BuyND

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BuyND

• Athletics e.Purchasing

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Login Navigation

• Login
• https//solutions.sciquest.com/apps/Router/Login?O
  rgNameNDProd
• 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

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Creating a Profile

• Overview
• 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

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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 youre ready to shop!

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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

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Catalog Orders

• Ordering from an online catalog
• Access 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 youll automatically
  exit the catalog return to buyND

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Catalog Orders

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

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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

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Catalog Orders

• Editing 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

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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 youve 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

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Catalog Orders

• Completing your order
• Now that youve 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

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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

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Non-Catalog Orders

• Choosing your Supplier
• Click Search under Supplier Info
• Type in your vendors name
• Click Search
• Select your supplier click Choose Selected
  Supplier
• If a vendor is not found email the following to
  buy_at_nd.edu
• Company name
• Mailing Address
• Email Address
• Phone Number
• Fax Number
• Procurement Services will add the vendor as soon
  as possible (1-3 days typically)

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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

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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

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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
  Sams 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!!!