FAQ
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1. add your items as you normally would Once done go to your Checkout tab find the vendor order and then click on the blue triangle to expand it You should see the other item s you added e NOTE If you need to order multiple items for different departments FOAPs from the same vendor this can be done in the same transaction See the Split an Order between Multiple FOAPs Q and A on how to accomplish this Otherwise you will need to submit the current order to be reviewed and processed Then you will want to start a new transaction with the same vendor Q How can I check to see who approves an order after me A On the order itself you will see a field titled Next Step on the right hand side If you select the drop down menu you will see an option for View Workflow If you select that option and click the blue View button you will see who is in line to view and approve the order after you Q sent a request through but made a mistake and need to edit What do do A View the workflow to see who the next approver is Contact them and ask that they reject the order which will come back to you You may now fix any errors and resend it through or delete it should the order no longer be necessary Q I am not seeing a requisition that have not yet sent but know it should be in my queue A It may be that the selection in which you are viewing does not include the requisition that you seek You should first choose another selectio2. sole source form is required e Sole source form link www usi edu procurement forms library Non catalog Orders o Less than 10 000 1 quote is required o 10 000 or higher 3 quotes or sole source form is required e Sole source form link www usi edu procurement forms library Q noticed there are two places to add internal and external notes and attachments Which one should use A There are two scenarios o If ithas to do with the overall order add the external internal notes attachments to the Header o If ithas to do with a specific line item add the external internal notes attachments to the line item NOTE Check to make sure your notes attachments are accurate Q How do I add a note or an attachment without it being viewed by the supplier A Locate the Internal Note area in the Header of the order o For Notes click Add Enter your note o For Attachments click Attachments Add your attachment s Q accidentally overrode a previous note in the Internal External note box Can undo that A If you haven t closed the Internal External note box hit the Ctrl and Z button This will undo recent deletions and additions If you have already closed the box then you cannot undo Q accidentally deleted an attachment in the Internal External note box Can undo that A No you cannot You will have to reattach it Q What if the ship to location needs to be changed on the order A Go to the foo
3. where there are several modules videos that will walk you through various tasks including System Access Login Help Creating Orders Shopping Catalog Supplier Approving Orders Shopping Non catalog Supplier User Profile Updates Accounting Info Entering a FOAP Submitting an Order Approving Rejecting Orders Q Where can find the Financial Manager s Spreadsheet A This is located on the Accounts Payable Website http www usi edu businessoffice forms and documents Q What if forget my login information A Your username will always be the e mail that your account was set up with which should be your USI e mail If you forget your password you can use the forgot password link from the login page You will have to answer you security question and then you will be able to set up a new password If you forget the answer to your security question your System Administrator has the ability to clear that information out and allow you to set up new login information Q would like to see a vendor added as a punch out hosted catalog on BuyUSI Who should contact A Tricia Tieken at patieken usi edu or ext 1058 Q have a vendor that is interested in becoming a punch out hosted catalog on BuyUSI Who should have them contact A You may either have them e mail Tricia Tieken at patieken usi edu or you can send their contact information to Tricia Q have been through training but would like go to another session h
4. BuyUSI Frequently Asked Questions About this Helo Desk Guide This guide is meant to help you through any issues you may experience while using BuyUSI If there are no answers in the user manual or this guide please contact Tricia Tieken who will be the main contact for questions regarding BuyUSI You may contact her via e mail or phone patieken usi edu 812 465 1058 Please make sure to have detailed information on what the issue is so it may be handled efficiently This guide will be updated as needed and a link for the guide will be available on the BuyUSI webpage Comments and feedback are welcomed and appreciated Frequently Asked Questions Q When should Buy USI be used A ANY order that is not a credit card order should be entered in the BuyUSI ordering system Q Can Banner still be used to enter requisitions A No All orders will be processed via BuyUSI The requisition feature in Banner is disabled Q Are new users required to attend a training class prior to using BuyUSI A Yes The training sessions are to help you become familiar with BuyUSI and will allow you to ask any questions you may have Q Is there a preferred Internet browser that should use A Yes The preferred Internet browser is Google Chrome To download this browser go to www google com and type Download Google Chrome Select the link that says Chrome Browser Google It will take you to the webpage where you can download G
