BuyND Athletics e.Purchasing. Athletics Business Office - BuyND2 Login & Navigation Login

BuyND

Athletics e.Purchasing

Athletics Business Office - BuyND

2

Login & Navigation

Login https://solutions.sciquest.com/apps/Router/Login?OrgName=NDProd Enter afs ID & password

Navigation Home – The first screen after login where you can begin tasks. Includes your requisitions folder My Favorites – Allows you to store & access frequently ordered items Product Search – Start shopping by choosing a category to search on, or a punchout catalog to shop from Carts, Approvals & Orders – Gives access to shopping carts (current, draft & new), and req/order history Receipts – DO NOT USE Profile – Users can set personal information for Shipping Address and FOAPAL codes


3

Creating a ProfileOverview Only needs to be setup once unless changes are to be made Select the Profile tab

Addresses *** Create multiple shipping addresses by nickname Use the corresponding location code

1028 Stadium 1039 Rockne 1083 Joyce Center 1096 Eck Tennis 1097 Loftus

Include phone number Set a default Ship To address


4

Creating a Profile

Custom Fields and FOAPAL *** Select Codes and FOAPAL Click Edit & Create New Value to enter the

budget units you will purchase for Select defaults, if preferred Data entered will appear in a drop down

menu when purchasing If you prefer to enter a different number each

time do not edit the field Save changes & you’re ready to shop!


5

Shopping

Overview – follow these steps to create a requisition Check for Active Cart Shop/Add Items Name your Cart, Verify or Change FOAPAL Codes & Ship To information Complete Requisition Submit

Check for an Active Cart Prior to shopping, verify your cart is ready

The cart status indicates “no active cart” A cart is active but empty (total = $0.00 and 0 items) A cart is active and you would like to add items from the same supplier


6

Catalog Orders

Ordering from an online catalogAccess to the online “punchout” catalogs is available from the Home or Product Search page. Click the Advanced Search tab Choose the Category you would like to shop from

Lab Supplies Office/Computer – Office Depot & GovConnection Facilities – not used at this time Furniture – not used at this time

Choosing a catalog takes you directly to that site where you can search for a product by name, description or product I.D. As you locate products to purchase add them to your cart Click Check Out once you have completed your shopping with the supplier & you’ll automatically exit the catalog & return to

buyND


7

Catalog Orders

Update the cart name to reflect your purchase (ie. Rosbrugh/office depot 10/01/04)


8

Catalog Orders

Editing the Header Priority – Normal or Urgent Note to Procurement – not mandatory

(nm), ie. Vender selection form forwarded Pricing Source – nm, ie. Jim 255-0555 Shipping Instruction – nm, ie. Next Day Contract/Quote # - nm Attach notes to Procurement or the

Supplier as needed Add to Favorites if your order is common SAVE Updates


9

Catalog OrdersEditing the Requisition Details Codes & FOAPAL

Edit for all products or by product Default appears but can be changed in drop

down Commodity Code

Pick form menu 10 – Office Supplies 36 – Ath. Equipment/Supplies 50 – Printing & Advertising

Payment can be split between FOAPALs Save and Apply Return to Review

Ship To Select an address from your profile Alter the Ship To name if other than you Include a Ship To phone # & address if

other than you Save and Apply Return to Review

Bill To Should be Accounts Payable

Click Approvals, if necessary, or skip to Submit Requisition when ready


10

Catalog Orders

Preview Approvals All submissions are subject to approval from your

Business Office contact and administrator, if necessary

If you purchase for several offices you can choose your approver from a drop down menu

Approvers will automatically be notified via email that you’ve submitted a requisition

The system verifies your ability to charge the FOAPAL numbers requested

Upon complete approval, a P.O. is sent to the supplier automatically

When complete, click Submit Requisition


11

Catalog Orders

Completing your order Now that you’ve submitted your order, click on the link to print your requisition Keep a copy for yourself & forward the following to your Business Office contact:

Signed Purchase Requisition Requisition Number Printout Vendor Selection Form, if necessary

Upon approval you will receive an email specifying the P.O. # that has been sent to the supplier Once you receive your materials, fully or partially, you must forward the packing slip and/or invoice to your Business Office

contact. The vendor is paid only after the packing slip/invoice is received from you


12

Non-Catalog Orders

Ordering from a vendor without an online catalog

Access to the non-catalog form is available from the Home or Product Search page.

