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Frequently Asked Questions

Accessing eBuy
Shopping
Payment & Shipping
Submitting Your Order
Receiving Your Order
Training & Support
Account Confirmation

Accessing 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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Shopping

Q:  What are my spending limits in eBuy?

A:  Spending limits are up to $5,000 per order or shopping cart. However, your Financial Officer may set your limits lower depending on your individual buying needs. Contact your Financial Officer if you are not sure what your limits are.



Q:  Why are my eBuy searches not returning results from all of the suppliers?

A:  There are two different types of catalogs on eBuy: hosted and punch-out. The eBuy search function will only return results from hosted catalogs. To search for your item in one of the punch-out catalogs, click on the catalog's icon to link directly to that supplier's catalog. You may then use the supplier's search function to find your item(s).



Q:  What is the difference between a hosted catalog and a punch-out catalog?

A:  In a hosted catalog, Penn State maintains the supplier's part numbers, item descriptions, and prices within the eBuy system. You can use the eBuy search function to search hosted catalogs by keyword or catalog number, but items in punch-out catalogs are not included in this eBuy search. To search for items in a punch-out catalog, you must first select the specific catalog you wish to search. Then you will seamlessly leave the eBuy site and be linked directly to the punch-out supplier's catalog. You can search for products in this catalog using the supplier's search and add these products to your eBuy shopping cart.


Q:  Why can't I change quantities on some items in my shopping cart?

A:  Some items that are configured on a punch-out supplier's Web site-such as computers and furniture-cannot be modified once they are in your eBuy shopping cart. You must delete the item and start again if you need to change the quantity.



Q:  Can I request that a specific supplier be added to eBuy?

A:  Yes. If a specific supplier is requested by a number of areas at the University, if volume warrants it, and if the supplier is technically capable, the supplier may be added to the eBuy site.


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Payment & Shipping

Q:  Can I use my Purchasing Card to pay for my order?

A:  No.



Q:  What if I don't know which object code to use for an item?

A:  If you're not sure which object code to use, select object code 366 ("Unclassified Direct Billed Expenses").



Q:  How can I change my default object code?

A:  You may change your default object code by accessing your "User Profile," clicking on the "Purchasing" tab, and then clicking on the "Custom Fields" tab.

For more information, go to our online training.



Q:  How can I change my default budget?

A:  You may select a different budget when logging in to eBuy. To change your default budget permanently, contact your Financial Officer.



Q:  How can I change my default ship-to address? Can I add additional ship-to addresses?

A:  You may add or change ship-to addresses by accessing your "User Profile," clicking on the "Purchasing" tab, and then clicking on the "Addresses" tab.

For more information, go to our online training.



Q:  If I purchase multiple items in one shopping session, can I charge each item to a different budget/fund/object code?

A:  Yes. You may charge up to three budgets per order. You may select a separate object code for each line item, but only one object code may be specified per line item.


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Submitting Your Order

Q:  When I submit my order, does it go directly to the supplier?

A:  Yes. As long as your order is under your spending limit, it will be submitted to the supplier immediately. There are no additional approval steps.



Q:  Do I need to submit receipts or a receiving report for my order?

A:  No. Since the eBuy site automatically keeps track of all orders you submit, including line item detail and supplier shipping information, it is not necessary to retain or submit any additional paperwork. If there is a question about your order, you may refer back to the eBuy site for order history information.


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Receiving Your Order

Q:  What should I do if I don't 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 provided on your order confirmation or packing slip.


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Training & Support

Q:  Where can I obtain hard copies of the eBuy training materials?

A:  Printable pdfs of the eBuy training materials are available at www.ebuy.psu.edu.



Q:  Whom can I contact for further assistance?

A:  You may e-mail questions to ebuy@psu.edu or you may call 1-814-865-7562 to speak to one of Purchasing's eBuy helpdesk assistants.

Account Confirmation

Q:  When I approve a Direct Bill in the Reconcile Direct-Bill Transactions System, how long does it take to post to IBIS?

A:  Direct-Bills that are approved before 4:00 PM will be downloaded into IBIS that night.  (Please note:  The Reconcile Direct-Bill Transaction System will not be available between the hours of 4:00 PM and 5:00 PM.  Access is restricted during this time to allow that day's approved direct-bills to process.)



Q:  What will happen to a pending Direct-Bill over the Thanksgiving or Holiday break?

A:  Pending direct-bills will post to IBIS after five business days.  The Thanksgiving and Holiday break are not considered business days for the University, therefore, pending direct-bills will not post during this time.


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