Transcript Document

The E-Procurement Solution
Revised June 2007
E-Purchasing Contact Information
Arizona BuyWays Customer Service Team: 626-8979
Lucy DuVall, Coordinator / Customer Service
520/626-8816
[email protected]
Lucy Soriano, Administrator / Customer Service
520/621-7631
[email protected]
Gail Hanson, Customer Service
520/621-5701
[email protected]
John Bentley, E-Purchasing Trainer
520/626-7439
[email protected]
Patty Taylor, E-Purchasing Manager
520/621-3870
[email protected]
Vendor Contact Information
Arizona BuyWays Vendor Contact Information is located on
each Purchase Order.
Benefits of Arizona BuyWays
•
Easier ordering – Arizona BuyWays allows multiple vendors (purchase orders) on
one requisition.
•
Quick, simple access to contracted or negotiated pricing – Arizona
BuyWays allows users to shop from vendors online using one login with
contracted/negotiated pricing.
•
Elimination of paper, copying and filing – Arizona BuyWays allows users an
electronic history of requisitions and purchase orders.
•
Faster handling of purchase orders – Arizona BuyWays electronically routes
purchase orders to the vendor.
•
On-line catalogs – Arizona BuyWays gives users access to real-time pricing and
inventory.
•
Electronic routing for approvals – Arizona BuyWays notifies approvers by
email when a requisition is pending approval.
Logging into the system
1.
2.
3.
4.
5.

Launch your Web browser.
Using lower case go to:
https://solutions.sciquest.com/arizona
Enter your UA NET ID in the User Name
field.
Enter the default password ‘buyways’ in the
Password field.
Click Go.
Find out more
information on Arizona
BuyWays at the
Procurement &
Contracting Web page:
http://w3.arizona.edu/~p
acs/pacs_home.html
Module 1 – Shopping and Requisition
Basic Navigation on the Home Page
Use the top custom tool bar to:
•
Go to the ‘home’ page
•
Go to ‘my favorites’ list
•
Go to ‘product search’ to look
for product
•
Go to ‘cart’ to start or access a
pending requisition
•
Go to ‘approvals’
•
Go to ‘history’ to view
requisition / order history
•
Go to ‘profile’ to access your
Quick link from the Home Page to:
login information and default
settings
•
•
•
•
Order from your Favorites
Place a Quick Order
Run an Advanced Search
Logout
Module 1 – Shopping and Requisition
Basic Navigation on the Home Page
Other Home Page Functions
•
Organization Message: Administrative Updates,
Current Hosted Vendors and Quick Links to the
Return Form and Web Page.
•
Search For: Allows users to quickly search for
Catalog No. (SKU), Catalog Keyword, CAS No.,
PO No. or PR No.
Module 1 – Shopping and Requisition
Web Catalogs
Web Catalogs or “Punch out” catalogs
• These are online shopping catalogs that
when selected, take the user into the
vendor’s website and online catalog. Two
examples are VWR and Office Depot (see
main pages for these vendors at right).
• All browsing, shopping, real-time
inventory lookup and pricing are done
from the vendor’s website and their
catalog.
• When finished shopping and putting
items into a shopping cart, all the
information is automatically transferred
back to Arizona BuyWays for
requisitioning, approving, and creating a
purchase order.
Module 1 – Shopping and Requisition
Hosted Catalogs
• In cases where vendors do not have their own Web page or online catalog, the
University may work with the vendor to list their products and prices as a Hosted
Catalog.
• Search for an item using Product Description. The search engine cross
references all hosted catalogs at the same time. It is recommended that the ALL
category be selected for optimal search results.
**Note: A list of Hosted Suppliers and a link to the Arizona BuyWays web page are
also located in the “organization message” in the Arizona BuyWays home page.
Module 1 – Shopping and Requisition
Exercise I – Creating a Requisition
1.
Click Carts, Click Create Cart. A blank requisition (cart) has been
created.
2.
Customize the requisition with optional features such as naming the
requisition, adding internal notes, setting a priority level or writing a
description.
3.
Click Add Products, Search Tools to begin product search.
Module 1 – Shopping and Requisition
1.
Exercise II – Shopping a Web Catalog
2.

3.
4.
Select the desired category, for
example, ALL or Office
Supplies / Computer.
Select the desired Punch-out
Merchant, for example, Office
Depot
Search for ‘stapler’, enter the
desired quantity and Add to
Cart.
Any item you selected to add to
your cart will be brought back
into the AZ BuyWays requisition.


Module 1 – Shopping and Requisition
Exercise III – Shopping a Hosted Catalog
1.
2.

3.
