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.
Q: Am I authorized to shop in 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. To modify your role from shopper to requisitioner, your Budget Center must submit the role identification form.
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: How do I start a new cart without the items being added to an existing cart?
A: Click on the shop icon (at the left), then click on “My carts and Orders”, then “view Draft Shopping Carts”. Click on “create Cart” button, then click “continue shopping” (at top right). The items will be put in the new cart.
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 cart unless your shopping cart displays: Need to make changes? MODIFY ITEMS. 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. All suppliers must register at: http://www.clemson.edu/cfo/procurement/vendors/index.html, to become a supplier in buyWays. 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: 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.
With email approvals configured (more on this below), approvers will receive an enhanced approval email containing pertinent order information and a quick action webpage link where action may be taken. The email contains requisition information to allow the approver to make a decision on what action to take on the entire document. The webpage allows the approver to select their action and enter comments.
By default, a personal approval code (set up in buyWays on the my profile tab) is required in order for the approver to take action from the webpage link, therefore ensuring the authorized approver is the person taking action on the requisition. Approvers maintain an email approval code in their buyWays profile. When the approver accesses the approval webpage, they enter the email approval code and are authenticated as the authorized approver.
Taking Action (How it works):
A: When you select "Submit Req for Approval", the cart turns into a requisition, and is routed through 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.
Method 2 - after the invoice has been created
Method 3 - before the invoice has been created
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 at the right side of the screen, (when looking at the draft carts in a list) and then go to your Shopping page.Rejected Orders
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".
A. Select Orders & Documents icon (on the left), then select Search Documents. Select My Requisitions (at the top). If the requisition that you are searching for was created before the current month, you would then filter by Date Range (to the left). Once you have accessed the requisition, click on the requisition number to open it. Then click on Req Approvals (VIEW ONLY). This will show which step in the workflow the requisition is. Or, if you know your requisition number, you can find the status by clicking on the Search Icon (in the top right corner of your screen), choose requisition from the drop down menu, type in the number, and click the search icon.
A. Select Orders & Documents icon (on the left), then select Search Documents. Select My Purchase Orders (at the top). If the purchase order that you are searching for was created before the current month, you would then filter by Date Range (to the left). Once you have accessed the purchase order, click on the purchase 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 the status box, is the time and date that the PO 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), and this will show which step in the workflow the PO is. Or, if you know your PO number, you can find the status by clicking on the Search Icon (in the top right corner of your screen), choose Purchase order from the drop down menu, type in the number, and click the search icon.
A. A receipt must be created for all orders over $2500. Receipts are not based on supplier. For orders that are less than $2500, without a receipt, buyWays will wait 5 days after the order is invoiced before the order is sent for payment. If you go ahead and enter a receipt for orders under $2500, they will not wait the 5 days after invoicing to be sent for payment, but will be sent immediately.
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: 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 make a payment to a supplier, when there is not an existing PO, I just have an invoice?
A: To make a one-time payment, use the Payment Requests form on the Shopping page of buyWays, under the Clemson Forms. Process as you would a regular requisition. When the form creates a PO, then pull up the PO, and create a receipt and invoice, attaching a copy of the paper invoice to the invoice.
To make recurring or ongoing payments to a supplier, (such as for utilities, rent, etc.) Choose the Direct Purchase Request Form, and enter the amount for the year, then each month, pay against the PO, creating a receipt and an invoice each month. This form does encumber.
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: Click on your name at the top right hand corner of your screen, click on View my profile. Next, click on Default Addresses under User Information and Settings. It will display the Ship to addresses first. Then, click on Select Addresses for Profile, type in building name or department number in the Nickname/Address Text box. Click Search. Choose your address from the listing. To set as default, choose the default box under the Department Number. If you have a floor, room or suite number, enter that in the box under your name. Do not include Building name or street name in this box. Click Save. If you need to change the Bill to, click on Bill To (to the left), and repeat the steps above.
Q: How do I change my address if my department moves to a new building, or I have a new department number?
A: Send an email to cubuyWays@clemson.edu, include the department number, and the complete street address for shipping and billing.
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 to this document is: http://www.clemson.edu/finance/procurement/buyWays/bwdocs/InvoiceNuances04252014.pdf. 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 firstname.lastname@example.org, 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: Follow these simple instructions:
A: Follow these simple steps: