Shopper Training

1. Shopper Training

2. Welcome to BuzzMart • One-stop Online Shopping • Electronic Approval Workflow • Quantity and Cost Receiving • Better, more efficient Procure to Pay • Tracking • How We Shop • Suppliers we Use • Who Approved the Purchases • How we Received the Purchases

3. Shopper Class Agenda • Overview Information • BuzzMart Roles • Training Information • Hand-on Shopping (Order of Precedence) • Punch-Out Items • Catalog Items • Non-Catalog Items • Receiving Process

4. BuzzMart Roles • FINANCIAL APPROVER • Review Requisition Details • Determine if funds are available for purchase • Approve/Deny PO-related Invoice match exceptions • SPEND AUTHORITY • Review Requisition Details • Determine if Items are appropriate for Project • REQUESTER • Can Shop as well • Enter Project and Accounting Details • Assign Approvers • Receive Items in BuzzMart • SHOPPER • Find items and Create Shopping Carts • Use Forms to procure Non-Catalog Items and Services • Assign Shopping Carts to Requester • Receive Items in BuzzMart

5. Access to BuzzMart Roles: Shopper • Security and Access is determined by the Department • Effective February 21, 2011, if you are pre-authorized as a Shopper, you will receive access to the Shopper Role within 48 hours of completing this Tutorial • If you are not pre-authorized, Complete the Access Form found the Business Services website • Get your Supervisor’s signature and fax the form to Business Services

6. Campus User Access • Access BuzzMart from TechWorks • Training Resources

7. Key Policies • Segregation of duties: Requesters and Approvers are not allowed to approve their own requisitions • Catalog items <$3000 will not require Financial or Spend Approvals • Spend Authority will review <$3,000 catalog purchases during month-end report or via PI Confirmation • Non-Catalog items of any amount and all purchases and services >$3,000 will require Financial and Spend Approvals • Vendors on PO’s cannot be changed for invoice payments • Requester must cancel the PO and resubmit with new vendor

8. Key Policies • All PO’s over $3,000 will require a BuzzMart Receipt • Cost Receipt or Quantity Receipt • PO’s less than $3K can be received in BuzzMart, but not required for payment • PO-related Invoices that do not match the PO will require approvals to pay – 3 reasons for this match exception: • Invoice states a different price • Invoice states a different quantity • Items need to be received in BuzzMart • NIGP codes must be add on all Non-Catalog purchases to designate the commodity • Ex: 90626-Electronics, Architectural Services • Ex: 60071-Multi-function Office Machine

9. Key Policies • BuzzMart Change Request form can only be submitted for Non-catalog/Non-contract on PO’s • Journal Entry Transfers or Electronic Cost Transfers will be used for all catalog orders that require accounting and/or funding changes • Campus Users should encourage vendors they use for planned purchases and services to complete a vendor profile form to become an available BuzzMart vendor • Pcard remains a viable tool to utilize when vendors are not hosted in BuzzMart • Individual departments may have unique requirements that further elaborate these policies

10. Catalog Suppliers • Go Live: Top Vendors (based on volume of transactions) • Post Go Live: Additional catalogs added on regular basis

11. Questions/Feedback buzzmart.ask@gatech.edu Business Services: Your Strategic Services Partner!