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1 User Guide

2 Contents Contents... 1 Introduction... 2 Terminology... 2 Login... 3 Home Page Features... 4 Catalog Order... 5 Non-Catalog Order Approval Routing View Order Status Delete an Order Approve an Order Rejected Orders Complete Receiving Re-Open Orders for Receiving Special Instructions for Ordering Chemicals Assigning a Delegate buybama User Guide Contents Page 1

3 Introduction buybama transforms the way goods and services are purchased at The University of Alabama, by providing campus employees with an electronic procurement system that is easy to navigate and intuitive to use, resulting in an easier and faster procurement process. It is the single point of entry where faculty and staff at The University of Alabama can go to shop for most of their campus-related purchases. Use of the buybama system ensures compliance with all State and University Guidelines and Policies by routing transactions through the appropriate workflows within the system. Benefits buybama saves money by using negotiated discounted prices from The University of Alabama. It is able to keep track of what you purchase and how much you spend on these purchases, improving our ability to negotiate volume discounts. Users will be able to shop from multiple contract vendors from a single sign on. Requests for P-Card single purchase limit increases for purchases from the hosted vendors will be automated. The process of requesting purchase orders has been simplified and streamlined. Ensures compliance with all State and University Guidelines and Policies by routing transactions through the appropriate workflows within the system. Terminology Catalog Orders Some of our contract vendors have agreed to partner with the University to provide a shopping experience that allows our users to access a specialized online store to shop and then pull the selected items back to buybama for checkout. Purchases made through this process are referred to as catalog orders. There are no dollar limits on these purchases, but they must be paid by P-Card. Orders over $4, (the standard P-Card single purchase limit) will be automatically forwarded to P-Card Services to request a limit increase. Current catalog vendors include: Airgas American Osment B&H Photo Best Buy CDW Dell EMD Millipore Ferguson Gov Connection Grainger Graybar Henry Schein Home Depot Insight Iolitec SHI Sigma Aldrich Staples VWR Wesco Non-Catalog Orders Orders placed with vendors that are not available through the hosted catalogs are considered noncatalog orders. This option takes the place of the old requisition, and would be used in situations where a Purchase Order is needed. As with the old requisition, receiving must be completed to allow payment to be released to the vendor. buybama User Guide Introduction Page 2

4 Login New User Setup The buybama web address is: count%2flogonssocas%3fid%3d425 To request access to buybama a Request/Update Access Form will need to be submitted. Once submitted the listed Supervisor will receive an with a copy of the access form for their review and approval. After approval is received the user will be set up in the system. Once this is complete, you can begin using buybama, by logging in with your MyBama username and password. Returning User Log In To begin, login through this link: count%2flogonssocas%3fid%3d425 Note: This site must be opened in Internet Explorer Version 11, Firefox or Chrome. Also all pop-up blockers must be off. buybama User Guide Login Page 3

5 Home Page Features The Tabs The tabs that you are able to view depend on the role you were assigned by your department. Shoppers: Requesters: Approvers: These users only have access to the Shop and Cart Tabs. They must transfer the items in their shopping cart to another user to complete the checkout process. These users have access to the Shop, Cart, Checkout, and Receive Tabs. They may shop and place their own orders and can complete the checkout process for items transferred to them by others. These users have access to the Shop, Cart, Checkout, Approve, and Receive Tabs. They have all the same access as the Requester role with the added ability to approve purchases (up to a limit) made by others. Catalogs Catalogs are a vendor hosted website created just for The University of Alabama with our contract pricing. These catalogs integrate directly with buybama, so there is no need to login to another site. buybama User Guide Home Page Features Page 4

6 Catalog Order Shop 1. Select a Catalog from the supplier logos by clicking on the logo. Locate item(s) and enter the Quantity for each item you want to add to the cart and select the Add to Cart button. Note: The experience you have with each catalog is exactly like the on-line shopping experience you have today with any on-line vendor. Each vendor s website, layout, and shopping experience will be slightly different. In common with all on-line merchants is the add to cart feature. (See sample below) buybama User Guide Catalog Order Page 5

