How to Place Orders

Guided BUying Overview

There are several ordering methods available to purchase products and services. The primary ordering method Sourcing & Procurement manages and administers is the purchase order method. Alternate ordering methods are available for specific types of purchases to help expedite the purchasing process. View the Ordering Method Matrix, available on the Ordering and Contracting Policy page and linked below.



Purchase Requisition Type: Used to Purchase:
Guided BUying Catalog Order Requisitions created to purchase through catalogs in Guided BUying.
Non-Catalog Request (Amount Based) Requisitions created when you are unsure the final amount to be spent.
Non-Catalog Request (Standard) Requisitions created when you cannot find what you need in Guided BUying.
Blanket Purchase Order (BPO) Process used to purchase products/ services off a contract, which suppliers can invoice directly against. Note: BPOs do not encumber funds and are only set up by Sourcing & Procurement.

 



Resources for Getting Started in Guided BUying


Guided BUying Overview

Guided BUying Glossary

Ordering Method Matrix

Browsing & Searching in Guided BUying


Guided BUying Purchase Requisition & Approval Training Recording

Searching for Suppliers

A supplier must be assigned to submit a PR in Guided BUying. Requisitioners can search for suppliers in Guided BUying through the tiles or by using the search bar. In the search bar on the top of the Guided BUying homepage, type in the supplier name, do not use abbreviations, and be as general as possible. In the search results, scroll down to Shop by Supplier.


If you cannot find the supplier you are looking for, you may be searching under the “Doing Business As” (DBA) name which are not visible in Guided BUying. Guided BUying only makes visible the parent company name. If you know the parent company name, search by that. If not, view the supplier list here, updated weekly, which lists both the parent company name as well as the DBA for all registered suppliers. If you still cannot find the supplier, submit the Supplier Request Form found on the homepage of Guided BUying. The Supplier Request Form must be submitted before engaging the supplier and before submitting a PR.



Browsing & Searching in Guided BUying

Engaging a Consultant at Boston University


Supplier List

Supplier Request Form

Please review our Supplier List here, which is our extensive database of registered and contracted suppliers. If you still cannot find a Supplier, submit a Supplier Request Form to request registration for a new supplier. New suppliers should only be considered for rare sole-sourced items that are not available from one of our registered suppliers. The Supplier Request Form must be submitted before engaging the supplier and before submitting a PR.


Within the Supplier Request Form, describe need for a new supplier. If a PCard can be used with an unregistered supplier, that should be the preferred method of payment. Registering a supplier can take up to two weeks and is dependent on the responsiveness of the supplier. View the guide below for steps on submitting the Supplier Request Form.

Supplier Request Form

Engaging a Consultant at Boston University


Setting Shipping Address

Shipping information including address, floor, and room number can be updated at the header or line level of a PR. Any shipping information set at the Personal Profile level will flow to the header and line level at checkout for every PR you create. Note: When populating the Deliver To field, we recommend using abbreviations as certain suppliers can only accept 30 characters in this field.

Setting Address at Header-Level vs. Line-Level:

Header-Level: The Ship To and Deliver To fields should be set at the header-level for PRs when all lines are being shipped to the same address. Deliver To at the line level does not update the header-level. Thus, it’s important to set the Ship To and Deliver To at the header-level if shipping to one location. Note: If you are purchasing from a catalog supplier (e.g., WB Mason), set the delivery address at the header level. If you need to send the order to multiple addresses for a catalog PR, create separate PRs for each address.

Line-Level: If you have multiple lines with different Ship To addresses, set the Ship To and the Deliver To at the line level. To avoid delivery delays, please ensure your Deliver To is populated or you risk your package being returned to the Supplier.


Shipping to a Non-BU Address: Within Guided BUying, Requisitioners can ship to a non-BU delivery address. Requisitioners must add a comment to their approver and the supplier noting the order is being sent to a non-BU address. The Cost Center approver will see this as an ad hoc address and will review and provide their approval. Note: When entering the state, please use the abbreviation (e.g., MA). If the purchase is <$500, manually add your financial approver as an approver to the PR to route for approval. All deliveries off-campus should be approved by your financial administrator or dean. View our recent communication on shipping to non-BU delivery addresses here. Note: If shipping to an international address, please refer to the Region Codes for International Shipping linked below.

