Frequently Asked Questions
Creighton University has chosen CUBuyplus® as the name for its eProcurement tool. The software system was developed by UniMarket - a leading vendor of online catalog and ordering solutions for higher education and other institutions - and the CUBuyplus® website is hosted and maintained by this vendor, with key modifications for Creighton University.
Electronic procurement - generally known as eProcurement - is the automation and management of the procurement-to-payment process. It involves creating and approving purchase requisitions, placing purchase orders, receiving goods and services, and processing invoices through the internet.
Q. Why did we implement CUBuyplus®?
Transforming our procurement process to eProcurement is an important part of an overall strategy for reducing costs and leveraging efficiencies. Universities like ours find that implementing eProcurement makes the purchase and payment processes faster, more efficient, and more policy compliant. Electronic procurement is considered a best practice across higher education. It also supports the University’s priorities : Continue collaboration on organization effectiveness initiatives and communication surrounding financial processes.
Q. How will CUBuyplus® help me do my job?
Researching, ordering, or approving goods and services for your department, and paying invoices? CUBuyplus® will help you by making these tasks easier, faster, more compliant, and more transparent. In particular, you'll be able to locate the best pricing with our preferred suppliers, find items on contracts, compare products across suppliers, and much, much more.
Q. How will it work?
With CUBuyplus® you'll have an online procurement environment that provides an intuitive approach much like the shopping cart experience similar to websites like amazon.com.
Q. How do I sign-up for training?
Browser training will be offered on a recurring schedule by DoIT. Refer to the Creighton calendar located on the Faculty/Staff home page. Click on the class time and use the registration link to register for the class.
Most users will want to attend Browser training when they are responsible for making purchases for their department.
Approver training is for individuals that have been designated as approvers by their VP/Dean.
The Business Service Center (BSC) is available to assist with any questions @2920?
The BSC Specialist assigned to your area can be found by contacting the BSC @2920 or by viewing the BSC website from the link below.
Contact the Purchasing department @ 2712 with all supplier questions, like what supplier to use, how to add new suppliers, pricing assistance, assistance with quotes, and supplier relationship.
Refer to the Request a Supplier link located on the CUBuyplus® dashboard.
A template is user specific. Unimarket will be enhancing the template to allow multiple users to share the same template. The enhancement is anticipated late 2013.
Templates created from a premium supplier catalog will display an alert letting the user know the pricing is out of date for the catalog items. When a template combines catalog and non-catalog items, only the catalog items will display an alert. Non-catalog items for premium or non-premium suppliers will not receive an alert. The user will need to rebuild the template.
Go to the template and select ‘Use’. This will open the shopping cart and the template items will appear. Now go back to the Marketplace and select the supplier. Shop from the catalog or add non-catalog item(s) and add them to the shopping cart. Now go back into the shopping cart. The template items plus the new items just added should appear. Now proceed with completing the checkout. All items in the shopping cart for that supplier will go on a single order.
Pay-LESS orders placed through CUBuyplus® no longer need an account number.
The buyer or browser cc’d on an order will receive a notification that the order has been sent by CUBuyplus®. Suppliers with the ability to send email acknowledgements will do so once the order has been input into their system. The supplier will send the email to the buyer.
Refer to the Browser Guide, pages 14-17, located on the CUBuyplus® dashboard for directions on completing the receiving. Receiving consists of two critical pieces of information, received date and quantity.
· Received Date – CUBuyplus® will pre-populate with current date so be sure to back date to the date goods were received on campus or services were performed.
· Quantity – CUBuyplus® will pre-populate with the ordered quantity. Update the quantity as needed for partial delivery.
The receiving date determines the accounting period and fiscal period that the expense is charged to. Completing with an accurate receiving date and quantity is an important step in accurate financial reporting.
Open, standing and recurring orders were types of orders processed through Banner. In CUBuyplus® this type of order is referred to as a Blanket Order.
A blanket order is a type of order used to obtain approval in advance for routine expenditures that will happen over a period of time, for example a fiscal year.
Blanket orders work well for recurring payments (rent or lease payments), utilities, routine monthly charges (trash service) and system generated ordering.
Blanket orders should not be used for premium suppliers (suppliers with a catalog). Consult with Purchasing for assistance with which suppliers to consider for a blanket order. For premium suppliers, consider copying a previous order or setting up a template to facilitate the ordering process.
Complete the blanket order template linked on the CUBuyplus® dashboard. Submit the template to email@example.com. The Business Service Center Manager and Purchasing will review the template and contact you to discuss.
The Business Service Center Manager is reviewing the template for completeness and wants to understand the department’s needs so that the appropriate invoice and payment processing method is selected. Purchasing is reviewing to assist with blanket order feasibility and supplier selection.
There are three methods for decrementing (using dollars) the blanket order, order to invoice, release order, or blanket order retrofit. With order to invoice, the invoice is sent electronically to the blanket order assignees for payment approval. With a release order, a purchase order is sent to the supplier, the blanket order assignees will need to complete the receiving, and the invoice does not require additional approvals for payment. With a blanket order retrofit, the department receives the invoice and sends to the BSC. Blanket order retrofits do not require receiving.
Invoice activity is accessible three ways:
· From dashboard, view Invoice section
· From Order tab, view order and invoice activity will appear below order details
· From Invoice tab, enter invoice or order number and click on search
Assignees are the individuals that are given permission to place orders that will be applied to a particular blanket order.
Send an email request to your BSC Specialist with the names of the individuals that need to be added or removed.
When a blanket order is opened, a reminder can be set to send an email to the blanket order assignees when the remaining approved dollars reach a certain amount or when a date in the future is reached. The alerts are a good way to remind the blanket order assignees that an action is needed,
Blanket orders can be future dated which is why there is a valid from date. A blanket order can also have and end date which means that after that date no future orders can be applied to it. For example, in April of the current fiscal year, I want to open a blanket order for the next fiscal year and the blanket order should only be available during the next fiscal year (7/1/YY to 6/30/YY). Another example would be for a grant or project that is for the next fiscal year but should only be used through December, (7/1/YY to 12/31/YY).
The valid from date and valid to date cannot be changed after the blanket order is approved. For changes, close the current blanket order and request a new one be opened. Send an email to your BSC Specialist with the blanket order number and the information that needs to be changed.