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1
SciQuest
Office of the Senior Associate Vice President
for Finance
iBuy Training Shopper
2
Introductions
• Introduction of Instructor
• Expectations
3
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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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 iBuyWhat 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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SuppliersPurchasing Showcase – GW’s Preferred Suppliers
iBuy’s numerous 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
Purchasing Showcase Suppliers – These are the university’s preferred
suppliersOrganization Message – this area is used for
communication, quick links, etc…
Action Items - This is where to find pending and approved carts
Text Font Size – This feature will toggle font sizes from small to large for the
entire application
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User ProfileThe 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 (Cont’d)Click on Profile
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User Profile (Cont’d)
Verify the information listed
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Shipping Address (cont’d)
Click on Purchasing
Next Click on
Addresses
Select Address for Profile
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Shipping Address (cont’d)
Click SearchSearch for your address
and then click Search
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Shipping Address (cont’d)
Select the radio button
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Shipping Address (cont’d)
Provide a room/dept
If this is your default select “Default”
You can add as many addresses as you would like but only one default
Click Save
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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 AssigneeClick on Profile
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Adding a Cart Assignee (cont’d)
Click on Purchasing
Click on Cart Assignees
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Adding a Cart Assignee (cont’d)
Add Assignees
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Adding a Cart Assignee (cont’d)
Enter the Assignee’s name
Click Search
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Adding a Cart Assignee (cont’d)
Choose Selected User
Click on the radio button next to the
name
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Adding a Cart Assignee (cont’d)
Select your preferred assignee by clicking on the
radio button
Note: You may have more than one assignee but only one
preferred
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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
Type in a description, part number or supplier
Click “Go”
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Catalog Search - Advanced
Click “advanced search”
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Catalog Search - Advanced
Provide the specific information available
Click “Search”
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Catalog Search - Results
Review your results
Some results will show “Order from Supplier”
Others will have pricing and quantities
Clicking a part number will search all catalogs
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Catalog Search – Part # Link
Items can be reviewed and ordered
Part being searched is displayed here
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Catalog Search – Using Filters
This icon will open a checklist for each category
This area can be used to filter and refine your search
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Catalog Search – Using Filters
Click “Filter”
Make your selections using the check box
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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 - BenefitsPunch-out Catalogs - are catalogs of products with GW prices where
users will punch-out to the vendor’s 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 - NavigationThis 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 (cont’d)
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
Add Cart Name
Click Update
When your shopping is complete, Click
Proceed to Checkout to review your cart’s details,
or click Assign Cart
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Punch-out Cart (cont'd)
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.
Click Final Review
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Punch-out Cart (cont'd)
Click on Edit
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.
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Punch-out Cart (cont'd)
Note: If you know your accounting information (Alias and Account) please add this under Internal
comments
Please add any internal comments or attachments here
and click save
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Punch-out Cart (cont'd)
Click on Assign Cart
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Punch-out Cart (cont'd)
Click Assign
Your default requestor will appear, or you can Select from profile
values
(Optional) Add any notes to your requestor
50
Punch-out Cart (cont'd)
Confirmation of your cart
51
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
52
Hosted Catalog - BenefitsHosted 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 (cont’d)
Find your item and add the correct quantity
Click on Add to Cart
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Hosted Catalog Cart (cont’d)
Your items have been added to the cart
Your cart has been updated. Click on the cart to review your
cart
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Hosted Catalog Cart (cont’d)
Add Cart Name
Click Update
When your shopping is complete, Click
Proceed to Checkout to review your cart’s details,
or click Assign Cart
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Hosted Catalog Cart (cont'd)
Click Assign
Your default requestor will appear, or you can Select from profile
values
(Optional) Add any notes to your requestor
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Hosted Catalog Cart (cont'd)
Confirmation of your cart
59
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
60
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. This usually requires a quote from the supplier to be processed.
• If the requisition does not include a quote, you may be asked to provide one to complete processing of the order before a PO is created.
• This type of item should be used only when the supplier’s punch-out does not provide a quoting process or when the supplier is a hosted catalog and a quote was generated with special pricing.
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Non-Catalog Cart
Click on Non-Catalog Item
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Non-Catalog Cart (cont’d)
Type a supplier’s name
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Non-Catalog Cart (cont'd)
Click the Supplier or press Enter
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Non-Catalog- Example
Fill out item details as they appear on the
quote.
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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)
Add Cart Name
Click Update
When your shopping is complete, Click
Proceed to Checkout to review your cart’s details,
or click Assign Cart
Remember to attach the quote to the
Internal Notes and Attachments Section during the checkout
process
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Non-Catalog Cart (cont'd)
Click Assign
Your default requestor will appear, or you can Select from profile
values
(Optional) Add any notes to your requestor
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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 “carts”
In the “My Drafts Assigned to Others” section, find the cart that needs to be unassigned
Click “draft carts”
Click “Unassign”
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Unassigning & Deleting Carts
Click “carts”
In the “My Drafts” section, find the cart that needs to be
deleted
Click “draft carts”
Click “Delete”
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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 (cont’d)
Click on Pending under Requisitions
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Withdrawing a Cart (cont’d)
Find the cart you would like to withdraw
Click on the number
Note: If your cart has been approved you will
not be able to withdrawal. You will need to contact the assigned requestor.
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Withdrawing a Cart (cont’d)
Click on the dropdown box under Available Actions and select Withdraw Entire Requisition
Click Go
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Withdrawing a Cart (cont’d)
Enter a reason for withdrawing your cart and click on Withdraw
Entire Requisition
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Withdrawing a Cart (cont’d)
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 GW’s 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)
Find your Purchase Order
Click on the PO Number
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Receiving (cont'd)
Select the drop box and find Create Quantity Receipt
Then click Go
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Receiving (cont'd)
If your order was received in full, all that is needed is to click
complete. All other values should be filled in automatically.
Click Complete
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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
90
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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6-4477
8:30 AM – 5PM Standard Business
Days
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HelpFor 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?
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