Accessing eBuy
- What
browsers and operating systems can I use to access eBuy?
See Browser Support documentation from Sciquest
on the Purchasing eBuy Training Materials web site @ www.uiowa.edu/~purchase/purchase/eBuy_Train.htm#train
- I
am a Mac user and I am having difficulty accessing eBuy.
What should I do?
Try using Mozilla Firefox instead.
- What
User ID and password should I use to access eBuy?
Use your Hawk ID and password to access
the eBuy system.
- I
don’t have
access to Preq system, can I still shop on eBuy?
Yes and use your Hawk ID and password
to access the eBuy system through Self-Service. You will
then assign your shopping cart to your departmental Requester.
- I
get too many emails from the eBuy system – how can
I reduce them?
The next time you login to eBuy,
click the Profile tab. From
there, click the User Settings Tab, Email Preferences sub-tab. Uncheck
the boxes for any emails you do not need to receive. Please
be aware that if you are a Requester, you may miss a critical
alert about an urgent purchase.
To continue receiving the
emails but streamline your Microsoft Outlook Inbox, use the
rules function to sort eBuy-related emails to a separate
folder.
|
|
Definition of Roles in eBuy
- What is a Shopper?
In eBuy, this is the person who chooses/uses items being purchased.
- What is a Requester?
In eBuy, this is the person who enters
purchase data into PReqs system. They are designated
by department to oversee purchasing process in eBuy and
have authority to place orders.
- What is the role of PReq Initiators
in eBuy?
In eBuy, Initiators are called Requesters and have the authority
to approve carts and forward the resulting PReqs to WorkFlow.
- How do I become a Requester or Initiator?
Talk to your Departmental Administrator.
|
|
Shopping
- What are my spending limits in eBuy?
There is no limit in eBuy for shopping;
however,
all eBuy orders will require various departmental and
other approvals to be processed. Orders >$10,000
or with capital equipment will require Purchasing Department
review. Additionally, your departmental Financial Officer
may require additional approvals. Contact your Financial
Officer if you are not sure what these rules are.
- Should I start using eBuy instead
of my Pcard and purchases from Internal Stores?
No, this is another procurement tool
and it’s not intended
to replace any of the current systems.
- Why are my eBuy searches not returning
results from all of the suppliers?
There are two different types of catalogs
on eBuy: hosted and punch-out. The eBuy search function will
only return results from hosted catalogs currently in our
test environment. When
we go live, the searches will include both punch-out and hosted
catalogs.
- What is the difference between a hosted
catalog and a punch-out catalog?
In a hosted catalog, The University of Iowa maintains the supplier's
part numbers, item descriptions, and prices within the eBuy system.
You can use the eBuy search function to search hosted catalogs
by keyword or catalog number, but items in punch-out catalogs
are not included in this eBuy search. To search for items in
a punch-out catalog, you must first select the specific catalog
you wish to search. Then you will seamlessly leave the eBuy site
and be linked directly to the punch-out supplier's catalog. You
can search for products in this catalog using the supplier's
search and add these products to your shopping cart that will
be returned to eBuy for processing.
- Why can't I change quantities on some
items in my shopping cart?
Some items that are configured on a
punch-out supplier's web site, such as computers and furniture,
cannot be modified once they are in your eBuy shopping cart.
You must delete the item or cart and start again if you need
to change the quantity. This
functionality is supplier based.
- Can I request that a specific supplier
be added to eBuy?
Suppliers were invited to participate
in eBuy based on the spend volume, number of transactions
and transactions size and departmental use. The Purchasing
Department is happy to take your feedback on this matter
and consider it for future phases.
|
|
Payment & Shipping
- Can I use my Purchasing Card or Blanket
PO # to pay for my eBuy order?
No.
- If
I purchase multiple items in one shopping session, can
I charge each item to a different budget or fund/MFK’s?
Yes. You may have multiple MFK’s for order. Simply
indicate the desired MFKs in the Internal Notes and your Requester
will enter the information appropriately.
|
|
Submitting Your Order
- When I submit my order, does it go
directly to the supplier?
Depending on your roles, when a Shopper
submits the eBuy cart, it will go to the Requester to submit
the order.
Requesters can place the order and it will auto load to the PReq
process. Additional approvals may be required based on
dollar limits, departmental rules and the presence of capital
equipment in the cart. A minimum of
2 PReqs approvals will be necessary for all of these orders.
- How do I know if I can edit items
in a shopping cart?
Once a Requester/Initiator submits the
cart to WorkFlow and a PReq # (W000…) is assigned,
the order(s) cannot be edited.
- How will I know when my order has
been processed?
In eBuy, you will be able to set email preferences that will
enable you to receive email notification as the order goes through
the approval process.
- Do I need to submit receipts or packing
slips for my order?
No. Suppliers will submit invoices to Accounts Payable for
processing.
|
|
Receiving Your Order
- 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 directly to resolve
any problem(s) with your order. Contact information and/or
instructions are provided on your order confirmation or packing
slip.
|
|
Training & Support
- Where can I obtain hard copies of
the eBuy training materials?
eBuy training materials are available at www.uiowa.edu/~purchase/purchase/eBuyAnnc.htm.
- Whom can I contact for further assistance?
You may e-mail questions to ebuy@uiowa.edu or
you may call 319-335-0115.
|
|
Account Confirmation
- How do I approve invoices from eBuy
purchases? Do I need to create a voucher for all eBuy transactions?
Unless the order contains capital equipment
or is >$10,000,
no approvals are required. When approvals are required,
they will be handled in the same manner as for non-eBuy orders.
|
|
|