Setting Shipping Address at the Line-Level

Setting Shipping Address at the Header-Level

Shipping to a Non-BU Address

Region Codes for International Shipping

Viewing PRs & POs

Purchase Requisitions and Purchase Orders can be viewed in Guided BUying under the Your Requests tab. Navigate to the Your Requests tab to view detailed information on your Purchase Requisitions including status, approval workflow, history, and to add any additional comments or attachments. If a PO has been generated, it will display under the PR name.

Download the slide deck below for instructions on viewing Purchase Requisitions and Purchase Orders in Guided BUying.

Viewing Purchase Requisitions & Purchase Orders

Import/Export Orders

U.S. Customs regulations require checks-and-balances for orders crossing borders. Boston University’s contracted customs broker, FedEx Trade Networks Transport & Brokerage, Inc. is here to help you with your import orders. Download the slide deck below for information about import orders and directions for working with FedEx Trade Networks Transport & Brokerage, Inc.

Import Orders

Adding Comments and Attachments

Documentation is a critical element of the ordering process. Documents should be attached to Non-Catalog Requests to provide as much information to buyers and suppliers.

Types of Documents to Attach:
Quotes
Proposals
Statements of Work (SOW)
Description of Services (DOS)
Signed contracts
Other documents detailing what is being ordered

Non-Catalog Requests of ≥$10,000 require at least one document be attached to the Purchase Requisition (PR) to be submitted. Attachments can be added at the header or line-item level.


When attaching a document in Guided BUying, check off the Share with supplier box to make the attachment visible to the supplier. Do not share competitive bid documentation with suppliers as this documentation is confidential. The final step to attaching a document is to click ADD. Note: When purchasing from a catalog supplier (e.g., WB Mason), do not make attachments visible to suppliers as this could cause the PO to fail or be delayed.

Comments can be added at the header or line-level of a PR. Use the comment section to converse with Buyers, Approvers, and Suppliers. To share a comment with a supplier, check off the Share with supplier to make the comment visible to the supplier.


Adding Comments & Attachments

Guided Buying Catalog PRs

Guided BUying offers a central location to purchase a wide selection of products and services at competitive prices from a variety of registered and ontracted supplier catalogs. Products purchased through Guided BUying are considered competitively bid. Download the slide deck below for instructions on placing Guided BUying catalog orders.

Purchase Requisition Generation via Guided BUying Catalog Order

View video tutorial on Creating a Guided BUying Catalog PR





Amount Based and Standard PRs (Non-Catalog Requests)

Important Update: Ariba released system updates Friday, August 14, 2020. With these updates, the term ad hoc item was renamed to non-catalog item. The process to create a non-catalog request (previously ad hoc), did not change, nor did the types: standard or amount based.


Non-Catalog Requests are used to create PRs for one-off purchases for services or products that are not in a supplier catalog in Guided BUying. Suppliers must be assigned to a PR before submitting the PR.


There are two types of Non-Catalog Requests:

Amount Based: PRs created based on a quote from a supplier when you are unsure the final amount to be spent. Non-Catalog Amount Based Requests replaced Limit Order Shopping Carts.

Standard: PRs created based on a quote from a supplier when you cannot find what you need through a catalog in Guided BUying. Non-Catalog Standard Requests replaced Free Description or Material Carts.

Assigning Order Type:

Requisitioners are required to choose the Order Type on each Non-Catalog line. To assign the Order Type, scroll to the open Others tab, and select either Standard or Amount Based from the Order Type drop-down. Requisitioners should designate their PRs as follows:
Amount Based –> services or if you are expecting multiple invoices
Standard –> products

Attachments:

Requisitioners must obtain a quote from a supplier to attach to their PR. Other documentation we recommend you attach include quotes, proposals, or descriptions of services. Non-Catalog Requests of ≥$10,000 require at least one document be attached before submission.

Download the slide deck below for instructions on placing an Non-Catalog Request.

Purchase Requisition Generation_Non-Catalog Request

View video tutorial on Creating a Non-Catalog Request

Ordering Method Matrix

The preferred method of ordering products and services is from a registered supplier via a Purchase Requisition (PR) in Guided BUying. There are however alternative ordering methods available for low-risk purchases of specific categories. To learn more about the ordering methods for each commodity, download the Ordering Method Matrix, linked below. More information on the Ordering and Contracting Policy can be found on the policy website.


