SciQuest

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SciQuest
iBuy Training Shopper
Office of the Senior Associate Vice President for
Finance
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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
• Assigning Carts
• Withdrawals, Deletions Unassigning
• Receiving

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(No Transcript)
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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
• Assigning Carts
• Withdrawals, Deletions Unassigning
• Receiving

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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

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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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Suppliers

• Purchasing Showcase GWs Preferred Suppliers
• Currently, iBuy supports almost 50 suppliers.
  These 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
• Adding a Cart Assignee
• Catalog Search
• Punch-Outs
• Hosted Catalog
• Non-Catalog Item
• Assigning Carts
• Withdrawals, Deletions Unassigning
• Receiving

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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
Text Font Size This feature will toggle font
sizes from small to large for the entire
application
Purchasing Showcase Suppliers These are the
universitys preferred suppliers
Organization Message this area is used for
communication, quick links, etc
Action Items - This is where to find pending and
approved carts
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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
• Set up Cart Assignees

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User Profile (Contd)
Click on Profile
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User Profile (Contd)
Verify the information listed
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Shipping Address (contd)
Click on Purchasing
Next Click on Addresses
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Shipping Address (contd)
Select Address for Profile
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Shipping Address (contd)
Click Search
Search for your address and then click Search
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Shipping Address (contd)
Select the radio button
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Shipping Address (contd)
You can add as many addresses as you would like
but only one default
Click Save
If this is your default select Default
Add your Room/Dept
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Assigning a Cart

• As a shopper you will only be able to assign your
  cart to your appropriate requestor.
• Your requestor will be a person in your group
  that has access to EAS and probably currently
  does the bulk of ordering. Your department
  manager or FD will know for sure.
• Adding Cart Assignees to your profile will save
  steps on every new order.

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Adding a Cart Assignee
Click on Profile
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Adding a Cart Assignee (contd)
Click on Purchasing
Click on Cart Assignees
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Adding a Cart Assignee (contd)
Add Assignees
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Adding a Cart Assignee (contd)
Click Search
Enter the Assignees name
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Adding a Cart Assignee (contd)
Click on the radio button next to the name
Choose Selected User
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Adding a Cart Assignee (contd)
Note You may have more than one assignee but
only one preferred
Select your preferred assignee by clicking on the
radio button
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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
• Assigning Carts
• Withdrawals, Deletions Unassigning
• Receiving

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Catalog Search - Simple
Click Go
Type in a description, part number or supplier
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Catalog Search - Advanced
Click advanced search
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Catalog Search - Advanced
Click Search
Provide the specific information available
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Catalog Search - Results
Some results will show Order from Supplier
Clicking a part number will search all catalogs
Others will have pricing and quantities
Review your results
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Catalog Search Part Link
Part being searched is displayed here
Items can be reviewed and ordered
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Catalog Search Using Filters
This area can be used to filter and refine your
search
This icon will open a checklist for each category
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Catalog Search Using Filters
Make your selections using the check box
Click Filter
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Agenda

• iBuy Central
• Overview of iBuy
• Dashboard/User Profile
• Catalog Search
• Punch-Outs
• Benefits
• Navigation
• Example Order
• Cart Review Assignment
• Hosted Catalog
• Non-Catalog Item
• Assigning Carts
• Withdrawals, Deletions Unassigning
• Receiving

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Punch-Out - Benefits

• Punch-out Catalogs - are catalogs of products
  with GW prices where users will punch-out to the
  vendors 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 - 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
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Punch-out Cart Example
Select Staples as the Punch-out Catalog
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Punch-out Cart (contd)
Select Envelopes
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Punch-out Cart (cont'd)
Select Standard Envelopes
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Punch-out Cart (cont'd)
Select recycled envelopes
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Punch-out Cart (cont'd)
Add two quantity of the recycled envelopes
Add to Order
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Punch-out Cart (cont'd)
Click on Submit
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Punch-out Cart (cont'd)
Click on Submit
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Punch-out Cart Simple Cart
Click Update
When your shopping is complete, Click Proceed to
Checkout to review your carts details, or click
Assign Cart
Add Cart Name
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Punch-out Cart (cont'd)
Click Final Review
Note As a shopper you are not able to update any
accounting information. Your appropriate
Requestor will need to update this before
submission. Workflow and Alias/Account warnings
in this area can be ignored.
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Punch-out Cart (cont'd)
Review the items and provided information listed
here. If you need to provide information to your
requestor and/or approver you can place Internal
Notes and Attachments.
Click on Edit
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Punch-out Cart (cont'd)
Please add any internal comments or attachments
here and click save
Note If you know your accounting information
(Alias and Account) please add this under
Internal comments
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Punch-out Cart (cont'd)
Click on Assign Cart
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Punch-out Cart (cont'd)
Your default requestor will appear, or you can
Select from profile values
(Optional) Add any notes to your requestor
Click Assign
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Punch-out Cart (cont'd)
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
• Assigning Carts
• Withdrawals, Deletions Unassigning
• Receiving

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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.

