REPORTING, QUERIES, FAVORITES, AND OTHER ADVANCED TOPICS TechBuy Training

Reporting & Queries TechBuy has advanced Reporting capabilities compared with the legacy system.

Action Items

THERE ARE SEVERAL PLACES TO FIND HISTORY ON A TRANSACTION. 1. THE PR HISTORY 2. THE PO HISTORY History

PR History

The tab lays out each transaction entry, change, comment and approval.

Each PO also has the same history info.

The PO history shows if it went to Banner and distributed to the vendor

THERE IS ALSO A GENERAL HISTORY TAB AT THE TOP THAT ALLOWS EXPANDED HISTORY SEARCHES WITHIN THE SYSTEM. The General History Tab

General History

How to search? There are several major ways to search under the General History tab:  PR History  PO History  Receipt History  Invoice History  (we advise AGAINST using my requisitions and my purchase orders)

PO History

Filter info

Filter options My orders will pull up all of YOUR purchase orders You can change the date range You can select a department – the departments are not automated so less reliable. You can select a chart, fund, org account or any combo of those You can select if it is pending, rejected, complete, receipt entered, invoiced (for those with electronic invoicing coming soon).

PR History

Click the filter

Filter Options Date range My Orders (all of your orders) Prepared for, prepared by, approved by PR Departments (less reliable) Chart, Fund, Org, Account, or any combo Principle Investigator Completed, pending, rejected, withdrawn

Queries After you pull up the history and filter you can create queries. You can save a query (all of your orders), one PI, one fund/org Request an export to get an excel spreadsheet

Save Query

Request Export

Request Export Pop Up Screen

Search Exports

Zip File

Adding Comments When adding comments, use the drop down and select add comment. You can do this on PR’s or PO’s at ANY time. When the add comment popup appears, select the notification to go to one of the available options or click the red “add recipient” to add anyone in the TechBuy system. MAKE SURE YOU ADD AN RECIPIENT IF YOU NEED ACTION TAKEN!!!!

Adding recipient

LEARN TO START SAVING FAVORITE ITEMS THAT YOU REGULARLY BUY SO YOU DONE HAVE TO RECREATE NON- CATALOG FORMS. Favorites

Adding Items to your favorites

Popup Screen

Creating a New Shared Folder

Go to favorites

Changing Info After you have added it to cart, you can review the form, change vendor, quantity, price, distribution, method, FOAP, etc. in the usual manner.

Editing FOAP by Line Item You must click on “Line and Header FOAP Summary” Scroll down below “Supplier/Line Item Details”

Changing FOAP

Adding a Split

Standing vs. Blankets Standing will encumber funds Will show up in Cognos Reports Can only be set up for $5k (bid rules) unless exempt or contract Send invoice to AP Encumbrance must be released at end of yr. Blankets will not encumber funds Will not show as a PO in Cognos only a payment Can only be set up for $5k (bid rules) unless exempt or contract Send invoice to AP with all accounting Automatically expires on 8/31.

Personalizing TechBuy Click on Profile Personal Settings  Change color preferences  Handout Adding Custom Fields - Codes

Custom Fields - Codes

Adding New Value

Receipts Can enter a receipt on any PO. Can enter receipt for quantity (goods) or cost (services). There is not a remove option so receipts must be corrected by creating a new receipt that reverses the old receipt.

Create a Receipt

Quantity Receipt

Create a Cost Receipt

Copying to a new cart Any time you start a new cart, it is a good idea to create a new, clean cart. If you don’t you will be adding to a cart that has old shipping, accounting, info in it. Click on carts, and “create cart” Name the new cart and save. Now when you add anything add it to the new named cart.