Shopper
Frequently Asked Questions for eBuy +
Q: What User ID and password should I use to access eBuy?
A: You should use your Penn State Access User ID and password to access the eBuy system. You must be preauthorized by your Financial Officer to access and/or shop in eBuy.
Q: How do I get preauthorized to shop in eBuy?
A: You must contact your Financial Officer to obtain authorization.
Q:
Can I browse eBuy without being pre-authorized?
A: Yes. You may browse eBuy without pre-authorization by clicking on "Go Shopping" from the eBuy homepage. Once you have entered your user id and password, you will recieve a message that you are not authorized to shop. Underneath that message will be an option to "browse only".
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A: Check with your Finance Office or search for the budget in the Budget Selection screen and the Admin Area Name and Number will display.
Q: How do I find an account that is not listed in my Preauthorized Accounts list?
A: Use the search tool icon on the budget selection page.
Q: Can I still shop the way I did before with a pre-authorized account?
A: Yes, you still have the ability to select a pre-authorized account.
Q: When I’m shopping in eBuy + using a non-preauthorized account, will that requisition get encumbered in IBIS?
A: Yes! It gets encumbered just before the “Purchasing Review” step in the Approval Path. Another time your order gets encumbered is when you are using a Preauthorized Account and you exceed your preauthorized spend amount (for example: your cap is $4,999.00 and your shopping cart contains $10,000.00 worth of Dell Computers).
Q: What do I need to remember when I process my first eBuy + order?
A: 1) For a non-catalog order In ebuy+, the users have the ability to do eBuy+ catalog orders but if it’s not a catalog order, there are separate forms for PO’s and SO’s. When the users worked in IBIS on the REQR they had one form to use. Please note that there are now two forms.
2) Non-catalog form – regular purchase order The non-catalog form should be used to submit a PO. You can select your supplier and give a detailed description, catalog number, and quantity of that item. Please refer to Chapter 4 of the ebuy+ user guide. The pages are 18-20
3) Standing order form for standing orders (only) Standing Order: This form can be used to request a Standing Order be set up with a specific vendor. The form will be routed through departmental review and to PSU Purchasing. You may set up a standing order for one year or multiple years (up to 5), if the standing order is a multi-year contract. Please refer to Chapter 12 of the ebuy+ user guide. The pages are 51-54
Q: What if I need products shipped to a different Penn State location?
A: When shipping to different Penn State locations – select that location from the drop down box in the shipping box on the requisition.
Q: How can I follow the process of my order?
A: From the welcome page of eBuy, use the search box in the upper right corner Select -PR No. from drop down box – enter requisition # - click GO Click on PR Approvals tab - will display the step the order is currently in.
Q: Where do I find out who is the next approver in the step?
A: Click the PR Approvals tab on the requisition.
Q: Will I receive an email when the PO is issued through Purchasing?
A: Yes, if you have your email permissions set to receive it.
Q: How do I change roles?
A: Clicking on the logout tab from the main page of eBuy will take you to the Dashboard where you can easily switch your roles.
Q: Once I change roles how do I approve the requisition?
A: Click on the Approvals tab on the tool bar Click -Assign the requisition From My PR Approvals folder – click on requisition number If order is correct – Complete Action – click GO
Q: Who does the funds availability check?
A: This is an automated step in the system
Q: How do I enter line items that have no amount?
A: Price is required on the line item – Zero (0) is considered a price
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Q: Can I reference a quote number and make it a Lump Price?
A: Yes, give a brief description of the product. Reference the quote number and attach a copy of the quote to the internal attachments section.
Q: How do I search the history of an order I reviewed?
A: Follow these steps:
History
PR History
By Requisition
Check filter box
Orders I reviewed
Click search at the bottom
Click on requisition #
Click on PR Approvals
Q: My order was rejected. Can I pull up the old requisition and re-submit?
A: No, you can select the line items from the rejected requisition and transfer them to a new cart by following these steps:
Click on carts and create cart to establish a new cart. Do a search for your rejected requisition, select the line items to transfer to a new cart. Use the drop down option – “Add to active cart” and click go. Go to your shopping cart in the upper right hand corner to edit and review your cart.
Q: Do I need to do a PO change form to change cost centers?
A: You can’t change the cost center once the PO is complete. All cost center changes will be done in IBIS.
Q: Can I do a prepayment in this system?
A: Yes. In the body of the description, please reference that this is a prepayment order in the first line. Please be sure to provide an invoice to purchasing in order to process payment.
Q: Where do I indicate in the requisition that payment should be done via wire transfer?
A: Most foreign orders will have the swift account number and other necessary information to complete the order. As long as you confirm it (just like it’s a payment with a confirmation requirement), it will be processed. An email will be sent to purchasing to notify them of the foreign order.
Q: I am an approver. Where do I go to review/approve an order?
A: Click on eBuy approvers on the dash board, approvals on the tool bar, assign the order to your pr approvals folder, review the requisition and complete action, click go.
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