles in your profile on WolfMart under “User Roles and Access.”
1. Click on an account number.
2. Go to the 'Other Account Users' section.
3. Click on the Add/Remove button.
4. Fill-in the WolfMart Requester's SBID or NetID.
5. Repeat for each of your WolfMart Requesters.
6. Click on the Done button.
7. Click on the Save and Confirm button at the top of the screen.