1 SciQuest iBuy Training Approver Office of the Senior Associate Vice President for Finance

2 Introductions Introduction of Instructor Expectations

3 Agenda iBuy Central –News –Suppliers –Training Overview of iBuy Dashboard/User Profile Approving a Requisition Rejecting a Line Item Returning a Requisition Document Searches Assigning a Substitute

4

5 Agenda iBuy Central Overview of iBuy –What is iBuy? –Benefits –Commodities –Suppliers Dashboard/User Profile Approving a Requisition Rejecting a Line Item Returning a Requisition Document Searches Assigning a Substitute

6 Overview of iBuy What 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

7 Commodities Maintenance, Repair, and Operation items (MRO) Office Supplies Office Furniture Lab Supplies Scientific Supplies Computer Supplies Computer Hardware Catering

8 Suppliers Purchasing 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. (

9 Agenda iBuy Central Overview of iBuy Dashboard/User Profile iBuy Login iBuy Dashboard User Profile –Review Contact Info Approving a Requisition Rejecting Returning a Requisition Document Searches Assigning a Substitute

10 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

11 iBuy Dashboard Purchasing Showcase Suppliers – These are the university’s preferred suppliers Organization 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

12 User Profile The 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

13 User Profile (Cont’d) Click on Profile

14 User Profile (Cont’d) Verify the information listed

15 Agenda iBuy Central Overview of iBuy Dashboard/User Profile Approving a Requisition Rejecting Returning a Requisition Document Searches Assigning a Substitute

16 Approving a Requisition iBuy will not automatically route to the next approver in the workflow hierarchy after four days. iBuy will not automatically reject requisitions after a certain number of days. You are not able to approve a requisition from , you will need to log into iBuy to approve.

17 Approving a Requisition (cont’d) Click on View Approvals Note: If you do not have anything to approve you will not see the View Approvals

18 Approving a Requisition (cont’d) Click on Requisition under Unassigned Approvals

19 Approving a Requisition (cont’d) Find the Requisition you need to approve Click Assign or the check box Click Go

20 Approving a Requisition (cont’d) Click on the PR#

21 Approving a Requisition (cont’d) Note: You can edit the requisition, but most changes are not sent back to the Requestor. Review all required information If you need to make any changes you can select the edit button next to the section

22 Approving a Requisition (cont’d) Once you have made any changes click on the Available Actions Dropdown box and select Approve Complete Click Go

23 Approving a Requisition (cont’d) Once approved the requisition will no longer be in your Assigned Requisitions

24 Agenda iBuy Central Overview of iBuy Dashboard/User Profile Approving a Requisition Rejecting a line item an entire order Returning a Requisition Document Searches Assigning a Substitute

25 Rejecting a Line Item Click on Requisition under Unassigned Approvals

26 Rejecting a Line Item (cont’d) Find the Requisition you need to reject Click Assign or the Checkbox Click Go

27 Rejecting a Line Item (cont’d) Click on the PR#

28 Rejecting a Line Item (cont’d) Note: You can edit the requisition, but most changes are not sent back to the Requestor. However you can add a comment. Review all required information

29 Rejecting a Line Item (cont’d) Click on Available Actions Dropdown Box and select Add Comments Click Go

30 Rejecting a Line Item (cont’d) Select who you would like the comment to go to Add your comment Click Add Comment

31 Rejecting a Line Item (cont’d) Click on Document

32 Rejecting a Line Item (cont’d) Review your comment Click on Requisition

33 Rejecting a Line Item (cont’d) Scroll down to see the line item details

34 Rejecting a Line Item (cont’d) Find the line item (s) you would like to reject Click on the checkbox next to the item(s) Click Go

35 Rejecting a Line Item (cont’d) Enter the reason you are rejecting the item(s) Click on Reject Line Item

36 Rejecting a Line Item (cont’d) Click on Go to Approve/Complete Note: In this scenarios we rejected line item 1 and the rest of the line items were approved.

37 Rejecting an entire order Click on Go Select Reject Requisition

38 Rejecting an entire order Click on Reject Requisition Enter the reason you are rejecting the order

39 Agenda iBuy Central Overview of iBuy Dashboard/User Profile Approving a Requisition Rejecting Returning a Requisition Document Searches Assigning a Substitute

40 Returning a requisition Click on Requisition under Unassigned Approvals

41 Returning a requisition Find the Requisition you need to return Click Assign or the Checkbox Click Go

42 Returning a requisition Click on the PR#

43 Returning a requisition From the drop down, choose Return to Requisitioner Click on Go

44 Returning a requisition Click on Return to Requisitioner Provide a reason for the return

45 Agenda iBuy Central Overview of iBuy Dashboard/User Profile Approving a Requisition Rejecting Returning a Requisition Document Searches Assigning a Substitute

46 Document Searches in iBuy You Can: –Easily find all documents you own or have approved –Find all related documents with one search –Quickly refine searches –Save, Execute, and export saved queries –Schedule repeating reports

47 Document Search – Find all documents Click on document search

48 Document Search – Find all documents Click on my requisitions

49 Document Search – Refine search Use the Refine Search Results to narrow the range of results

50 Document Search – Refine search Review results. Click a requisition number to open the document or the quickview icon for a summary

51 Document Search - Saved queries To save these search terms for later use, click save search

52 Document Search – Saved queries Provide a name for this search. You can also add a description by clicking the blue link. Click Save Choose the folder to add the query. You can add a new folder to your personal list to better sort multiple saved searches.

53 Document Search – Scheduling If this search is based one of the dynamic date rangers (e.g. previous week) it can be scheduled for a recurring export. Click this box to create the schedule.

54 Document Search – Scheduling Select the Export Type. The interval will default based on the limits of the search. Click Save

55 Document Search – Scheduling A confirmation will display confirming your schedule. Click the link to view your saved exports.

56 Document Search – Recurring exports A listing of scheduled exports will appear. To remove, click delete to the right of the saved query. To view downloaded exports, click the tab to the left of Recurring Exports. To view saved searches or to return to the main search screen, click the blue tabs.

57 Document Search – Recurring exports On the saved searches tab you can review and manage all previously saved searches. To add a shortcut on the main search screen, click the Add Shortcut button.

58 Document Search – Recurring exports You can now instantly review the same search just by clicking on the name. You can also one-click the search by using the link to the right of each shortcut.

59 Agenda iBuy Central Overview of iBuy Dashboard/User Profile Approving a Requisition Rejecting Returning a Requisition Document Searches Assigning a Substitute

60 Assigning A Substitute If you will not be able to perform approvals for an extended period of time, please follow the process for substitutions in EAS. These will carry over to iBuy the next day.

61 Agenda iBuy Central Overview of iBuy Dashboard/User Profile Approving a Requisition Rejecting a Line Item Returning a Requisition Document Searches Assigning a Substitute

62 iBuy Central (

:30 AM – 5PM Standard Business Days

64 Help For any inquiries please submit a HelpDesk ticket. Please use the category of iBuy.

65 Any Questions?