Holly Hooper & Sarah ChavezTraining & Communication SpecialistsVPCFO Training & Communications

Order Building Best Practices

INDIANA UNIVERSITY

INDIANA UNIVERSITY

Agenda• Overview and appropriate use

• Supplier best practices

• Requisition tips & tricks

• Track your order

• Wrap up & resources

• Question & Answer

INDIANA UNIVERSITY

Learning Objectives• Define when a non-catalog order, recurring, or blanket order should be

used.

• Search for a supplier and verify it is ready to use.

• Identify the appropriate fulfillment center to use for your order.

• Update an order’s shipping address and funding information at the line item level.

• Track an order using the document workflow.

Overview and appropriate use

INDIANA UNIVERSITY

What is a non-catalog order?– An order placed in BUY.IU for goods are services that are not

available through a Catalog or allowable on a Check Request.

– Submitter is responsible for entering order information such as description, quantity, cost, etc.

INDIANA UNIVERSITY

Types of Non-Catalog Orders• One-time: There is not an ongoing business relationship between the

department and the supplier and order does not involve multiple orders. All items or services needed are defined on the order from the start.

• Recurring: Used to establish an order for use with multiple, varying, purchases over a period of time. Invoice itemization is needed.

• Blanket: A type of recurring order for use with multiple, varying purchases over a period of time. Used when invoice itemization is not needed.

INDIANA UNIVERSITY

Examples of Recurring Orders• Lease or rental payments: these purchases involve multiple payments

over a defined period of time.

• Utility payments: like lease and rental payments, these payments occur over a defined period of time and vary month-to-month.

• Service agreements over a period of time: these arrangements are indicative of a continued business relationship with the supplier with a service or good being provided over a defined time period.

INDIANA UNIVERSITY

Blanket Order ExampleOver the course of the year, art supplies are purchased from a local art supply store on an as needed basis. A pool of funds are set aside to cover these expenses. The department is not concerned with which specific art supplies are purchased; they only need to track how much is purchased.

INDIANA UNIVERSITY

Recurring vs Blanket OrderScenario: Over the course of the school year, art supplies are purchased from a local art supply store as needed. This year, the department anticipates spending $5,000.

Last month, the following items were purchased:Item CostColored pencils $16.00

Clay erasers $3.00Easel stands $20.00

Total: $40.00

INDIANA UNIVERSITY

Recurring invoice

Invoice itemization entered in BUY.IU.

Blanket invoice

Line Item Cost1 Colored pencils $16.002 Clay erasers $3.003 Easel stands $20.00

Total: $40.00

Line Item Cost

1Colored pencils, clay erasers, easel stands

$40.00

Total: $40.00

NO Invoice itemization entered in BUY.IU.

INDIANA UNIVERSITY

Zoom Poll You work at the Student Outreach Clinic located in Indianapolis. Each year, a new purchase order is established with Workplace Health Services LLC which processes various tests for clinic visitors. The volume of testing needed varies as it is dependent on patronage of the clinic. Based on projections, your Fiscal Officer anticipates $13,000 worth of testing services will be performed. Itemized invoicing is not needed.

What type of order will you create?

A. One-time

B. Recurring

C. Blanket

Supplier Best Practices

INDIANA UNIVERSITY

Supplier basics• Suppliers are invited to complete the registration process

via a Jaggaer supplier portal.

• This portal is where they enter and upload tax documentation, direct deposit/ACH information, and more.

– Departments should not collect tax or ACH information except for in extenuating circumstances.

• Generally, if a supplier wants to receive payment they must complete the registration process.

INDIANA UNIVERSITY

Search for your supplier• Always search for the supplier before submitting an order!

• Check to see:

– If the supplier already exists.

– The status of the supplier record (inactive or active).

– If address information is accurate.

INDIANA UNIVERSITY

Let’s work through a scenario:Elizabeth Lemon has performed directing services for the Jacobs School of Music and will be paid $3000 for her services.

Ms. Lemon shares that her payment address is:30 Rockefeller PlazaNew York, NY, 10112

Search for Elizabeth Lemon in BUY.IU and determine what steps are needed to establish her as a supplier.

INDIANA UNIVERSITY

Search using the supplier module.

INDIANA UNIVERSITY

XActive supplier

Inactive supplier

No results? Uncheck the In Network box.

INDIANA UNIVERSITY

Check the Summary to see where the invitation was sent

and when. Review Fulfillment Centers to

verify payment address, not Addresses!

INDIANA UNIVERSITY

The Fulfillment Center name is selected

when starting a non-catalog

order.

The Remittance Address represents

where the payment will be sent.

INDIANA UNIVERSITY

What if my supplier isn’t ready to use?Use a Supplier Edit Request form to request action from the SDM team.

This form is used to:

• “Upgrade” a supplier to a taxable profile-type.

• Activate an inactive supplier for use.

• Update or add new address information.

If the supplier does not exist in BUY.IU, use the

Non-Catalog Order (Purchase

Order) new supplier request

form.

Requisition Tips & Tricks

INDIANA UNIVERSITY

Before you start1. Make sure your supplier is ready to use.

