1. 1 SciQuest iBuy Training Requestor

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 Assigned Carts Withdrawals & Deletions Receiving & Invoicing Document Searches Changes to Orders Assigning a Substitute

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 Assigned Carts Withdrawals & Deletions Receiving & Invoicing Document Searches Changes to Orders Assigning a Substitute

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 Catalog Search Punch-Outs Hosted Catalog Non-Catalog Item Assigned Carts Withdrawals & Deletions Receiving & Invoicing Document Searches Changes to Orders Assigning a Substitute

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

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 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 Assigned Carts Withdrawals & Deletions Receiving & Invoicing Document Searches Changes to Orders Assigning a Substitute

20. 20 Catalog Search - Simple Type in a description, part number or supplier Click “Go”

21. 21 Catalog Search - Advanced Click “advanced search”

22. 22 Catalog Search - Advanced Provide the specific information available Click “Search”

23. 23 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

24. 24 Catalog Search – Part # Link Items can be reviewed and ordered Part being searched is displayed here

25. 25 Catalog Search – Using Filters This icon will open a checklist for each category This area can be used to filter and refine your search

26. 26 Catalog Search – Using Filters Click “Filter” Make your selections using the check box

27. 27 Agenda iBuy Central Overview of iBuy Dashboard/User Profile Catalog Search Punch-Outs –Benefits –Navigation –Example Order –Cart Review & Split Accounting Hosted Catalog Non-Catalog Item Assigned Carts Withdrawals & Deletions Receiving & Invoicing Document Searches Changes to Orders Assigning a Substitute

28. 28 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

29. 29 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

30. 30 Punch-out – Example Select Staples as the Punch-out Catalog

31. 31 Punch-out (cont’d) Select Envelopes

32. 32 Punch-out (cont'd) Select Standard Envelopes

33. 33 Punch-out (cont'd) Select recycled envelopes

34. 34 Punch-out (cont'd) Add two quantity of the recycled envelopes Add to Order

35. 35 Punch-out (cont'd) Click on Submit

36. 36 Punch-out (cont'd) Click on Submit

37. 37 Punch-out – Review Cart Add Cart Name Click Update When your shopping is complete, Click Proceed to Checkout

38. 38 Punch-out – Review Cart The items listed here must be resolved before you can “Place Order”. The screen that appears will be the first section that requires attention. The summary below the ribbon will outline requirements and then guide to the next area that requires attention. Click on Edit

39. 39 Punch-out - Review Cart Click on Select from Profile Values

40. 40 Punch-out - Review Cart Click on the dropdown box and select the appropriate Alias

41. 41 Punch-out – Review Cart Click on Select from all values

42. 42 Punch-out – Review Cart Search for the correct account by using asterisks instead of percentage as in EAS Click Search

43. 43 Punch-out – Review Cart Click Select

44. 44 Punch-out – Review Cart Note: The rest of the accounting code information will default If you would like to add a split of the accounting information by the header click on Add Split

45. 45 Punch-out – Review Cart Click on the dropdown box to select the type of split you would like (% of Price or % of Quantity) For training we will select % of Qty

46. 46 Punch-out – Review Cart Click on Select from Profile Values For training we will only be changing the alias but you can change the account as well

47. 47 Punch-out – Review Cart Select the correct alias from the dropdown box

48. 48 Punch-out – Review Cart Then click on Save Enter in your % of Qty for the split. For training we have entered 80% and 20%

49. 49 Punch-out – Review Cart Optional: If you would like to enter an internal note, click here

50. 50 Punch-out – Review Cart Click Edit

51. 51 Punch-out – Review Cart Click save Enter your note here

52. 52 Punch-out – Review Cart Review the note Optional: Click on PR Approvals

53. 53 Punch-out – Review Cart Budget Authorization – This is checking that there are funds available Financial Approval – This will follow the same workflow as EAS Click on View Approvers

54. 54 Punch-out – Review Cart 4Financial Approval – This will follow the same workflow in EAS 4Click Close

55. 55 Punch-out – Review Cart Click Final Review

56. 56 Punch-out – Review Cart After reviewing the order, click Place Order

57. 57 Punch-out – Review Cart Confirmation of your cart

58. 58 Agenda iBuy Central Overview of iBuy Dashboard/User Profile Catalog Search Punch-Outs Hosted Catalog –Benefits –Example Order –Cart Review & Assignment Non-Catalog Item Assigned Carts Withdrawals & Deletions Receiving & Invoicing Document Searches Changes to Orders Assigning a Substitute

59. 59 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.

