buyways requisitioning created on 9/26/2014 4:18:00 pm phoenix buyways... · create a cart • fill...

BUYWAYS Requisitioning

Created on 9/26/2014 4:18:00 PM

Training Guide BUYWAYS Requisitioning

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Table of Contents BUYWAYS Requisitioning .............................................................................................. 1

Requisitioner Basics ................................................................................................................... 1 Creating Your Own Cart ........................................................................................................................ 1 Creating Your Own Cart (Phoenix) ....................................................................................................... 4 Finding and Viewing an Assigned Cart ................................................................................................. 9 Finding and Viewing an Assigned Cart (Phoenix) ............................................................................... 15 Filling a Requisition Request ............................................................................................................... 22 Filling a Requisition Request (Phoenix) .............................................................................................. 43 Completing a Cart Assigned to You .................................................................................................... 74 Return Cart to the Shopper ................................................................................................................... 84 Ordering and Completing Non-Catalog Items ..................................................................................... 86

Acting on an Assigned Cart ................................................................................................... 103 Assigning a Substitute Requestioner .................................................................................................. 103 Change Order Request ....................................................................................................................... 108 Editing Cart Items .............................................................................................................................. 117 Assigning Budget Information ........................................................................................................... 121 Spilt Funding a Requisition ................................................................................................................ 127 Viewing Cart Approvals .................................................................................................................... 135 Acting on a Returned Requisition ...................................................................................................... 140 Entering Shipping Information .......................................................................................................... 149 Populating Line Item Details ............................................................................................................. 154 Searching for Documents ................................................................................................................... 163 Viewing Document History ............................................................................................................... 177 Creating a Budget Override ............................................................................................................... 181


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BUYWAYS Requisitioning

Requisitioner Basics This section describes UMass BuyWays Requisitioner basics. Upon completion of this topic, you will be able to:

• Create a cart • Fill a requisition request • Find and view assigned carts • Complete a cart assigned to you • Return a cart to the shopper • Order and complete a non-catalog order.

Creating Your Own Cart You can create a new shopping cart on the draft carts. The draft cart is given a default name upon creation. You can change the default name to a more descriptive name, if desired. Upon completion of this topic, you will be able to:

• Create a cart • Rename a cart

Procedure Consider this scenario: Your goal is to create a shopping cart. Key Information: Shopping Cart Name: Computers 2013-02-02

Step Action 1. The "active" shopping cart is always displayed in the upper right hand corner of the

BuyWays home/shop page. A cart is automatically given a unique name based on the user name and the date it is created. It also shows the number of items in your cart and the dollar amount. In this case, a draft cart has not been created yet.


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Step Action 2. To create a new shopping cart,

Click the carts link.


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Step Action 3. The Active cart information displays.

The Active cart is the cart in which items will currently be added to. Click the draft carts link.

4. You can use the draft carts page to view all of your draft shopping carts.

Draft carts are carts that have been created, but have not either been assigned to a Requisitioner or sent for Approval(s).

5. Click the Create Cart button.

6. This cart has been given a default name. You can change the name to make it more descriptive of the purchase if you wish.

Step Action 7. Enter the desired information into the Name this cart: field.

Enter "Computers 2013-02-02".

8. Click the Update button.

9. The renamed cart is now displayed as the "active" cart in the upper right hand corner.


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Step Action 10. To begin adding items to your cart, you will either click the Add Non-Catalog

Item - if shopping for non-catalog goods or services, or click Punch-out shopping and use the Continue Shopping link. For this example, we will shop for a Punch-out item. Click the Continue Shopping link.

11. Congratulations! You have successfully created a shopping cart.

End of Procedure.

Creating Your Own Cart (Phoenix) Procedure Consider this scenario: Your goal is to create a new shopping cart.


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Step Action 1. The "active" shopping cart is always displayed in the upper right hand corner of the

BuyWays home/shop page. A cart is automatically given a unique name based on the user name and the date it is created. It also shows the number of items in your cart and the dollar amount.

2. To create a new cart, begin by clicking the Shop menu.

Step Action 3. Click the My Carts and Orders link.


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Step Action 4. Click the View Draft Shopping Carts link.


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Step Action 5. Use the Shopping Cart - Drafts page to view all of your draft shopping carts.

Draft carts are carts that have been created, but have not been assigned to a Requisitioner or sent for Approval(s).

6. Click the Create Cart button.

Step Action 7. This cart has been given a default name. You can change the name to make it more

descriptive of the purchase if you wish.


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Step Action 8. Enter the desired information into the Name this cart field.

Enter "Supplies 2013-12-18".

9. Click the Update button.


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Step Action 10. The renamed cart is now displayed as the "active" cart in the upper right hand

corner. 11. To begin adding items to your cart, click the Click here to start shopping link.

Step Action 12. You are returned to the Home/Shop page where you can begin shopping. 13. Congratulations! You have successfully created your own cart.

End of Procedure.

Finding and Viewing an Assigned Cart You'll receive an e-mail notification when a cart is assigned to you. Once you log into UMass BuyWays, you can easily find any carts assigned to you under the Drafts Assigned to Me section on the draft carts page. When you access a cart, you can view key information such as Product Details and Supplier Info. Upon completion of this topic, you will be able to:

• Find a cart that has been assigned to you • Review all key information within the cart

Procedure


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Consider the scenario: Your goal is to find and review a shopping cart that has been assigned to the Requisitioner. Key information: Shopping Cart Name: 2013-02-03 Laptops Product Description: Latitude 2120; Latitude 2120

Step Action 1. As a Requisitioner, by default, you will receive an email notification that a cart has

been assigned to you and needs to be reviewed, completed, and submitted to an Approver. Once located and accessed, the Requisitioner is able to edit any of the information in the cart and can choose to return the cart to the Shopper to have them make changes.

Step Action 2. To find carts needing your review,

Click the home/shop tab.

3. In the Action Items box,

Click the Approvals link.


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Step Action 4. Under the My Assigned Approvals,

Click the Carts Assigned to me (4) link.

5. Carts assigned to you for review, completion, and submittal are located in the Drafts

Assigned To Me section of this screen view.


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Step Action 6. To view items in a cart,

Click the Shopping Cart Name link.

7. This screen view, provides line item detail information.

You also are given access back to the Order in the Punch-out catalog from which the product was purchased. Including vendor and production description of each line.

Step Action 8. For example, in the Product Description section of the requisition,

Click the Latitude 2120;Latitude 2120 link.


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Step Action 9. The Product Details overlay window opens, providing both Product and Supplier

Details information. When review of the item is completed, Click the Close button.


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Step Action 10. You can access and view additional information about the supplying vendor.

Click the more info... link.

Step Action 11. The Supplier Info overlay screen appears. This screen page provides Vendor and

Contracts information. After reviewing this information, Click the Close button.


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Step Action 12. To view the Punch-out catalog Order for the item/s in the cart,

Click the VIEW ITEMS link.