7 2. When finished shopping click Checkout or Punchout buttons. Note: Different vendors may use different terminology, and may require additional fields to be completed (Ex. Zip code, Card Security Code, etc.) 3. Items are moved back to buybama. Note: The Cart tab has a numeral in brackets cart (1). This indicates that a quantity of one item is being purchased. If in the example above 2 cameras were being ordered then the cart would read cart (2). 4. Finish shopping. Add any additional items to the cart. buybama User Guide Catalog Order Page 6

8 Cart 1. When you are finished adding items to your order, click on Cart tab. 2. Make any final edits to the quantity of items ordered. 1. Changing Quantity of a Line Item: If you change a quantity you will notice the blue Update button appear. Click Update to keep your change. If you do not click the Update button your change will NOT be saved. 2. Additional items may be added by clicking the Shop tab. Follow Shop steps 1-4. buybama User Guide Catalog Order Page 7

9 3. The final step in the cart section depends on the user s assigned role. For an explanation of each role, see page 5. a. Shoppers At this point, shoppers will need to transfer their cart to another user with Requester access in order to complete the checkout process. Note: Please be aware that once the cart is transferred, it cannot be retrieved. It is advisable to verify that the intended user will be available to process the order in a timely manner prior to transferring the cart. i. Edit the Requester (if necessary) Shoppers are set up with a default requester. Should you need to change to another, click the edit button and then type the name of the user to whom you would like to transfer your cart and click go to initiate the search. Once the list of matches is displayed, select the user by double clicking their address. The information will be updated, and the screen should now have a different name under the Transfer cart. ii. Transfer the Cart Click continue to transfer the cart to the selected user. Note: The requester will receive an notification. buybama User Guide Catalog Order Page 8

10 b. Requesters Once you are finished shopping and making changes, click the green Continue button (top or bottom). This will move your order into the Checkout Tab. Checkout 1. All items have moved to the Checkout Tab, and have been assigned a Transaction number. At this point you cannot add any additional items to your order, but you can still change the quantities of the existing items. Note: It is best to click the blue Update button each time you complete a section. You may complete all the steps in this section and then click one of the blue Update buttons, but it is recommended you update frequently so that information is not lost (much like saving your work in Word or Excel frequently in the event the program or your computer crashes). buybama User Guide Catalog Order Page 9

11 2. Click on the tiny blue arrow to the left of the Transaction # to view your entire order and view the Header, Body and Footer. Header Body Footer buybama User Guide Catalog Order Page 10

12 3. Complete the header section. a. Payment Form: Select Credit Card. All catalog orders must be paid by P-Card. b. Add Notes, if needed. External Notes Additional information that you need to convey to the vendor should be entered in the External Notes. External Notes are visible only to you, your approver(s), purchasing and the vendor. An External Note in the Header section is something that applies to your entire order. This is NOT the place to add additional line items. Notes that you want in External Notes would be delivery instructions, such as the sample below. Other examples would be: Referencing a vendor quote: As per Quote #1234 dated 11/12/2013 Referencing a verbal quote from a vendor (orders under $2,500 only): As per verbal quote from John Smith at the ABC Company on 11/12/2013. Referencing No Charge for Shipping: Pricing includes shipping and handling. Internal Note Internal Notes may be viewed by the Approver and Purchasing. The Vendor will NOT see any notes typed into Internal Notes. i. Click the blue add link next to External or Internal Note. ii. Type your note and click the blue Update button located at the bottom of the External Note box. Note: For orders over $5,000, it is necessary to enter a business purpose explanation, the cardholder s name, and last 4 digits of the card number in the notes to expedite the processing of the P-Card single purchase limit increase. c. Adding an Attachment (External or Internal): All quotes and other pertinent information pertaining to your order must be attached. External attachments will be seen by the Approver, Purchasing, and the Vendor. Internal attachment will only be seen by internal users including the Approver and Purchasing. i. To add an attachment click the blue attachments link next to add on the External or Internal Note line. The Attachment box opens. buybama User Guide Catalog Order Page 11

13 ii. Click the Choose File Button to browse and find the file(s) on your computer. iii. When you find the file you are looking for, click the open button. The file will show in the section on the left as pictured below. This is step is not complete until you hit update. iv. Once you hit the Update button you are brought back to this screen where you can continue attaching additional documents. If done, click the Close button. v. You will now notice a number (1) beside the word attachment where you loaded one document into Internal Attachments. d. Commodity Code (Selecting your Buyer) Each buyer in the purchasing office is assigned a commodity code number, picking the right buyer will help you assign this order to the correct buyer. The Commodity Code field is a required field. buybama User Guide Catalog Order Page 12