– If edits were requested, ensure they are complete before starting the form.

2. Make sure your shopping cart is empty.– Assign an existing cart to yourself to save it for later.

3. Know what kind of order you’re submitting.– How do you expect to be invoiced? Use that information to

setup your order.

INDIANA UNIVERSITY

Fulfillment Address is where your order will be sent. NOT

where payment is sent.

INDIANA UNIVERSITY

Remittance Address is where payment will be sent (unless

payment is being sent electronically).

INDIANA UNIVERSITY

Be detailed in your product description. This helps Digital Mail Room (DMR) properly

apply invoices.

INDIANA UNIVERSITY

Update the cart name to easily locate your order while tracking

its status.

Click the three dots for a list of actions that can be taken.

INDIANA UNIVERSITY

Use the eye icon to filter your view to specific sections or click the caret in the top right corner to collapse/expand sections.

INDIANA UNIVERSITY

Ship To address represents where items

will be shipped or services will be performed.

INDIANA UNIVERSITY

SOP-PURCH-23 – How to Ship to a Non IU

Address

INDIANA UNIVERSITY

Click ‘Add to my addresses’ to save

the address to your BUY.IU user

profile.

INDIANA UNIVERSITY

Information entered at the line item level overrides that at the header

level

INDIANA UNIVERSITY

INDIANA UNIVERSITY

Enter in the shipping address and be sure to update the ATTN and

Room# fields if applicable.

INDIANA UNIVERSITY

INDIANA UNIVERSITY

INDIANA UNIVERSITY

INDIANA UNIVERSITY

Click the + icon to split

funding.

INDIANA UNIVERSITY

INDIANA UNIVERSITY

If your payment involves services (domestic or foreign)

the Tax Information Section must be completed.

INDIANA UNIVERSITY

Review the Completing the Tax Information

Section guide for more details.

INDIANA UNIVERSITY

The Compliance Section is new!

Must be completed on every order.

INDIANA UNIVERSITY

Be sure to check

applicable boxes if you answer ‘yes’!

INDIANA UNIVERSITY

Almost done! Check the workflow to verify your

order will not be returned.

INDIANA UNIVERSITY

The workflow is dynamic and

updates as you complete your

requisition. Double check prior to submission for missed steps!

INDIANA UNIVERSITY

Watch out for these workflow stopsWorkflow stop name Trigger

Compliance Return Compliance Section incomplete.

Check Request-Capital Return Capital asset checkbox marked or capital asset object code used.

Location of Services Return Service object code used and Tax Information Section incomplete.

Missing ICQ Return

Supplier has been paid as an IU employee in the past 12 months. Approved ICQ (Independent Contractor Questionnaire) not attached and/or ICQ question marked "No" in General section of requisition.

Missing TIN/Supplier Type Supplier does not have appropriate tax information on file for payment requested. Must register.

Object Code Return Unallowable object code used.

INDIANA UNIVERSITY

Zoom PollHarry Stamper owns a company called ‘Eyes on the Skies’ which fixes and maintains observatories. We need to pay Eyes on the Skies for their heroic work repairing the Kirkwood Observatory telescope and don’t expect to have them out again (hopefully).

What kind of order are we setting up?

A. One-time

B. Recurring

C. Blanket

INDIANA UNIVERSITY

Zoom PollWe really don’t want to miss a thing… What do we do next?

A. Submit a Non-Catalog (Purchase Order) supplier request form.

B. Give Harry the P-Card.

C. Search for Eyes on the Skies in BUY.IU to determine if the supplier is approved and active for use.

D. Start building a one-time non-catalog order.

Tracking your order

INDIANA UNIVERSITY

Track your order using the workflow. The current workflow

stop will show as Active.

INDIANA UNIVERSITY

Remember: Use the Comments section to

communicate with approvers.

Wrap up & resources

INDIANA UNIVERSITY

Resource recap• SOP-PURCH-23: How to Ship to a Non-IU

Address

• Save an address to your BUY.IU User Profile

• SOP-PURCH-21: Supplier Portal Set Up Exception Process

• Supplier Edit Request Form video walk through

• Delete a Draft Cart

• Split Funding by Amount or Line Item guide

• Service Object Code list

• Save a Draft Requisition guide

• Non-Catalog Order Resource Center

• Request a Non-Catalog Supplier

• Completing the Tax Information Section

• Checking the Status of a Payment

• Purchasing, P-Card, AP, and SDM support form

• Training team email: estc@iu.edu

INDIANA UNIVERSITY

Office Hours• Attend via Zoom, come and go as you please.

• Bring questions related to the BUY.IU interface update, processes covered in these webinars, whatever!

• A member of the VPCFO Training & Communications Team will address your question.

• Sign up on our events calendar.

INDIANA UNIVERSITY

Let us know how we did• Complete a two-minute Qualtrics survey.

• Feedback is anonymous (and very appreciated)!

• Link to the evaluation is in the chat or available here: https://go.iu.edu/44Gt

INDIANA UNIVERSITY

Question & Answer