13. When you have completed your review of the Order,

Click the Cancel Punch-out button.

14. You are returned to the draft carts screen.


15. Congratulations! You have successfully found, accessed, and reviewed an assigned

cart. End of Procedure.

Finding and Viewing an Assigned Cart (Phoenix) You'll receive an e-mail or notification when a cart is assigned to you. When you access a cart, you can view key information such as Product Details and Supplier Info. Upon completion of this topic, you will be able to:

• Find a cart that has been assigned to you • Review all key information within the cart

Procedure


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Consider the scenario: Your goal is to find and review a shopping cart that has been assigned to the Requisitioner.

Step Action 1. To find carts needing your review, click the Action Items link.


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Step Action 2. Click the Carts Assigned To Me link.


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Step Action 3. Carts assigned to you for review, completion, and submittal are located in the Drafts

Assigned To Me section of this screen view. 4. To view items in the cart,

click the Shopping Cart Name link.

Step Action 5. This screen view, provides line item detail information.

You also are given access back to the Order in the Punch-out catalog from which the product was purchased. Including vendor and production description of each line.

6. For example, in the Product Description section of the requisition, click the Blinding White Copy Paper link.


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Step Action 7. The Product Details overlay window opens, providing both Product and Supplier

Details information. When review of the item is completed, click the Close button.


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Step Action

8. You can access and view additional information about the supplying vendor. Click the more info... link.

Step Action 9. The Supplier Info overlay screen appears. This screen page provides Vendor and

Contracts information. After reviewing this information, click the Close button.


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Step Action 10. To view the Punch-out catalog Order for the item/s in the cart,

click the VIEW ITEMS link.


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Step Action 11. When you have completed your review of the order,

click the Cancel Punch-out button.

Step Action 12. You are returned to the draft carts screen.

Click the Home menu.

13. Congratulations! You have successfully found, accessed, and reviewed an assigned

cart. End of Procedure.

Filling a Requisition Request Upon completion of this topic you will be able to fulfill requisition requests for Catalog and Non Catalog orders.

Procedure Consider this Scenario: You have been asked to create two requisitions, one for office supplies and the other for some IT Consulting Services.


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Step Action 1. You want to order some paper from W.B. Mason.

Click the WB MASON CO INC button.


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Step Action 2. If a vendor site presents you with a security question, select N0.

Click the No button.

or Press [Alt+N].

Step Action 3. Click the Paper link.

4. Enter the desired information into the Qty field. Enter "20". 5. Click the Add to Cart link.

6. Click the Checkout link.


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Step Action 7. You are brought back to BuyWays to complete the requisition by selecting the

Commodity Code. Click the Required field list.

8. Click the Office and Administrative Supplies list item. 9. Click the Proceed to Checkout button.


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Step Action 10. The next screen displays a requisition workflow arrow with green check circles and

red error triangles. Before a requisition can be submitted for approval, all the red error triangle areas on the workflow must be addressed. Green check circles on the workflow indicate that the required information has been completed. To add the shipping address to the requisition, Click the Shipping link.


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Step Action 11. Click the edit button.

12. Click the select from your addresses list.

13. Click the ITS Shrewsbury list item.

14. Click the Save button.

15. As you can see, the Shipping error triangle on the workflow has been replaced with

a green check indicating that the shipping address has been added to the order. To add the Billing information, Click the Billing link.


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Step Action 16. To add the Billing information,

Click the edit button.

17. The Billing information is automatically populated.

Click the Save button.

18. Again, notice that the Billing area on the workflow now has a green arrow.

The only area remaining to complete is the Accounting Codes. Click the Accounting Codes link.


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Step Action 19. Click the Speedtype required filed link.

20. Enter the Speedtype.

NOTE: BuyWays Speedtype's all end with a Capital Alpha. For this example, enter "100018-B".

21. Next you will add the Account code. Click the Select from all values... link.


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Step Action 22. Enter the desired information into the Description field.

Enter "Supplies".

23. Enter the appropriate description in the Description field. Click the Search button.

24. Click the select link.


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Step Action 25. Click the Save button.

26. Now that the workflow is complete, let's split the requisition across two budgets by

% of Price. Click the edit button.

27. Click the add split link.

28. Enter the desired information into the Select from all values... field. Enter "100017-

B".


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Step Action 29. Click the button to the right of the field and select % pf Price.


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Step Action 30. The Accounting Codes will be split by % of Price.

Populate the split field boxes with the desired % of the split. For each field box, Enter "50".

31. Note: You can also add a Class code at this screen level if you so desired. Click the Save button.

32. Click the Final Review link.

Step Action 33. The Requisition is now ready to be submitted for approval.

Click the Submit Requisition button.

34. Your requisition has been successfully submitted. Remember you will need to

receive this order when it comes in.


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Step Action 35. Next, fulfill a request for consulting services. To do this, you will create a Non-

Catalog item requisition, which will be submitted as a Blanket Order and checked as a Confirming/not sent to vendor requisition. Click the draft carts link.


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Step Action 36. At the Carts tab level,

Click the Create Cart button.

Step Action 37. Next,

Click the Add Non-Catalog Item button.

38. Enter the desired information into the Enter Vendor field.

Enter "Remy".

39. Click the REMY CORPORATION object.

40. Enter the desired information into the Product Description field. Enter "1 system administrator".

41. Populate the Catalog No., Quantity, Price Estimate and Packaging fields. Click the Save and Close list.


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Step Action 42. Select the Commodity Code from the drop down list.

Click the Consulting Services, Information Technology, includes CFS list item.

43. Click the Proceed to Checkout button.

Step Action 44. To complete the Shipping Address,

Click the Shipping link.


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46. Click the select from your addresses link.

47. Click the select from org addresses list.

48. Click the UMB - (ISC) Science Complex list item.

49. Enter the desired information into the Internal Rm/Fl/Ste: field. Enter "2". 50. Enter the desired information into the Internal Phone: field.

Enter "7777777777".

51. To add this address to your options, Click the Save this address for future use option.


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Step Action 53. Next, complete the Billing field.

Click the Billing link.



56. Next,

Click the Accounting Codes link.


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Step Action 57. Click the Required field link.

58. Enter the Speedtype.

Enter "100018-B".

59. Click the Select from all values... link.


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Enter "consultant".

61. Click the Search button.



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Step Action 64. To create the requisition as a Blanket Order and Non Confirming/do not send to

vendor, locate the General section of the requisition header and, Click the edit button.

65. Click the Confirming /not sent to vendor and Blanket Order options.


67. Click the Submit Requisition button.

68. Congratulations! You have successfully created two requisitions, one for office

supplies and the other for IT Consulting Services. End of Procedure.

Filling a Requisition Request (Phoenix) Upon completion of this topic you will be able to fulfill requisition requests for Catalog and Non Catalog orders.