14 e. In the Ship To Attn: box you can change the name of the person receiving the delivery and also indicate a room number. f. GL General Ledger Account Code (FOPAL) i. Click the details link on the right side of the GL Acct. Code line. ii. Use the pull down menu to select the Chart of Accounts. buybama User Guide Catalog Order Page 13

15 iii. Use the pull down menus or type in the code or description find your FOPAL information. iv. Once all FOPAL information is correctly entered click the Update Button. v. Your FOPAL should have moved to the Split Detail section. If this is your only FOPAL you will need to click apply. Should you need to Split your order between 2 or more FOPAL s you can add multiple FOPAL S by going back through steps 1 4 above. vi. If you added multiple FOPAL s you will see a screen that looks similar to below. You will now need to tell the system how you would like your order split 50/50, 60/40, 75/25. Once finished click the Apply button. buybama User Guide Catalog Order Page 14

16 vii. If you wanted to assign a certain FOPAL to a certain Commodity you can do that as well. However, you have to do it at the Item level rather than the Header Section which we just covered. You will still follow the steps above for each item listed under this section. Optional: Under the GL Acct. Code section at the Header Section or the Body Section you can Save your account code as a favorite. buybama User Guide Catalog Order Page 15

17 Once a FOPAL has been saved as a favorite it will show up on the drop down menu list. See Below. 4. Scroll down and complete the body section. a. Need by Date: You can enter your desired date of delivery in the Need By Date box. Find your date by selecting a month, year and date. However, we cannot guarantee that the vendor will abide by your request. b. Click the blue Update button. 5. Scroll to the bottom to complete the Footer section. a. Delivery Information: Should you need to change your Ship to Location (i.e. Central Receiving) i. Start by clicking the edit link. buybama User Guide Catalog Order Page 16

18 ii. Next, you will type in the location you are looking for in the Location Name box. Once the results populate you will have to click the location link. iii. Once you click the location link the ship to address will be changed to what you selected. iv. If changes have been made you may be required to click Validate before you can move on. 6. Submitting Orders for Approval: Select the Prepare Button then have your credit card ready. Should order exceed limits set by the University your order will begin an approval process. At the end of the approval process you will be notified and will be able to enter your pcard information at that time. 7. Once you are ready to submit your order to the supplier you will need to enter you credit card number and expiration date in the area below. 8. Click the green Continue button to transmit the order to the vendor. buybama User Guide Catalog Order Page 17

19 Non-Catalog Order Shop 1. Click Shop, then Click the non-catalog items link Not everything is available through the punch-out catalogs. To purchase from a vendor who is not listed on the punch-out catalog list, a non-catalog item order needs to be created. Click the non-catalog items link. 2. Search for the Supplier. Since some vendor names may be listed with abbreviations, it is best to only type in a few letters (three or more) of the vendor name to find your vendor. The few letters can be any part of the vendor name. Then click the Go button. Note: Vendors must be set up in Banner before a non-catalog order may be processed. 3. The system will find any vendor with that combination of letters. A list of vendors will appear. From there you can retrieve the vendor. Select the vendor you want to use by clicking on the vendor name. buybama User Guide Non-Catalog Order Page 18

20 4. The following screen will appear. If this is the correct vendor click the green New Item box. 5. Complete all required information 6. The items with the red * are required fields. Be as specific as possible so as to provide as much information to the vendor and your Approver. buybama User Guide Non-Catalog Order Page 19