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Hosted Catalog Cart
Search for your item within the Search Hosted
Catalog area
Click Go
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Hosted Catalog Cart (contd)
Click on Add to Cart
Find your item and add the correct quantity
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Hosted Catalog Cart (contd)
Your cart has been updated. Click on the cart to
review your cart
Your items have been added to the cart
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Hosted Catalog Cart (contd)
Click Update
When your shopping is complete, Click Proceed to
Checkout to review your carts details, or click
Assign Cart
Add Cart Name
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Hosted Catalog Cart (cont'd)
Your default requestor will appear, or you can
Select from profile values
(Optional) Add any notes to your requestor
Click Assign
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Hosted Catalog Cart (cont'd)
Confirmation of your cart
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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
• Assigning Carts
• Withdrawals, Deletions Unassigning
• Receiving

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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.
• A Non-Catalog order is routed to Procurement for
  review and approval. The assigned buyer will
  work with the suggested supplier to source the
  item.
• This type of item should be used only when it is
  not available in either catalog or is part of a
  special request.

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Non-Catalog Cart
Click on Non-Catalog Item
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Non-Catalog Cart (contd)
Type a suppliers name
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Non-Catalog Cart (cont'd)
Click the Supplier or press Enter
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Non-Catalog Cart (cont'd)
Packaging will be Each
Enter the maximum price you would like to pay for
the item
Enter the product description
Enter the quantity
Enter N/A under Catalog No. unless you know the
catalog number
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Non-Catalog Cart (cont'd)
If applicable select the product flags
Save and Close
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Non-Catalog Cart (cont'd)
Your item has been saved into your current cart
Click on your cart
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Non-Catalog Cart (cont'd)
Click Update
When your shopping is complete, Click Proceed to
Checkout to review your carts details, or click
Assign Cart
Add Cart Name
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Non-Catalog Cart (cont'd)
Your default requestor will appear, or you can
Select from profile values
(Optional) Add any notes to your requestor
Click Assign
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Non-Catalog Cart (cont'd)
Confirmation of your cart
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Agenda

• iBuy Central
• Overview of iBuy
• Dashboard/User Profile
• Catalog Search
• Punch-Outs
• Hosted Catalog
• Non-Catalog Item
• Assigning Carts
• Requestor to Approver
• Approval Workflows How long before I have a PO?
• Withdrawals, Deletions Unassigning
• Receiving

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Assigning a Cart

• Once you assign a cart to your appropriate
  requestor they will review the information and
  submit for approval.
• Once your cart is approved it will become a
  Purchase Order (PO) and will be sent to the
  supplier.

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Approval Flows

• The amount of time it take for your cart to
  become a purchase order depends on the number of
  approvers.
• Catalog and Non-Catalog items should be submitted
  on separate requisitions.
• Grants and Non-Grant items should be submitted on
  separate requisitions.
• If necessary, both or all can be combined on a
  single order but will significantly increase the
  amount of time before the cart becomes a Purchase
  Order and is sent to the supplier

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Agenda

• iBuy Central
• Overview of iBuy
• Dashboard/User Profile
• Catalog Search
• Punch-Outs
• Hosted Catalog
• Non-Catalog Item
• Assigning Carts
• Withdrawals, Deletions Unassigning
• Un-assign a Cart
• Deleting a Cart
• Withdrawing a Requisition
• Receiving

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Unassigning Deleting Carts
Click draft carts
Click carts
Click Unassign
In the My Drafts Assigned to Others section,
find the cart that needs to be unassigned
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Unassigning Deleting Carts
Click draft carts
Click carts
Click Delete
In the My Drafts section, find the cart that
needs to be deleted
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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 (contd)
Click on Pending under Requisitions
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Withdrawing a Cart (contd)
Note If your cart has been approved you will not
be able to withdrawal. You will need to contact
the assigned requestor.
Find the cart you would like to withdraw
Click on the number
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Withdrawing a Cart (contd)
Click on the dropdown box under Available Actions
and select Withdraw Entire Requisition
Click Go
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Withdrawing a Cart (contd)
Enter a reason for withdrawing your cart and
click on Withdraw Entire Requisition
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Withdrawing a Cart (contd)
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
• Assigning Carts
• Withdrawals, Deletions Unassigning
• Receiving
• Receiving Policy
• Fully Received PO
• Partial Receipts

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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 GWs 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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Receiving (cont'd)
Click on the PO Number
Find your Purchase Order
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Receiving (cont'd)
Then click Go
Select the drop box and find Create Quantity
Receipt
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Receiving (cont'd)
Click Complete
If your order was received in full, all that is
needed is to click complete. All other values
should be filled in automatically.
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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 (cont'd)
This is your confirmation that your receipt has
been entered
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Agenda

• iBuy Central
• Overview of iBuy
• Dashboard/User Profile
• Catalog Search
• Punch-Outs
• Hosted Catalog
• Non-Catalog Item
• Assigning Carts
• Withdrawals, Deletions Unassigning
• Receiving

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iBuy Central
(http//ibuycentral.gwu.edu)
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6-4477 830 AM 5PM Standard Business Days
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Help

• For any inquiries please submit a HelpDesk
  ticket. Please use the category of iBuy.
  https//my.gwu.edu/login/?tourl/mod/helpdesk/

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Any Questions?