Procedure Consider this scenario: Your goal is to create two requisitions, one for office supplies and the other for IT Consulting Services. For this example, the cost of consultants in the requisition will be split by two budgets.


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Step Action 1. To order paper from W. B. Mason, click the WB MASON button. 2. Note: If a vendor site presents you with a security question, select No or Show All

Content.


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Step Action 3. Click the Paper link.

Step Action 4. Click the Letter button.


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Step Action 5. Enter the desired information into the Qty field.

Enter "10".

6. Click the Add to Cart button.

7. Click the Checkout link.


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Step Action 8. Go to BuyWays to complete the requisition by selecting the Commodity Code.

Click the Commodity Code list.


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Step Action 9. Click the Office and Administrative Supplies list item. 10. Click the Proceed to Checkout button.

Step Action 11. A requisition workflow displays with green check circles and red error triangles.

Before a requisition can be submitted for approval, all the red error triangle areas on the workflow must be addressed. Green check circles on the workflow indicate that the required information has been completed.

12. In this example, the Shipping address is incomplete. Click the edit button.


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Step Action 13. Click the Shipping address list.


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Step Action 14. Click the ITS Shrewsbury list item.


Step Action 16. Click the Billing tab.


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Step Action 18. The Billing information is automatically populated.


19. Click the Accounting Codes tab.

Step Action 20. Click the Speedtype Required Field link.


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Step Action 21. Enter the desired information into the Speedtype field.

Enter "100001-C".

22. For the Account, click the Select from all values... link.


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Enter "Supplies".


Step Action 25. Click the select button for Office & Admin Supplies.


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Step Action 27. Now that the workflow is complete, let's split the requisition across two budgets by

% of Price. Click the edit button.

Step Action 28. Scroll to the right and click the add split link.


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Step Action 29. Enter the desired information into the Speedtype field for the second budget.

Enter "100002-C".


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Step Action 30. Enter the desired information into the % of Price field for the first budget.

Enter "50".

31. Enter the desired information into the % of Price field for the second budget. Enter "50".


Step Action 33. Click the Final Review link.



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Step Action 35. Your requisition has been successfully submitted. 36. Next, fulfill a request for consulting services. To do this, you will create a Non-

Catalog item requisition, which will be submitted as a Blanket Order and checked as a Confirming/not sent to vendor requisition.

37. Click the Shop menu.


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Step Action 38. Click the My Carts and Orders link.


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Step Action 39. Click the View Draft Shopping Carts link.

Step Action 40. Click the Create Cart button.


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Step Action 41. Click the Add Non-Catalog Item button.


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Step Action 42. Enter the desired information into the Enter Vendor field.

Enter "Remy".

Step Action 43. Click the REMY CORPORATION link.


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Step Action 44. Enter the desired information into the Product Description field.

Enter "1 System Administrator".

45. Enter the desired information into the Catalog No. field. For this example, enter "3367".

46. Enter the desired information into the Quantity field. Enter "1".

47. Enter the desired information into the Price Estimate field. Enter "900.00".

48. Click the Save and Close button.


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Step Action 49. Click the Commodity Code list.


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Step Action 50. Click the Consulting Services, Information Technology, includes CFS list item. 51. Click the Proceed to Checkout button.

Step Action 52. To complete the Shipping address, click the edit button.


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Step Action 53. Click the Shipping address list.


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Step Action 54. Click the ITS Shrewsbury list item.


Step Action 56. Click the Billing tab.


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59. Click the Accounting Codes tab.

Step Action 60. Click the Speedtype Required Field link. 61. Enter the desired information into the Speedtype field. Enter "100001-C". 62. Click the Select from all values... link for Account.


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Enter "consultant".



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Step Action 65. Click the Select button for IT Professionals/Consultants.


67. To create the requisition as a Blanket Order and Non Confirming/do not send to

vendor, click the General link.


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Step Action 68. Click the edit button toward the bottom of the General section.


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Step Action 69. Click the Confirming/not sent to vendor option.

70. Click the Blanket Order option.


72. Click the Final Review link.


Step Action 74. The Requisition Information displays. 75. Congratulations! You have successfully created two requisitions, one for office

supplies and the other for IT Consulting Services. End of Procedure.

Completing a Cart Assigned to You This topic describes the procedures for completing a requisition in UMASS BuyWays.


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Upon completion of this topic, you will be able to:

• Complete a cart assigned to you

Procedure Consider this scenario: Your goal is to complete a requisition that has been assigned to you. Key Information: Shopping Cart Name: 2013-02-07 Shopper 02 Commodity Code: Equipment - Information Technology (All) Quantity: 2

Step Action 1. UMass BuyWays allows Requisitioners to submit their own orders or orders

assigned to them by a Shopper. Submitting a requisition order may begin the approval process. Standard cart changes such as removing and adding line items and changing quantities is allowed. Once the requisition is open, the Requisitioner has the option to return the cart back to the Shopper.


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Step Action 2. At the Home/Shop tab level,


3. Under My Assigned Approvals,

Click the Carts Assigned to me link.

Step Action 4. At the Drafts Assigned to me section, locate the Shopping Cart Name you want to

complete. Click the 2013-02-07 shoppera 01 link.

5. The item in this cart has been purchased from supplier, DELL MARKETING.

Before this requisition can be completed, the line item Commodity Code must be changed and the number of laptops ordered must be increased.


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Step Action 6. To change the Commodity Code.

Click the Checkbox option.

7. The Perform an action on drop-down menu activates.

Click the List Item Arrow list item.

8. Click the Change Commodity Code link.

9. To assign the correct Commodity Code,

Click the Checklist arrow list item.


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Step Action 10. Click the Equipment - Information Technology (All) list item.


12. The line item Commodity Code was successfully changed.

Another way to change the Commodity Code is from the drop down menu list located under the item itself.


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Step Action 13. Click the Drop-down arrow list item.

14. Click the Equipment - Information Technology (All) list item. 15. Now that you have practiced two (2) ways to change the Commodity Code.

The next step is to increase the number of laptops on the line item to 2 laptops. The ability to edit Punch-out items is based on the supplier's capabilities. If the options MODIFY ITEMS | VIEW ITEMS are shown above the Product Description, you will be re-directed to the vendor's Punch-out site to view and/or edit the shopping cart items. *If the MODIFY ITEMS | VIEW ITEMS options are not available, you will need to Remove the line items from the requisition and return to the vendor's site to start over. *This tutorial will not cover this topic.


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Step Action 16. To edit the quantity of items ordered,

Click the MODIFY ITEMS link.

17. As you see, when you choose the MODIFY ITEMS or VIEW

ITEMS option, you are automatically directed back to your original shopping cart at the supplier's Punch-out catalog. Just before the Punch-out catalog opens, a Security Warning screen appears asking the question, "Do you want to view only the webpage content that was delivered securely? Yes or No?" Your response should be "No". The DELL MARKETING Punch-out catalog opens to the original shopping cart where changes to the purchased items can be made based on the supplier's capabilities. NOTE: DELL's editing procedure is not representative of all suppliers. MODIFY ITEMS | VIEW ITEMS capability may vary with each supplier.


