How to Use the buyWays Portal

Forms

• Department Approval Delegation (PDF)
• New buyWays User Request
• PI Grant/Project Approval Delegation
• User Role Request (Docx)
• 10% Rule - PO Attachment (PDF)
• Cannot find my product

Policies and Procedures

• Internal Procedure for buyWays Documentation

For All User Roles

• buyWays 101 Training
• Quick Reference Guide (PDF)
• Forms (PDF)
• Icon Descriptions (PDF)
• Ordering/Receiving Examples:
  • Ricoh Name Badges (PDF)
  • Simple Office Supply (PDF)
  • Receipting Office Supply Order (PDF)
• Procurement Decision Tree (PDF)
• Product Searching Guide (PDF)
• Sales/Use Tax Discussion (PDF)

There are several ways to start a requisition, depending on the type of purchase you are making.

• Use the shop bar at the top of your home shopping page to search for any product. Items in the results section are from hosted or electronic catalog suppliers.
• Add the appropriate quantities to your cart if your product appears in the search results.
• Shop the punch-out suppliers. Displayed on the Shopping page are a variety of options.
• Click the icon to the supplier, use the supplier's search to create a new order and add items to your cart. Each punch-out supplier has a different way to return items to your buyWays cart.
• If you are not using a punch-out supplier or cannot find your item in the hosted catalog search, then the most common way is to start by choosing the “I need to buy something” form on the shopping page, filling out the details, and then select "save and close," to put the item in a cart.
• The other common way to start a requisition is by selecting "Clemson forms" and choosing the appropriate form, for example, sole source or carpet form.

• Approvers will now be able to take Action on requisitions quickly, whether in the office or on the go. Approvers will continue to have the ability to take Action directly in buyWays; however, this feature allows approvers to also take Action from their desktop email or on many mobile devices without having to access buyWays, potentially decreasing the length of the procure-to-order process.

With email approvals configured (more on this below), approvers will receive an enhanced approval email containing pertinent order information and a quick action webpage link where Action may be taken. The email contains requisition information to allow the approver to decide what Action to take regarding the document. The webpage allows the approver to select their Action and enter comments.

By default, a personal approval code (set up in buyWays on the My Profile tab) is required for the approver to take Action from the webpage link, therefore ensuring the authorized approver is the person taking Action on the requisition. Approvers maintain an email approval code in their buyWays profile. When the approver accesses the approval webpage, they enter the email approval code and are authenticated as the authorized approver.

Taking Action (How it works):

1. Click the link - After reviewing the order details in the email, the approver selects Take Action to access the secure approval webpage.
2. Available actions - The approver will have the same actions available in buyWays for taking Action on all documents. Possible actions include:
   1. Requisition: approve, reject, assign to myself, and return to the requisitioner.
   2. Purchase order (Procurement Only): approve, reject, assign to myself.
3. Entering approval code and taking Action - The approver selects the desired Action and enters a comment if they choose. Approvers must enter their email approval code and click submit to complete the approval step.
4. Confirmation - The approver receives a confirmation webpage once the Action is complete. The Action is logged in history as having been completed via email. Comments are also logged to Comments and History.
5. Was the requisition already approved? If another approver has already taken Action in a shared folder, the approver will receive a message that Action has already been taken on the document.