Holly Hooper & Sarah ChavezTraining & Communication SpecialistsVPCFO Training & Communications

All About Catalog Orders

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Agenda• Catalog Orders 101

• Catalog order demonstration & order tracking

• Multiple shipping address and line item funding

• Quick Tips

• Resources

• Question & Answer

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Learning Objectives• Locate BUY.IU dashboards containing catalog suppliers.

• Build an order in Guy Brown, a punchout catalog supplier.

• Complete and submit a requisition document containing catalog items.

• Update an order’s shipping address and funding information at the line item level.

• Track an order using the document workflow.

Catalog Order 101

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What is a catalog order?• Catalog Supplier: Supplier has a contract/relationship with IU

and IU has requested a hosted or punchout catalog setup.

• Hosted vs. Punchout Catalog:

– Hosted supplier shopping stays in BUY.IU.

– Punchout takes you to the supplier’s website where you browse products and add them to your cart. Product availability is shown in real time.

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Why Use a Catalog Order?1. Faster processing: No Purchasing review required until higher thresholds

are met ($15k/order). Many items ship the same day as the PO is sent.

2. Buying with confidence: Suppliers are vetted for quality and service. If something goes wrong they are held accountable due to contract.

3. Accurate invoicing: Invoices are submitted via electronic file. Fewer invoicing errors which means less work for you (and AP!).

Ultimately, purchasing through catalogs ensures better stewardship of IU’s funds and strengthens IU’s buying power.

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When is a Catalog Order Appropriate?• Whenever possible! The more often catalog suppliers are

used, the more power we have when negotiating contracts.

• Always see if the item you need is available through a catalog supplier first.

• If it is, a catalog order should be used, even if you find the item cheaper on outside website (i.e. Amazon).

Catalog order demonstration

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Select “IU Punchout Shopping”.

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Let’s place an order with Guy Brown.

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Search for product on supplier’s website.

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Products auto populate based on user history. Click

the magnifying glass to search.

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On Contract = discount pricing!

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Update quantities and click ‘Add’ to add items to your

cart.

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Review and click Submit Order to return to BUY.IU.

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Order summary pane on right-

hand side.

Order detail pane on left-hand side.

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Cart auto-saves when you tab out of a field.

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Modify Items returns you to the supplier’s website so your cart can

be edited.

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Click the three dots (…) to

remove a line item.

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Ship To represents where the ordered items will be sent.

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SOP-PURCH-23 – How to Ship to a Non IU

Address

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Click ‘Add to my addresses’ to save

the address to your BUY.IU user

profile.

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Click the + icon to split

funding.

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Click the magnifying glass in the object

code field to search for an object code by

keyword.

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Be sure to check

applicable boxes if you answer ‘yes’!

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One last step! Check your

workflow to verify your order will not

be returned

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The workflow is dynamic and

updates as you complete your

requisition. Double check prior to submission for missed steps!

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Workflow stop name Trigger

Compliance Return Compliance Section incomplete.

Location of Services Return Service object code used and Tax Information Section incomplete.

Object Code Return Unallowable object code used.

Watch out for these workflow stops

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Track your order using the workflow. The current workflow

stop will show as Active.

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Remember: Use the Comments section to

communicate with approvers.

Shipping to Multiple Addresses & Using Multiple Funding Accounts

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BUY.IU will remember the last Filter View used and keep it as

default until you change it.

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Information entered at the line item level overrides that at the header

level

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Enter in the shippingaddress and be sure to update the ATTN and

Room# fields if applicable.

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Quick Tips

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What else do I need to know to become a catalog order jedi?

• Shipment and/or delivery notifications are not available in BUY.IU. Contact the supplier directly with questions regarding your order.

• These orders are processed quickly! If a change needs to be made (i.e. shipping address correction), contact the supplier directly as soon as possible.

• On the punchout site, double check your cart to see if there are order minimums for free shipping. Save those $$!

Pop Quiz!

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Question 1• Dwight Schrute, one of your departmental employees, has asked for a new

stapler since his previous one is stuck in a Jell-O mold. You found one in Guy Brown’s punchout catalog for $23.22, but know the same stapler is $19.99 on Amazon’s website. What do you do?

A. Order the stapler on Amazon since it’s cheaper.

B. Tell Dwight to buy his own stapler and then be reimbursed.

C. Purchase the stapler via the Guy Brown punchout catalog despite the price difference.

D. Tell Dwight his stapler is fine and just needs a good wash.

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Question 2• True or false: Shipping and delivery notifications are available on the

BUY.IU purchase order (PO).

A. True

B. False

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Resource recap• SOP-PURCH-23: How to Ship to a Non-

IU Address

• Save an address to your BUY.IU User Profile

• Locate Catalog Punchouts

• Set a Dashboard as your BUY.IU homepage

• Split Funding by Amount or Line Item guide

• Save a Draft Requisition guide

• Completing the Tax Information Section

• Comments in BUY.IU guide

• Checking the Status of a Payment

• Purchasing, P-Card, AP, and SDM support form

• Training team email: estc@iu.edu

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Office Hours• Attend via Zoom, come and go as you please.

• Bring questions related to the BUY.IU interface update, processes covered in these webinars, whatever!

• A member of the VPCFO Training & Communications Team will address your question.

• Sign up on our events calendar.

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Let us know how we did• Complete a two-minute Qualtrics survey.

• Feedback is anonymous (and very appreciated)!

• Link to the evaluation is in the chat or available here: https://go.iu.edu/44Gt

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Question & Answer