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Office of the Senior Associate Vice President for Finance

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Presentation on theme: "Office of the Senior Associate Vice President for Finance"— Presentation transcript:

1 Office of the Senior Associate Vice President for Finance
SciQuest iBuy Training Shopper Office of the Senior Associate Vice President for Finance

2 Introductions Introduction of Instructor Expectations

3 Agenda iBuy Central Overview of iBuy Dashboard/User Profile
News Suppliers Training Overview of iBuy Dashboard/User Profile Catalog Search Punch-Outs Hosted Catalog Non-Catalog Item Assigning Carts Withdrawals, Deletions & Unassigning Receiving

4

5 Agenda iBuy Central Overview of iBuy Dashboard/User Profile
What is iBuy? Benefits Commodities Suppliers Dashboard/User Profile Catalog Search Punch-Outs Hosted Catalog Non-Catalog Item Assigning Carts Withdrawals, Deletions & Unassigning Receiving

6 Overview of iBuy What is iBuy?
iBuy is an eProcurement solution from the vendor SciQuest What are the Benefits? Non-EAS users able to shop One-stop shopping experience Reduced procurement timeline Consolidated supplier base and vendor pricing This is a test

7 Commodities Maintenance, Repair, and Operation items (MRO)
Office Supplies Office Furniture Lab Supplies Scientific Supplies Computer Supplies Computer Hardware Catering

8 Suppliers Purchasing Showcase – GW’s Preferred Suppliers
iBuy’s numerous suppliers were selected because GW does frequent business with them. A complete list is available at iBuyCentral. (http://ibuycentral.gwu.edu)

9 Agenda iBuy Central Overview of iBuy Dashboard/User Profile
iBuy Login iBuy Dashboard User Profile Review Contact Info Shipping Address Adding a Cart Assignee Catalog Search Punch-Outs Hosted Catalog Non-Catalog Item Assigning Carts Withdrawals, Deletions & Unassigning Receiving

10 iBuy Login Your lowercase NetID and password are the same used to access Colonial Mail If you can not remember your password please visit the password reset page

11 iBuy Dashboard Text Font Size – This feature will toggle font sizes from small to large for the entire application Purchasing Showcase Suppliers – These are the university’s preferred suppliers Organization Message – this area is used for communication, quick links, etc… Action Items - This is where to find pending and approved carts

12 User Profile The first time you log in you will need to do the following: Review Your Contact Information This information is driven from Banner. It may take 24 hours for this information to refresh in iBuy after corrected. Set a default Shipping Address Set up Cart Assignees

13 User Profile (Cont’d) Click on Profile

14 Verify the information listed
User Profile (Cont’d) Verify the information listed

15 Shipping Address (cont’d)
Click on Purchasing Next Click on Addresses Select Address for Profile

16 Shipping Address (cont’d)
Click Search Search for your address and then click Search

17 Shipping Address (cont’d)
Select the radio button

18 Shipping Address (cont’d)
You can add as many addresses as you would like but only one default Click Save If this is your default select “Default” Provide a room/dept

19 Assigning a Cart As a shopper you will only be able to assign your cart to your appropriate requestor. Your requestor will be a person in your group that has access to EAS and probably currently does the bulk of ordering. Your department manager or FD will know for sure. Adding Cart Assignees to your profile will save steps on every new order.

20 Adding a Cart Assignee Click on Profile

21 Adding a Cart Assignee (cont’d)
Click on Purchasing Click on Cart Assignees

22 Adding a Cart Assignee (cont’d)
Add Assignees

23 Adding a Cart Assignee (cont’d)
Click Search Enter the Assignee’s name

24 Adding a Cart Assignee (cont’d)
Click on the radio button next to the name Choose Selected User

25 Adding a Cart Assignee (cont’d)
Note: You may have more than one assignee but only one preferred Select your preferred assignee by clicking on the radio button

26 Agenda iBuy Central Overview of iBuy Dashboard/User Profile
Catalog Search Simple or Advanced Search? Results Screen Go-To Links Filters Refining Your Search Punch-Outs Hosted Catalog Non-Catalog Item Assigning Carts Withdrawals, Deletions & Unassigning Receiving

27 Catalog Search - Simple
Click “Go” Type in a description, part number or supplier

28 Catalog Search - Advanced
Click “advanced search”

29 Catalog Search - Advanced
Click “Search” Provide the specific information available

30 Catalog Search - Results
Some results will show “Order from Supplier” Clicking a part number will search all catalogs Others will have pricing and quantities Review your results

31 Catalog Search – Part # Link
Part being searched is displayed here Items can be reviewed and ordered

32 Catalog Search – Using Filters
This area can be used to filter and refine your search This icon will open a checklist for each category