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Step Action 18. Click the No button.

or Press [Alt+N].

Step Action 19. Click the Update Total link to change the item quantity according to this supplier's

capabilities.



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Step Action 21. According to this supplier's capabilities you must,

Click the Create Order Requisition button.

22. Click the Continue button.

23. Click the Submit Order Requisition button.

24. Before proceeding to checkout,

Click the Update button.

Step Action 25. Click the Proceed to Checkout button.

26. Green checks on this requisition workflow indicate the requisition is complete and

the next step is the Final Review. The Final Review provides a summary of the complete request before submittal. You can also resolve many shopping cart issues from the Final Review step.


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Step Action 27. Click the Submit Requisition link.

Step Action 28. An overlay screen lets you know that the cart has been successfully submitted to the

Approver. Click the home/shop button.


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Step Action 29. Additional details regarding Budget Information is available in the "Assigning

Budget Information and Split Funding a Requisition" topics. 30. Congratulations! You have successfully completed a requisition.

End of Procedure.

Return Cart to the Shopper When reviewing a cart, you may identify changes that need to be made. You can either (a) apply the changes or (b) return the cart to the Shopper so he/she can apply the changes. When you return a cart to the Shopper, you will be asked to leave a note on the reason the cart was returned. Upon completion of this topic, you will be able to:

• Return a requisition to a shopper • Enter the reason the cart has been returned

Procedure Consider this scenario: Your goal is to return an assigned cart to the Shopper. Key Information: Shopping Cart Name: 2013-01-11-Shopper33 02

Step Action 1. As a Requisitioner, you have the authority to change any or all items in a shopping

cart. You may, however, return it to the Shopper and have them make the changes.


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Step Action 2. Navigate to the cart you would like to return to the shopper.

Click the home/shop link.

3. Click the Approvals link.

4. Click the Carts Assigned to me (3) link.


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Step Action 5. We will return cart number 905831.

Click the 2013-01-11 shopper33 02 link.

Step Action 6. Click the Return Cart button.

7. Use the Note field to let the Shopper know the reason for returning the cart.

Enter the desired information into the Note field. Enter "Please purchase this item through ...".

8. Click the Return button.

9. Congratulations! You have successfully returned a cart to the Shopper. End of Procedure.

Ordering and Completing Non-Catalog Items Upon completion of this topic you will be able to:

• Order a Non-Catalog item • Complete the Non-Catalog requisition

Procedure Consider this Scenario:


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Your goal is to order and complete a Non-Catalog cart item. Key Information: Vendor: Remy Corporation Product Description: Consulting Services Catalog Number: NA Quantity: 1 Price Estimate: 6000.00 Packaging: EA

Step Action 1. Begin by navigating to the Non-Catalog Item Form.

Click the non-catalog item link.


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Step Action 2. The Non-Catalog Item Order Template opens. If you know the supplier's name,

you can start typing it in the Enter Vendor field and potential matches will display. 3. Enter the desired information into the Enter Vendor field (requires a minimum of 3

characters of vendor's name). Enter "Rem".


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Step Action 4. Click the REMY CORPORATION link.


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Step Action 5. Enter the desired information into the Product Description field.

Enter "Consulting Services".

6. Enter the desired information into the Catalog No. field. If no catalog number is available, Enter "NA".


8. Enter the desired information into the Price Estimate field. Enter "6000.00".

9. Since you have finished shopping, Click the Save and Close button.

Step Action 10. To verify the items have been added to your cart,

Click the shopping cart button.


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Step Action 11. The non-catalog item has been added to your shopping cart. 12. To select the commodity code for this product,

Click the Drop-down menu and select the appropriate commodity.

13. Click the Proceed to Checkout button.

14. The workflow diagram indicates this order is missing its Shipping and Accounting

Codes information. This information must be entered before submitting the request for approval.


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16. Click the drop-down menu list and,

Click the Favorite address 1 list item.



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Step Action 18. To add the required accounting information.

Click the Accounting Codes tab.


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Step Action 19. To enter the Speedtype,

Click the Required field link.

Step Action 20. Click the Select from all values... link.


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Step Action 21. Click the Search button.



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Step Action 23. To assign an Account code,

Click the Select from all values... link.



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Step Action 25. You can also Request a Budget Override and Class at this screen level. When done,


26. Click the Summary link.


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Step Action 27. The Prepared for identifier in the General Section of the Header may be changed,

if the Requisitioner created the cart. Click the edit button.

28. To change the Prepared for identifier field,

Click the Select a different user... link.


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Step Action 29. Enter specific information in the User Search fields. Or,

Click the Search button.

30. The General Information section also contains, the Confirming/not sent to vendor

and Blanket Order options.


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Step Action 31. To select these options,


32. Click the Confirming/not sent to vendor option.

33. Or,

Click the Blanket Order option.



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Step Action 35. The yellow message box lets you know the required information field have been

completed. Click the Assign Cart button.


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Step Action 36. If you are a Shopper and you created the cart, use the Assign Cart box to select your

requisitioner and add instructions using the Note to Assignee field. 37. Click the Assign button.

Step Action 38. A message appears letting you know your cart has been successfully assigned to a

Requisitioner. 39. If you have created the cart as a Requisitioner and have assigned the order to

yourself and all the required information has been completed, you can submit the Requisition for approval.


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Step Action 40. To submit the Requisiton to an Approver.


41. A message appears letting you know your cart has been successfully submitted for

Approval. 42. Congratulations! You have successfully ordered and completed a non-catalog item.

End of Procedure.

Acting on an Assigned Cart Upon completion of this section, you will be able to:

• Edit cart items • Assign budget information • Split fund a requisition • View cart approvals • Act on a returned requisition • Enter shipping information • Populate line item details • Search for documents • View document history.

Assigning a Substitute Requestioner Upon completion of this topic you will be able to:


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• Assign a substitute requisitioner

Procedure Consider this scenario: Your goal is to assign a substitute Requisitioner. Key Information:

Step Action 1. If you are going to be gone for an extended period of time, it would be a good idea

to assign a Substitute Requisitioner to handle Requisitions that are assigned to you in your absence to ensure that those orders are handled in a timely fashion. The Substitute Requisitioner will receive notifications when a requisition is assigned to you and will be able to view, edit, and submit those requisitions for you. You are able to assign anyone that has the Requisitioner role as a substitute, but you should only assign someone that is authorized to act on your behalf.


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Step Action 2. Click the carts tab.

Step Action 3. Click the draft carts link.


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Step Action 4. Click the Assign Substitute link.


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Step Action 5. Enter the desired information into the Last Name field.

Enter "Req"




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Step Action 8. The person you chose is listed by the Current Substitute: field.

Click [enter] to continue.

9. To end the substitution,

Click the End Substitution link.

10. The Substitute Requisitioner has been removed.

Click the home/shop link.

11. Congratulations! You have successfully assigned a substitute Requisitioner..

End of Procedure.

Change Order Request Procedure Consider this scenario: Your goal is to create a Change Order Request submitted through a requisition. Key Information: Change Order Request Form


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Step Action 1. Purchase Order (PO) Change Order Requests are submitted through BuyWays

requisitions. These requisitions Do NOT result in a new BuyWays purchase order. A Change Order Requisition is a vehicle to communicate a request to the Procurement office that requires workflow approvals.

2. Reasons to submit a BuyWays PO Change Order Request include, To change: 1. Quantity, when reducing items ordered or for match exceptions 2. Amount or price on non-catalog orders 3. Cancel a PO 4. A chartfield distribution or funding (account, department, fund, project, etc.)

3. Before creating any Change Request, you must verify that the Purchase Order you are requesting the change to has a valid budget. Check in PeopleSoft. If the PO has a budget error you must resolve the error prior to requesting the change.


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Step Action 4. To submit a PO Change Order Request, locate and open the applicable purchase

order. Click the Document Search button.

Step Action 5. Enter Purchase Order Number "C000000014". 6. Click the Go button.

7. At the search results screen,

Click the C000000014 link.


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Step Action 8. The next screen is a view of the original Purchase Requisition (PR) at the Status tab

level. Click the Requisition Number link.


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Step Action 9. You are now at the summary level of the original requisition.

Click the button to the right of the drop-down field.

10. Click the Copy to New Cart item from the drop-down list.

11. Click the Go button.

Step Action 12. Scroll to the Line Items section.

Click the Checkboxes option.

13. Click the button to the right of the Drop-down field.

14. Select Remove Selected Items from the drop-down list. This step captures many of the data elements found in the PO requiring the Change Order Request and minimizes the need for subsequent duplicate entry.


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Step Action 15. The next step is to select and complete the Change Order Request Form. At the top

navigation bar and from the Shopping Cart: Click the forms link.

Step Action 16. Make sure that your (campus) folder is open (see left side of screen under Shared).

For the purposes of this demonstration, we are using the President's Office Change Order Request form. Click [enter] to continue.

17. To open the Change Order Request Form,

Click the Change Order Request link.


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Step Action 18. Under the Purchase Order Information block, enter the Purchase Order Number to

be changed. Include all ten characters of the purchase order number and check for accuracy: Enter: "C000000014".

19. In the Supplier Name block, enter the name of the supplier. Enter: "WB MASON CO INC".

20. In the Change Description box, explain, in detail, exactly what on the purchase order is to be changed. Make sure to include the line number(s) that the change(s) impacts. Enter "New Accounting Codes applied to Line Item 1".

21. At the drop-down list select either Yes or No. Click the No list item.

22. If the change requires an attachment, you may add it here by selecting the add

attachment... link. Click [enter] to Continue.

23. On the right hand side of the form, under Change Order Request Details, you can select the type(s) of change(s) that the change order addresses.


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Step Action 24. Click the Change Account: New Account should be entered on cart/requisition

option.

25. Select "Add and go to Cart" option and, Click the Go button.

26. The Active Cart page appears:

This is where you will select the Commodity Code that is most appropriate for the requested change(s). Note: The Commodity Code should match the one that is on the order. If more than one code is involved in the change, select the code that impacts the most dollars.

Step Action 27. Click the Office and Administrative Supplies list item. 28. Click the Proceed to Checkout button.


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Step Action 29. At this step, you can review the requisition links to make any additions/changes that

you deem necessary to the required fields. Note: All tabs must contain a green checkmark to qualify for submittal to workflow. To ensure proper workflow, the budget selected for the Change Request (Accounting Codes link) must match the budget on the purchase order. But, if the change is a request to change the budget on the purchase order, the budget on the Change Request Accounting Codes Line should match the new budget.

Step Action 30. To review the requisition,

Click the Requisition tab.

31. You can also review the workflow approvers to verify the request will be approved

by the correct BuyWays Approvers by: Clicking the PR Approvals tab.


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Step Action 32. After you have verified the Workflow Step Approvers,

Click the Submit Requisition button to enter the change request into workflow.

33. The Change Request has been successfully submitted. You may view the progress of the requisition through workflow by opening the requisition in Document Search and viewing the PR Approvals Tab.

34. Congratulations! You have successfully created a Change Request Requisition. End of Procedure.

Editing Cart Items Before submitting a cart for approval, you may need to edit information on one or more items in the cart (e.g., quatity, commodity code, etc.). You can either (a) edit the item(s) through the Perform an action on function or (b) edit a specific line item at the Product Description level. Upon completion of this topic, you will be able to:

• Edit one or more items in a cart through the Perform an action on function • Edit an item at the Product Description level • Save changes to the cart once all updates are complete

Procedure Consider this scenario: Your goal is to edit a cart item. Key Information: Shopping Cart Name: 2012-09-11 Shoppers 01 Commodity Code: Equipment Capital (Excludes Information Technology)

Step Action 1. As a Requisitioner, you can edit any or all of the information in the cart, or you can

choose to send it back to the Shopper to make the changes.


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Step Action 2. Begin by navigating to the draft carts page.

Click the Approvals link in the Action Items section.

Step Action 3. The Approvals section expands.

Click the Carts Assigned to me (1) link under My Assigned Approvals.


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Step Action 4. The draft carts page opens.

Use the Shopping Cart Name field in the Drafts Assigned to Me section to access a cart assigned to you. Click the 2012-09-11 shoppers 01 link.

5. Review the items in the cart.

Note: The Commodity Code for line item 1 is Equipment Maintenance and Repair. In this example, you want to change the Commodity Code to Equipment Capital (Excludes Information Technology).

6. First, select the line item you want to edit. Click the Checkbox option to the right of the USD value for that line item.

7. Use the Perform an action on dropdown list to select the update you want to apply

to the cart. Click the Perform an action on list.

8. Click the Change Commodity Code list item.


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Step Action 9. The Change Commodity Code window opens.


10. Click the Equipment Capital (Excludes Information Technology) list item. 11. Click the Save button.

12. When using a Perform an action on option to make changes, the "Saved

Successfully" message will appear confirming the change has taken place. 13. You can also change the Commodity Code at the Product Description level.


14. Click the Equipment Non Capital (Excludes Information Technology) list item. 15. If making a change at the product level, use the Update button to save your changes.

Click the Update button.

16. Use the Quantity field to make adjustments to the quantity for that specific line

item. Enter the desired information into the Quantity field. Enter "2".


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Step Action 17. Your final step is to answer the question, "Have you made changes?" located in

the upper left corner above the vendor logo. The Update button confirms changes have been saved. Click the Update button.

