A: Log into procurement homepage, and select "buyWays Faculty and Staff" on the right hand side. The website is: http://www.clemson.edu/cfo/procurement.
Q: What User ID and password should I use to access buyWays?
A: You
should use your Novell User ID and password to access buyWays.
A: Yes. Everyone can shop in buyWays, but all cannot submit a shopping cart for approval. If you are only a shopper, then you must assign your cart to the requisitioner in your department. Your Budget Center must submit the approval and role identification forms, so your department can be set up correctly.
A: There are several ways to start a requisition, depending on the type of purchase you are making. Use the shop bar at the top of the home/shop page to search for any product. If your product appears in the search results, add the appropriate quantities to your cart. Items that appear in the results section are from hosted or electronic catalog suppliers. Shop the punch-out suppliers. Displayed on the home/shop page are a variety of punch-out suppliers. Click the icon to the supplier, use the supplier's search to create a new order and add items to your cart. Each punch-out supplier has a different way to return items to your buyWays cart. If you are not using a punch-out supplier or cannot find your item in the hosted catalog search, then the most common way, is to start by choosing the "non-catalog item" at the top of the home page, filling out the details, and then select "save and close", to put the item in a cart. The other common way to start a requisition, is by selecting "Clemson forms", and choosing the appropriate form, for example, sole source, non-catalog, or carpet form.
Q: What funds can I use in buyWays:
A: Currently,
funds 10-17, 19, 20, 21, 22, 23, and 40's, are the only funds that buyWays
accepts.
Q: What is the difference between a hosted supplier and a
punch-out supplier?
A: A hosted
supplier is a pre-approved supplier whose catalogs are loaded in buyWays, with Clemson
pricing and product descriptions. You
can use the search function to search these catalogs by keyword or catalog
number.
A punch-out supplier is a supplier who has a specific website that contains Clemson pricing. From the buyWays home/shop page you have a direct connection to the supplier's website. Use the supplier's search feature and catalog to find your products. When you complete your shopping follow the links to checkout from the suppliers' website, the products will be added to your buyWays shopping cart, and you will be directed back to the buyWays.
Q: Why can't I change quantities on some items in my shopping
cart?
A: Items
that are selected from a punch-out supplier's site cannot be modified once
they are in your buyWays shopping cart. You must delete the cart and start
again if you need to change the quantity.
Q: Can I request that a specific supplier be added to buyWays?
A: Yes. If a specific supplier is requested by a number of areas at Clemson, if volume warrants it, and if the supplier is technically capable, the supplier may be added to the buyWays site.
A: Yes. You can charge a different account code to each line item, or split account codes within a line item. Line item splits or changes to a line item accounting code overrides the account code displayed at the header. DO NOT create a split distribution on the same account/chartfield. If only one chartfield is being used for a requisition or line item, there is no reason to split account codes.
A: All suppliers must register at: http://www.clemson.edu/cfo/procurement/vendors/index.html, if they wish to do business with Clemson, A purchase order cannot be issued to their company if they are not a supplier in buyWays.
A: After you log into buyWays, select "View My Approvals" on the left hand side on the homepage. When the requisition number appears, you can click on the requisition number to open it up to view the contents. Once you agree to this purchase, select "approve/complete step", from the available actions (in the open space to the top right of the screen), and then click "go". See the approval instructions for additional approving options.
A: When you select "Submit Req for Approval", the cart turns into a requisition, and then the requisition starts the workflow process. For additional information on buyWays workflow, view the Progression of a buyWays Transaction. Submit Req for Approval is only available for users with the role of requisitioner.
A: When you select "Assign Cart to Requisitioner", you are simply allowing another person to view your cart. You are probably the shopper. The requisitioner will assign accounting information, and submit order. The Requisitioner has the task to "Submit Req for Approval" (see question above). Until the cart has been assigned to the requisitoner and he/she selects "Submit Req for Approval", the order CANNOT be approved by the approver.
A: Once an order has been completed, it cannot be altered by you. However, if it has not been approved by anyone, you can withdraw the entire requisition, using the available actions drop down option, and follow the prompts. The approver may return a requisition with comments about corrections that must be made, or could reject your entire order. For a returned requisition, you can make the necessary changes and submit the order again. The requestor can edit or add items, change shipping/account information, etc. To start over completely, the shopper can use the Delete button on the right side of the screen, and then choose Create Cart or the home/shop tab in the upper left corner.
Rejected OrdersQ: What do I do if my order is rejected?
