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: 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
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 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. 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 on the right side of the screen, and then choose Create Cart or the home/shop tab in the upper left corner.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: 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: 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: 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://media.clemson.edu/procurement/buyways/profile.pdf
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/bwdocs/InvoiceNuances09092013.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: