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TechBuy Training

TechBuy Training. Reporting, Queries, Favorites, and other Advanced Topics. Reporting & Queries. TechBuy has advanced Reporting capabilities compared with the legacy system. Action Items. History. There are several places to find history on a transaction. 1. The PR History

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TechBuy Training

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  1. TechBuy Training Reporting, Queries, Favorites, and other Advanced Topics

  2. Reporting & Queries • TechBuy has advanced Reporting capabilities compared with the legacy system.

  3. Action Items

  4. History There are several places to find history on a transaction. 1. The PR History 2. The PO History

  5. PR History

  6. The tab lays out each transaction entry, change, comment and approval.

  7. Each PO also has the same history info.

  8. The PO history shows if it went to Banner and distributed to the vendor

  9. The General History Tab There is also a general history tab at the top that allows expanded history searches within the system.

  10. General History

  11. How to search? • There are several major ways to search under the General History tab: • PR History • PO History • Receipt History • Invoice History • (we advise AGAINST using my requisitions and my purchase orders)

  12. PO History

  13. Filter info

  14. Filter options • My orders will pull up all of YOUR purchase orders • You can change the date range • You can select a department – the departments are not automated so less reliable. • You can select a chart, fund, org account or any combo of those • You can select if it is pending, rejected, complete, receipt entered, invoiced (for those with electronic invoicing coming soon).

  15. PR History

  16. Click the filter

  17. Filter Options • Date range • My Orders (all of your orders) • Prepared for, prepared by, approved by • PR Departments (less reliable) • Chart, Fund, Org, Account, or any combo • Principle Investigator • Completed, pending, rejected, withdrawn

  18. Queries • After you pull up the history and filter you can create queries. • You can save a query (all of your orders), one PI, one fund/org • Request an export to get an excel spreadsheet

  19. Save Query

  20. Request Export

  21. Request Export Pop Up Screen

  22. Search Exports

  23. Zip File

  24. Adding Comments • When adding comments, use the drop down and select add comment. You can do this on PR’s or PO’s at ANY time. • When the add comment popup appears, select the email notification to go to one of the available options or click the red “add email recipient” to add anyone in the TechBuy system. • MAKE SURE YOU ADD AN EMAIL RECIPIENT IF YOU NEED ACTION TAKEN!!!!

  25. Adding email recipient

  26. Favorites Learn to start saving favorite items that you regularly buy so you done have to recreate non-catalog forms.

  27. Adding Items to your favorites

  28. Popup Screen

  29. Creating a New Shared Folder

  30. Go to favorites

  31. Changing Info • After you have added it to cart, you can review the form, change vendor, quantity, price, distribution, method, FOAP, etc. in the usual manner.

  32. Editing FOAP by Line Item • You must click on “Line and Header FOAP Summary” • Scroll down below “Supplier/Line Item Details”

  33. Changing FOAP

  34. Adding a Split

  35. Standing vs. Blankets • Standing will encumber funds • Will show up in Cognos Reports • Can only be set up for $5k (bid rules) unless exempt or contract • Send invoice to AP • Encumbrance must be released at end of yr. • Blankets will not encumber funds • Will not show as a PO in Cognos only a payment • Can only be set up for $5k (bid rules) unless exempt or contract • Send invoice to AP with all accounting • Automatically expires on 8/31.

  36. Personalizing TechBuy • Click on Profile • Personal Settings • Change color • Email preferences • Handout • Adding Custom Fields - Codes

  37. Custom Fields - Codes

  38. Adding New Value

  39. Receipts • Can enter a receipt on any PO. • Can enter receipt for quantity (goods) or cost (services). • There is not a remove option so receipts must be corrected by creating a new receipt that reverses the old receipt.

  40. Create a Receipt

  41. Quantity Receipt

  42. Create a Cost Receipt

  43. Copying to a new cart • Any time you start a new cart, it is a good idea to create a new, clean cart. If you don’t you will be adding to a cart that has old shipping, accounting, info in it. • Click on carts, and “create cart” • Name the new cart and save. • Now when you add anything add it to the new named cart.

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