What are the common products and services available for purchase?
What types of shopping carts exist and when do I use each type?
For more information, please visit Order Methods.
How do I search my shopping carts of any status (i.e., created, saved, deleted, completed)?
Using the shopping cart ‘query’ function in the procurement tab, you can search for shopping carts created by you, your team, or on your behalf. For more information, please visit Search Shopping Carts & POs.
How do I delete my shopping cart?
A shopping cart can only be deleted from the shopping cart ‘query’ section if the cart has been rejected or if it has not been approved. If a purchase order has already been created for the shopping cart, please submit a PO closeout request through the online form available on the PO Closeout Request Form.
How do I edit my shopping cart?
A shopping cart can only be edited if the cart has been inquired or if it has not been approved.
What documents do I need to attach to my shopping cart?
Documents describing the purchase and the purchasing decision should be attached to free eescription and limit order shopping carts. For more information, please visit Add Attachments.
Where can I find the Sole Source Justification Form?
The Sole Source Justification form can be found here.
How do I update my delivery address?
The delivery address for your shopping carts can be updated on two levels:
- Single-shopping cart level: use to set the delivery address for all line items in a single shopping cart
- All-shopping cart level: use to set the default delivery address for all shopping carts
For instructions to update your delivery address settings for all shopping carts, please visit All Cart Default Settings on the How to Place Orders page.
Can I ship an order to a delivery address that is different than my default delivery address?
Yes, use the single-cart default settings in the shopping cart to ship your order to a BU delivery address different from your default address before adding any line items to the cart.
For instructions to set your single-cart default delivery address, please visit Single-Cart Default Settings.
How do I place an order to ship directly to a non-BU address?
Non-BU delivery addresses will not be added to the system for shipment.
How do I get the PO number and status of my shopping cart?
Once a purchase order is generated from your shopping cart, you will receive an email notification with the purchase order number referenced. You can also find a purchase order number when searching for your shopping cart in the Procurement Tab.
For more directions to find shopping carts and purchase orders, please visit Search Shopping Carts & POs.
Where was my PO sent and how do I modify where the PO is sent (e.g., supplier email, fax number)?
Suppliers determine how and where purchase orders are sent when they register as a University supplier. Shoppers can check where a PO was sent in the PO (see screenshot below).
If a purchase order needs to be sent to a different location (e.g., supplier email, fax number), please contact Sourcing & Procurement (firstname.lastname@example.org) with a request to re-send the PO to a different output.
For more information, please visit Search Shopping Carts & POs
How do I close my PO?
Submit a PO Closeout Request through the online form to have Sourcing & Procurement close your purchase order for you.
PO closeout requests should be submitted 60 days AFTER the final invoice has been processed. Emailed requests will not be processed. When submitting a PO closeout request please complete the following:
- Confirm all invoices for the requested PO number(s) have been posted and paid
- Allow at least 10 business days before checking in BUworks portal to see that your PO number(s) has been closed
Once the PO is closed, no further changes can be made and no additional invoices can be posted towards that PO.
How do I remove a commitment showing up on my Cost Center/Grant?
To remove an open commitment tied to a purchase order, the PO must be closed. Please submit PO closeout requests using the online PO Closeout Request Form.
To remove a commitment tied to a shopping cart which has not generated a PO, you must delete the shopping cart. A shopping cart can only be deleted from the shopping cart ‘query’ section if the cart has been rejected or if it has not been approved. If a purchase order has already been created for the shopping cart, please submit a PO closeout request.
- For more information about finding open commitments, download the BUWorks guide: BW How-to: Find Open Commitments.
- To close commitments related to Internal Service Requests (ISRs) you will need to contact the service provider directly and request the closure of the ISR.
- For instructions to search shopping carts from the Procurement tab, please visit How to Place Orders
How can I check how much funding is left on my PO?
The remaining dollar amount on an open purchase order can be found using the BW Purchasing Document Lifecycle (PDL) report. This report can be used to show all purchase orders created with a Cost Center. There is also a step to add a calculation that will automatically update the balance left on the Limit Order within the report.
Please visit How to View Limit Orders – Summary Level to create a BW report that displays the Limit Order value and the amount invoiced to date.
How can I check for posted invoices on my PO?
A PO can be accessed through the shopping cart by searching for the cart in the Procurement Tab. You can check if an invoice has been posted or paid to your PO from the within the PO under the ‘Extended PO History’ tab.
For questions about invoice payments and the invoice payment process, please contact the Accounts Payable Department directly via email@example.com or by visiting the Accounts Payable Department website (http://www.bu.edu/ap/faq/).
Where and how do I submit Invoices?
Suppliers should send invoices referencing valid PO numbers to the Accounts Payable department directly via paper mail to the address listed below or email using firstname.lastname@example.org.
Boston University Accounts Payable,
25 Buick Street
Boston, MA, 02215
When products and services which require a purchase order are received without a valid purchase order in the system, not only is payment to the supplier delayed, but departments also expose themselves to increased risk and liability. In all cases, departments should take every action available to get a purchase order issued first before the receipt of products and services and prior to the receipt of an invoice.
If an invoice for products and services which require a purchase order is received without a valid purchase order in the system, an itemized shopping cart must be created to pay the invoice. Once the shopping cart is approved the system will generate a PO, at which point, you will need to write the PO number on the invoice and send it to the Accounts Payable Department directly via email@example.com.
For instructions to create a shopping cart, please visit How to Place Orders
What should I do if the invoice does not match the PO?
If the invoice received does not match the purchase order, please email Sourcing & Procurement via firstname.lastname@example.org. Sourcing & Procurement will determine if a change can be made to the existing PO or if a new PO will be needed, based on the degree and extent of the changes needed to pay the invoice.
Purchase Orders cannot be reduced in dollar amount. If a PO change requires reducing the dollar amount of the PO, you will need to create a new shopping cart.
What do I need to do for fiscal year end?
For dates, deadlines, and helpful information about the end of the fiscal year, watch the most recent fiscal year end webinar on the BUWorks Website.
How do I get invoices paid when there is a fire certificate block?
Due to Boston Fire Code regulations, some upholstered furniture purchases may require the supplier to provide a fire certificate to receive payment. All fire certificates must be forwarded to email@example.com.
How do I register a new supplier?
To purchase products and services on a PO from an unregistered supplier, please submit a shopping cart without the supplier assigned to ensure the cart comes to Sourcing & Procurement. In the shopping cart, please provide the supplier’s contact information in the notes of the shopping cart. Sourcing & Procurement will work with the Accounts Payable Department and the supplier to register the supplier with the University.
Suppliers will need to complete an online registration survey, which asks for information including tax documents, company structure, location, and the nature of products or services provided.
How do I check if a supplier is registered?
To review a list of currently registered suppliers and see instructions to search and assign a supplier to a shopping cart line item, visit Search Suppliers on the How to Place Orders page.
Policies & Best Practices
What is the policy on receiving gifts from vendors?
The policy on Solicitation and Acceptance of Personal Gifts and Relationships with Vendors can be found here.