Transcript buyND
BuyND
Athletics e.Purchasing
Login & Navigation
Login
https://solutions.sciquest.com/apps/Router/Login?OrgName=NDProd
Enter afs ID & password
Navigation
Home – The first screen after login where you can begin tasks. Includes your requisitions folder
My Favorites – Allows you to store & access frequently ordered items
Product Search – Start shopping by choosing a category to search on, or a punchout catalog to shop from
Carts, Approvals & Orders – Gives access to shopping carts (current, draft & new), and req/order history
Receipts – DO NOT USE
Profile – Users can set personal information for Shipping Address and FOAPAL codes
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Creating a Profile
Overview
Only needs to be setup once unless changes are to be made
Select the Profile tab
Addresses ***
Create multiple shipping addresses by nickname
Use the corresponding location code
1028 Stadium
1039 Rockne
1083 Joyce Center
1096 Eck Tennis
1097 Loftus
Include phone number
Set a default Ship To address
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Creating a Profile
Custom Fields and FOAPAL ***
Select Codes and FOAPAL
Click Edit & Create New Value to enter the
budget units you will purchase for
Select defaults, if preferred
Data entered will appear in a drop down
menu when purchasing
If you prefer to enter a different number each
time do not edit the field
Save changes & you’re ready to shop!
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Shopping
Overview – follow these steps to create a requisition
Check for Active Cart
Shop/Add Items
Name your Cart, Verify or Change FOAPAL Codes & Ship To information
Complete Requisition
Submit
Check for an Active Cart
Prior to shopping, verify your cart is ready
The cart status indicates “no active cart”
A cart is active but empty (total = $0.00 and 0 items)
A cart is active and you would like to add items from the same supplier
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Catalog Orders
Ordering from an online catalog
Access to the online “punchout” catalogs is available from the Home or Product Search page.
Click the Advanced Search tab
Choose the Category you would like to shop from
Lab Supplies
Office/Computer – Office Depot & GovConnection
Facilities – not used at this time
Furniture – not used at this time
Choosing a catalog takes you directly to that site where you can search for a product by name, description or product I.D.
As you locate products to purchase add them to your cart
Click Check Out once you have completed your shopping with the supplier & you’ll automatically exit the catalog & return to
buyND
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Catalog Orders
Update the cart name to reflect your purchase (ie. Rosbrugh/office depot 10/01/04)
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Catalog Orders
Editing the Header
Priority – Normal or Urgent
Note to Procurement – not mandatory
(nm), ie. Vender selection form forwarded
Pricing Source – nm, ie. Jim 255-0555
Shipping Instruction – nm, ie. Next Day
Contract/Quote # - nm
Attach notes to Procurement or the
Supplier as needed
Add to Favorites if your order is common
SAVE Updates
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Catalog Orders
Editing the Requisition Details
Codes & FOAPAL
Edit for all products or by product
Default appears but can be changed in drop
down
Commodity Code
Select an address from your profile
Alter the Ship To name if other than you
Include a Ship To phone # & address if
other than you
Save and Apply
Return to Review
Bill To
Payment can be split between FOAPALs
Save and Apply
Return to Review
Ship To
Pick form menu
10 – Office Supplies
36 – Ath. Equipment/Supplies
50 – Printing & Advertising
Should be Accounts Payable
Click Approvals, if necessary, or skip to
Submit Requisition when ready
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Catalog Orders
Preview Approvals
All submissions are subject to approval from your
Business Office contact and administrator, if
necessary
If you purchase for several offices you can choose
your approver from a drop down menu
Approvers will automatically be notified via email
that you’ve submitted a requisition
The system verifies your ability to charge the
FOAPAL numbers requested
Upon complete approval, a P.O. is sent to the
supplier automatically
When complete, click Submit Requisition
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Catalog Orders
Completing your order
Now that you’ve submitted your order, click on the link to print your requisition
Keep a copy for yourself & forward the following to your Business Office contact:
Signed Purchase Requisition
Requisition Number Printout
Vendor Selection Form, if necessary
Upon approval you will receive an email specifying the P.O. # that has been sent to the supplier
Once you receive your materials, fully or partially, you must forward the packing slip and/or invoice to your Business Office
contact.