Ordering Method Matrix

BPO Contracts

Blanket Purchase Orders (BPOs) Contracts allow Requisitioners to purchase off a contract which the supplier invoices directly against. Requisitioners will see the contract number referenced in the item information, but they will procure these items the same way they would any Guided BUying catalog item. Contracts are created by Sourcing & Procurement in collaboration with the supplier and business unit and do not encumber funds. For more information on Blanket Purchase Order (BPO) Contracts download the guide below and visit the Accounts Payable website.


Blanket Purchase Order (BPO) Contracts

Purchasing Animals

Laboratory animals are a highly sensitive commodity with regulatory requirements. The Lab Animal Science Center (LASC) works with a list of approved animal suppliers, most of which are registered or contracted suppliers offering streamlined ordering through Guided BUying. To view the list of approved animal suppliers, please visit our What Do You Need page.

The LASC is the University’s subject matter experts on animal purchases. If you cannot find the type of animal you need from one of our contracted suppliers or would like more information about regulations or requirements, please visit the LASC website.

Ordering Requirements

Resources: When placing your order for an animal, there are several requirements the order must meet. Please view this guide developed by the Animal Science Center for detailed requirements and instructions.


The delivery date on the PR should reflect the desired day for the animal to be delivered and should correspond with the supplier’s pre-determined delivery days (see below).

Supplier Submit Orders By: Delivery Days
Charles River Laboratories Noon, Thurs., or Fri. Tues, Thurs.
Envigo International Noon, Thursdays Wednesday
Jackson Laboratory Noon, Thursdays Wednesday
Taconic Bioscience Noon, Thurs., or Fri. Tues, Thurs.

Animal purchases must be delivered to the following addresses, including building, floor and room number. The street address can be searched under ShipTo(Plant) by name, street, or building code. The building/floor/room number should be entered in the Deliver To field.

Animal Delivery Addresses
Street Address ID Building/Floor/Room Campus
700 Albany Street 5318 W7, W8, W9/7/707 MED
85 East Newton Street 5404 M9/7/707 MED
670 Albany Street 5309 A8/8/826 MED
72 East Concord Street 5333 R8/8 MED
590 Commonwealth Avenue 5267 590/4/423 CRC
620 Albany Street 5286 NEIDL/6/602G MED
610 Commonwealth Avenue 5280 CILSE (loading dock) CRC

Animal purchases must include the supplier shipping and billing codes in the comment section of the PR.



Guide on Purchasing Animals

Moveable Capital Equipment Purchases

The Property Management Department manages all moveable capital equipment located on the Charles River Campus, the Medical Campus, the Wheelock Campus, and numerous off-campus sites.

Property Management inventories and tags moveable products purchased at a total value of $5,000 or more (including shipping). When purchasing any moveable equipment, select the GL code 510100 Non-capital Minor Equipment. The PR will go to Property Management who will adjust the GL to capital equipment, asset tag, and update inventory.

Resources

View our recent communication on moveable capital equipment here. For more information about the classification, guidelines, and requirements for capital equipment orders, please visit the Property Management Manual webpage.

Puchasing Moveable Capital Equipment

TerrierTemps Program

Big projects can sometimes require additional short-term resources. Sourcing & Procurement joined forces with recruiting and management firm, Kelly Services, to bring you a competitively priced, easy to manage, contingent labor program, TerrierTemps. TerrierTemps provides temporary labor staffing, as well as augments our internal HR team for direct hire placements, through the integrated system accessed through MyBUworks.



Using the BUworks TerrierTemps portal, you can submit labor requisitions, review résumés, select candidates, and approve timesheets all in one place.


If you have any questions about the TerrierTemps program or Fieldglass tool, please contact the Program Management Office representative listed below.


Instructions to Utilize TerrierTemps
Supplier Name Suppplier ID Commodity Code Sales Representative Contact Information Primary Ordering
Method
Secondary Ordering
Method
TerrierTemps N/A 80111600
Services-Temporary Labor
Tanya Bouwman

Kristina Agurto
butemps@bu.edu
617-358-1042

Kristina.Agurto@kellyocg.com
770-833-8299
TerrierTemps Portal in BUworks N/A

Communications & Training


Amazon Business

Announcement: With the go-live of Guided BUying, Requisitioners now have the ability to shop on Amazon through Guided BUying!