60. 60 Hosted Catalog – Example Search for your item within the Search Hosted Catalog area Click Go

61. 61 Hosted Catalog – Example Find your item and add the correct quantity Click on Add to Cart

62. 62 Hosted Catalog- Example Your items have been added to the cart Your cart has been updated. Click on the cart to review your cart

63. 63 Hosted Catalog – Review Cart Add Cart Name Click Update When your shopping is complete, Click Proceed to Checkout

64. 64 Hosted Catalog – Review Cart The items listed here must be resolved before you can “Place Order”. The screen that appears will be the first section that requires attention. The summary below the ribbon will outline requirements and then guide to the next area that requires attention. Click on Edit

65. 65 Hosted Catalog – Review Cart Click on Select from Profile Values

66. 66 Hosted Catalog – Review Cart Click on the dropdown box and select the appropriate Alias

67. 67 Hosted Catalog – Review Cart Click on Select from all values

68. 68 Hosted Catalog – Review Cart Type in the account description. Please use asterisks instead of percentages to search Then Click Search

69. 69 Hosted Catalog – Review Cart Find the correct account Click Select

70. 70 Hosted Catalog – Review Cart Then click on Save

71. 71 Hosted Catalog – Review Cart Optional: Click on PR Approvals

72. 72 Hosted Catalog – Review Cart Above is the workflow

73. 73 Hosted Catalog – Review Cart Click Final Review

74. 74 Hosted Catalog – Review Cart After reviewing the order, click Place Order

75. 75 Hosted Catalog – Review Cart Confirmation of your cart

76. 76 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 Assigned Carts Withdrawals & Deletions Receiving & Invoicing Document Searches Changes to Orders Assigning a Substitute

77. 77 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.

78. 78 Non-Catalog Cart Click on Non-Catalog Item

79. 79 Non-Catalog- Example Type a supplier’s name

80. 80 Non-Catalog- Example Click the Supplier or press Enter

81. 81 Non-Catalog- Example Fill out item details as they appear on the quote.

82. 82 Non-Catalog- Example If applicable select the product flags Save and Close

83. 83 Non-Catalog- Example Your item has been saved into your current cart Click on your cart

84. 84 Non-Catalog – Review Cart Add Cart Name Click Update When your shopping is complete, Click Proceed to Checkout

85. 85 Non-Catalog – Review Cart The items listed here must be resolved before you can “Place Order”. The screen that appears will be the first section that requires attention. The summary below the ribbon will outline requirements and then guide to the next area that requires attention. Click on Edit

86. 86 Non-Catalog – Review Cart Click on Select from Profile Values

87. 87 Non-Catalog – Review Cart Click on the dropdown box and select the appropriate Alias

88. 88 Non-Catalog – Review Cart Click on Select from all values

89. 89 Non-Catalog – Review Cart Type in the account description Then Click Search

90. 90 Non-Catalog – Review Cart Find the correct account Click Select

91. 91 Non-Catalog – Review Cart Then click on Save

92. 92 Non-Catalog – Review Cart Optional: Click on PR Approvals

93. 93 Non-Catalog – Review Cart Click on View Approvers to see the approvers Note: Since you have ordered a non-catalog item Purchasing has been added to the workflow

94. 94 Non-Catalog – Review Cart Click Final Review

95. 95 Non-Catalog – Review Cart After reviewing the order, click Place Order Use the internal notes and attachments section to attach a digital copy of the quote. Edit this section and enter the quote number being used

