1 sciquest ibuy training approver office of the senior associate vice president for finance
Post on 11-Jan-2016
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SciQuest
iBuy Training Approver
Office of the Senior Associate Vice President
for Finance
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Introductions
• Introduction of Instructor
• Expectations
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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
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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
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Overview of iBuyWhat 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
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Commodities• Maintenance, Repair, and Operation items (MRO) • Office Supplies• Office Furniture • Lab Supplies• Scientific Supplies• Computer Supplies• Computer Hardware• Catering
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SuppliersPurchasing 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. (http://ibuycentral.gwu.edu)
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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
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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
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iBuy Dashboard
Purchasing Showcase Suppliers – These are the university’s preferred
suppliersOrganization 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
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User ProfileThe 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
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User Profile (Cont’d)Click on Profile
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User Profile (Cont’d)
Verify the information listed
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Agenda iBuy Central Overview of iBuy Dashboard/User Profile• Approving a Requisition• Rejecting• Returning a Requisition• Document Searches• Assigning a Substitute
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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 email, you
will need to log into iBuy to approve.
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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
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Approving a Requisition (cont’d)
Click on Requisition under Unassigned Approvals
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Approving a Requisition (cont’d)
Find the Requisition you need to approve
Click Assign or the check box
Click Go
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Approving a Requisition (cont’d)
Click on the PR#
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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
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Approving a Requisition (cont’d)
Once you have made any changes click on the Available Actions Dropdown box and
select Approve Complete
Click Go
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Approving a Requisition (cont’d)
Once approved the requisition will no longer be in your
Assigned Requisitions
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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
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Rejecting a Line Item
Click on Requisition under Unassigned Approvals
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Rejecting a Line Item (cont’d)
Find the Requisition you need to reject Click Assign or the
Checkbox
Click Go
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Rejecting a Line Item (cont’d)
Click on the PR#
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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
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Rejecting a Line Item (cont’d)
Click on Available Actions Dropdown Box
and select Add Comments Click Go
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Rejecting a Line Item (cont’d)
Select who you would
like the comment to
go toAdd your comment
Click Add Comment
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Rejecting a Line Item (cont’d)
Click on Document
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Rejecting a Line Item (cont’d)
Review your comment
Click on Requisition
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Rejecting a Line Item (cont’d)
Scroll down to see the line
item details
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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
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Rejecting a Line Item (cont’d)
Enter the reason you are rejecting the
item(s)
Click on Reject Line Item
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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.
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Rejecting an entire order
Click on GoSelect Reject Requisition
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Rejecting an entire order
Click on Reject Requisition
Enter the reason you are rejecting the
order
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Agenda iBuy Central Overview of iBuy Dashboard/User Profile Approving a Requisition Rejecting• Returning a Requisition• Document Searches• Assigning a Substitute
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Returning a requisition
Click on Requisition under Unassigned Approvals
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Returning a requisition
Find the Requisition you need to return Click Assign or the
Checkbox
Click Go
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Returning a requisition
Click on the PR#
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Returning a requisition
From the drop down, choose Return to
Requisitioner
Click on Go
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Returning a requisition
Click on Return to Requisitioner
Provide a reason for the return
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Agenda iBuy Central Overview of iBuy Dashboard/User Profile Approving a Requisition Rejecting Returning a Requisition• Document Searches• Assigning a Substitute
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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
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Document Search – Find all documents
Click on document search
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Document Search – Find all documents
Click on my requisitions
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Document Search – Refine search
Use the Refine Search Results to
narrow the range of results
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Document Search – Refine search
Review results. Click a requisition
number to open the document or the
quickview icon for a summary
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Document Search - Saved queries
To save these search terms for
later use, click save search
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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.
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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.
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Document Search – Scheduling
Select the Export Type. The interval will default based on the
limits of the search.
Click Save
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Document Search – Scheduling
A confirmation will display confirming your schedule.
Click the link to view your saved exports.
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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.
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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.
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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.
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Agenda iBuy Central Overview of iBuy Dashboard/User Profile Approving a Requisition Rejecting Returning a Requisition Document Searches• Assigning a Substitute
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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.
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Agenda iBuy Central Overview of iBuy Dashboard/User Profile Approving a Requisition Rejecting a Line Item Returning a Requisition Document Searches Assigning a Substitute
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6-4477
8:30 AM – 5PM Standard Business
Days
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HelpFor any inquiries please submit a HelpDesk ticket. Please
use the category of iBuy. https://my.gwu.edu/login/?tourl=/mod/helpdesk/
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Any Questions?
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