Catalog Orders Welcome! We will begin promptly at 9 a.m. Make - - PowerPoint PPT Presentation

Catalog Orders

• Welcome! We will begin promptly at 9 a.m.
• Make sure your first and last name displays in the “Participant” list so we

can mark your attendance.

• Training materials: https://go.iu.edu/buyhandouts
• BUY.IU training site: https://trn.one.iu.edu
• Click on the “BUY.IU TUIT” task tile.

Catalog Orders

INDIANA UNIVERSITY

Office of Procurement Services

Agenda

• Purchasing review.
• Catalog orders.
• Break
• Activity 1
• Favorites.
• Cart management.
• Activity 2
• Wrap-up.

Learning Objectives

• Access a supplier website, such as CDW-G, to place orders.
• Locate punchout dashboards and set a new home page.
• Split Requisition funding across multiple sub-accounts.
• Save frequently purchased items as favorites.
• Save drafts, copy and cancel orders.

Purchasing review

Who can make purchases in BUY.IU?

Individuals with the Requestor role which include:

• Full-time staff
• Part-time staff
• Faculty
• Employed students

Affiliates and students have the Shopper role. Can build orders but cannot place orders.

Describe the different methods used to procure goods or services at IU.

Hosted or Punchout Catalog

First choice

Check Request Form

Second choice

Non-Catalog Order

Third choice

Procurement Card (P-Card)

Fourth choice*

*P-Card may be preferred for hospitality purchases – consult your campus.

What is a dashboard?

• Interface comprised of widgets which update in real-time upon login.
• Built using BUY.IU apps and saved searches.
• Customizable by user.

What rules must be followed when creating a Shopping Cart?

• Cannot combine multiple suppliers in the same cart.
• The cart is used to build an order which will be sent to a supplier.
• Cannot combine Catalog and Non-Catalog orders with Check Request

forms.

• Catalog/Non-Catalog orders and Check Requests route differently, thus they

cannot be combined.

What is a Requisition?

• Document used to request items for purchase.
• Collects additional order details such as shipping address, funding

information, and special payment instructions.

• Tied to the Shopping Cart.

Catalog Orders

Catalog options

Hosted

• A listing of items provided by the

supplier which is accessible in BUY.IU.

• Item details dependent on

information provided by supplier.

• Does not require visiting supplier

site to purchase.

Catalog options

Punchout

• Shortcut to supplier site which

contains IU-negotiated pricing for items.

• Offers additional item details,

including images.

• Order built on supplier punchout

site and returned to BUY.IU.

Restricted items

• Punchouts contain items marked as “restricted.”

– Restricted items represent items not included in supplier contract.

• Contact Purchasing and request ability to purchase.
• Purchasing may unrestrict item or refer you to a preferred supplier.

– If unrestricted, may purchase through supplier punchout.

Make sure you’re logged into TRN! https://trn.one.iu.edu “BUY.IU TUIT” task tile

Demo: dashboards and punchout order

Break

Activity 1

Submit a punchout order

Activity 1

You work in the Kelley School of Business in their tech support team. You need to order several items for a group within the school. Order three, 15- foot, ethernet cables and one Microsoft surface docking station from CDW-G. Pay for the items using account 1036200, subaccount DEV, and object code 5215.

Favorites

Favorites in BUY.IU

• Save frequently purchased items, both catalog and non-catalog.
• Save frequently used Check Request forms.
• Share favorite lists with users in your department.
• Build as many lists as you like!

Add from search

Add from cart

Add a Check Request

Add directly to list

Cart management

Create draft cart

• Use cart contains multiple suppliers.
• In Shopping Cart, select items then choose “Move to Another Cart” from

action menu.

• Create new draft or combine with another draft.

– Moves items and copies Requisition information. – Does not save Cart Name.

• Available in Draft Carts tab of View Carts page.

Assign cart

• Use to save a draft for later.
• In Shopping Cart or Requisition, click “Assign Cart” button and assign to

yourself.

• Saves Requisition details and Cart Name.
• Available in Draft Carts tab of View Carts page.

Copy an order

• Locate the Requisition.
• Choose “Copy to New Cart” from Document Actions menu.
• BUY.IU copies Requisition to new cart, excluding attachments, comments,

and discounts.

– This process also copies a Check Request attached to a Requisition. – Copied Requisition has completed fields – be sure to review prior to submission! – Original document referenced in History.

Cancel an order

• Available on submitted Requisitions which have not been approved by the

FO Approval workflow stop.

• Navigate to the Requisition you wish to cancel.

– Select “Withdraw Entire Requisition” from Document Actions menu. – Log Comment describing why document is being cancelled.

• Cancelled document available in “View My Orders (Last 90 Days)” of

Shopping module.

Activity 2

Copy and submit an order

Activity 2

You work in the Kelley School of Business in their tech support team. You’re contacted and asked to order three more 15-foot ethernet cables for the DEV subaccount and another Microsoft surface docking station, this time for subaccount CEWIT. Locate the order you placed in Activity 1. Copy the order to a new Cart and update the funding associated with the docking station to reflect the appropriate subaccount.

Wrap-up

Next steps:

• Review your reference guide.
• Visit the BUY.IU resource page: https://go.iu.edu/buyiu.
• Subscribe to the BUY.IU news list.
• Submit questions or issues using the BUY.IU Support Form.
• Sign up for additional training.

Additional training

Getting Started in BUY.IU Catalog Orders Receiving and Accounts Payable Non-Catalog Orders Check Requests

Training evaluation

How was the session? Let us know! Complete our anonymous survey (1-2 minutes) https://go.iu.edu/eval