4.

Click on ALL or Office Supplies
/ Computer.
Use the Search feature to find
‘book’ using the Office /
Computer Hosted Catalog
Search. **Note: The Hosted
Catalog Search does not
cross-reference the PunchOut Catalogs**
Select item by entering the
desired quantity and clicking Add
to Cart.
Any item you selected to add to
your cart will be entered into the
requisition.
Module 1 – Shopping and Requisition
Exercise IV– Shopping a Hosted Catalog- Stores Inventory
1.
2.
1
2
3.
Click on ALL or Office Supplies
/ Computer.
Use the Search feature to find
‘paper’ using the Office /
Computer Hosted Catalog
Search. **Note: The Hosted
Catalog Search does not
cross-reference the PunchOut Catalogs**
Select item by clicking on the
picture of the box listed jointly
under the ‘quantity’ and ‘add to
cart’ section.
3
Module 1 – Shopping and Requisition
Exercise IV cont.– Shopping a Hosted Catalog- Stores Inventory
7
4
4.
Select the ‘Order
from Inventory’
Tab
5.
Enter desired
quantity
5
6
6.
Click ‘Add to
Current Cart’
7.
Close Window
Module 1 – Shopping and Requisition
Exercise V - Comparing Hosted Products
1.
2.
3.
4.
Use the Search feature to find ‘water’ using the Lab Supplies Hosted Catalog Search.
Choose two or more items by clicking the Select box next to each product.
Choose the Compare option and click GO.
The side-by-side
search results
allow for a quick
product
comparison.
Module 1 – Shopping and Requisition
Levels of Data for Accounting Codes & Shipping Information
User Profile (your default user information)
•Accounting code and shipping default for all requisitions
•Information can be changed at any time in the User Profile screen
Requisition Header (information associated with an entire
requisition)
•Accounting code and shipping information for individual requisition
•Information can be changed at the time a requisition is created
•Information may be changed before or after line items are added to the requisition
Line Item (information associated with a single item within a
requisition)
•Accounting code per line item within a requisition
•Information can be changed at the time a requisition is created
•Information must be entered AFTER line items are added to the requisition
Module 1 – Shopping and Requisition
1.
Click Review
Exercise VI – Reviewing a Requisition
2.
3.
4.
5.
6.
Click on the Edit button in the Shipping section to modify the shipping address
at the header level
To modify the shipping address by line item, click on View/edit by line item
Click on the Edit button in the Accounting Codes section to modify the account
number and object code at the header level
To modify the Accounting codes by line item, click on View/edit by line item
Click on the Edit button in the Internal Notes and Attachments or General
sections to modify at the header level.
Module 1 – Shopping and Requisition
Exercise VII – Modifying the Shipping Address from the Profile
1.
After clicking on the Edit button in the Shipping section, a pop up screen will appear. Select
from your profile values any shipping address from your profile
2.
Update the Room Number and Dept Name if needed.
3.
Click Save
#1
#2
#3
Module 1 – Shopping and Requisition
Exercise VIII – Modifying the Shipping Address from all
University Addresses
1.
After clicking on the Edit button in
the Shipping section, you can select
from any valid University Address
by clicking on From UA Addresses
2.
Enter the name or partial name of a
building or address into the Nick
Name field. Use % signs before
and after to find all addresses
containing the name/partial name.
3.
Click Search
Module 1 – Shopping and Requisition
Exercise VIII – Modifying the Shipping Address from all
University Addresses, cont.

4.
Click Select next to the desired
address
5.
Update Room Number/Dept
Name Information
6.
Click Add to profile to add to
your saved list of address for
future requisitions
7.
Click Save
Module 1 – Shopping and Requisition
Exercise IX – Modifying Accounting Codes
1.
After clicking on the Edit button in the Accounting Codes section, a pop up screen will appear.
2.
Free form enter any Account Number within the Department Number in your profile
3.
Click Save
4.
Select from your profile values any Accounting Codes from your profile
5.
Click Save
#1
OR
#2
Module 1 – Shopping and Requisition
Exercise X – Splitting Accounting Codes
Header: Split by %
only
Line item: Split by %
or amount
1.
After clicking on the Edit button in the Accounting Codes section, a pop up screen will appear.
2.
Click Add Split for additional lines as needed; Click Remove to remove a line of a split
3.
Make changes to Account Number or Object Code fields as needed
4.
Select the percentage of price or quantity for each line item to equal 100%.
5.
Click Save
Module 1 – Shopping and Requisition
Exercise XI – Copying Information to Other Lines
1.
On multi-line requisitions, you can copy the changed accounting/shipping information from one
line item to others.
