1 sciquest ibuy training requestor. 2 introductions introduction of instructor expectations

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SciQuest

iBuy TrainingRequestor

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Introductions

• Introduction of Instructor

• Expectations

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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

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http://ibuycentral.gwu.edu/

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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

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Overview of iBuyWhat 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

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Commodities• Maintenance, Repair, and Operation items (MRO) • Office Supplies• Office Furniture • Lab Supplies• Scientific Supplies• Computer Supplies• Computer Hardware• Catering

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SuppliersPurchasing 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)


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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

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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

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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

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User ProfileThe 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

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User Profile (Cont’d)Click on Profile

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User Profile (Cont’d)

Verify the information listed

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Shipping Address (cont’d)

Click on Purchasing

Next Click on

Addresses

Select Address for Profile

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Click SearchSearch for your address

and then click Search

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Select the radio button

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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

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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

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Catalog Search - Simple

Type in a description, part number or supplier

Click “Go”

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Catalog Search - Advanced

Click “advanced search”

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Catalog Search - Advanced

Provide the specific information available

Click “Search”

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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

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Catalog Search – Part # Link

Items can be reviewed and ordered

Part being searched is displayed here

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Catalog Search – Using Filters

This icon will open a checklist for each category

This area can be used to filter and refine your search

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Catalog Search – Using Filters

Click “Filter”

Make your selections using the check box

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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

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Punch-Out - BenefitsPunch-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

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Punch-out Catalog - NavigationThis 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

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Punch-out – Example

Select Staples as the Punch-out Catalog

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Punch-out (cont’d)

Select Envelopes

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Punch-out (cont'd)

Select Standard Envelopes

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Punch-out (cont'd)

Select recycled envelopes

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Punch-out (cont'd)

Add two quantity of the recycled envelopes Add to Order

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Punch-out (cont'd)

Click on Submit

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Punch-out (cont'd)

Click on Submit

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Punch-out – Review Cart

Add Cart Name

Click Update

When your shopping is complete, Click

Proceed to Checkout

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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

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Punch-out - Review Cart

Click on Select from Profile Values

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Punch-out - Review Cart

Click on the dropdown box and select the appropriate Alias

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Click on Select from all values

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Search for the correct account by using

asterisks instead of percentage as in EAS

Click Search

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Click Select

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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

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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

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For training we will only be changing the alias but you can change the

account as well

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Select the correct alias from the dropdown box

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Then click on SaveEnter in your % of Qty for the split. For training we have entered 80%

and 20%

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Punch-out – Review CartOptional: If you would like to enter an

internal note, click here

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Click Edit

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Click save

Enter your note here

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Review the note

Optional: Click on PR Approvals

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Budget Authorization – This is checking that

there are funds available

Financial Approval – This will follow the same workflow as

EAS

Click on View Approvers

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4Financial Approval – This will follow the

same workflow in EAS

4Click Close

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Click Final Review

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After reviewing the order, click

Place Order

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Confirmation of your cart

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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

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Hosted Catalog - BenefitsHosted 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.

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Hosted Catalog – Example

Search for your item within the Search Hosted Catalog area

Click Go

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Hosted Catalog – Example

Find your item and add the correct quantity

Click on Add to Cart

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Hosted Catalog- Example

Your items have been added to the cart

Your cart has been updated. Click on the cart to review your

cart

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Hosted Catalog – Review Cart

Add Cart Name

Click Update


Proceed to Checkout

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Click on Edit

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Type in the account description. Please use

asterisks instead of percentages to search

Then Click Search

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Find the correct account Click Select

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Then click on Save

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Above is the workflow

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Click Final Review

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Place Order

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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

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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.

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Non-Catalog Cart

Click on Non-Catalog Item

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Non-Catalog- Example

Type a supplier’s name

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Click the Supplier or press Enter

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Fill out item details as they appear on the

quote.

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If applicable select the product flags

Save and Close

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Your item has been saved into your current cart

Click on your cart

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Non-Catalog – Review Cart

Add Cart Name

Click Update


Proceed to Checkout

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Click on Edit

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Type in the account description

Then Click Search

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Find the correct account Click Select

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Then click on Save

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Click on View Approvers to see the approvers

Note: Since you have ordered a non-catalog item Purchasing

has been added to the workflow

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Click Final Review

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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

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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

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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

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Assigned - Example

Click on View Approvals

Note: If you do not have anything to approve you will not see the

View Approvals

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Assigned - Example

Click on Carts Assigned to me

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Assigned - Example

Find the cart you need to review and click on the cart name

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Assigned - Example

Click on

Proceed to Checkout

Review the information submitted

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Assigned - Example


Click on Edit

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Assigned - Example

Select from profile values

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Assigned - Example

Click Save

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Assigned - Example

Click the next section that requires attention

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Assigned - Example

Click on Edit

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Assigned - Example

Click on Select from profile values

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Assigned - Example

Select the appropriate Alias from the dropdown box

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Assigned - Example


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Assigned - Example

Type in the account description

Then Click Search

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Assigned - Example

Find the correct account

Click Select

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Assigned - Example

Click Save

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Assigned - Example


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Assigned - Example

Click on View Approvers to see the approvers

Click on Final Review

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Assigned - Example


Place Order

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Assigned - Example

This is the Requisition Confirmation

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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

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Deleting Carts

Find the cart that is no longer needed

Click “draft carts”

Click “Delete”

Click “carts”

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Deleting Carts

Once deleted, there is no record of that cart having

existed

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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.

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Withdrawing a Cart - Example

Click on Pending under Requisitions

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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.

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Click on the dropdown box under Available Actions and select Withdraw Entire Requisition

Click Go

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Enter a reason for withdrawing your cart and click on Withdraw

Entire Requisition

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The cart has been withdrawn

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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

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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

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Receiving – A fully received PO

Click on Recently Completed Purchase Orders

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Find your Purchase Order

Click on the PO Number

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Select the drop box and find Create Quantity Receipt

Then click Go

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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

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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

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Receiving - Partial

Click Complete

Confirm the correct quantities received are

entered

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Receiving - Partial

This is your confirmation that your receipt has

been entered

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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.

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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

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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

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Document Search – Find all documents

Click on document search

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Document Search – Find all documents

Click on my requisitions

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Document Search – Refine search

Use the Refine Search Results to

narrow the range of results

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Document Search – Refine search

Review results. Click a requisition

number to open the document or the

quickview icon for a summary

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Document Search - Saved queries

To save these search terms for

later use, click save search

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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.

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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.

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Select the Export Type. The interval will default based on the

limits of the search.

Click Save

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A confirmation will display confirming your schedule.

Click the link to view your saved exports.

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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.

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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.

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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.

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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

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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.

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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

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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.

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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

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iBuy Central

(http://ibuycentral.gwu.edu)


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6-4477

8:30 AM – 5PM Standard Business Days

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HelpFor 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/

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Any Questions?

1 sciquest ibuy training requestor. 2 introductions introduction of instructor expectations

Documents

profile slide

substitute slide

page slide

default shipping address

catalog noncatalog item

vendor pricing slide

entire application slide

user profile contd