Contract Marketplace Online Shopper Training http://www.purchasing.iastate.edu/cybuy/onlineshoppertraining.ppt Updated 6/2/2018 CyBuy Online Shopper Training

CyBuy Online Shopper Training Vendors Iowa State has purchased a package of ten vendors for the initial phase of implementation. ISU Chemistry Stores will be added in the near future. Vendors currently available through CyBuy are: Central Stores Updated 6/2/2018 CyBuy Online Shopper Training

CyBuy Online Shopper Training Benefits The CyBuy online marketplace provides many benefits over traditional purchasing practices. One location to access contracted vendor catalogs ISU contracted prices; no discounts to calculate All-electronic ordering and billing Online tracking of order history Increased spending limits up to $25,000 No paperwork Ability for Purchasing to track volume and negotiate better pricing Faster turnaround on many orders Hotlists and favorite items can be saved Updated 6/2/2018 CyBuy Online Shopper Training

How does it work? There are three roles in the process: shopper, releaser, and approver. The process is described below. In AccessPlus, selects CyBuy option Chooses vendor and items to order Submits order back to CyBuy system/releaser Shopper Reviews order for allowability and approvals if needed Releases order to vendor for processing Authorizes payment Releaser Shopper receives emails for order confirmation and shipment confirmation Approves payment in e-Forms Approval Posts transaction to WebFM Approver Updated 6/2/2018 CyBuy Online Shopper Training

Shopping Under the uBusiness tab in AccessPlus, select CyBuy. Click this graphic to go to the CyBuy marketplace Updated 6/2/2018 CyBuy Online Shopper Training

Shopping Click on a vendor to go to their website and begin shopping. Links to available vendors are shown here Updated 6/2/2018 CyBuy Online Shopper Training

Shopping Once items have been selected, choose checkout and/or submit cart. This will return the cart to the CyBuy application. Example: Fisher Scientific. Click Updated 6/2/2018 CyBuy Online Shopper Training

Shopping Once the cart is returned to the CyBuy application, limited changes can be made to the cart, such as editing the name or removing items. Use to remove items if needed Cart date and shopper name Vendor Updated 6/2/2018 CyBuy Online Shopper Training

Shopping If items are correct, click Add Notes to continue the process. Click Updated 6/2/2018 CyBuy Online Shopper Training

CyBuy Online Shopper Training Shopping The Add Notes section provides an area to input information for your releaser, if desired. Clicking through this section is required; adding notes is not. Click edit if you wish to add notes. Click to add notes Updated 6/2/2018 CyBuy Online Shopper Training

Shopping In the Add Notes section, the cart name and date can be changed, and information can be added to Internal Notes for your releaser, such as account number and business purpose, ~60 character max. Click to change cart name and/or add internal notes Updated 6/2/2018 CyBuy Online Shopper Training

CyBuy Online Shopper Training Shopping When the cart is ready, the shopper submits it to the releaser by clicking Create Release. Click Updated 6/2/2018 CyBuy Online Shopper Training

Shopping The CyBuy window closes and the shopper is returned to AccessPlus. An email is sent to the shopper’s releasers notifying them of the release. If the release has processed normally, the shopper will see the window at the left If an error has occurred, the shopper will see this message, displayed in red Updated 6/2/2018 CyBuy Online Shopper Training

Central Stores Shopping Using the catalog for Central Stores is slightly different because it is hosted in the marketplace rather than connecting to an external vendor site. On the CyBuy page, click Iowa State University Central Stores. Enter your item description in the pop-up box and click Search. Click Enter item description Updated 6/2/2018 CyBuy Online Shopper Training

Central Stores Shopping Check the boxes of the items you wish to purchase, then click Go next to Add to Active Cart. When finished adding items, click on the cart at the top of the page. Click Check Updated 6/2/2018 CyBuy Online Shopper Training

Central Stores Shopping At this point, the cart appears in the marketplace and the process can be completed just like purchases from any other vendor. Updated 6/2/2018 CyBuy Online Shopper Training