2.
After updating one line item, the Copy to Other Lines option will appear under the changed
item. Click on this option.
3.
The remaining items will appear in a pop up window. Select the items to be changed by
selecting the checkbox next to the items
4.
Click Copy
**Note** Line items that are coded differently from the requisition header will be flagged
with the message ‘values differ from header’.
Module 1 – Shopping and Requisition
Click the PR Approvals Button
Review Requisition- Approval Workflow
:
Every requisition placed in Arizona BuyWays must go through an approval workflow before
purchase orders are generated and forwarded to the vendors. The approval workflow is
determined by the items purchased following the criteria below:
• Funding Approval – Determined by the FRS Account Number chosen
• Dollar Approval (over $5000) – Each requisition over $5000 is sent to the E-Purchasing team
for forwarding to Fund Accounting. If the requisition contains an individual purchase order which
is over $5000, it will be forwarded to Fund Accounting for approval. If not, the order will be
released.
•Property Management – Each requisition containing object codes 5750, 7600-7799 is
forwarded to Property Management for approval.
Module 1 – Shopping and Requisition
Exercise XII- Submitting a Requisition
Click the Place Order Button to submit Requisition
• The Requisition is created.
• Requisition goes to the Approver(s) shown in the Approval Workflow
• To Return to your order, click on the Requisition No.
Module 2 – Approving
Approvers have the ability to:









Approve a Requisition
Reject a Requisition
Reject Line-Items within a Requisition
Hold their approval
Forward their approval
Modify shipping address and accounting codes
Add Notes or internal attachments
Receive email notification of pending Requisitions they need to approve
Have Quick link on Arizona BuyWays Home page to pending requisitions
Approvers may not add line items to a requisition
Module 2 – Approving
Exercise I- Approving/Rejecting a Requisition
1. Click Approvals
2. Locate the pending requisition you want to review and click on Assign to check it out of the
Approvals folder. Click on the requisition number or view.
3. Click History to read any associated Notes.
4. Select one of the Available Actions to complete the approval process
5. Click GO
 Approve/Complete Step = Approves any nonrejected items on the Requisition
 Return to Shared Folder = Leaves Req in Pending
Status
 Place PR on Hold = Leaves Req in Pending Status,
but identifies approver to the Requisitioner
 Forward to = Passes Approval rights to another
Approver
 Add Notes to History= Allows Approver to add Notes
Module 2 – Approving
Exercise II- Rejecting Line Items Within A Requisition
1. Click Approvals
2. Locate the pending requisition you want to review and click Assign to check it out of the
Approvals folder. Click on requisition number.
3. Click View Details to view the requisition in its entirety including accounting codes.
4. Click History to read any associated Notes.
5. Click the Select button next to the line(s) item to be rejected, click the ‘Reject Selected
Items’ tab and click GO. The item will remain on the Requisition, but show as pending
rejection. *Note* Line items can be un-rejected before the requisition is completed.
6. Select Completed under the Available Actions field to complete the approval process.
Module 2 – Approving
Exercise III Copy a Request
1. Previously approved or
rejected Requisitions can be
copied and added to a new
cart.
2. Go to History, My
Requisitions.
3. Under Available Actions,
select Copy to New Cart
and click GO.
*Note* Requisitions must be
approved or rejected before
they can be copied to a new
cart.
Module 3 – Search Tools and History
Exercise I- Checking the status of a requisition
1.
2.
3.
Click on
History, My
Requisitions
A list of
requisitions will
appear with the
status code
listed.
Click on the
Requisition
Number for
detail.
4.
5.
Click on the
Approval
Status
button within
the
requisition.
The status
screen will
display where
the requisition
is in the
approval
workflow.
Module 3 – Search Tools and History
Exercise II- Viewing the Purchase Orders
1. Click on History, then PR History or PO History
2. Enter the Requisition Number or PO Number for any Approved Requisition.
*Note: ‘H’ must precede a PO number when searching by Purchase Order Number*
•
•
Click on the PO
number or
Requisition
number to view
Select
Purchase order
detail, approval
detail, or
history
information.
Module 3 – Search Tools and History
Exercise III- Order Search
1.
Click on History
2.
A search screen will appear.
Search by PO Number, by
Requisition Number or by
Supplier/SKU by clicking on
the corresponding header tab.
3.
If you know the PO#, Req#,
Supplier or SKU#, populate
the appropriate field and click
the Search box. *Note* ‘H’
must precede a PO number
when searching by Purchase
Order Number*
4.
You may also narrow a search
by clicking the Filter
checkbox.
5.
