SciQuest iBuy Training Approver

1. SciQuestiBuy Training Approver Office of the Senior Associate Vice President for Finance

2. Introductions • Introduction of Instructor • Expectations

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

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

6. Overview of iBuy What is iBuy? iBuy is an eProcurement solution from the vendor SciQuest What are the Benefits? Non-EAS users able to shop One-stop shopping experience Reduced procurement timeline Consolidated supplier base and vendor pricing

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

8. Suppliers Purchasing Showcase – GW’s Preferred Suppliers iBuy’s numerous suppliers were selected because GW does frequent business with them. A complete list is available at iBuyCentral. (http://ibuycentral.gwu.edu)

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

10. iBuy Login Your lowercase NetID and password are the same used to access Colonial Mail If you can not remember your password please visit the password reset page

11. iBuy Dashboard Text Font Size – This feature will toggle font sizes from small to large for the entire application Purchasing Showcase Suppliers – These are the university’s preferred suppliers Organization Message – this area is used for communication, quick links, etc… Action Items - This is where to find pending and approved carts

12. User Profile The first time you log in you will need to do the following: • Review Your Contact Information • This information is driven from Banner. It may take 24 hours for this information to refresh in iBuy after corrected. • Set a default Shipping Address • Set up Cart Assignees

13. User Profile (Cont’d) Click on Profile

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

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

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

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

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

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

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

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

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

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

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

25. Rejecting a Line Item Click on Requisition under Unassigned Approvals

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

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

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

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

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

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

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

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

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

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

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

37. Rejecting an entire order Select Reject Requisition Click on Go

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

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

40. Returning a requisition Click on Requisition under Unassigned Approvals

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

42. Returning a requisition Click on the PR#

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

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

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

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

47. Document Search – Find all documents Click on document search

48. Document Search – Find all documents Click on my requisitions

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

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