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SciQuest

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SciQuest

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  1. SciQuest iBuy Training Shopper 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 Catalog Search Punch-Outs Hosted Catalog Non-Catalog Item Assigning Carts Withdrawals, Deletions & Unassigning Receiving

  4. Agenda iBuy Central Overview of iBuy What is iBuy? Benefits Commodities Suppliers Dashboard/User Profile Catalog Search Punch-Outs Hosted Catalog Non-Catalog Item Assigning Carts Withdrawals, Deletions & Unassigning Receiving

  5. 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

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

  7. 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)

  8. Agenda iBuy Central Overview of iBuy Dashboard/User Profile iBuy Login iBuy Dashboard User Profile Review Contact Info Shipping Address Adding a Cart Assignee Catalog Search Punch-Outs Hosted Catalog Non-Catalog Item Assigning Carts Withdrawals, Deletions & Unassigning Receiving

  9. 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

  10. 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

  11. 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

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

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

  14. Shipping Address (cont’d) Click on Purchasing Next Click on Addresses Select Address for Profile

  15. Shipping Address (cont’d) Click Search Search for your address and then click Search

  16. Shipping Address (cont’d) Select the radio button

  17. Shipping Address (cont’d) You can add as many addresses as you would like but only one default Click Save If this is your default select “Default” Provide a room/dept

  18. Assigning a Cart • As a shopper you will only be able to assign your cart to your appropriate requestor. • Your requestor will be a person in your group that has access to EAS and probably currently does the bulk of ordering. Your department manager or FD will know for sure. • Adding Cart Assignees to your profile will save steps on every new order.

  19. Adding a Cart Assignee Click on Profile

  20. Adding a Cart Assignee (cont’d) Click on Purchasing Click on Cart Assignees

  21. Adding a Cart Assignee (cont’d) Add Assignees

  22. Adding a Cart Assignee (cont’d) Click Search Enter the Assignee’s name

  23. Adding a Cart Assignee (cont’d) Click on the radio button next to the name Choose Selected User

  24. Adding a Cart Assignee (cont’d) Note: You may have more than one assignee but only one preferred Select your preferred assignee by clicking on the radio button

  25. Agenda iBuy Central Overview of iBuy Dashboard/User Profile CatalogSearch Simple or Advanced Search? Results Screen Go-To Links Filters Refining Your Search Punch-Outs Hosted Catalog Non-Catalog Item Assigning Carts Withdrawals, Deletions & Unassigning Receiving

  26. Catalog Search - Simple Click “Go” Type in a description, part number or supplier

  27. Catalog Search - Advanced Click “advanced search”

  28. Catalog Search - Advanced Click “Search” Provide the specific information available

  29. Catalog Search - Results Some results will show “Order from Supplier” Clicking a part number will search all catalogs Others will have pricing and quantities Review your results

  30. Catalog Search – Part # Link Part being searched is displayed here Items can be reviewed and ordered

  31. Catalog Search – Using Filters This area can be used to filter and refine your search This icon will open a checklist for each category

  32. Catalog Search – Using Filters Make your selections using the check box Click “Filter”

  33. Agenda iBuy Central Overview of iBuy Dashboard/User Profile Catalog Search Punch-Outs Benefits Navigation Example Order Cart Review & Assignment Hosted Catalog Non-Catalog Item Assigning Carts Withdrawals, Deletions & Unassigning Receiving

  34. Punch-Out - Benefits Punch-out Catalogs - are catalogs of products with GW prices where users will punch-out to the vendor’s website to search and select products. This allows for the following: Up-to-date item availability and pricing Negotiated deals Customized Shopping

  35. Punch-out Catalog - Navigation This clock shows time remaining before you are logged out of iBuy “Cancel Punch-Out” Allows you to return to iBuy without making any items from the session This area can be used to search by part number or description This area has links to begin searching by different categories

  36. Punch-out Cart – Example Select Staples as the Punch-out Catalog

  37. Punch-out Cart (cont’d) Select Envelopes

  38. Punch-out Cart (cont'd) Select Standard Envelopes

  39. Punch-out Cart (cont'd) Select recycled envelopes

  40. Punch-out Cart (cont'd) Add two quantity of the recycled envelopes Add to Order

  41. Punch-out Cart (cont'd) Click on Submit

  42. Punch-out Cart (cont'd) Click on Submit

  43. Punch-out Cart – Simple Cart Click Update When your shopping is complete, Click Proceed to Checkout to review your cart’s details, or click Assign Cart Add Cart Name

  44. Punch-out Cart (cont'd) Click Final Review Note: As a shopper you are not able to update any accounting information. Your appropriate Requestor will need to update this before submission. Workflow and Alias/Account warnings in this area can be ignored.

  45. Punch-out Cart (cont'd) Review the items and provided information listed here. If you need to provide information to your requestor and/or approver you can place Internal Notes and Attachments. Click on Edit

  46. Punch-out Cart (cont'd) Please add any internal comments or attachments here and click save Note: If you know your accounting information (Alias and Account) please add this under Internal comments

  47. Punch-out Cart (cont'd) Click on Assign Cart

  48. Punch-out Cart (cont'd) Your default requestor will appear, or you can Select from profile values (Optional) Add any notes to your requestor Click Assign

  49. Punch-out Cart (cont'd) Confirmation of your cart