After clicking this box, the
search may be narrowed by
date range and/or PO status.
Module 3 – Search Tools and History
Exercise III cont.- Order Search
**Note: The Search
date range will
default to current
month
**Click on the ‘Start
Date’ and then the
‘End Date’ calendar
icon the change
the date range of
each search
Module 4 – Returns
Returns
To return an item purchased through the Arizona BuyWays E-Commerce system,
complete a Return Form online at:
http://pacs.arizona.edu/arizona_buyways/applications/returnsd.html
The item(s) will be picked up by Central Receiving and returned for credit to the
appropriate vendor.
Please return items in the original packaging. Most vendors have a 30 day return
policy however technology items are usually only 14 days.
Requesting an Invoice / Purchase Order
The Arizona BuyWays Invoice Request Form
Copies of Requisitions and Purchase Orders are maintained within the Arizona BuyWays EProcurement system to be viewed by each user.
If a department requires additional documentation on an invoice paid, they may fax an
Invoice Request Form to 520/621-1245.
The Arizona BuyWays Invoice Request From is located on E-Forms.
Module 4 – Returns
http://pacs.arizona.edu/arizona_buyways/applications/returnsd.html
Module 5 – My Favorites
‘My Favorites’ allows you to:
•
Save frequently ordered items
•
Create Folders and Sub-Folders
to organize your favorites lists
•
Edit existing folders
•
Move or copy items from one
folder to another
•
Delete items or folders
•
Add items to new requisition
from your favorites list
individually, or in groups
Module 5 – My Favorites
Exercise I– Create Favorites List
1.
Click My Favorites, Edit
Folders
2.
Click the sub-folder icon under
Options for My Favorites to
create a new Folder
3.
Give the folder a name and
click Submit
4.
The new folder appears under
My Favorites
Module 5 – My Favorites
Exercise II– Add Items to Favorites List
Punch-Out or Hosted Items may be added to the Favorites List from a pending
requisition. Hosted Items may also be added to the Favorites List from the Hosted
Catalog Search screen.
Hosted Items will reflect real-time quantity and pricing on the Favorites List. Punch-Out
items will reflect the quantity and pricing at the time they were added to the
Favorites List.
1.
After items are added to a
requisition, Select the items to
add to My Favorites by
checking the box next to each
item
2.
Pull down the menu choice to
Add To Favorites, click GO.
Module 5 – My Favorites
Exercise II– Add Items to Favorites List, Cont.
3.
Select the Folder to place item
4.
Change quantity or give the item a nickname before adding to list
(optional)
5.
Click Submit
6.
Click Close
Module 5 – My Favorites
Exercise III– Add Items to Requisition from Favorites List
1.
Click on My Favorites, Active Folders
2.
Select checkbox next to item or folder
My Favorites List
can also be
accessed on the
Click Add To Current Cart
Arizona BuyWays
Home Page
3.
Punch Out items on the
Favorites List will not
reflect price changes made
by the merchant
Click on My Favorites,
Active Folders
Module 6 – User Profile
Exercise II – Forgotten Password
1.
Click on the question:
‘Forgot your Password?’
2.
As instructed, enter your
user name and email
address
3.
You will then receive an
email with a password
link.
4.
Click on the link and a
question will appear that
you have pre-set in your
profile
5.
When you answer the
question correctly, you will
be prompted to enter a
new password.
*Hint* Be sure to verify your email and Q&A in your user profile in case your password is ever forgotten.
Module 6 – User Profile
User Profile
Your user Profile allows you to:
•
Modify User ID information
•
Modify default ship to information
•
View default Dept number; Modify
FRS account number and object code
•
Reset Password
**Password must be at least six
characters, no more than twelve
(alpha and/or numeric). Password
expires every 90 days.
•
Set a password reminder question
Module 6 – User Profile
Exercise III – Changing your password
1.
2.
3.
4.
5.
Click
Profile.
Click the
Change
Password
button.
Type in old
password.
In the New
Password
field type
your
password.
In the Confirm Password field type your
password.
Click Change Password.
Module 6 – User Profile
Exercise IV– Adding Default Address information
Guidelines for “Ship to” information
1.
2.
3.
4.
5.
6.
Click Profile, click Addresses.
Click Select Address for Profile
Type in a %, then the partial or
complete address, then another
%. Click Search.
Select the Radio Button next to
the correct address and Enter your
Room Number and Department
Name.
Click the default button for your
main address. You may have more
than one address in your profile,
but only one default address which
will be in bold.
Click Save.
%arboretum%
Module 6 – User Profile
Exercise V – Adding default account codes
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Click Profile.
