BobcatBUYFrequently Asked Questions

Procure to Pay ServicesUpdated 2/1/2012

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Table of Contents (Page 1 of 2)• What User ID and password should I use to access BobcatBUY?• Can I browse BobcatBUY without being pre-authorized?• What is the difference between a hosted catalog and a punchout catalog?• Why are my BobcatBUY searches not returning results from all of the supp

liers? • Why can't I change quantities on some items in my shopping cart?• Can I request that a specific supplier be added to BobcatBUY?• Can I use my PCard to pay for my order?• When I submit my order, does it go directly to the supplier?• How long will it take for me to purchase an item in BobcatBUY?

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Table of Contents (Page 2 of 2)• How many forms can I use on a requisition?• Why can’t I have more than one form on my requisition?• How can I save my completed form to use each month?• Do I need to submit paper receipts or packing slips for my order?• What should I do if I don't receive all my items or if my shipment is incorre

ct or damaged?• Where are BobcatBUY training materials available?• Any questions?

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What User ID and password should I use to access BobcatBUY?

• You will log into BobcatBUY the same way you login to other Ohio University systems with your Ohio ID and Password.

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Can I browse BobcatBUY without being pre-authorized?

• No, before you are able to access BobcatBUY, you will need to:

• Complete an access request form which can be obtained from your Budget Unit Manager. Please return form by campus mail to Procure to Pay Services, Attention: E Business Solutions.

• Complete BobcatBUY training. Individuals are identified for training by their Budget Unit Managers as part of the onboarding process.

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What is the difference between a hosted catalog and a punchout catalog?

• There are two different types of catalogs on BobcatBUY: hosted catalogs and punchout catalogs.

• A hosted catalog is an online version of the supplier’s catalog. • A punchout catalog is an external link to the supplier’s

website created specifically for Ohio University. Its search feature is supplier specific. When you have completed shopping in a punchout catalog, you will be transferred back from the supplier’s website to BobcatBUY to complete the transaction.

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Why are my BobcatBUY searches not returning results from all of the suppliers?

• The BobcatBUY search function will only return results from hosted catalogs as these are our preferred suppliers. To search for your item in one of the punchout catalogs, click on the catalog's icon to link directly to that supplier's catalog outside of BobcatBUY. You may then use the supplier's search function to find your item(s).

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Why can't I change quantities on some items in my shopping cart?• The ability to change quantity is based on the

type of catalog that you use to select an item. If you select an item from a punchout catalog, you will need to navigate back to the punchout catalog in order to change the quantity. Items selected from hosted catalogs, may be updated directly from your cart.

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Can I request that a specific supplier be added to BobcatBUY?• Yes. As part the onboarding process,

suppliers are identified with the Budget Unit Manager for your department. At a later date, if other suppliers are needed, you will be able to complete the Request to Add a New Supplier form in BobcatBUY.

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Can I use my PCard to pay for my order?

• No. BobcatBUY is a procure to pay system. The account numbers used to pay for the transaction will be selected when you shop. The purchase will be “billed” to these accounts. Suppliers will be paid directly by Accounts Payable. If you have questions about a payment, please send an email to financecustomercare@ohio.edu

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When I submit my order, does it go directly to the supplier?

• No. There is a workflow process for departmental approvals that must be completed first. This workflow process was determined as part of the onboarding process with your department. Once this process has been completed, the order will be sent to the supplier.

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How long will it take for me to purchase an item in BobcatBUY?

• The amount of time for completion of the purchasing process will be determined by the speed of your department’s approval process.

• Certain purchases require completion of State of Ohio and Ohio University policy and procedures compliance.

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How many forms can I use on a requisition?

• You can only use one form per requisition. However, you may have multiple items on each requisition. Please ensure that all lines for a requisition are for the same supplier.

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Why can’t I have more than one form on my requisition?

• When you complete a requisition in BobcatBUY, your departmental approvers will need to complete the workflow process. Since the workflow process may vary based on the type of purchase that you are making, you are limited to one requisition per supplier.

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How can I save my completed form to use each month?

• If you add a completed form to your personal favorites list, you will be able to use it again. After completing the form, you can select the Add to Favorites option from the drop-down menu.

• For monthly purchases, it is more efficient to use a blanket purchase order.

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Do I need to submit paper receipts or packing slips for my order?

• No. Because BobcatBUY maintains records of all orders that you complete, you will not need to submit paper receipts or packing slips. However, you are able to enter this information as part of the receipting process.

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What should I do if I don't receive all my items or if my shipment is incorrect or damaged?

• You will need to contact the supplier to resolve any discrepancies or to report damaged goods. The contact information for the supplier will be included with your order confirmation or packing slip.

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Where are BobcatBUY training materials available?

• Please click here to obtain copies of BobcatBUY training materials.

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Any questions?

Please contact us by sending an email to:

financecustomercare@ohio.edu or you can call 740.597.OHIO (6446).

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