 

Our contract with Amazon Business offers Prime one and two-day shipping for eligible purchases, level three reporting for simplified transaction monitoring, and pre-purchase approval for increased purchasing transparency.


It is important to make sure faculty and staff understand what types of products are acceptable for purchase from Amazon Business, and what products and services are not. Please see the acceptable use information below for more information.


Benefits

  • Enterprise Prime membership: Membership for all BU Requisitioners at no cost to your department.
  • Free shipping: Prime one and two-day free shipping on eligible orders (learn more).
  • Tax benefit savings: Automatic tax exempt purchasing on items sold by Amazon.com LLC and participating 3rd party sellers.
  • Amazon business sellers: Access to Amazon’s top-tier of sellers and special pricing, not found on Amazon.com.
  • Customer support: Access to a specialized, business-only, Customer Service team at 888-281-3847.
  • Price protection: Pricing is held in the shopping cart for seven (7) days.
  • Additional Products: Access to millions of additional products, available only to Business customers

  • Assistance

    Please submit a ticket to Sourcing & Procurement via the Financial Affairs Customer Service Portal for any Guided BUying or account access questions. Specific order issues can be directed to Amazon Business Customer Support.


    Amazon Business Customer Support

    • 1) Go to the Contact Us page from your business account
    • 2) Select Prime or Something Else
    • 3) Select an issue Amazon Business
    • 4) Select Phone or Chat

    Amazon Business Customer Service can also be reached at 888-281-3847. Calling Customer Service may require account validation with the University billing address.



    Amazon Business Account Representative

    Stacey Dziurzynski is the account representative for BU. She can be reached by email at sedzi@amazon.com or by phone at (239) 560-6048.

    Restricted Products & Services

    Amazon Business is intended to offer Requisitioners a purchasing platform to quickly compare pricing against existing contracts or easily purchase products that are not found through contracted suppliers (visit the What Do You Need page for contracted supplier information). Products such as breakroom, lab, and office supplies, and IT peripherals not available through preferred suppliers are recommended for purchase through Amazon Business.


    You should continue to utilize our exclusive contract with Barnes & Noble for e-textbooks and required course materials. To ensure purchases are aligned with University and Federal guidelines, the following products and services are restricted from being purchased through Amazon Business:


    • Hazardous chemicals
    • Furniture
    • Medication, drugs, or controlled substances
    • Radioactive compounds
    • Laptop or desktop computers
    • Printers
    • Cellular services
    • Amazon coins
    • Amazon services
    • Gift cards
    • Laboratory animals

    Restricted items submitted for purchase through Amazon Business, will be subject to purchase rejection from your financial approver and investigation based on monthly purchase reports reviewed by Sourcing & Procurement.


    * Best Total Value is defined as the evaluation process that encompasses any, or all, of the following considerations: lowest purchase price, compliance with technical or functional specifications, product availability, ordering and invoicing processes, service standards, accounting compliance, terms and conditions, reputation, sustainability practices, diversity status, avoidance of risk to the University, and regulatory requirements.

    Policies

    Amazon Business impacts both the Purchasing Card Policy and Travel Card Policy as follows:

    • Requisitioners can purchase on Amazon Business via Guided BUying and the P-Card program. The Travel Card and out-of-pocket reimbursements in Concur are not allowed.

    • All faculty or staff using Amazon to place University orders must transfer and/or activate their University Amazon Business account using their BU email address.

    Acceptable Use



If you are a Requisitioner on the Amazon Business website and in Guided BUying, the preferred shopping method is via the Amazon Business catalog in Guided BUying. This channel allows purchases to follow the same workflow as standard Purchase Requisitions (PRs) and streamlines the ordering and invoicing process.


Access the Amazon Business catalog by navigating to the homepage of Guided BUying and searching for Amazon or by selecting the Catalog Suppliers tile.


Benefits:


  • Centralized location to purchase from registered and contracted suppliers.
  • View all PRs and their statuses under the Your Requests tab.
  • Transactions are processed in Guided BUying, including PRs, approvals, PO generation, and invoicing.
  • Approval thresholds and workflow for orders in Amazon Business are the same for all PRs in Guided BUying.