33 Catalog Search – Using Filters
Make your selections using the check box Click “Filter”

34 Agenda iBuy Central Overview of iBuy Dashboard/User Profile
Catalog Search Punch-Outs Benefits Navigation Example Order Cart Review & Assignment Hosted Catalog Non-Catalog Item Assigning Carts Withdrawals, Deletions & Unassigning Receiving

35 Punch-Out - Benefits Punch-out Catalogs - are catalogs of products with GW prices where users will punch-out to the vendor’s website to search and select products. This allows for the following: Up-to-date item availability and pricing Negotiated deals Customized Shopping

36 Punch-out Catalog - Navigation
This clock shows time remaining before you are logged out of iBuy “Cancel Punch-Out” Allows you to return to iBuy without making any items from the session This area can be used to search by part number or description This area has links to begin searching by different categories

37 Punch-out Cart – Example
Select Staples as the Punch-out Catalog

38 Punch-out Cart (cont’d)
Select Envelopes

39 Punch-out Cart (cont'd)
Select Standard Envelopes

40 Punch-out Cart (cont'd)
Select recycled envelopes

41 Punch-out Cart (cont'd)
Add two quantity of the recycled envelopes Add to Order

42 Punch-out Cart (cont'd)
Click on Submit

43 Punch-out Cart (cont'd)
Click on Submit

44 Punch-out Cart – Simple Cart
Click Update When your shopping is complete, Click Proceed to Checkout to review your cart’s details, or click Assign Cart Add Cart Name

45 Punch-out Cart (cont'd)
Click Final Review Note: As a shopper you are not able to update any accounting information. Your appropriate Requestor will need to update this before submission. Workflow and Alias/Account warnings in this area can be ignored.

46 Punch-out Cart (cont'd)
Review the items and provided information listed here. If you need to provide information to your requestor and/or approver you can place Internal Notes and Attachments. Click on Edit

47 Punch-out Cart (cont'd)
Please add any internal comments or attachments here and click save Note: If you know your accounting information (Alias and Account) please add this under Internal comments

48 Punch-out Cart (cont'd)
Click on Assign Cart

49 Punch-out Cart (cont'd)
Your default requestor will appear, or you can Select from profile values (Optional) Add any notes to your requestor Click Assign

50 Punch-out Cart (cont'd)
Confirmation of your cart

51 Agenda iBuy Central Overview of iBuy Dashboard/User Profile
Catalog Search Punch-Outs Hosted Catalog Benefits Example Order Cart Review & Assignment Non-Catalog Item Assigning Carts Withdrawals, Deletions & Unassigning Receiving

52 Hosted Catalog - Benefits
Hosted catalogs are catalogs of products with GW prices that are hosted in iBuy. Users will be able to search iBuy for products by description, category and vendor, while also being able to compare products and prices within the hosted catalog. Science Catalog – are a subset of hosted catalogs. These catalogs primarily consist of scientific products. Higher-Education discounts applied.

53 Search for your item within the Search Hosted Catalog area
Hosted Catalog Cart Search for your item within the Search Hosted Catalog area Click Go

54 Hosted Catalog Cart (cont’d)
Click on Add to Cart Find your item and add the correct quantity

55 Hosted Catalog Cart (cont’d)
Your cart has been updated. Click on the cart to review your cart Your items have been added to the cart

56 Hosted Catalog Cart (cont’d)
Click Update When your shopping is complete, Click Proceed to Checkout to review your cart’s details, or click Assign Cart Add Cart Name

57 Hosted Catalog Cart (cont'd)
Your default requestor will appear, or you can Select from profile values (Optional) Add any notes to your requestor Click Assign

58 Hosted Catalog Cart (cont'd)
Confirmation of your cart

59 Agenda iBuy Central Overview of iBuy Dashboard/User Profile
Catalog Search Punch-Outs Hosted Catalog Non-Catalog Item When & Why to use Workflow Differences Example Order Cart Review & Assignment Assigning Carts Withdrawals, Deletions & Unassigning Receiving

60 Non-Catalog – When & Why
A Non-Catalog order contains items that are specialized and not currently available in either the Punch-Outs or Hosted Catalog. This usually requires a quote from the supplier to be processed. If the requisition does not include a quote, you may be asked to provide one to complete processing of the order before a PO is created. This type of item should be used only when the supplier’s punch-out does not provide a quoting process or when the supplier is a hosted catalog and a quote was generated with special pricing.

61 Click on Non-Catalog Item
Non-Catalog Cart Click on Non-Catalog Item

62 Non-Catalog Cart (cont’d)
Type a supplier’s name

63 Non-Catalog Cart (cont'd)
Click the Supplier or press Enter

64 Fill out item details as they appear on the quote.
Non-Catalog- Example Fill out item details as they appear on the quote.