21 Item/Service*: This Line gives your approver and the vendor a description of the item or service you are requesting. If you received a quote from the vendor all descriptions should be entered in this field exactly as it is listed on the quote. UOM (Unit of Measurement) *: UOM is always a word such as but not limited to: Each, Package, Box, Carton, Case, Dozen, Ream, Lot, Feet, Inches, Gallon, Pint, Liter, Bag. It describes how the product you are purchasing is being sold. Quantity*: This is the number of items based on UOM that you need. List Price: This is the cost of the item being purchased. MFG/Provider: This is the manufacturer or provider of the item or service you are requesting. MFG/Provider Part #: This is the manufacturer or provider part number for the item or service you are requesting. Catalog Item #: This is the catalog number from the manufacturer or provider, if one is assigned. UPC: Is the Universal Product Code that is assigned to each item (Bar code). CAS Number: Refers to the CAS Registry Number which is assigned by the Chemical Abstracts Service. The CAS Number provides a unique numerical identifier to every chemical substance described in the open scientific literature. 7. Once all information has been entered, click the Add to Cart button. 8. Review all line items and make adjustments as necessary. a. Edit: Allows you to make any additional changes to a particular line item (i.e. adjust description) b. Delete: Allows you to delete a particular line item. c. Update: Allows you to update the qty if you need to make a change (i.e. 1 to 2, or 100 to 10) buybama User Guide Non-Catalog Order Page 20

22 Cart 1. Click on the Cart tab and make adjustments as necessary. You will notice that you have the ability to edit the Quantity or Delete the line item. a. At this point, if you need to go back to the same vendor and continue shopping you may do so by clicking on the Shop Tab and selecting the same punch-out vendor. Follow the Shop steps in the previous section. buybama User Guide Non-Catalog Order Page 21

23 b. If you change a quantity you will notice the blue Update button appear. Click Update to keep your change. If you do not click the Update button your change will NOT be saved. 4. The final step in the cart section depends on the user s assigned role. For an explanation of each role, see page 5. a. Shoppers At this point, shoppers will need to transfer their cart to another user with Requester access in order to complete the checkout process. Note: Please be aware that once the cart is transferred, it cannot be retrieved. It is advisable to verify that the intended user will be available to process the order in a timely manner prior to transferring the cart. i. Edit the Requester (if necessary) Shoppers are set up with a default requester. Should you need to change to another, click the edit button and then type the name of the user to whom you would like to transfer your cart and click go to initiate the search. Once the list of matches is displayed, select the user by double clicking their address. buybama User Guide Non-Catalog Order Page 22

24 The information will be updated, and the screen should now have a different name under the Transfer cart. ii. Transfer the Cart Click continue to transfer the cart to the selected user. Note: The requester will receive an notification. b. Requesters Once you are finished shopping and making changes, click the green Continue button (top or bottom). This will move your order into the Checkout Tab. Checkout 1. All items have moved to the Checkout Tab, and have been assigned a Transaction number. At this point you cannot add any additional items to your order, but you can still change the quantities of the existing items. buybama User Guide Non-Catalog Order Page 23

25 Note: It is best to click the blue Update button each time you complete a section. You may complete all the steps in this section and then click one of the blue Update buttons, but it is recommended you update frequently so that information is not lost (much like saving your work in Word or Excel frequently in the event the program or your computer crashes). 2. Click on the tiny blue arrow to the left of the Transaction # to view your entire order and view the Header, Body and Footer. Header Body Footer buybama User Guide Non-Catalog Order Page 24

26 2. Complete the header section. a. Payment Form: Select PO. A purchase order will be issues for non-catalog orders. b. Add Notes, if needed. External Notes Additional information that you need to convey to the vendor should be entered in the External Notes. External Notes are visible only to you, your approver(s), purchasing and the vendor. An External Note in the Header section is something that applies to your entire order. This is NOT the place to add additional line items. Notes that you want in External Notes would be delivery instructions, such as the sample below. Other examples would be: Referencing a vendor quote: As per Quote #1234 dated 11/12/2013 Referencing a verbal quote from a vendor (orders under $2,500 only): As per verbal quote from John Smith at the ABC Company on 11/12/2013. Referencing No Charge for Shipping: Pricing includes shipping and handling. Internal Note Internal Notes may be viewed by the Approver and Purchasing. The Vendor will NOT see any notes typed into Internal Notes. i. Click the blue add link next to External or Internal Note. ii. Type your note and click the blue Update button located at the bottom of the External Note box. c. Adding an Attachment (External or Internal): All quotes and other pertinent information pertaining to your order must be attached. External attachments will be seen by the Approver, Purchasing, and the Vendor. Internal attachment will only be seen by internal users including the Approver and Purchasing. buybama User Guide Non-Catalog Order Page 25

27 i. To add an attachment click the blue attachments link next to add on the External or Internal Note line. The Attachment box opens. ii. Click the Choose File Button to browse and find the file(s) on your computer. iii. When you find the file you are looking for, click the open button. The file will show in the section on the left as pictured below. This is step is not complete until you hit update. buybama User Guide Non-Catalog Order Page 26