96. 96 Non-Catalog – Review Cart Confirmation of your cart

97. 97 Agenda iBuy Central Overview of iBuy Dashboard/User Profile Catalog Search Punch-Outs Hosted Catalog Non-Catalog Item Assigned Carts Cart Review Workflows & Accounting Info Withdrawals & Deletions Receiving & Invoicing Document Searches Changes to Orders Assigning a Substitute

98. 98 Assigned Cart Shoppers will assign their carts to appropriate Requestors When you are assigned a cart you will receive an email notification that you need to review the assigned carts. If you have an assigned cart you will see this in the action items section Shoppers will not have access to add accounting information to requisitions so you as the Requestor will need to update this (the Shopper may add this to the internal notes of the requisition) You will also need to enter the applicable workflow of that cart

99. 99 Assigned - Example Click on View Approvals Note: If you do not have anything to approve you will not see the View Approvals

100. 100 Assigned - Example Click on Carts Assigned to me

101. 101 Assigned - Example Find the cart you need to review and click on the cart name

102. 102 Assigned - Example Click on Proceed to Checkout Review the information submitted

103. 103 Assigned - Example The items listed here must be resolved before you can “Place Order”. The screen that appears will be the first section that requires attention. The summary below the ribbon will outline requirements and then guide to the next area that requires attention. Click on Edit

104. 104 Assigned - Example Select from profile values

105. 105 Assigned - Example Click Save

106. 106 Assigned - Example Click the next section that requires attention

107. 107 Assigned - Example Click on Edit

108. 108 Assigned - Example Click on Select from profile values

109. 109 Assigned - Example Select the appropriate Alias from the dropdown box

110. 110 Assigned - Example Click on Select from all values

111. 111 Assigned - Example Type in the account description Then Click Search

112. 112 Assigned - Example Find the correct account Click Select

113. 113 Assigned - Example Click Save

114. 114 Assigned - Example Optional: Click on PR Approvals

115. 115 Assigned - Example Click on View Approvers to see the approvers Click on Final Review

116. 116 Assigned - Example After reviewing the order, click Place Order

117. 117 Assigned - Example This is the Requisition Confirmation

118. 118 Agenda iBuy Central Overview of iBuy Dashboard/User Profile Catalog Search Punch-Outs Hosted Catalog Non-Catalog Item Assigned Carts Withdrawals & Deletions –Deleting a Cart –Withdrawing a Requisition Receiving & Invoicing Document Searches Changes to Orders Assigning a Substitute

119. 119 Deleting Carts Find the cart that is no longer needed Click “draft carts” Click “Delete” Click “carts”

120. 120 Deleting Carts Once deleted, there is no record of that cart having existed

121. 121 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.

122. 122 Withdrawing a Cart - Example Click on Pending under Requisitions

123. 123 Withdrawing a Cart - Example Find the cart you would like to withdraw Click on the number Note: If your cart has been fully approved you will not be able to withdrawal.

124. 124 Withdrawing a Cart - Example Click on the dropdown box under Available Actions and select Withdraw Entire Requisition Click Go

125. 125 Withdrawing a Cart - Example Enter a reason for withdrawing your cart and click on Withdraw Entire Requisition

126. 126 Withdrawing a Cart - Example The cart has been withdrawn

127. 127 Agenda iBuy Central Overview of iBuy Dashboard/User Profile Catalog Search Punch-Outs Hosted Catalog Non-Catalog Item Assigned Carts Withdrawals & Deletions Receiving & Invoicing –Receiving Policy –Fully Received PO –Partial Receipts –Invoices Document Searches Changes to Orders Assigning a Substitute

128. 128 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

129. 129 Receiving – A fully received PO Click on Recently Completed Purchase Orders

130. 130 Receiving – A fully received PO Find your Purchase Order Click on the PO Number

131. 131 Receiving – A fully received PO Select the drop box and find Create Quantity Receipt Then click Go

132. 132 Receiving – A fully received PO 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

133. 133 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

134. 134 Receiving - Partial Click Complete Confirm the correct quantities received are entered

135. 135 Receiving - Partial This is your confirmation that your receipt has been entered

136. 136 Electronic Invoices vs. Paper Invoices Some suppliers will be submitting electronic invoices. These invoices will be automatically sent from the supplier to iBuy. Other suppliers will be sending paper invoices. All iBuy paper invoices should be sent to Accounts Payable to be entered into iBuy.