FAQS


Training Resources



Access to the Guided BUying Amazon Catalog




Ordering via the Amazon Business Catalog




Shipping Address




Approval Workflow




If Amazon Business Requisitioners do not have access to Guided BUying, they can continue to purchase using Amazon Business directly through the website with their P-Card.


To create an Amazon Business Account you must either a) be a designated Amazon Business Administrator/Approver (typically a P-Card holder) or, b) receive an invitation from your department’s Amazon Business Administrator to join Amazon Business.


To request access to Amazon Business, please contact your department’s finance office for assistance. Once you are added by your Amazon Business Administrator (typically a P-Card holder), you will receive an activation email directly from Amazon.com with the subject line, Welcome to Amazon Business. The activation period is time sensitive; please take action within 15 business days.


FAQS


Training Resources



Activate Your Amazon Business Account




Ordering on Amazon Business




Amazon Business Account Administration




Fairmarkit

Announcement: With the go-live of Guided BUying, Requisitioners can pull RFQs from Fairmarkit directly to Guided BUying!

 

Download the Fairmarkit Training Guide

Ordering Method Matrix

Sourcing & Procurement partners with Boston-based startup, Fairmarkit, to provide the BU Requisitioner community with a streamlined machine-learning tool to quickly and efficiently solicit competitive quotes for purchases under $100,000.

Fairmarkit’s Quick Quote tool allows Requisitioners to easily meet competitive bid requirements and achieve greater cost savings by soliciting competitive quotes from a larger supplier base within 48 to 72 hours.

Requisitioners have access to Fairmarkit’s Quick Quote tool through Quick Quote tool through Guided BUying. Once a quote is generated, navigate to the Your Requests tab on the homepage of Quick Quote tool through Guided BUying and select the composing PR. Once you click edit you will be brought to the checkout screen.



Your department has unlimited use of Quick Quote at no cost, and you keep all savings achieved by using the tool.


Tool Benefits

  • Competitive Bid Documentation: Requisitioners can attach a PDF of their quote request to their PR to easily demonstrate that a competitive bid was conducted for the purchase. Note: do not share competitive bid documentation with suppliers.
  • Price Comparison: Within 48 to 72 hours, Requisitioners can collect, review, and compare quotes from multiple suppliers.
  • Supplier Discovery: Discover suppliers that provide products and services you need at competitive prices with automated vendor groups based on a description, manufacturer, part number, historical purchases, and more. Requisitioners can also create their own vendor groups based on preference.
  • No Cost to Use: Units have unlimited, free access to the Quick Quote tool.
  • Savings Opportunities: Units get to keep savings generated by the Quick Quote process.


The Fairmarkit Quick Quote tool is intended to be used for collecting prices for products and services that are easily commoditized. Recommended categories for Quick Quote include:

  • Industrial/maintenance supplies
  • Industrial equipment
  • IT accessories
  • Laboratory equipment
  • Office furniture
  • Janitorial supplies
  • Media/audio visual equipment

When reviewing quotes from the tool, take into consideration the Best Total Value*. Awarding to a non-registered supplier may impact the lead time due to the supplier registration process. Onboarding of new suppliers is subject to approval by Sourcing & Procurement.

* Best Total Value is defined as the evaluation process that encompasses any, or all, of the following considerations: lowest purchase price, compliance with technical or functional specifications, product availability, ordering and invoicing processes, service standards, accounting compliance, terms and conditions, reputation, sustainability practices, diversity status, avoidance of risk to the University, and regulatory requirements.


Restrictions

To ensure purchases are aligned with University and Federal guidelines, the following products are restricted from being entered into the Quick Bid tool for quotes:

  • E-textbooks and required course materials
  • Hazardous chemicals
  • Medication, drugs, or controlled substances
  • Radioactive compounds
  • Laptop or desktop computers
  • Printers
  • Cellular services
  • Animals
  • Services
  • Gift cards


Training

View our recorded training for a demonstration of the Fairmarkit tool. Fairmarkit also offers one-on-one demonstrations.



FAQs


Common Questions from Bidding Supplier


Setting Accounting

Accounting information can be set at the header or line level of a PR. Cost Centers set at the Personal Profile level will flow to the accounting section at checkout for every PR you create. Internal Order Numbers and WBS Elements must be set at checkout. View the guides below for instructions on setting accounting.


