Miami Buyway – An Overview September 20, 2010

Intro Miami Buyway is a virtual warehouse of vendor catalogs and a requisition/order system Users can quickly and easily search for needed items, compare products, add items to an electronic shopping cart, identify and manage “favorites” to facilitate re-ordering of commonly needed products, and even purchase from non-catalog vendors Miami Buyway also offers a comprehensive workflow tool for electronic approvals

Topics Covered The following presentation provides detailed information on how Miami Buyway works in terms of: – Roles – Catalogs and Vendors – Approval Process – Banner Integration

Roles Each user in Miami Buyway has specific roles that define what the user is able to do in the system – Requestor – Can do everything necessary to create a requisition, submit it for approval, and enter a receipt – Approver – Can approve, reject, edit, return, or forward requisition within their approval queue – Buyer – Have Approver capability, can place or change a purchase order, and can convert requisitions into bid events – Accounts Payable – Can enter, approve, reject, and edit an invoice for payment – System Administrator – Can configure system features and parameters

Types of Catalogs Hosted – Hosted vendors are so classified because their catalogs reside within Miami Buyway. Static lists of items and prices are loaded to Miami Buyway at pre-determined intervals. This effort is coordinated among SciQuest, the vendor, and the Purchasing Department. Punchout – To access the items and prices of punchout vendors, Miami Buyway users navigate (punchout) from Miami Buyway to the vendor website, where shopping occurs. When the user is done shopping, s/he clicks “checkout” on the vendor site and is returned to Miami Buyway, where her/his selected items populate the Miami Buyway shopping cart.

Adding Vendor Catalogs The Purchasing Department will monitor Miami Buyway, Banner, and P-Card transactions to identify vendors that potentially should be added to Miami Buyway as a catalog. New vendors may be added as either hosted or punch-out depending on the nature of their products/services, the vendors’ technological sophistication, and which model better serves the University’s needs. Miami Buyway users are encouraged to submit ideas to purchasing for additional vendors, as well. All potential vendors will be evaluated on several criteria, including: – volume of spend – volume of transactions – and the number of departments/units ordering from the vendor

Approval Process Complete Requisition Banner PO Posting PO to Vendor Departmental Approvals Based on financial levels Special Approvals (if applicable) Ex. HS&E, Grants, or IT Purchasing Approvals (if applicable) Ex. Catalog orders > $5,000, bid requests, sole source, etc. Banner Validation Valid Index, Fund, Org, and Program

Banner Integration Miami Buyway integrates with Banner, which remains the University’s financial system of records – PO Numbers – Purchase orders numbers in Miami Buyway are generated in Banner. – Accounting Codes – Miami Buyway users can enter full FOAPALs or Index codes to allocate purchase costs. The codes available in Miami Buyway will be synchronized with and validated against those available in Banner. – Encumbrances – Purchase orders created in Miami Buyway encumber the selected funds in Banner. Requisitions will no longer create an encumbrance in Banner. – Payments – Accounts Payable uses Buyway to process all payments against purchase orders created in Miami Buyway and to process all Direct Pay requests. – Financial Reports – Encumbrances and payments based on Miami Buyway purchase orders appear in the standard financial reports generated out of Banner. – Ship To Addresses – Must be established in Banner to be used in Miami Buyway. – Vendors – A vendor must be established as an e-procurement vendor in Banner to be used in Miami Buyway. If you cannot find the vendor you are searching for when searching on a non-catalog form, you need to submit a vendor set-up request (form) through Buyway. – Commodity Code – For catalog items, Miami Buyway automatically provides commodity codes to your shopping cart. For non-catalog items, users need to select the appropriate commodity code from the Commodity Codes list in Buyway. A cross reference to Banner account codes has been provided on the purchasing website as a guideline. Please note, commodity codes and Banner account codes are not the same.