137. 137 Agenda iBuy Central Overview of iBuy Dashboard/User Profile Catalog Search Punch-Outs Hosted Catalog Non-Catalog Item Assigned Carts Withdrawals & Deletions Receiving & Invoicing Document Searches Changes to Orders Assigning a Substitute

138. 138 Document Searches in iBuy You Can: –Easily find all documents you own or have approved –Find all related documents with one search –Quickly refine searches –Save, Execute, and export saved queries –Schedule repeating reports

139. 139 Document Search – Find all documents Click on document search

140. 140 Document Search – Find all documents Click on my requisitions

141. 141 Document Search – Refine search Use the Refine Search Results to narrow the range of results

142. 142 Document Search – Refine search Review results. Click a requisition number to open the document or the quickview icon for a summary

143. 143 Document Search - Saved queries To save these search terms for later use, click save search

144. 144 Document Search – Saved queries Provide a name for this search. You can also add a description by clicking the blue link. Click Save Choose the folder to add the query. You can add a new folder to your personal list to better sort multiple saved searches.

145. 145 Document Search – Scheduling If this search is based one of the dynamic date rangers (e.g. previous week) it can be scheduled for a recurring export. Click this box to create the schedule.

146. 146 Document Search – Scheduling Select the Export Type. The interval will default based on the limits of the search. Click Save

147. 147 Document Search – Scheduling A confirmation will display confirming your schedule. Click the link to view your saved exports.

148. 148 Document Search – Recurring exports A listing of scheduled exports will appear. To remove, click delete to the right of the saved query. To view downloaded exports, click the tab to the left of Recurring Exports. To view saved searches or to return to the main search screen, click the blue tabs.

149. 149 Document Search – Recurring exports On the saved searches tab you can review and manage all previously saved searches. To add a shortcut on the main search screen, click the Add Shortcut button.

150. 150 Document Search – Recurring exports You can now instantly review the same search just by clicking on the name. You can also one-click the search by using the link to the right of each shortcut.

151. 151 Agenda iBuy Central Overview of iBuy Dashboard/User Profile Catalog Search Punch-Outs Hosted Catalog Non-Catalog Item Assigned Carts Withdrawals & Deletions Receiving & Invoicing Document Searches Changes to Orders Assigning a Substitute

152. 152 Changing a Purchase Order Once your requisition is approved it becomes a Purchase Order (PO). The Purchase Order is automatically sent to the supplier. If you need to make a change to that order please submit a ticket via the helpdesk and select the category of iBuy. If you need to cancel an order please submit a ticket via the helpdesk and select the category of iBuy.

153. 153 Agenda iBuy Central Overview of iBuy Dashboard/User Profile Catalog Search Punch-Outs Hosted Catalog Non-Catalog Item Assigned Carts Withdrawals & Deletions Receiving & Invoicing Document Searches Changes to Orders Assigning a Substitute

154. 154 Assigning A Substitute Shoppers might still assign carts to a Requestor when they are out of the office. If you are assigning a substitute in iBuy please submit a ticket via the iBuy helpdesk with the category of iBuy. Please include the time-frame of outage, and the suggested requestor to reassign carts.

155. 155 Agenda iBuy Central Overview of iBuy Dashboard/User Profile Catalog Search Punch-Outs Hosted Catalog Non-Catalog Item Assigned Carts Withdrawals & Deletions Receiving & Invoicing Document Searches Changes to Orders Assigning a Substitute

156. 156 iBuy Central (http://ibuycentral.gwu.edu)

157. 157 6-4477 8:30 AM – 5PM Standard Business Days

158. 158 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/

159. 159 Any Questions?