18. Congratulations! You have successfully edited an item in a cart.

End of Procedure.

Assigning Budget Information Before submitting a cart for approval, you need to assign the budget information to the cart (e.g., Speedtype, Account). This information is assigned through the active cart page. Once you proceed to checkout, you will be prompted to enter the Account Code information that is missing for that cart. Upon completion of this topic, you will be able to:

• Assign budget information

Procedure Consider this scenario: Your goal is to assign Budget Information to a cart. Key Information: Shopping Cart Name: 2012-09-11 Shoppera 01 Speedtype: 100002-A


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Account: 741970-A

Step Action 1. Before a cart can be submitted for approvals, the budget information for Speedtype

and Accounting codes must be assigned to it. The first step in the approval workflow, the department approval step, is based on whatever department information is assigned to the cart.

Step Action 2. At the home/shop screen,


3. Click the Carts Assigned to me (1) link.


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Step Action 4. Click the Shopping Cart Name 2012-09-11 shoppera 01 link.



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Step Action 6. The workflow lets you know which steps in the requisition process have been

completed (green checked circles), and which are missing information (red triangles). The red triangles on this workflow indicate that the Accounting Codes are missing and must be completed before the order can go to Final Review and be submitted to the Approver.

7. Verify you are on the Account Codes tab. 8. The Accounting detail screen contains a message box letting you know which

accounting fields need to be entered before the requisition can be submitted for approval.

9. Note the Account Code fields marked with a Red X. These fields are required fields that must be entered. In this example, the following fields need to be completed: Speedtype, Account, Fund, and Department.

Step Action 10. Click the Speedtype Required field link.

11. Click the Select from all values... link.


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13. Locate Speedtype value 100002-A and,

Click the select link.


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Step Action 14. You will repeat the Speedtype procedure on the Account field.


Step Action 15. Enter the Value if you know it or,


16. Locate Value 741970-A for Non- Capital Equipment and,

Click the Select link.

17. The requisition is complete. To proceed to the detailed summary of the requisition,

Click the Final Review link.

18. As you learned earlier, Final Review gives you an opportunity to look at every

detail of the request. You can also resolve many shopping cart issues from the Final Review step before submittal to the Approver.


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Step Action 19. When you have finished reviewing the requisition,


20. Congratulations! You have successfully assigned budget information to a cart.

End of Procedure.

Spilt Funding a Requisition This topic describes the procedures for Split Funds requisitions. Upon completion of this topic, you will be able to process:

• Split Funds at the Header level • Split Funds at the Line level

Procedure Consider this scenario: Your goal is to Split Fund a requisition at the Header and Line levels. Key Information: Shopping Cart Name: 2013-02-25- Computer Paper Equipment 01

Step Action 1. The funding information that is assigned at the Header Level is inherited by all the

items in the cart. If necessary, you can assign lines separately if they should be charged differently. You can also Split Fund the cart at the header level. This lesson will explain how to perform Split Funding of a requisition at the Header Level and at the Line Level.


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Step Action 2. Click the carts tab.

Step Action 3. Click the draft carts link.


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Step Action 4. At the Shopping Cart Name field,

Click the 2013-02-04 Computer Paper 02 link.



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Step Action 6. Click the Accounting Codes link.

7. Split Funding at the Header Level splits the entire Purchase Order.


9. Click the add split link.


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Step Action 10. The drop-down split fund menu list box gives you three (3) Split Funding options to

pick from. 1. % of Price 2. % of Qty 3. Amount of Price

11. In this lesson, you will split funds by % of Price. Click the % of Price list item.

12. Enter the percent value in the field box under % of Price (a valid value e.g., 60).

Enter "60".

13. Enter the percent value in the field box under % of Price (a valid value e.g., 40). Enter "40".

14. The Header level accounting has been split by % of price. The screen message however indicates that the Speedtype values in each split group must be unique.

Step Action 15. To change the Speedtype of one of the splits,



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Step Action 16. At the Speedtype of one of the splits,


17. Enter a description of the value or,


18. The Speedtype value will be changed to 100019-C.

Click the Select link.


20. The Header level has been successfully split.

You can also Split Fund Lines separately if they need to be charged differently. In the Product Description section, under each Line item, the following Accounting codes notation states "Accounting Codes (same as header)". This notation only appears when you have entered accounting codes at the Header level first. Split Funding at the Line level only affects the line you want to split.


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Step Action 21. To Split Fund at the line level, scroll down to the Product Description level, locate

the line item we want to split and, Click the corresponding edit button.


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Step Action 22. The line item splits into 2 line items. If you want to add additional line splits,

Click the add split link.

23. Change the % of price to the following:

Enter the desired information into the field. Enter "50".

24. Change the % of price to the following: Enter the desired information into the field. Enter "10".

25. Change the % of price to the following: Enter the desired information into the field. Enter "40".


27. Click the edit button. The Speedtypes for each split must be unique.

Step Action 28. Enter a different Speedtype.

Enter "100017-C".


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Step Action 29. Review the split funding details and if correctly done,


30. At this screen level, click on the Final Review link in the workflow. This action

presents a Summary of the requisition. Review the requisition and when Once done, Click the Submit Requisition button.

31. The splits have been completed and the requisition has been successfully submitted

to an Approver. 32. Congratulations! You have successfully Split Funded a requisition at the Header

and Line levels. End of Procedure.

Viewing Cart Approvals Once you have submitted a cart for approval, you can view the current approval status through the PR Approval tab for that cart. The PR Approval tab displays the approval steps which are required to be completed before a Purchase Order can be created and sent to the vendor. You can view not only the name(s) of the approver(s) but also the e-mail address and phone number for the identified approver(s). Upon completion of this topic, you will be able to:

• View the workflow for a requisition. • View the approvers associated with each workflow step.

Procedure Consider this scenario: Your goal is to view the required cart approvals for an active cart and an existing pending requisition. Key Information: Shopping Cart Name and Requisition number

Step Action 1. A Requisitioner can view the approvals and workflow steps that a requisition must

pass through before an order is sent to a vendor.


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Step Action 2. For an active cart,

Click the carts link.

3. Click the active cart tab.


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Step Action 4. The active cart requisition opens.

Click the Proceed to Checkout button.

5. To view the active cart requisition approval steps and their approvers,

Click the PR Approvals tab

6. The Workflow, as displayed here, represents the steps which are required to be completed before a Purchase Order can be created for this requisition and sent to the vendor. Some workflow approval steps are assigned an approver(s). Some workflow steps, such as Initial Validation, are system workflow steps that will not require someone to approve in order to move the requisition along. You can view the name(s) of the approver(s) along with the approver(s) email address via the view approvers link found in each step.

7. To view the Approvers listed under the Commodity-Special Approval step, Click the view approvers link.

8. The Commodity-Special Approval step has several Workflow step Approvers

assigned to it. Click the Close button.


