all about catalog orders
TRANSCRIPT
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.
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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).
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Products auto populate based on user history. Click
the magnifying glass to search.
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SOP-PURCH-23 – How to Ship to a Non IU
Address
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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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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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BUY.IU will remember the last Filter View used and keep it as
default until you change it.
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Enter in the shippingaddress and be sure to update the ATTN and
Room# fields if applicable.
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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 $$!
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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: [email protected]
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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