Transcript An Overview - Miami University

Miami Buyway – An Overview
September 20, 2010
Intro
• Miami Buyway is a virtual warehouse of vendor
catalogs and a requisition/order system
• Users can quickly and easily search for needed items,
compare products, add items to an electronic
shopping cart, identify and manage “favorites” to
facilitate re-ordering of commonly needed products,
and even purchase from non-catalog vendors
• Miami Buyway also offers a comprehensive
workflow tool for electronic approvals
Topics Covered
• The following presentation provides detailed
information on how Miami Buyway works in
terms of:
– Roles
– Catalogs and Vendors
– Approval Process
– Banner Integration
Roles
• Each user in Miami Buyway has specific roles that
define what the user is able to do in the system
– Requestor – Can do everything necessary to create a requisition,
submit it for approval, and enter a receipt
– Approver – Can approve, reject, edit, return, or forward requisition
within their approval queue
– Buyer – Have Approver capability, can place or change a purchase
order, and can convert requisitions into bid events
– Accounts Payable – Can enter, approve, reject, and edit an invoice for
payment
– System Administrator – Can configure system features and
parameters
Types of Catalogs
• Hosted
– Hosted vendors are so classified because their catalogs reside within
Miami Buyway. Static lists of items and prices are loaded to Miami
Buyway at pre-determined intervals. This effort is coordinated among
SciQuest, the vendor, and the Purchasing Department.
• Punchout
– To access the items and prices of punchout vendors, Miami Buyway
users navigate (punchout) from Miami Buyway to the vendor website,
where shopping occurs. When the user is done shopping, s/he clicks
“checkout” on the vendor site and is returned to Miami Buyway, where
her/his selected items populate the Miami Buyway shopping cart.
Adding Vendor Catalogs
• The Purchasing Department will monitor Miami Buyway, Banner,
and P-Card transactions to identify vendors that potentially should
be added to Miami Buyway as a catalog.
• New vendors may be added as either hosted or punch-out depending
on the nature of their products/services, the vendors’ technological
sophistication, and which model better serves the University’s
needs.
• Miami Buyway users are encouraged to submit ideas to purchasing
for additional vendors, as well. All potential vendors will be
evaluated on several criteria, including:
– volume of spend
– volume of transactions
– and the number of departments/units ordering from the vendor
Approval Process
Complete Requisition
Banner Validation
Valid Index, Fund, Org, and Program
Departmental Approvals
Based on financial levels
Special Approvals
Ex. HS&E, Grants, or IT
(if applicable)
Purchasing Approvals
(if applicable)
Banner PO Posting
PO to Vendor
Ex. Catalog orders > $5,000, bid requests, sole
source, etc.
Banner Integration
• Miami Buyway integrates with Banner, which remains the
University’s financial system of records
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PO Numbers – Purchase orders numbers in Miami Buyway are generated in Banner.
Accounting Codes – Miami Buyway users can enter full FOAPALs or Index codes to allocate
purchase costs. The codes available in Miami Buyway will be synchronized with and validated
against those available in Banner.
Encumbrances – Purchase orders created in Miami Buyway encumber the selected funds in Banner.
Requisitions will no longer create an encumbrance in Banner.
Payments – Accounts Payable uses Buyway to process all payments against purchase orders created
in Miami Buyway and to process all Direct Pay requests.
Financial Reports – Encumbrances and payments based on Miami Buyway purchase orders appear
in the standard financial reports generated out of Banner.
Ship To Addresses – Must be established in Banner to be used in Miami Buyway.
Vendors – A vendor must be established as an e-procurement vendor in Banner to be used in Miami
Buyway. If you cannot find the vendor you are searching for when searching on a non-catalog form,
you need to submit a vendor set-up request (form) through Buyway.
Commodity Code – For catalog items, Miami Buyway automatically provides commodity codes to
your shopping cart. For non-catalog items, users need to select the appropriate commodity code from
the Commodity Codes list in Buyway. A cross reference to Banner account codes has been provided
on the purchasing website as a guideline. Please note, commodity codes and Banner account codes
are not the same.