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Step Action 9. To return to the requisition summary,


10. You have successfully viewed an active cart requisition approval.

You can also view approvals for an existing pending requisition.

Step Action 11. To find an existing pending requisition,

Click the document search tab.

12. At the simple search form, if you know the search information for the requisition

you are looking for, you should enter it in the appropriate text fields. If not, Click the my requisitions link.


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Step Action 13. Find the pending requisition you wish to view.

Click the Requisition No. link.

14. Click the PR Approvals link.


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Step Action 15. Like the active cart requisition, the Workflow for an existing pending requisition,

also shows the steps needed to be completed before a Purchase Order is created and sent to the vendor. To view the approvers listed under an approval step, Click the view approvers link.

16. When done,


17. Congratulations! You have successfully viewed active cart and existing pending

requisition approvals. End of Procedure.

Acting on a Returned Requisition An approver may return a cart to you to make corrections. The approver applies the requested changes to the Comments tab on the returned requisition. You can find returned requisitions under the Action Items - My Orders section of the home/shop page. Upon completion of this topic, you will be able to:

• Review approver comments on a returned requisition • Apply the requested changes to the requisition • Resubmit the requisition for approval

Procedure Consider this scenario: Your goal is to act on a returned requisition. Key Information: Shopping Cart Name: 2012-11-29 requisitionerd 01

Step Action 1. An Approver can return a requisition to a Requisitioner for edits.

Typically, the Approver will leave a comment indicating why the requisition is being returned.


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Step Action 2. Click the home/shop link to locate the returned requisition.

3. Click the My Orders link in the Action Items section.

4. Click the Returned (1) link under Requisitions.


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Step Action 5. The My Returned Requisitions section contains all the requisitions that have been

returned to you. For the purposes of this tutorial, we will use the Shopping Cart Name - 2012-12-05 requisitioner 01. Click the 2012-12-05 requisitionerd 01 link.

Step Action 6. Review the Comments tab to determine why the requisition was returned.

Click the Comments tab.

7. In this example, the Approver has requested a change to the Commodity Codes and

Shipping Address.


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Step Action 8. Return to the requisition to apply the requested changes.


9. You have been asked to change the Shipping Address and the Commodity Codes on

this requisition. You can access and edit the Shipping Address information block in two (2) ways. 1. You can click on the Shipping tab, or 2. You can click the View/edit by line item... in the Shipping information block. For the purposes of this tutorial, we will demonstrate the second method.


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Step Action 10. In this lesson, you will update the shipping information through the Shipping

information block of the requisition. Click the View/edit by line item... button.

11. The Shipping tab opens. Click the Edit button.

Step Action 12. Click the Click here link.


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Step Action 13. Click the select from org addresses list.

14. Click the Dion Building list item.


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Step Action 15. Enter the desired information into the Rm/Fl/Ste field.

Enter "2".

16. The shipping address appears with the corrected information.

Step Action 17. Click the Summary link.


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Step Action 18. Scroll down to the Product Description section of the requisition and locate the cart

item needing the Commodity Code change. Click the edit button.

Step Action 19. Click the Commodity Code list.


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Step Action 20. Locate the correct Commodity Code.

In this example, you will change the Commodity Code to Custodial/Janitorial/Housekeeping Supplies. Click the Custodial/Janitorial/Housekeeping list item.


Step Action 22. Once you have applied all changes, you will resubmit the requisition to the

approver. Click the Submit Requisition button.

23. The Requisition status is now at "Pending", which means the requisition has been

resubmitted for approval.


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Step Action 24. Click the home/shop tab.

25. Congratulations! You have successfully acted on a returned requisition.

End of Procedure.

Entering Shipping Information When reviewing a Shopper's cart, you may need to enter Shipping and Handling information for the cart if it is missing. Upon completion of this topic, you will be able to:

• Update the Shipping and Handling information for the cart • Save the Shipping and Handling address as your default shipping address, if desired

Procedure Consider this scenario: Your goal is to enter shipping information for a shopping cart/requisition. Key Information: Shopping Cart Name: 2013-02-07 shoppera 01


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Step Action 1. Shoppers can set a default address for their own profile that will automatically

populate new requisitions or set a list from which to choose. The Shopper is not required to enter the Shipping information, so you can update the Shipping information for a cart when it is assigned to you.


Click the carts tab.


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Step Action 3. Click the draft carts tab.

Step Action 4. Locate the Shopping Cart Name.

Click the 2013-02-07 shoppera 01 link.


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6. The message box lets you know that the address for this request is missing.

The Shipping tab has been automatically selected for you.


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Step Action 7. To add the missing shipping address,


8. The Ship To window opens.

Click the select from org addresses link.

9. The Address Search window opens.

There are two (2) ways you can add the address to the cart: 1. Type the street name in the Nickname/Address text field. Or, 2. Click the Search button and assign the address from a list of addresses. For this lesson, you will use the Search method.


11. Locate the address to which you want items shipped to.

Click the select button.


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Step Action 12. Verify the appropriate person is in the Attn: field and identify the specific location,

such as room or floor. Enter the desired information into the Rm/Fl/Ste: field. Enter "2".

13. If this address will be used in future requisitions, you are given the opportunity to set this address as your default address. By selecting this option, your profile will be poplulated with the shipping address information.

14. In this example, you will add this address as your default address. Click the Check this box to make this the default address in the future. option.


16. Congratulations! You have successfully entered shipping information on a

requisition. End of Procedure.

Populating Line Item Details When acting on an assigned cart, you may want to populate the Account Code information at the line item level, (e.g., Account, Speedtype, etc.). You can update the account information for specific line items through the Requisition - Account Codes tab for the cart. Upon completion of this topic, you will be able to:


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• Update the Account Code information at the line item level. • Search for Account Code information (e.g., Account, Speedtype, etc.)

Procedure Consider this scenario: Your goal is to populate line item details on a requisition. Key Information: Shopping Cart Name: 2013-01-16 shopper33 01 Line item: 1

Step Action 1. In a requisition, various details such as, Account Code and Speedtype values are

often entered at the header and apply to the whole requisition. However, the Requisitioner can modify the values - per line item - as required. This ability allows the Requisitioner to ensure that each line item in the requisition has the appropriate information associated with it.




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Step Action 3. Find your draft cart.

Click the Carts Assigned to me (4) link.

Step Action 4. Click the 2013-02-07 shoppera 02 link in the Shopping Cart Name column of the

Drafts Assigned to Me section.


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Step Action 6. Click the Summary tab.


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Step Action 7. Click the View/edit by line item... link in the Shipping box.

8. The detail tabs across the top of a requisition are used to change line item details on

a requisition. For the purposes of this tutorial, we will change the Accounting Codes on line item 1.

Step Action 9. Click the Accounting Codes tab.


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Step Action 10. Locate line item 1.