28 iv. Once you hit the Update button you are brought back to this screen where you can continue attaching additional documents. If done, click the Close button. v. You will now notice a number (1) beside the word attachment where you loaded one document into Internal Attachments. d. Commodity Code (Selecting your Buyer) Each buyer in the purchasing office is assigned a commodity code number, picking the right buyer will help you assign this order to the correct buyer. The Commodity Code field is a required field. e. In the Ship To Attn: box you can change the name of the person receiving the delivery and also indicate a room number. buybama User Guide Non-Catalog Order Page 27

29 f. GL General Ledger Account Code (FOPAL) i. Click the details link on the right side of the GL Acct. Code line. ii. Use the pull down menu to select the Chart of Accounts. iii. Use the pull down menus or type in the code or description find your FOPAL information. iv. Once all FOPAL information is correctly entered click the Update Button. buybama User Guide Non-Catalog Order Page 28

30 v. Your FOPAL should have moved to the Split Detail section. If this is your only FOPAL you will need to click apply. Should you need to Split your order between 2 or more FOPAL s you can add multiple FOPAL S by going back through steps 1 4 above. vi. If you added multiple FOPAL s you will see a screen that looks similar to below. You will now need to tell the system how you would like your order split 50/50, 60/40, 75/25. Once finished click the Apply button. vii. If you wanted to assign a certain FOPAL to a certain Commodity you can do that as well. However, you have to do it at the Item level rather than the Header Section which we just covered. You will still follow the steps above for each item listed under this section. buybama User Guide Non-Catalog Order Page 29

31 Optional: Under the GL Acct. Code section at the Header Section or the Body Section you can Save your account code as a favorite. Once a FOPAL has been saved as a favorite it will show up on the drop down menu list. See Below. buybama User Guide Non-Catalog Order Page 30

32 3. Scroll down and complete the body section. a. Need by Date: You can enter your desired date of delivery in the Need By Date box. Find your date by selecting a month, year and date. However, we cannot guarantee that the vendor will abide by your request. b. Click the blue Update button. 4. Scroll to the bottom to complete the Footer section. a. Delivery Information: Should you need to change your Ship to Location (i.e. Central Receiving) i. Start by clicking the edit link. ii. Next, you will type in the location you are looking for in the Location Name box. Once the results populate you will have to click the location link. buybama User Guide Non-Catalog Order Page 31

33 iii. Once you click the location link the ship to address will be changed to what you selected. iv. If changes have been made you may be required to click Validate before you can move on. 5. Click the Requst Button. The order will then begin its workflow approval process. 6. Once the green Request button is clicked, the buybama system interfaces with Banner to verify if you have (1) authority to purchase using the account numbers indicated on the order, and (2) if there is money available in that budget. You will see the Status change from Unsubmitted Transaction to Pending Approval. By clicking the View button you will be able to view the workflow for your order. In the workflow you will see who needs to approve your order. buybama User Guide Non-Catalog Order Page 32

34 As the approvals occur you will see the Status change from Active to Approved. 7. Purchase Order Number After your non-catalog order receives final approval a purchase order is created and this purchase order is ed, faxed or sent via an XML transmission to the vendor. You can see when your order was turned into a PO and the PO number in the middle of the center column of the Header section. buybama User Guide Non-Catalog Order Page 33

35 Approval Routing After your order is submitted, it is routed for approval the following workflow outlined below. Catalog Order submitted by Requester Non-Catalog Order submitted by Requester Over $5,000? Department Approval Yes No Over $15,000? Department Approval Yes No Yes Over $15,000? Department Approval (College or Division) No Department Approval (College or Division) Chemicals of Interest? Yes No Yes Chemicals of Interest? No Environmental Health and Safety Environmental Health and Safety Yes Over $5,000? No Contracts and Grants? Yes Contract & Grant Accounting No Purchasing Buyer Review Purchasing Buyer Review P-Card Limit Increase Return to Requester to enter card information Submitted to Vendor Submitted to Vendor buybama User Guide Approval Routing Page 34

