1. Contract Marketplace Online Shopper Training
Updated 6/2/2018
CyBuy Online Shopper Training

2. 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

3. 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

4. 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 s for order confirmation and shipment confirmation
Approves payment in e-Forms Approval
Posts transaction to WebFM
Approver
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CyBuy Online Shopper Training

5. Shopping Under the uBusiness tab in AccessPlus, select CyBuy.
Click this graphic to go to the CyBuy marketplace
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CyBuy Online Shopper Training

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

7. 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
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CyBuy Online Shopper Training

8. 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
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CyBuy Online Shopper Training

9. Shopping
If items are correct, click Add Notes to continue the process.
Click
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CyBuy Online Shopper Training

10. 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

11. 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

12. 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

13. Shopping
The CyBuy window closes and the shopper is returned to AccessPlus.
An 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

14. 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
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CyBuy Online Shopper Training

15. 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
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CyBuy Online Shopper Training

16. 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.
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CyBuy Online Shopper Training

17. 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

18. 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

19. 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

20. 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

21. 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).
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CyBuy Online Shopper Training

22. 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

23. 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

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

25. 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

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

27. 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

28. 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
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CyBuy Online Shopper Training

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

30. 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
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CyBuy Online Shopper Training

31. 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.
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CyBuy Online Shopper Training

32. 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

33. 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

34. If you need help… CyBuy Assistance cybuy@iastate.edu
For help with CyBuy, contact your releaser or:
CyBuy Assistance
Purchasing Help Desk,
Lesley Lackore, System Administrator or
Cory Harms, Associate Director or
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