Setting Accounting

Updating Accounting & Shipping at the Header

Updating Account Assignment to Internal Order/WBS Element



Split Accounting

PRs can be split between the same Cost Object Type (e.g., Cost Center to Cost Center) by percentage, quantity, or amount. If charging a cost center and a Sponsored IO#, 100% of the cost must be charged to the Cost Center, then do a Journal Entry to charge the Sponsored IO#.


Split Accounting



Commodity Codes


The commodity code of an item in a PR classifies the product or service you are purchasing, determines the General Ledger (G/L) code, and assigns the appropriate individuals to the PR. Commodity codes replaced product categories from SRM. Select the most accurate commodity code to make monitoring the general trends of your department spend through reporting easy while ensuring orders are placed through the correct channels. A G/L code is linked to every commodity in our system for easy reporting. When creating a Non-Catalog Request, the Requisitioner must select the commodity code in the Non-Catalog Request Form that best describes the purchase.

Editing PRs & Resubmitting a Denied PR

Requisitioners have the ability to edit PRs within Guided BUying before a PO has been fully invoiced. Changes to the PR including increases in Total Cost or changes to the Ship To address, Requestor, Supplier, Accounting (e.g., Cost Center number, Internal Order number, or WBS Element), or Commodity Code will prompt re-approval of the PR. After a PO has been fully invoiced, submit a journal entry for any changes.

If a PR is edited after a PO has been generated, a new version of the PR, designated by a version number (example: V2), is created and submitted for approval. The new version will be transmitted to the supplier to confirm your communication of the changes with the supplier. If editing before a PO is generated, there will be no version change to the PR, it will just be updated. You will see the history of the PR, including all edits, under the History tab.

Editing and Resubmitting a Denied PR: If a PR is denied, Requisitioners will need to click Withdraw and then Edit to make the appropriate changes before resubmitting the PR.

Editing During Approval: Approvers can review and make edits to the PR in Guided BUying before approving or denying the PR. Changes to the PR including increases in Total Cost or changes to the Ship To address, Requestor, Supplier, Accounting (e.g., Cost Center number, Internal Order number, or WBS Element), or Commodity Code will prompt re-approval of the PR. Once Approvers save changes, they must approve or deny the PR.

Editing a Purchase Requisition

View video tutorial on editing a PR

Contracts

Complete the Contract Request Form to submit an unsigned contract that needs to be negotiated and signed by the correct authorized signatories of Boston University. These forms are routed to Sourcing & Procurement. Please allow a minimum of 2 weeks for negotiation with the supplier and General Counsel. Once you have submitted the Contract Request Form, use the comment section to converse with Sourcing & Procurement.


If you need to register a supplier and have a contract signed, the only form you need to complete is the Contract Request Form. When you come to the section which asks you to populate the supplier and you are not able to find yours in our registered supplier list, you will be prompted to provide detailed supplier information, including a contact name and email address. You do not need to complete a Supplier Registration Request Form. The Buyer will kick off the Supplier Registration Invitation based on the information provided in the Contract Request Form. Note, PRs <$10,000 do not route to S&P and will be automatically transmitted to the supplier. If you attach a contract to a PR <$10,000, it will not be transmitted to Sourcing & Procurement; a Contract Request Form must be completed to have your contract reviewed.


Contracts have a critical impact on the operations of the University. Contracts not only define price and deliverables of a relationship or engagement with a supplier, but they also define conditions under which you and your department and the University are liable for risks. Contracts define roles and responsibilities including security measures taken to protect data, injury to parties involved, and intellectual property rights. For that reason, the only individuals authorized to sign a contract on behalf of Boston University are Trustees of the University or individuals with delegated authorization.

Not only does Sourcing & Procurement ensure your contract is signed by the correct individuals, but we also work with you to ensure all your specific needs are written in the contract as deliverables in a clear and enforceable way to fit your department’s needs while protecting your interests.

Contract Request Form

Managing Submitted Forms

Engaging a Consultant at Boston University


View video tutorial on Submitting the Contract Request Form

Setting Personal Profile

Save time by setting values such as name, delivery address, floor and room number, and cost center for all your PRs by navigating to your Personal Profile on the homepage of Guided BUying. Once your Personal Profile is set, values are automatically assigned to every line item of all your PRs moving forward, but can be changed at the header or line level at checkout if necessary.