Click Addresses/Accounts
Tab
Click Account
Codes/Object
Codes/Department
Numbers
Click Codes
To update your default FRS
account number, click Edit
button to the right of the
Account Number Field
Click Create New Value and
then Search for a value.
Click the Default box for your
most used FRS Account
Number.
Click Save.
Click Close
Repeat process with Object
Code
Module 6 – User Profile
Exercise VI – Email Preferences
1.
2.
3.
4.
5.
6.
7.
8.
Click Profile
Click the User Settings
Click Email Preferences
Select the email notification you would like to receive
For Requisitioners, E-Purchasing recommends the following email
notifications: PR Line Item Rejected, PR Rejected, PO submitted into
Workflow and PO Workflow Complete.
For Approvers, E-Purchasing recommends the following email notifications:
PR Pending Workflow Approval.
Click Update.
**Note** Email Notification can be turned on and off at anytime by the
User / Approver.
Appendix 1 – Miscellaneous Tips
Unique and Synonymous Terms:
Arizona BuyWays is the unique name given to the University of Arizona’s EProcurement system. The software company for Arizona BuyWays is
SciQuest. The terms Arizona BuyWays, E-Procurement, E-Commerce,
E-Purchasing, On-Line Shopping, Web-Based Shopping, Higher
Markets and SciQuest are all synonymous.
Current Cart is the term used within the Arizona BuyWays system for a requisition
in progress. Each vendor within the system might use different terminology
for the same function. Some examples are Request, Current Cart,
Shopping Basket, Requisition and Current Order. Whichever term is
used, all are means for bringing items from a specific vendor back into the
Arizona BuyWays system to create a requisition and subsequently a purchase
order.
Punch Out catalogs are vendors that maintain their own web pages, while
allowing end users access through Arizona BuyWays. Punch Out catalogs
may also be referred to as On-Line catalogs, Web Catalogs or by the
Vendor name, i.e. Office Depot, VWR, Grainger, etc.
Appendix 1 – Miscellaneous Tips
Browser & Operating System Requirements
Arizona BuyWays
is a browserbased application
with minimum
browser
requirements.
The chart
contains certified
and supported
browsers to be
used to access
Arizona BuyWays
& SciQuest
applications.
Error
*Note to MAC Users: If using the Safari Browser, select ‘allow all
cookies’ to ensure proper functionality of AZBW.
Messages:
Error Messages in Arizona BuyWays will appear in yellow highlight and direct
the user to incomplete or incorrect information.
Appendix 1 – Miscellaneous Tips
Arizona BuyWays – The Whole Picture
Shopping Online
Account Billing:
•
The day a requisition is approved by
the final approver, FRS will expense
the account(s) indicated on the
requisition.
•
Charges that expense in FRS will be
coded with the Purchase Order
number in reference field one.
Reference field two will be coded
“BuyWays”. The description field will
list the vendor name. Additional
charges will also reference the PO
number.
•
Any additional charges added by the
vendor, such as hazardous material
charges, dry ice charges, etc., will be
expensed at the time E-Purchasing
receives the invoice from the vendor.
•
Note: Stores, Xerox and Ikon may
not expense the same day when
using Arizona BuyWays.
Creating a Requisition
Approving through a
custom workflow
Creating Purchase
Orders
Payment through
Account billing
Requisitioning Quick Guide & Checklist
____ 1- Logon to https://solutions.sciquest.com/Arizona
____ 2- Click Carts
____ 3- Click Create Cart
____ 4- Click Add Products
____ 5- Click Product Search, select commodity type under ‘categories’
____ 6- Search for product under Hosted Catalog Search and/or Punch Out Search
____ 7- Add items to cart (requisition)
____ 8- Click Review
____ 9- To Change or Split Defaults:
Click
Click
Click
Click
Edit to modify shipping address
Edit to modify accounting codes
Add Split to split fund
Save to save changes
____ 10- Click Place Order
Approval Quick Guide & Checklist
____ 1- Logon to https://solutions.sciquest.com/Arizona
____ 2- Click Approvals
____ 3- Locate Requisition and Click Assign
____ 4- Click on Requisition Number
____ 5- Click Sub-Tabs under Requisition Tab & History to review
____ 6- Select an Available Action:
Approve/Complete Step = Approves any non-rejected items on the
Requisition
Reject Selected Item = Reject by Line Item
Return to Shared Folder = Leaves Requisition in Pending Status
Place PR on Hold = Leaves Requisition in Pending Status, but identifies
Approver to the Requisitioner
Forward to = Passes Approval rights to another Approver
Add Notes To History = Allows Approver to add Notes
____ 7- Click Go