Purchasing Portal Instructions

Fill in the requestor info with your Net ID and your Phone Number and click Continue.

Fill in the relevant CFOP being used for this order. The CFOP being used will normally be provided by the person requesting the order. You can click on the View My Accounts button to view the CFOPs you are assigned as a user and/or have previously used. Only the Chart, Fund, Organization, and Program fields are required. But, if your department uses Activity codes, please be sure to enter them here as well.

In most cases, you will leave the Fabricated Equipment radio button selected to No. This is only changed if you are working on a fabricated equipment project and that account number has been provided with the CFOP. If you select Yes, the account number box will change to a drop-down list, allowing you to select the appropriately provided account number.

• Fabricated equipment items cannot be purchased with split funding. If your order includes both fabricated equipment items and other items, please specify exactly which items are part of the fabricated project. However, best practice is to place separate orders for fabricated equipment items and other items.

In some instances, you may need to split a purchase between multiple CFOPs. In this case, you would enter each and then indicate an appropriate split.

• Splits are preferred in percentages, which allows for fluctuations in shipping charges and different account codes between line items if required.

Once you have entered your appropriate CFOP(s), click Continue.

Select your vendor for your order request by choosing either Used On My Previous Orders or Department List. If your vendor is not listed, then select Add a New Vendor and enter the information for the vendor. If for some reason you do not have the vendor address that is ok, however, you must include the vendor’s name, and where possible, a URL.

Once you have entered your selected vendor, click Continue.

Enter in the items you would like to have purchased. Please include the Quantity, Units, Price, Catalog/Part # information, Description of the item, and the item URL for the item, if you have it, and then hit Add. You will do this for each item you add.

• If you don’t have a URL to verify item information and pricing, please obtain a quote from the vendor and provide it with your order request.
• If you have a quote, you can enter the quote number in the Catalog/Part # section and enter a quantity of 1 with the price entry as the full cost of the quote. You will put the description of the job/service/item in the Description field. Then select Add.

You cannot add the item and upload the quote at the same time. You must enter the item information and Add it first, then click Upload a Quote. You can toggle between the Upload a Quote and Items screens as needed.

There are multiple options when uploading a quote. You can select from Reference Material, URL, Price Quote, Email, Contract, Sponsorship Agreement, and Small Purchase Waiver. Some orders will require multiple items. You will need to upload each item separately.

Once you have added your requested items and uploaded any relevant quotes or other documents, hit Continue.

Pick a location where you want to have the order delivered. Select your department from the drop-down list or check the box for Other (Off Campus Address) where you can enter the address.

Shipping Type will default to 1-5 Business Days. Please change the default selection if you need the item sooner and add RUSH (and rush information) in the comments section if this order is needed ASAP.

Any additional information that would be helpful to the EBSC dept processing your order can also be entered in the Comments/ Special Instructions box.

Once you have updated your Ship To and included any Comments/Special Instructions, hit Continue.

Please review all sections of your order request: Your Information, Delivery Information, Vendor Information, Comments/Special Instructions, Items, Documents Uploads, and Account Information. If any section needs any adjusting, you can click the Revisit button for that section.

In the Business Justification box, explain the University Business purpose for the order request. You must have 100 characters before you will be able to continue.

The order will be routed for approval to the name(s) listed in the yellow box at the top of the Review & Submit screen.

Once you have reviewed your order and entered a thorough business justification, you can then Submit Order.

Upon submitting your order, you will be directed to a page that shows your completed order. The page will also display where the order went; Business Office or Account User/Owner for approval.

Please check your order periodically to make sure that it has been approved and is not waiting in the pending queue. Email your PI or one of the approvers listed if your order has not been approved after a few days.

For RUSH orders you may want to email the approver after you have submitted the order to make sure they see the approval email.

Click on the order number hyperlink to view order details and the status.

Once the order has been approved, it will then enter the queue for processing. You will receive an email with the subject line ‘Purchasing - Processed Order# [dept order #]’ when your order has been processed.

• This means that your request has been sent to the purchasing department via iBuy or Banner. Depending on the type of purchase, it will generally take 1-2 days but can take up to 2+ weeks depending upon the circumstances of the purchase request.

You will receive a second email with the subject line ‘Purchasing - Purchased Order# [dept order #]’ once the purchase has been completed and sent to the vendor.

• If your order is processed via a P-card by our department this will be the only notification email that is sent to confirm the order is placed since using a P-card skips the processing step.

If the vendor sends you an order confirmation or acknowledgment of the order, or the order invoice, please forward it to the EBSC staff assigned to your order, so they can verify all the details.