Husky Buy

1
Husky Buy

• User Group Meeting 1
• Meeting Notes

2

• Meeting Notes
• Problem viewing purchase requisitions for the
  entire department once the requisition is
  approved. The report generator filters were
  modified to enable the department to see all of
  their requisitions and purchase orders.
• Shipping charges were discussed. Shipping charges
  will be handled by a manual journal entry on at
  least a monthly basis.

3

• Meeting Notes
• Problem browsing Suburban Stationers catalog.
  Some users are experiencing a problem with this
  site asking for your username and password. This
  may be caused by a cache problem, or another
  internet setting. This is currently under review
  and should be corrected by 10/09/09.

4

• Meeting Notes
• During the month of September the
  accounts/sub-codes were not handled correctly.
  Two areas were affected. First there was an issue
  with an incorrect account being debited for items
  purchased from Suburban Stationers. This will be
  corrected via a journal entry. Also all accounts
  were hardcoded depending on the supplier. This
  has been changed to debit the account code used
  in the line item of the purchase order. Journal
  entries will be created to correct this issue.
  All journal entries will be sent to the
  departments and reviewed before they are entered
  into FRS.

5

• Meeting Notes
• There was discussion on the names and
  implementation timeing on the new vendors. The
  new vendor list has been sent to SciQuest and we
  should have them up and running within the next 4
  8 weeks.
• There was a question regarding an approver
  entering an order and having to go back in to
  approve. This is caused by our workflow and the
  benefit is to allow multiple approvers access to
  a departmental workflow folder.

6

• Meeting Notes
• There is a request to change the receipt quantity
  field. Currently this is a required field and the
  request is to make it non-required and assume
  zero when the field is left null. A system
  modification request has been logged at SciQuest.
  Currently there is no ETA for delivery.

7

• Meeting Notes
• There is a need to help communicate with
  Materials Management when placing orders with
  Suburban Stationers punch-out system. The best
  way to help expedite the approval process is to
  add internal notes as to why this product is
  needed. It was also noted that this ordering
  process replaces the use of the MM4 form that was
  previously required for purchasing non standard
  items from Suburban Stationers.

8

• Meeting Notes
• We will be adding additional users and account
  numbers for existing departments currently on the
  HuskyBuy platform. Please send an email to Ed and
  Regina with the names of users and account
  numbers you would like added to the system. Not
  all users and account numbers will automatically
  be added. We will review and do our best to
  accommodate each request.

9

• Meeting Notes
• There was a question regarding email
  distribution. A user asked if it was possible for
  all emails to go to a specific folder. There are
  two ways to handle this. One is to have an
  additional email account set up for a department.
  The other is to create a rule in your outlook
  mailbox that automatically sends emails to a
  personal folder.

10

• Meeting Notes
• Training for CMHC was discussed regarding
  training individuals in the different facilities
  throughout the state. Several options exist
  including sessions here on campus, traveling to
  the individual facilities and web based training.
  This will be discussed further and may be
  different for each facility. The training for the
  facilities will be structured to the facilities
  needs and capabilities.

11

• Meeting Notes
• A request was made in regards to refresher
  training. We are currently reviewing this request
  and will notify users of the results. It would be
  advantageous to users to have additional training
  to focus on other system abilities. It does not
  make sense to have current users audit training
  classes for new users.

12

• Meeting Notes
• The changes to the demurrage system in relation
  to our ABCO deliveries are in their final stages.
  A meeting will occur this week with Purchasing
  Services, ABCO and the labs that will be
  participating in the pilot program for ABCO.
  Additional information regarding the changes to
  the demurrage system will be posted on the
  Purchasing Services website soon.

13

• The next user group meeting will be in Keller
  Auditorium on November 2nd 2009 from 900 am to
  1000am. Hope to see you there. An agenda will
  accompany the meeting request. These will be sent
  1 2 weeks prior to the meeting.