CyBuy Online Shopper Training What happens next? Once the order has been submitted: Release is sent to all of the shopper’s releasers (up to three) Releaser reviews the order for allowability and obtains approvals if necessary If the cost of a single item exceeds $5,000, release is sent to Purchasing for additional approval (equipment) Release is submitted to vendor Vendor ships items and bills against release Releaser authorizes payment, routes to approver Approver approves payment and posts to WebFM Updated 6/2/2018 CyBuy Online Shopper Training

In the meantime… Display Release (by release number) My User Record The shopper can view additional information: Display Release (by release number) My User Record Browse Actions on a release View All Releases View Open Releases Updated 6/2/2018 CyBuy Online Shopper Training

CyBuy Online Shopper Training Display Release To view a single release, enter the release number and click Display Release. This shows item details, ship-to address, and status. Any notes entered in Add Notes will appear in the Shopper Notes section. Updated 6/2/2018 CyBuy Online Shopper Training

CyBuy Online Shopper Training My User Record To view your user record, click My User Record. This will display your contact information, releasers, and default account number, if used. Your releaser can update this information if needed. Updated 6/2/2018 CyBuy Online Shopper Training

CyBuy Online Shopper Training Browse Actions To view actions on a release, enter the release number and click Browse Actions. This shows the date the release was created and when it was sent to vendor (description will show ORDERED). Updated 6/2/2018 CyBuy Online Shopper Training

All Releases To view all releases for your department, click All Releases. Releases available here can have any status of open releases, plus Cancelled, Returned, and Approved. Updated 6/2/2018 CyBuy Online Shopper Training

Open Releases To view all open releases for your department, click Open Releases. Releases available here will have a status of Ordered, To Releaser, Billed, or To Approver. Updated 6/2/2018 CyBuy Online Shopper Training

Additional shopper functions While shopping in CyBuy, there are additional functions to make ordering easier: Hotlists/favorites Cart history/duplication Multiple-vendor carts Updated 6/2/2018 CyBuy Online Shopper Training

CyBuy Online Shopper Training Hotlists/Favorites Many vendors have hotlist or favorite functions where you can save your most-ordered items. For example, CDW-G. Updated 6/2/2018 CyBuy Online Shopper Training

Hotlists/Favorites Items selected as favorites display in one location for easy ordering. Updated 6/2/2018 CyBuy Online Shopper Training

Cart History Past carts can be easily located for reference or re-order. To view, click Cart History at the top of the CyBuy marketplace page. Click Updated 6/2/2018 CyBuy Online Shopper Training

Cart History Under Cart History, past carts can be searched by supplier name (enter name in box and click Search), or filtered by date range. Enter name Updated 6/2/2018 CyBuy Online Shopper Training

CyBuy Online Shopper Training Cart History Releases meeting the search criteria will display. To view contents of a cart, click on the cart number. Updated 6/2/2018 CyBuy Online Shopper Training

CyBuy Online Shopper Training Cart Duplication To duplicate a cart, check the box next to the items needed and click Go next to Add to Active Cart. ***If the cart is very old, you may experience pricing/availability problems. Check Updated 6/2/2018 CyBuy Online Shopper Training

Cart Duplication If the items are added successfully, you will receive this message: Close the window and select Carts from the top of the page. Updated 6/2/2018 CyBuy Online Shopper Training

CyBuy Online Shopper Training Cart Duplication You will see your new active cart, with the items duplicated from the previous cart. Continue the order process as usual, including Add Notes and Create Release. Updated 6/2/2018 CyBuy Online Shopper Training

Multiple-vendor Carts You don’t have to exit the marketplace to add items from another vendor. Just click Add Products again before Add Notes or Create Release. When submitted, the orders will split into separate releases for each vendor. Updated 6/2/2018 CyBuy Online Shopper Training

If you need help… CyBuy Assistance cybuy@iastate.edu For help with CyBuy, contact your releaser or: CyBuy Assistance cybuy@iastate.edu Purchasing Help Desk, 4-4860 Lesley Lackore, System Administrator llackore@iastate.edu or 4-4589 Cory Harms, Associate Director clharms@iastate.edu or 4-2591 The CyBuy system is expected to be available for all employees, including graduate assistants, by Fall 2009. Your department will be contacted when Purchasing is ready to train its users. Updated 6/2/2018 CyBuy Online Shopper Training