5. ave more training May do this A Yes Please contact Procurement We will schedule you for more training Q May I adjust the look setup of my BuyUSI webpage A No This can only be done through the System Administrator Q A link is broken leads me to outdated material in the information box on the BuyUSI Shop page Who should I contact about this A Please contact Procurement and let us know which link is not working properly or is sending you to outdated materials so we may address the issue Q Will my password expire after a certain amount of time A Yes You will be prompted to change your password every 90 days Q received an invoice Should send the original to Accounts Payable AP and then have it entered into BuyUSI A Depends on how it is to be paid o Pay with credit card Save the invoice for reconciliation with the credit card statement and note when payment was made o Pay through BuyUSI Send the original invoice to AP and make a copy for your records Enter a requisition for the vendor in BuyUSI
6. n which can be either Active Waiting Hold Archive Submitted or All If it is in your queue it will be in All as well as another selection depending on its status Q How do check the status of an order A Login to BuyUSI o Click on the Checkout Tab o Atthe Selection Field select Waiting and click Go o This will pull up all orders that are in the workflow process Q Can tell someone why rejected the order A When you select the Reject option and attempt to move the order back to the originator you will be required to input a rejection reason Try to be descriptive Q A BuyUSI user in my area has left our department USI Should contact someone A Contact Tricia Tieken at patieken usi edu or ext 1058 Q Who do contact if have a new user in my area A Contact Tricia Tieken at patieken usi edu with detailed information which includes the person s name e mail address and phone number System Administrators are the only users who have the ability to create new users They will also need to go through training Q I am going to a different department Will this affect my BuyUSI privileges A It will affect what FOAPs you may use and your BuyUSI role may change depending on what your position is in the new department Contact Tricia Tieken at patieken usi edu or ext 1058 Q Are there training modules videos A Yes Login to BuyUSI and scroll through the information tab on the left
7. oogle Chrome Please contact the IT Help Desk if you have issues Q What dollar thresholds do abide by A There are three basic scenarios o If the supplier is not a catalog vendor and the item cannot be purchased from a catalog vendor and the order is 500 or less then a credit card may be used If the supplier doesn t accept a credit card then enter the order in BuyUSI All orders over 500 must use BuyUSI NOTE Please reference the Commodity Guide on Procurement s website at www usi edu procurement forms library It will help you determine the correct payment method for orders over 500 If after viewing the form you are still unsure please contact Procurement Q May I change where my BuyUSI e mails go A No They will come to your USI e mail account Q I am supposed to have an Approve tab but don t see it What should do A Contact Procurement Q What do do if get an error message A Contact Procurement to trouble shoot the issue Please have detailed information about the issue at hand to discuss Q If a vendor s contact information looks incorrect what should do A Contact Procurement We will verify the information Q am not sure if the Order type is correct Who should contact A Procurement We will help you determine the appropriate order type Q Are quotes still needed for orders A Catalog Orders o Less than 10 000 no quote is required o 10 000 or higher 3 quotes or
8. s ex 49 99 50 01 Option 2 Close out of the box and go into the Item s FOAP area Add the required FOAPs You will notice the USD Split box is available Enter the respective amounts in each of these boxes Scenario 2 Some order items to be split between multiple FOAPs If you have an order where some of the item s will be split with another FOAP do the following Go ahead and put the FOAP that the majority of the item s will go to in the Header Then on each of the item s that need to be split with another FOAP go to that item s FOAP box You ll notice that the FOAP you put in the Header appears Find the Split next to that FOAP and put 50 Then go ahead and add the FOAP you need the item s to go to Put 50 in there see the note from Scenario 1 above in the event an even split is not possible Hit Apply when finished e NOTE In Scenario 2 you will notice the Header FOAP s box says See Item Details In the item s you split you will notice their FOAP box says See Split Details The other item s that were not split will have the Header FOAP in its FOAP box You may click on the Details link next to any of the FOAP boxes to verify all is correct Q need to add another item s to my transaction in the Checkout tab How do do this A Click on the Shop tab Now either click on the vendor s punch out catalog or choose them from the non catalog from the Shop tab drop down menu whichever applies Then
9. ter of the order o Click on the blue edit link under Ship to This will take you to a pop up window Type the word dock then go to see what other locations are available Click on the appropriate location The new location should populate as the Ship To NOTE If you do not see a ship to location you believe should be made available contact Procurement Q What if need to change who the order should be delivered to A Go to the commodity section of the order o Inthe Ship to Attn field tyoe the name of the person who should receive the order o Click update to populate field Q How can I see what items are on an order A Select the blue triangle next to the order number on the upper left hand side to expand the order and see line item details Q need to split an order between multiple FOAPs Can do this and if so how A Yes Choose from the following two scenarios o Scenario 1 All order items to be split between multiple FOAPs Use the FOAP in the Header of the order Add the first FOAP Add the next FOAP You will notice both FOAPs In both of the Split box type 50 This should evenly split the FOAPs Hit Apply when finished e NOTE If an even Split is not possible because the total ends in an odd number there are two options Option 1 Finagle the percentages in both boxes till they are as evenly split as possible The Spilt box can only contain up to two decimal spot
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