65 Non-Catalog Cart (cont'd)
If applicable select the product flags Save and Close

66 Non-Catalog Cart (cont'd)
Your item has been saved into your current cart Click on your cart

67 Non-Catalog Cart (cont'd)
Click Update When your shopping is complete, Click Proceed to Checkout to review your cart’s details, or click Assign Cart Add Cart Name Remember to attach the quote to the Internal Notes and Attachments Section during the checkout process

68 Non-Catalog Cart (cont'd)
Your default requestor will appear, or you can Select from profile values (Optional) Add any notes to your requestor Click Assign

69 Non-Catalog Cart (cont'd)
Confirmation of your cart

70 Agenda iBuy Central Overview of iBuy Dashboard/User Profile
Catalog Search Punch-Outs Hosted Catalog Non-Catalog Item Assigning Carts Requestor to Approver Approval Workflows – How long before I have a PO? Withdrawals, Deletions & Unassigning Receiving

71 Assigning a Cart Once you assign a cart to your appropriate requestor they will review the information and submit for approval. Once your cart is approved it will become a Purchase Order (PO) and will be sent to the supplier.

72 Approval Flows The amount of time it take for your cart to become a purchase order depends on the number of approvers. Catalog and Non-Catalog items should be submitted on separate requisitions. Grants and Non-Grant items should be submitted on separate requisitions. If necessary, both or all can be combined on a single order but will significantly increase the amount of time before the cart becomes a Purchase Order and is sent to the supplier

73 Agenda iBuy Central Overview of iBuy Dashboard/User Profile
Catalog Search Punch-Outs Hosted Catalog Non-Catalog Item Assigning Carts Withdrawals, Deletions & Unassigning Un-assign a Cart Deleting a Cart Withdrawing a Requisition Receiving

74 Unassigning & Deleting Carts
Click “draft carts” Click “carts” Click “Unassign” In the “My Drafts Assigned to Others” section, find the cart that needs to be unassigned

75 Unassigning & Deleting Carts
Click “draft carts” Click “carts” Click “Delete” In the “My Drafts” section, find the cart that needs to be deleted

76 Withdrawing a Cart Once your cart has been submitted by a Requestor it becomes a requisition. A shopper can no longer unassign the cart, they will need to withdraw the entire requisition. You can withdraw a cart up until the final approval. Once final approval has taken place carts can not be withdrawn because the order has been encumbered and sent to the supplier.

77 Withdrawing a Cart (cont’d)
Click on Pending under Requisitions

78 Withdrawing a Cart (cont’d)
Note: If your cart has been approved you will not be able to withdrawal. You will need to contact the assigned requestor. Find the cart you would like to withdraw Click on the number

79 Withdrawing a Cart (cont’d)
Click on the dropdown box under Available Actions and select Withdraw Entire Requisition Click Go

80 Withdrawing a Cart (cont’d)
Enter a reason for withdrawing your cart and click on Withdraw Entire Requisition

81 Withdrawing a Cart (cont’d)
The cart has been withdrawn

82 Agenda iBuy Central Overview of iBuy Dashboard/User Profile
Catalog Search Punch-Outs Hosted Catalog Non-Catalog Item Assigning Carts Withdrawals, Deletions & Unassigning Receiving Receiving Policy Fully Received PO Partial Receipts

83 Receiving - Policy If your goods have been delivered to you and the Purchase Order is $2500 or over you will need to enter a receipt into iBuy. Only the person who created the original cart is capable of receiving the order. For more details, please visit GW’s Policy site:

84 Receiving – A fully received PO
Click on Recently Completed Purchase Orders

85 Find your Purchase Order
Receiving (cont'd) Click on the PO Number Find your Purchase Order

86 Select the drop box and find Create Quantity Receipt
Receiving (cont'd) Then click Go Select the drop box and find Create Quantity Receipt

87 Receiving (cont'd) Click Complete
If your order was received in full, all that is needed is to click complete. All other values should be filled in automatically.

88 Select “Remove Selected Items” from the drop-down and click “Go”
Receiving - Partial If your order was only partially received, use the check boxes next to the line that needs to be removed. Select “Remove Selected Items” from the drop-down and click “Go” Select the check box next to the line or lines that are not part of this receipt

89 Confirm the correct quantities received are entered
Receiving - Partial Click Complete Confirm the correct quantities received are entered

90 This is your confirmation that your receipt has been entered
Receiving (cont'd) This is your confirmation that your receipt has been entered

91 Agenda iBuy Central Overview of iBuy Dashboard/User Profile
Catalog Search Punch-Outs Hosted Catalog Non-Catalog Item Assigning Carts Withdrawals, Deletions & Unassigning Receiving

92 iBuy Central (http://ibuycentral.gwu.edu)

93 8:30 AM – 5PM Standard Business Days
6-4477 8:30 AM – 5PM Standard Business Days

94 Help For any inquiries please submit a HelpDesk ticket. Please use the category of iBuy. https://my.gwu.edu/login/?tourl=/mod/helpdesk/

95 Any Questions?


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