Job Aid
Ordering and Completing Non-Catalog Items
Note: It is recommended that you Bookmark frequently used pages as Favorites to save
navigation steps:
Step
Action
1.
Create a new cart by navigating to the cart Icon on the left side of any BuyWays page:
2.
Go to My Carts and Orders and click on View Draft Shopping Carts
3.
Select the
4.
button
Name your cart, if you like:
5.
Click the
button to make sure the change holds. This is a searchable field.
6.
Select the
button.
The Non-Catalog Item page opens.
The vendor’s name goes in the Enter Vendor field (requires a minimum of 3 characters of
vendor's name). If you know the supplier's name, you can start typing it in the Enter
Vendor field and potential matches will display.
7.
Enter a valid value; e.g. "Rem.” When the name appears, select it.
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Job Aid
Step
Action
Note:
If your vendor name does not appear, use the vendor search link to search for your
vendor. If you still cannot find it, follow your campus policy for adding a vendor to
vendor file in BuyWays.
8.
To view the dispatch method for your order, select
Note:
9.
If the vendor’s distribution method shows as “Manual,” the purchase order will not autodispatch to the vendor. Procurement will print the purchase order and mail it unless the
requisition has the Confirming/not sent to vendor checkbox selected. See the Note
under Step 30.
Enter the line description in the Product Description field.
Enter "Consulting Services.”
10.
Enter the Catalog No. in the Catalog No. field.
If no catalog number is available, enter "NA."
11.
Enter the Quantity in the Quantity field.
Enter a valid value; e.g. "1."
12.
Enter the unit price in the Price Estimate field.
Enter a valid value; e.g., "6000.00."
13.
Since in this exercise you have finished shopping, click the Save and Close button.
The
page appears.
14.
IF YOU ARE A SHOPPER, YOU MAY SELECT THE
BOX AND SKIP TO STEPS 36-38, or you may continue, below, to populate
additional fields, if you like.
15.
To select the commodity code for this product:
Click the Drop-down menu
and select the commodity that is appropriate for your line description.
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Job Aid
Step
Action
Note:
You may also assign a contract identifier for this purchase on this page if one is available
in the system:
16.
Click the Proceed to Checkout button.
17.
The required information ribbon indicates this order is missing its Shipping and
Accounting Codes information.
This information must be entered before submitting the request for approval. All tabs must
contain a checkmark to qualify for submittal to workflow.
18.
Click the edit button on the Shipping tab.
19.
Click the drop-down
menu list and,
Click the Favorite address 1 list item and select the address.
Note:
If no default or Favorites have been saved to your Profile, search for and select the desired
Ship to by clicking on the
20.
Click the Save button.
21.
To add the required accounting information:
link.
Click the Accounting Codes tab in the required information ribbon.
22.
To enter the Speedtype:
Click the
button.
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Job Aid
Step
Action
23.
Click in the Required field box under Speedtype.
24.
Insert the desired Speedtype: e.g., 123456-A (case sensitive)
Or,
You may use the Select from all values link to perform a search.
25.
Insert the account code in the Required field box under Account: e.g., 757030-A (case
sensitive)
Or,
You may use the Select from all values link to perform a search
26.
You may also select a Class at this screen level.
When you have finished with this page:
Click the Save button.
27.
Click the Final Review link.
28.
The Prepared for identifier in the General Section of the Header may be changed if the
Requisitioner entered the requisition and wants to identify that person (email notifications
about the requisition will go to the person identified in the Prepared for)
To change the Prepared for Click the edit button.
29.
Click the Select a different user... link.
30.
Enter specific information in the User Search fields. Or,
Click the Search button to
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Job Aid
Step
Action
Note:
The General Information section also contains, the Confirming/not sent to vendor and
Blanket Order options.
If Confirming/not sent to vendor is selected, the PO will not be sent to the vendor. You
may print a copy of the PO, if you like.
If Blanket Order is selected, all lines on the requisition will be blanket order lines.
Blanket Order lines MUST BE ENTERED WITH A QUANTITY OF 1. The system
will allow greater than 1, but the resulting purchase order will not be a blanket order.
31.
To select one or both of these options,
Click the edit button.
32.
Click the Confirming/not sent to vendor option.
33.
Or,
Click the Blanket Order option.
34.
Click the Save button.
35.
The yellow message box lets you know the required information fields have been
completed.
36.
Shoppers – continued from Step 14:
If you are a Shopper, use the Assign Cart box to select your requisitioner and add
instructions using the Note to Assignee field.
37.
Click the Assign button.
38.
A message appears letting you know your cart has been successfully assigned to a
Requisitioner for completion and processing of your requisition.
39.
Requisitioners – continued from Step 35:
If you have created the cart as a Requisitioner and all the required information has been
completed, you can submit the Requisition for approval.
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Step
40.
Action
Click the Submit Requisition button.
Submit the Requisition to an Approver.
41.
A message appears letting you know your cart has been successfully submitted for
Approval.
42.
Congratulations! You have successfully ordered and completed a non-catalog item.
End of Procedure.
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Updated for the Phoenix View: 01.21.14