A: If your order is rejected, and you shopped using a punch-out supplier, then you must start your shopping experience again, by "punching" out to the supplier, and selecting the items again. If it was rejected due to failing budget checking (the reason can be found in the history of the rejected requisition), then you need to make sure you use the correct chartfield, and that the budget center has corrected any issues they are responsible for, before resubmitting the new requisition.
If you shopped, and did NOT use a punch out supplier, then you can open up the rejected requisition, from the "available actions", at the top right hand corner, select "copy to new cart", and "go". From this point, you can change any incorrect information, and "Submit Req for Approval".
Q: How can I find out the status of my requisition?A: From the homepage, you select "history", on the left, or "search history" at the top, and then search by my requisitions. If you want to see orders that are OLDER than the current month, you must filter, and change the date range. Once you have accessed the requisition, click on the requisition number to open it, and then select PR approval (view only). This will show which step in the workflow the requisition is. If the order was done within the current month, you do not have to filter to select a date range. If you have your requisiton number, use the 'quick search for' tool at the top right of the buyWays screen. Enter your Req. No. in the box and click "GO"
A: From the homepage, you select "history", on the left, or "search history" at the top, and then search by my purchase orders. If you want to see orders that are older than the current month, you must filter, and change the date range. Once you have accessed the order, click on the order number to open it. If there is a green check mark and completed in the document status box, then the PO has been completed. Also listed in that box, will be the time and date that it was distributed to the supplier, and the method of distribution. If there is not a green check mark, but blue arrows in a circle, then select PO approvals (view only) to see what step it is in. If you have your PO number, use the 'quick search for' tool at the top right of the buyWays screen. Enter your PO No. in the box and click "GO"
Q: What orders should I do a receipt for?
A: A receipt must be created for ALL orders in buyWays. Receipts are not based on supplier, but must be done for all orders.
Q: What should I do if I do not receive all my items or if my
shipment is incorrect or damaged?
A: You will need to contact the supplier directly to resolve any
problem(s) with your order. Contact information and/or instructions are
typically provided on your order confirmation or packing slip.
A: You will need to contact the supplier directly for the status of your order, especially if you did not receive an order confirmation. Contact information and/or instructions are provided on your order confirmation, if you have one, or you can look up supplier information in buyWays. If there is a problem with delivery, or they cannot find the PO, contact cubuyways@clemson.edu.
A: No. When you purchase through buyWays, you must do a receipt and an invoice. The supplier will be paid once the invoice and receipt have been completed.
Q: How do I know whether the supplier has been paid?
A: Payment information is passed back to the invoice from
PeopleSoft. Open PO in
question. Select the invoices tab on the PO. All of the invoices will be displayed on the invoices tab. The invoice status shows whether it is
payable, in process, or paid. Next, click on
the invoice number, and look at the "invoicing summary". In the Payment Information box, you can view the payment
date, payment method; EFT, ACH or check and payment/record number.
Q: How can I change my ship-to and bill-to addresses? Can I add
additional ship-to addresses?
A: You may
add or change addresses by accessing your "User Profile," clicking on
the "Purchasing" tab, then clicking on the "Addresses"
tab. Next, "Select addresses for
profile", put in the street or building name in the "address text" box, and
then select the desired address. You can
then choose this as your default if you wish.
You can set up as many addresses as you wish in your profile, but only
one as the default. If you cannot find
your address, by using the address text, or department number, and need further
assistance, go to http://www.clemson.edu/cfo/procurement/buyways.html#train, and select "training demos".
A: No. Some suppliers send electronic invoices to buyWays. A link to this list of suppliers may be found on the home page of buyWays, under "Suppliers/ Ordering/ Invoices/ Receipts", under "CXML Invoice Suppliers Defined" The link is: http://www.clemson.edu/cfo/procurement/buyways.html. For any supplier not listed under CXML Invoice suppliers, you must create an invoice for them.
Q: Whom can I contact for further assistance?
A: You may
e-mail questions to cubuyways@clemson.edu, call 1-864-656-5581 for the helpdesk, or call 1-864-656-2390 to
speak to a buyer in Procurement.
A: Training materials are available at www.clemson.edu/cfo/procurement/buyways.html#train. You can also sign up for training classes through this link. You will need to log in to view the classes that are available, and to sign up.
Q: Whom can I contact for further assistance?A: You may e-mail questions to cubuyways@clemson.edu, call 864-656-5581 for the helpdesk, or call 864-656-2390 to speak to a buyer in Procurement.