36 View Order Status Users may view the status of an order through the Checkout tab. 1. Click Checkout. 2. Use the fields at the top of the screen to refine the search criteria, then click the orange Go button. The Selection field narrows the list by the status of the order. Options are: Active, Waiting, Hold, Archive, Submitted, Received, Invoiced, Ad Hoc, All Last 30 Days, All Last 90 Days, and All. The Transaction number or PO number may also be used to access the order. 3. Use the Next Step dropdown menu to choose what you wish to view, and then click View. View Order: Displays a copy of the Purchase Order or Credit Card Order. View Workflow: Displays the approval history of the order. buybama User Guide View Order Status Page 35

37 Delete an Order If you decide that an order needs to be deleted follow these steps. 1. Open up your order by clicking on the tiny blue arrow to the left of the Transaction # so that you can see all of your line items. 2. Click the Delete button next to first line item. 3. A pop-up box appears. Click Yes. 4. Continue repeating these steps until all line items are deleted. buybama User Guide Delete an Order Page 36

38 Approve an Order 1. When an order is submitted to you for approval there are two actions you may take (Approve or Reject). Under the Approve tab you will see order information that requires action. The information displayed for an order is the Header-level information on the order. If you click on the blue triangle next to the order number, you can expand the order to see line item information for the order. Header Body Footer As an approver you will want to check and verify the following in each section: a. Header Section: ii. Check that correct payment form is being used. iii. Check that the correct vendor is being used. iv. Check that the quote is attached as an internal attachment if applicable. v. Check that the Commodity Code has the correct buyer listed. vi. Check that the FOPAL is correct and that the FOPAL has available funds in BANNER. buybama User Guide Approve an Order Page 37

39 b. Body Section: vii. Check that the Need by Date is reasonable. viii. Check that correct quantity is being purchased at the correct price. c. Footer Section: Check the Ship to Address to ensure accuracy. 3. Approve or Reject The screen displays three options: Approve, Hold, or Reject. Once you feel all information above is correct you will simply click one of the options, and the order will be routed appropriately from there. If you choose to reject an order, you will be prompted to input a rejection reason, which will be displayed to the order originator. buybama User Guide Approve an Order Page 38

40 Rejected Orders If an order is returned from your Approver the Status will change to Returned. You will also notice that the green Request button has become accessible again. When an Approver rejects your order they must indicate a reason. To review the entire message from the approver click the blue edit next to Internal Note. Once all appropriate changes have been made click the green Request button to re-submit your order into the buybama workflow. Complete Receiving Before payment may be released for items purchased by PO, receiving must be completed. 1. Click on the Receive tab. 2. Find the Order in the list and click the blue arrow to open up the item detail. 3. Enter the quantity received, and click update to save the change. 4. When all items have been received, click the Close button in the header section. buybama User Guide Rejected Orders Page 39

41 Re-Open Orders for Receiving Orders must be in an Open status for receiving to be completed. Normally orders should not be closed until all items are received. However, it is possible to re-open an order if items arrive after the order was closed. 1. Click the Receive tab at the top of the screen. 2. Search for the order by using the filters at the top of the page. Select All Closed from the Selection dropdown menu to display only the orders that have a Closed status. 3. Scroll through the list to find the order. Once the order is displayed, click the green Open button. 4. Once the order is Open, receiving may be completed as usual. buybama User Guide Re-Open Orders for Receiving Page 40

42 Special Instructions for Ordering Chemicals Chemicals of interest require special tracking, and must be shipped to Environmental Heath and Safety. Please order these items separately from other items. Complete the checkout tab as normal, with the following exceptions: 1. Select Yes from the box next to Chemical of Interest. 2. Add an internal note to indicate the name of the PI and the room number. Please be aware that the note must follow this format: PI: (Insert PI s name here) Room Number: (Insert room number here) 3. Change the ship to address in the footer section to Environmental Health and Safety. Assigning a Delegate Users who are responsible for approving the orders submitted by others may find it necessary to set up a delegate to assist in processing orders in the event that they are out of the office for an extended period of time. Delegates must be assigned at the system administrator level. buybama@fa.ua.edu for assistance. If the department wishes to have an approver available at all times, it may be advisable to set up more than one person in each approval role in order to ensure that a backup is always available. Otherwise, orders will be held in the approver s queue. buybama User Guide Special Instructions for Ordering Chemicals Page 41

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