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

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. (

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 (

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.

95. Any Questions?