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

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Presentation on theme: "1 SciQuest Office of the Senior Associate Vice President for Finance iBuy Training Shopper."— Presentation transcript:

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

2 2 Introductions Introduction of Instructor Expectations

3 3 Agenda iBuy Central –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 4

5 5 Agenda iBuy Central Overview of iBuy –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 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

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

8 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)http://ibuycentral.gwu.edu

9 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 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 11 iBuy Dashboard 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 Text Font Size – This feature will toggle font sizes from small to large for the entire application

12 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 13 User Profile (Cont’d) Click on Profile

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

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

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

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

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

19 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 20 Adding a Cart Assignee Click on Profile

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

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

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

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

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

26 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 27 Catalog Search - Simple Type in a description, part number or supplier Click “Go”

28 28 Catalog Search - Advanced Click “advanced search”

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

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

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

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

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

34 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 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 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 37 Punch-out Cart – Example Select Staples as the Punch-out Catalog

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

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

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

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

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

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

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

45 45 Punch-out Cart (cont'd) 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. Click Final Review

46 46 Punch-out Cart (cont'd) Click on Edit 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.

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

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

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

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

51 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 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 53 Hosted Catalog Cart Search for your item within the Search Hosted Catalog area Click Go

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

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

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

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

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

59 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 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 61 Non-Catalog Cart Click on Non-Catalog Item

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

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

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

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

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

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

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

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

70 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 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 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 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 74 Unassigning & Deleting Carts Click “carts” In the “My Drafts Assigned to Others” section, find the cart that needs to be unassigned Click “draft carts” Click “Unassign”

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

76 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 77 Withdrawing a Cart (cont’d) Click on Pending under Requisitions

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

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

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

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

82 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 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: –http://policy.gwu.edu

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

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

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

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

88 88 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 89 Receiving - Partial Click Complete Confirm the correct quantities received are entered

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

91 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 92 iBuy Central (http://ibuycentral.gwu.edu)http://ibuycentral.gwu.edu

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

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

95 95 Any Questions?


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