Due to the regular expiration of internal order numbers, these fund centers cannot be set at the Personal Profile level. Internal order numbers and WBS Elements can be set at the checkout screen.


Setting Personal Profile

View Video Tutorial on Setting Personal Profile

Email Notifications from Ariba

Requisitioners and Approvers can manage Guided BUying email notification preferences through the user profile on the homepage of Guided BUying. Note: updating notifications may cause you to miss necessary work.


Managing Ariba Email Notifications

Guided BUying Checkout Process

Guided BUying provides an intuitive user interface and a streamlined purchasing process. The Checkout Process guide walks you through updating values at checkout including shipping, accounting, adding comments and attachments, and adding Approvers and Watchers.

Checkout Process

Adding Approvers and Watchers

Watchers and Approvers can be added to the to the approval workflow during checkout or after submitting a PR. Watchers can view requests, but no action is required. Approvers must approve requests before they can move forward. System generated Approvers cannot be removed. Watchers and Approvers must have the Shopper Role (E.FI_SHOPPER) to be added to the approval workflow. If you need access to Guided BUying, please reach out to your Department Security Administrator (DSA).

Note: Ariba is currenlty working on the Team Requisitioning feature. We will reach out to the community and provide training once it is available.

Adding Watchers & Approvers

Request on Behalf Of

Requisitioners have the ability to ‘Request on Behalf of’ another Requisitioner if that Requisitioner has access to Guided BUying. Values from that Requisitioner’s Personal Profile will populate at checkout and they will be added to the PR as a Watcher.

Request on Behalf Of

Delegate Authority

Approvers should delegate authority to another approver while out of the office to prevent delaying orders. Authority can only be delegated to individuals with access to Guided BUying. Delegation can be set and scheduled ahead of time.

Download the slide deck below for instructions on delegating authority.

Delegate Authority

PR Approval

As a financial approver, you play a critical role in managing University funds and purchasing decisions based on competitive, fair, and reasonable pricing.

Financial Approvers need to be familiar with the University’s financial policies to adequately review and approve purchases for their department. Please visit our policies page to review purchasing policies.

Once a PR is submitted it will be sent through a series of approvals based on the dollar amount, fund center, commodity code (previously known as product category), general ledger (G/L), and PR type. If a PR requires your approval, you will receive an email notification. All PRs for approval can be viewed under the Your Approvals tab on the homepage of Guided BUying.

Download the guides below for instructions to review and approve PRs.

Approval via Guided BUying

Approval via Email

Approval Process Overview

Managing Ariba Email Notification Preferences

Sourcing Request Form

Submit the Sourcing Request Form to request help on a Sourcing project. The form will be routed to Sourcing & Procurement who can assist with an assessment of your current spend, market research including an assessment of the supply chain, a total cost analysis with identification of suitable suppliers, the development of a sourcing strategy, negotiation and contracting, as well as tracking and managing supplier performance. Once you have submitted the Contract Request Form, use the comment section to converse with Sourcing & Procurement.

Sourcing Request Form

Managing Submitted Forms

Canceling a PO vs. Closing a PO

In Guided BUying, it is possible for all Requisitioners to cancel their own Purchase Requisitions (PRs).

When to Cancel a Purchase Order (PO) within Guided BUying: You should only cancel a PO after you have confirmed with the supplier they have neither shipped nor invoiced the items you ordered. You can cancel a PR by clicking “Cancel request” in Guided BUying. Once you cancel the PR, it will automatically cancel and close the PO and send a PO cancellation confirmation to the supplier. You do not need to submit a PO Closeout Request.

When to Submit the PO Closeout Request within the Financial Affairs Customer Service Portal: You should submit the PO Closeout Request when no further invoices are expected for the PO. If a supplier short-ships a PO due to lack of inventory, or makes a change to the order, you can adjust the PR to the amount shipped and the PR will automatically close when the total quantity has been invoiced and paid. If the PO is currently in approval, first withdraw the PR and then submit a PO Closeout Request.

Sourcing & Procurement can ONLY close POs when all items have been shipped and all invoices have been paid.

When a PO Autocloses: In Guided BUying, an Amount Based PR will systematically close once it has been fully invoiced for the total amount on the PR.