Contract Marketplace Online Shopper Training

1. Contract MarketplaceOnline Shopper Training http://www.purchasing.iastate.edu/cybuy/onlineshoppertraining.ppt CyBuy Online Shopper Training

2. Vendors Iowa State has purchased a package of ten vendors for the initial phase of implementation. ISU Chemistry Stores will be added in the near future. Vendors currently available through CyBuy are: Central Stores CyBuy Online Shopper Training

3. Benefits The CyBuy online marketplace provides many benefits over traditional purchasing practices. • One location to access contracted vendor catalogs • ISU contracted prices; no discounts to calculate • All-electronic ordering and billing • Online tracking of order history • Increased spending limits up to $25,000 • No paperwork • Ability for Purchasing to track volume and negotiate better pricing • Faster turnaround on many orders • Hotlists and favorite items can be saved CyBuy Online Shopper Training

4. How does it work? There are three roles in the process: shopper, releaser, and approver. The process is described below. In AccessPlus, selects CyBuy option Reviews order for allowability and approvals if needed Approves payment in e-Forms Approval Chooses vendor and items to order Releases order to vendor for processing Posts transaction to WebFM Submits order back to CyBuy system/releaser Authorizes payment Shopper Releaser Shopper receives emails for order confirmation and shipment confirmation Approver CyBuy Online Shopper Training

5. Shopping Under the uBusiness tab in AccessPlus, select CyBuy. Click this graphic to go to the CyBuy marketplace CyBuy Online Shopper Training

6. Shopping Click on a vendor to go to their website and begin shopping. Links to available vendors are shown here CyBuy Online Shopper Training

7. Shopping Once items have been selected, choose checkout and/or submit cart. This will return the cart to the CyBuy application. Example: Fisher Scientific. Click CyBuy Online Shopper Training

8. Shopping Once the cart is returned to the CyBuy application, limited changes can be made to the cart, such as editing the name or removing items. Cart date and shopper name Use to remove items if needed Vendor CyBuy Online Shopper Training

9. Shopping If items are correct, click Add Notes to continue the process. Click CyBuy Online Shopper Training

10. Shopping The Add Notes section provides an area to input information for your releaser, if desired. Clicking through this section is required; adding notes is not. Click edit if you wish to add notes. Click to add notes CyBuy Online Shopper Training

11. Shopping In the AddNotes section, the cart name and date can be changed, and information can be added to Internal Notes for your releaser, such as account number and business purpose, ~60 character max. Click to change cart name and/or add internal notes CyBuy Online Shopper Training

12. Shopping When the cart is ready, the shopper submits it to the releaser by clicking Create Release. Click CyBuy Online Shopper Training

13. Shopping The CyBuy window closes and the shopper is returned to AccessPlus. An email is sent to the shopper’s releasers notifying them of the release. If the release has processed normally, the shopper will see the window at the left If an error has occurred, the shopper will see this message, displayed in red CyBuy Online Shopper Training

14. Central Stores Shopping Using the catalog for Central Stores is slightly different because it is hosted in the marketplace rather than connecting to an external vendor site. On the CyBuy page, click Iowa State University Central Stores. Enter your item description in the pop-up box and click Search. Click Enter item description CyBuy Online Shopper Training

15. Central Stores Shopping Check the boxes of the items you wish to purchase, then click Go next to Add to Active Cart. When finished adding items, click on the cart at the top of the page. Click Click Check CyBuy Online Shopper Training

16. Central Stores Shopping At this point, the cart appears in the marketplace and the process can be completed just like purchases from any other vendor. CyBuy Online Shopper Training

17. What happens next? Once the order has been submitted: • Release is sent to all of the shopper’s releasers (up to three) • Releaser reviews the order for allowability and obtains approvals if necessary • If the cost of a single item exceeds $5,000, release is sent to Purchasing for additional approval (equipment) • Release is submitted to vendor • Vendor ships items and bills against release • Releaser authorizes payment, routes to approver • Approver approves payment and posts to WebFM CyBuy Online Shopper Training

18. In the meantime… The shopper can view additional information: • Display Release (by release number) • My User Record • Browse Actions on a release • View All Releases • View Open Releases CyBuy Online Shopper Training

19. Display Release To view a single release, enter the release number and click Display Release. This shows item details, ship-to address, and status. Any notes entered in Add Notes will appear in the Shopper Notes section. CyBuy Online Shopper Training

20. My User Record To view your user record, click My User Record. This will display your contact information, releasers, and default account number, if used. Your releaser can update this information if needed. CyBuy Online Shopper Training

21. Browse Actions To view actions on a release, enter the release number and click Browse Actions. This shows the date the release was created and when it was sent to vendor (description will show ORDERED). CyBuy Online Shopper Training

22. All Releases To view all releases for your department, click All Releases. Releases available here can have any status of open releases, plus Cancelled, Returned, and Approved. CyBuy Online Shopper Training

23. Open Releases To view all open releases for your department, click Open Releases. Releases available here will have a status of Ordered, To Releaser, Billed, or To Approver. CyBuy Online Shopper Training

24. Additional shopper functions While shopping in CyBuy, there are additional functions to make ordering easier: • Hotlists/favorites • Cart history/duplication • Multiple-vendor carts CyBuy Online Shopper Training

25. Hotlists/Favorites Many vendors have hotlist or favorite functions where you can save your most-ordered items. For example, CDW-G. CyBuy Online Shopper Training

26. Hotlists/Favorites Items selected as favorites display in one location for easy ordering. CyBuy Online Shopper Training

27. Cart History Past carts can be easily located for reference or re-order. To view, click Cart History at the top of the CyBuy marketplace page. Click CyBuy Online Shopper Training

28. Cart History Under Cart History, past carts can be searched by supplier name (enter name in box and click Search), or filtered by date range. Enter name CyBuy Online Shopper Training

29. Cart History Releases meeting the search criteria will display. To view contents of a cart, click on the cart number. CyBuy Online Shopper Training

30. Cart Duplication To duplicate a cart, check the box next to the items needed and click Go next to Add to Active Cart. ***If the cart is very old, you may experience pricing/availability problems. Check CyBuy Online Shopper Training

31. Cart Duplication If the items are added successfully, you will receive this message: Close the window and select Carts from the top of the page. CyBuy Online Shopper Training

32. Cart Duplication You will see your new active cart, with the items duplicated from the previous cart. Continue the order process as usual, including Add Notes and Create Release. CyBuy Online Shopper Training

33. Multiple-vendor Carts You don’t have to exit the marketplace to add items from another vendor. Just click Add Products again before Add Notes or Create Release. When submitted, the orders will split into separate releases for each vendor. CyBuy Online Shopper Training

34. If you need help… For help with CyBuy, contact your releaser or: • CyBuy Assistancecybuy@iastate.edu • Purchasing Help Desk, 4-4860 • Lesley Lackore, System Administratorllackore@iastate.edu or 4-4589 • Cory Harms, Associate Directorclharms@iastate.edu or 4-2591 • The CyBuy system is expected to be available for all employees, including graduate assistants, by Fall 2009. • Your department will be contacted when Purchasing is ready to train its users. CyBuy Online Shopper Training