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Create a Catalog Requisition

What is iBuyNU?

What is Requester access to iBuyNU?

Access to iBuyNU as a Requester requires security authorization to NUFinancials. If your NetID has not been authorized, you will be unable to log in to NUFinancials. Security access forms and instructions are located on the FFRA website.

What are the two types of requisitions?

What is a hosted catalog?

What is a punchout catalog?

Contents

Here are the steps to, as a Requester, add items to your cart in iBuyNU and finish the cart as a catalog requisition in NUFinancials.

Access iBuyNU from NUFinancials

Navigation from the NUFinancials main menu is eProcurement > Create Requisition >2. Add Items and Services. To navigate to this screen, you may also use the shortcut at NUPortal > Financials > Purchasing tab > Access iBuyNU according to your role section > Requester access link. If you cannot access the NUPortal, alternate access to NUFinancials is provided at the FFRA Gateway.

  1. Click 2. Add Items and Services.

Note: For catalog requisitions, do not enter any data on 1. Define Requisition. The cart name in iBuyNU will carry over to the Requisition Name field in this section, after you create and submit the catalog requisition.

Graphic: Define Requisition tab

  1. Click the iBuyNU link. (You are transferred to iBuyNU.)

If the Catalog tab containing the iBuyNU link is not open by default, as shown below, first click the Catalog tab.

Graphic: Add items and Services tab

Search for items

  1. Type the keyword or part number in the search field.
  2. Click Go. (Search results appear.)

For training purposes, a simple keyword search is shown. To learn more about searches, see documentation about Search iBuyNU.

Graphic: Keyword search in iBuyNU

Add item to cart

  1. Click Add to Cart to add a hosted catalog item to your cart from the search results.
    • When you click Add to Cart, iBuyNU automatically creates a new shopping cart.
    • To add the item to a draft cart, you can click the Add to Cart drop-down arrow and then select Add to Draft Cart.
    • Before you add the item to your cart, you can change the quantity in the box from a default of one (1) to any quantity you wish to order. Or, you can wait to change the quantity after you access your shopping cart
Graphic: Search results in iBuyNU 

Note about punchouts:

Go to active shopping cart

  1. Graphic: Shopping Cart iconClick the Shopping Cart icon or nearby price.
  2. In the My Cart box, click View My Cart. (Both View My Cart and Checkout let you checkout your cart. However, Checkout takes you to Final Review, whereas View My Cart takes you directly into your shopping cart.)
    • Note also that you can preview the contents of your cart in My Cart. You can use the small Delete icon (trash can) to remove items prior to going to your cart.
Graphic: My Cart window

Make final adjustments, as needed

In accordance with your departmental policies, you may wish to rename your cart. The name of the cart will export to NUFinancials when you checkout in the next section. Additionally, for hosted catalog items, you can make final adjustments to item quantities inside your cart.

  1. In Name this cart, type the new cart name. (This becomes the requisition name in NUFinancials upon checkout.)
  2. In Quantity, type the total quantity you wish to order, if different from the number shown.
  3. Click Update to save any change you make. There are two Update buttons you can use.
Graphic: Shopping Cart options

Option: You may also wish to add an item to Favorites, remove items, or move items to another cart. Controls for these actions are highlighted. To move items, click the More Actions drop-down arrow, and then select an option. See options below.

Graphic: Shopping cart menu options

Checkout cart

  1. Click Checkout. (Cart is transferred to NUFinancials.)
Graphic: Checkout button

The cart information is transferred to NUFinancials. Information automatically populates much of the requisition.

Graphic: Review and Submit tab with iBuyNU items

Complete the requisition in NUFinancials

Enter Ship To

  1. Click the triangle Graphic: Expand iconto expand the hidden section next to the line item. (The Ship To and Chartfield entry fields are now visible under the line item.)
  2. Enter the Ship To: code, or click the magnifying glass to look it up.

If you know the Ship To code (an alpha-numerical sequence), you can type the beginning portion of the code, and then click the look up button (magnifying glass) to obtain your search results.