11. The Accounting Codes overlay screen appears.

The requisition's Header values apply to all line items until you make a change. Notice that the Speedtype and Account field boxes for line item 1 reflect the Header values. You will use "Select from all values" to change the values in these fields. Once the edits are saved, the Header value no longer applies to line item 1. Unless you edit the other line items in the requisition, the Header value still applies to them.

12. Under the Speedtype field, Click the Select from all values... link .


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Step Action 13. The Custom Field Search window opens.

Enter the desired information into the Description field. Enter "Amherst".


15. Locate the Speedtype value for the line item.

Click the select button.


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Step Action 16. Click the Select from all values... link under the Account field.

Step Action 17. The Custom Field Search window opens.

Enter the desired information into the Description field. Enter "Printing".


19. Locate the correct Account code for the line item. Click the select link.


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Step Action 20. Click the Save button when you have completed all Account Code updates for the

line item.

21. Notice the alert statement in the left corner of the requisition's header. This alert statement lets you know that the Header and Line items are not all the same now.

Step Action 22. Click the Summary link to close the Accounting Codes section.


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Step Action 23. Congratulations! You have successfully populated a line item detail in a requisition.

End of Procedure.

Searching for Documents In UMass BuyWays, you can track the progress of a cart you have submitted through all phases of workflow. The simple search option allows you to search for a specific document type or all documents. You can choose to narrow your search to certain date ranges. The advanced search option provides many more fields to search on to refine and narrow your results. The options change based on the document type you select. Upon completion of this topic, you will be able to perform:

• simple searches • advanced searches.

Procedure Consider this scenario: Your goal is to search for a document. Key Information: Document Number: D000001101 Owner: John Hancock Dates: Workflow Complete Date / Last 30 Days Vendor: Research Park LP Business Unit: Dartmouth


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Step Action 1. Begin by navigating to the document search page.

Click the document search link.


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Step Action 2. The search page opens to the simple search option.

Note: If the advanced search page opens, click the simple search link.

3. Click the Search list.

Step Action 4. You can search by any of these document types. For this example, retain the All

Documents option. 5. You can enter part or all of a document number.

For this example, enter the complete document number into the Search field. Enter "D000001101".

6. Click the Go button.


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Step Action 7. The search results shows all documents matching your search criteria, along with

some basic information about each document. Click the D000001101 link.


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Step Action 8. The Purchase Order is displayed. Use the tabs to view any information required. 9. To select another document that was returned in the search list, click the Document

Number(s) list.

Step Action 10. Click the 912648 (Requisition) list item.


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Step Action 11. The Requisition displays. 12. You can use the previous document and next document arrows to navigate

between documents. 13. To perform an advanced search, click the Return to Search Results link.


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Step Action 14. Click the start new search button.

Step Action 15. Click the advanced search link.


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Step Action 16. The advanced search page opens. For this example, you want to search for a

Purchase Order created by a specific user for a specific supplier within a limited time range.

17. Click the Search list.


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Step Action 18. Click the Purchase Order list item.

19. You can search for an owner by clicking the Owner Search button, or you can

begin typing in the field and the matching results will display. 20. Click the Owner Search button.

Step Action 21. Enter the desired information into the Last Name field.

Enter "Hancock".



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Step Action 23. The search results display.

Click the [select] link for the user.

24. Click the Add Selected Users button.


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Step Action 25. Click the first Date list.


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Step Action 26. Click the Workflow Completion Date list item.

27. Click the second Date list.

Step Action 28. Click the Last 30 days list item.

29. You can search for a vendor by clicking the Vendor Search button, or you can

begin typing in the field and the matching results will display. 30. Enter the desired information into the Vendor field.

Enter "Resea".


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Step Action 31. Click the RESEARCH PARK LP link.

32. Enter the desired information into the Dartmouth (UMDAR) field.

Enter "Da".

33. Click the Dartmouth (UMDAR) link.

34. Click the vertical scrollbar to view other selection fields.


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Step Action 35. Click the Go button.

Step Action 36. The results that match your criteria display.


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Step Action 37. Click the D000001060 link.

Step Action 38. The Purchase Order for the specific owner, vendor, and date range displays. 39. Congratulations! You have successfully searched for documents.

End of Procedure.

Viewing Document History Every UMass BuyWays transaction begins as a draft cart that is used to create a requisition. Purchase orders are the central record for most transactions and provide quick access to both the originating Requisition and e-invoice (for punch-out shopping orders). Once a draft requisition is submitted for approval a requisition record remains in UMass BuyWays - even if it is withdrawn or rejected before becoming a purchase order. Requisition records are linked to the resulting purchase order record. You can use either a Simple or Advanced search for locating documents. Upon completion of this topic, you will be able to view document history.

Procedure Consider this scenario: Your goal is to view document history.


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Key Information: Requisition No.: 893345

Step Action 1. Begin by navigating to the Document Search page.

Click the document search tab.


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Step Action 2. To view a list your documents, you can use any of the Go to links on the document

search page or document search criteria. The procedure for viewing history is the same for each.

3. For this example, click the my requisitions link.


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Step Action

4. The search results display a list of all requisitions for which you were the originator in the last 90 days.

5. To change the Date Range, click the drop-down menu and choose the time frame for your search.

6. You can also filter search results, by the other categories in the Refine Search Results section, including Workflow Step or Status, Approved By, Custom Fields, and Supplier.

7. Click on a Requisition Number to open the requisition. For this example, click the 893345 link.

Step Action 8. The requisition displays.

To view the requisition history, click the History link.


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Step Action 9. The history of the requisition displays, along with any purchase order numbers that

were created. 10. Congratulations! You have successfully viewed document history.

End of Procedure.

Creating a Budget Override Upon completion of this topic you will be able to:

• Create a Budget Overide

Procedure Consider this scenario: Your goal is to create a Budget Override. Key Information: Budget Override option.


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Step Action 1. When a requisition is returned to the requisitioner as a cart due to a budget issue, the

user must first contact the budget owner to make sure the funds can be made available and the budget increased. If the funds are available, the user can re-submit the requisition requesting a budget override.

Step Action 2. At the home/shop tab,

Click the My Orders link.

3. Click the Returned (1) link.


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Step Action 4. Locate the name of the cart requiring the budget override.

Click the blanket/budget override cart link.


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Step Action 5. Click the Accounting Codes link.

Step Action 6. At the Accounting Codes Header level,


7. Locate the Request Budget Override column and:


8. Click the button to the right of the Hide all values... field.

9. Click the Request override list item.


11. Before re-submitting the requisition, you should add a comment with information as to why you are resubmitting. For example: “Per grant accountant Jane Smith, resubmit as the supplemental budget will be put in today (see screen illustration).


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Step Action 12. Click the Submit Requisition button.

13. The Budget Override Cart has been re-submitted for Approval.


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Step Action 14. Click the home/shop link.

15. Congratulations! You have successfully created a Budget Override and re-submitted

the request for approval. End of Procedure.