Click the Advanced Search tab Click on Non-Catalog Form If you know the catalog number enter it &

Continue If you do not have a catalog number, type n/a

and either Click Search to conduct an inquiry of the

product catalog. If the item exists, you will be able to add it to your cart

Or, click Continue to bypass the catalog search process – most often used


13

Non-Catalog Orders

Choosing your Supplier Click Search under Supplier

Info Type in your vendor’s name Click Search Select your supplier & click

Choose Selected SupplierIf a vendor is not found email the

following to [email protected]: Company name Mailing Address Email Address Phone Number Fax NumberProcurement Services will add

the vendor as soon as possible (1-3 days typically)


14

Non-Catalog Orders

Completing the Non-Catalog Item Form Type the products name/description as stated on

your purchase requisition Enter the quantity Enter the estimated price Click Add to Cart or click Add to Cart & Return if

additional items are being purchased from the same vendor

Proceed with requisition as noted under Catalog Orders


15

Helpful Hints

To Empty a Cart – in the requisition Edit Detail screen click Empty Cart View your previous requisitions from the Home Page, My Requisitions

Locate requisition in list provided – or Click PO Search & search by supplier, requisition or P.O.

Approvers can substitute their role when they are out of the office & unable to receive email. If you have an additional (non-business office) approver they may need a reminder to do so!

DO NOT “RECEIVE” ITEMS in BuyND. You will not use the Receipts menu tab Vendors will not be paid until you have forwarded the packing slip/invoice to your Business Office contact In order to view a list of suppliers in BuyND:

Home or Product Search, Advanced Search,. Browse by Supplier, leave the supplier name blank & click Search Click the next arrow for additional pages To find all suppliers beginning with a particular letter enter the letter in the supplier name & click Search

Do not include multiple suppliers on one requisition Order payments can be split between several FOAPALs by dollar value or percentage

Split under Edit Detail, Codes & FOAPAL If you have already submitted a request & no longer would like to make the purchase or would like changes to be

made alert your approver to reject or change the order. If you have already received the merchandise and no longer need it, let your Business Office contact know.

Be sure to always click Save Updates as you add to a requisition To delete a product before submitting a requisition select the item under Save Updates & choose to remove the

item, Go


16

Helpful Hints

Shipping is automatically added (if applicable) to your order & FOAPAL code. To charge shipping to a different FOAPAL code, in the non-catalog form create a new line item for it Enter quantity of one, unit of measure is ‘lot’, description of ‘shipping’, and assign an approximate value

The FOAPAL Location code must be filled in for capital purchases exceeding $2,500 The status of your requisition can be viewed under Approval Status or History when viewing one of your

requisitions You can copy a previous requisition into a new cart by choosing Copy to a New Cart from the list of possible

actions. Update the header and codes as necessary. Note: the price of your item may have changed since your last order. Verify the item and price with the

supplier. Continue to allow your Business Office contact to handle your blanket purchase orders Allow your Business Office contact to handle any Sam’s Club purchases Items charged against a Summer Camp, Joyce Center Event or Athletics Event account are NOT to be

handled by you through BuyND. Allow Bev to continue making these purchases. Additional help, FAQs, and animated tutorials are located on the BuyND website

https://buy.nd.edu/buynd/index.html When in doubt, ask!!!

Documents

BuyND Athletics e.Purchasing. Athletics Business Office - BuyND2 Login & Navigation Login