Graphic: Ship To entry field
  1. In Description, type the name of your department. (You can also click the begins with drop-down arrow to change the search logic to contains, which is a less restrictive way to search.)
  2. Click Look Up. (Search results display.)
  3. Click either of the links under the Ship to Location or Description headings. (The Ship To: field populates with the Ship To location/code you select.)

There is one Ship To location/code shown in the search results in this example. However, if your look up returns more than one Ship To, you should choose the one that best specifies the drop-off point of the shipment.

Graphic: Ship To lookup window

Note: For all catalog requisitions, there is a one-to-one ratio of Ship To location per each unique vendor/suppliers.

Verify or enter Attention To

  1. Verify the default entry in Attention To, which populates in this expanded section with your profile name.

If necessary, enter a different person or location/room in Attention To. This field further specifies your Ship To location, and can be an important and required part of getting the shipment to you. Check with your department for this information.

Graphic: Attention To entry field

Enter chart string

  1. In Fund, type the Fund code.
  2. In Dept, type the Department code. Option: You may need to enter Project and Activity chartfields.
  3. Click or drag the horizontal scrollbar to view Account. Or, you can press <TAB> on your keyboard until your cursor is in Account.
  4. In Account, type the account code. Or, click the magnifying glass to perform a look up based on the description of the item.
Graphic: Chart String entry fields for Fund and Dept
Graphic: ChartFields entry field for Account

Budget Check

After entering the chart string, the Check Budget button is enabled.
  1. Click or drag the vertical scrollbar to view Check Budget, which is located toward the bottom of the screen.
  2. Click Check Budget. (A message appears.)
Graphic: Budget Check button
  1. Click OK. (NUFinancials runs the Budget Check process. The Processing icon appears for the duration of the Budget Check.)
Graphic: Budget Check pop-up message

The Budget Check process:

When the process is finished, a Budget Checking Status appears. Valid, in green, is the best result, indicating that sufficient funds exist for the chart string(s) to cover the total expense.

Graphic: Valid Budget Check results

To learn more about Budget Checking Status, you can click the status to open a message about it.

Save and submit

Graphic: Save and Submit button
  1. Click Save & Submit. (A Confirmation message appears, and the requisition is saved and submitted to workflow.)

The Confirmation indicates the requisition is submitted to workflow. You can view the Requisition ID and Requisition Approval path:

Graphic: Requisition confirmation page with approval workflow displayed Graphic: Sample notification email When you have finished your NUFinancials session, click Sign Out in upper right of your screen to log out.

Steps in a Nutshell

1.  Access iBuyNU via NUFinancials

Navigation: eProcurement > Create Requisition > 2. Add Items and Services. Click 2. Add Items and Services. On the Catalog tab, click the iBuyNU link.

2.  Search for items

Use the search method of your choice to obtain search results.

3.  Add to cart

Click Add to Cart to add hosted items to your active cart. Click Order from Supplier to connect to a punchout website from search results. Follow punchout prompts to add item to cart and transfer back to iBuyNU.

4.  Make final adjustments, as needed

Rename the cart and change quantities. Click Update.

5.  Go to active cart

Click the Shopping Cart icon located in the top banner, and then select View My Cart.

6.  Checkout cart

Click Check out to transfer the cart to NUFinancials.

7.  Enter Ship to

Click the triangle icon next to each line item to expand the hidden section. Enter or look up the Ship To location.

8.  Verify or enter Attention to

Leave your profile name defaulted in the Attention To field, or change it in accordance with your departmental practices.

9.  Enter chart string

Enter Fund, Department, and Account. Use the Chartfields2 tab to enter any other chart string codes.

10. Check Budget

Click the Check Budget button. Click OK in the message that appears. When the Budget Check process finishes, a Budget Checking Status of Valid or Warning allows you to submit the requisition. Error prevents you from submitting.

11.  Save and submit

Click Save & Submit. The requisition enters workflow. A Confirmation message appears containing information about the Requisition ID and the workflow/approval path.

Appendix

What is a requisition?

A requisition is not a purchase order. A REQ number should not be provided to vendors. Vendors are instructed not to accept a requisition or REQ number in lieu of a purchase order.