The vendor is paid only after the packing slip/invoice is received from you
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Non-Catalog Orders
Ordering from a vendor without an online
catalog
Access to the non-catalog form is available from the
Home or Product Search page.
Click the Advanced Search tab
Click on Non-Catalog Form
If you know the catalog number enter it &
Continue
If you do not have a catalog number, type n/a
and either
Click Search to conduct an inquiry of the
product catalog. If the item exists, you will
be able to add it to your cart
Or, click Continue to bypass the catalog
search process – most often used
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Non-Catalog Orders
Choosing your Supplier
Click Search under
Supplier Info
Type in your vendor’s name
Click Search
Select your supplier & click
Choose Selected Supplier
If a vendor is not found email the
following to [email protected]:
Company name
Mailing Address
Email Address
Phone Number
Fax Number
Procurement Services will add
the vendor as soon as
possible (1-3 days typically)
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Non-Catalog Orders
Completing the Non-Catalog Item Form
Type the products name/description as stated on
your purchase requisition
Enter the quantity
Enter the estimated price
Click Add to Cart or click Add to Cart & Return if
additional items are being purchased from the
same vendor
Proceed with requisition as noted under Catalog Orders
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Helpful Hints
To Empty a Cart – in the requisition Edit Detail screen click Empty Cart
View your previous requisitions from the Home Page, My Requisitions
Locate requisition in list provided – or
Click PO Search & search by supplier, requisition or P.O.
Approvers can substitute their role when they are out of the office & unable to receive email. If you have an
additional (non-business office) approver they may need a reminder to do so!
DO NOT “RECEIVE” ITEMS in BuyND. You will not use the Receipts menu tab
Vendors will not be paid until you have forwarded the packing slip/invoice to your Business Office contact
In order to view a list of suppliers in BuyND:
Home or Product Search, Advanced Search,. Browse by Supplier, leave the supplier name blank & click
Search
Click the next arrow for additional pages
To find all suppliers beginning with a particular letter enter the letter in the supplier name & click Search
Do not include multiple suppliers on one requisition
Order payments can be split between several FOAPALs by dollar value or percentage
Split under Edit Detail, Codes & FOAPAL
If you have already submitted a request & no longer would like to make the purchase or would like changes to be
made alert your approver to reject or change the order. If you have already received the merchandise and no
longer need it, let your Business Office contact know.
Be sure to always click Save Updates as you add to a requisition
To delete a product before submitting a requisition select the item under Save Updates & choose to remove the
item, Go
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Helpful Hints
Shipping is automatically added (if applicable) to your order & FOAPAL code. To charge shipping to a different
FOAPAL code, in the non-catalog form create a new line item for it
Enter quantity of one, unit of measure is ‘lot’, description of ‘shipping’, and assign an approximate value
The FOAPAL Location code must be filled in for capital purchases exceeding $2,500
The status of your requisition can be viewed under Approval Status or History when viewing one of your
requisitions
You can copy a previous requisition into a new cart by choosing Copy to a New Cart from the list of possible
actions. Update the header and codes as necessary.
Note: the price of your item may have changed since your last order. Verify the item and price with the
supplier.
Continue to allow your Business Office contact to handle your blanket purchase orders
Allow your Business Office contact to handle any Sam’s Club purchases
Items charged against a Summer Camp, Joyce Center Event or Athletics Event account are NOT to be
handled by you through BuyND. Allow Bev to continue making these purchases.
Additional help, FAQs, and animated tutorials are located on the BuyND website
https://buy.nd.edu/buynd/index.html
When in doubt, ask!!!
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