Gateway. Online catalog or Punchout Non-catalog Item Flexcard Purchases Shipments
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1 Gateway Online catalog or Punchout Non-catalog Item Flexcard Purchases Shipments Usual Orders using Online Catalog or Punchout Used when you can find items by searching on the main page or by using a Gateway punchout page (e.g. bottom red arrow). This is the most common way to purchase items including lab supplies (general lab items like paper towels as well as items like tubes). If you have a quote for certain items, use either noncatalog directions or Flexcard directions to create a PO. Step 1 Most items can be found by searching the item name and manufacturer name or catalog number in the search bar (top red arrow). Another option is to search for items using the punchout. This will take you to a UCSB version of the vendor s website. Here you can search for your desired item(s), add them to your cart, and check out. Checking out will take you back to the Gateway website.
2 Step 2 Insert the quantity of the item you want, then click add to cart Continue to add items from the same vendor by searching their item name or catalog number and adding them to your cart Step 3 Once you have finished shopping, click on the cart total and click Checkout
3 Step 4 On this page, complete the following: Make sure the Ship To address is where you would like the package shipped o Note: the BioStore (EEMB) and CNSi will not receive packages that are not purchased with their department funds To change the department section o You must choose the department that handles the funds you want to use to pay for this purchase o Click Select from all values under Department (see arrow 1 below) o The Custom Field Search window will pop up. In the Value Search, enter the department code and click select when your department pops up BIOE To change the account string section o Click Select from all values under Account String (see arrow 2 below) o The Custom Field Search window will pop up. In the Description or Value sections, enter the information below CBE search in description section: a drop down selection will pop up. Select the fund source Ruby or Krista told you to Mellichamp Fellows use MCC400 unless told otherwise Lindros Fellows use TMR272 unless told otherwise
4 On the bottom half, be sure the quantity of each item is correct If item is not taxable, click edit button on the right of the item s Ext. Price. o A pop up window will pop up and you can uncheck the taxable button (above the commodity code) o From here, click save Check object and commodity codes and be sure they correspond with the item you are purchasing. A cheat sheet can be found here. If you don t see an object code or commodity code that fits your item, search the full lists here for object codes and here for commodity codes Once all of these items have been completed, click submit requisition and the order will be submitted for the approval process.
5 Non-Catalog Items Used when you can t find items on Gateway using regular search bar nor in punchout. Obtain a quote from the vendor before starting a non-catalog requisition. Step 1 1. On the home page, select non-catalog item 2. Select Supplier Search and a pop-up search window will appear. a. Type the vendor s name in the Supplier Name search bar and select the vendor 3. Add product description in the Product Description box. Be sure to include the description on the actual quote, but feel free to add additional information (the more detailed this section is, the better). If you re buying a case or box, be sure to include the total of an item (e.g. 20 racks of 96 tips (1920 tips total)) 4. Insert the catalog no. shown on the quote 5. Add the quantity you want of this item (e.g. going off of same example, insert 2 here for 2 cases) 6. Add the price per item listed on your quote in the Price Estimate section 7. You can leave this section as each or click the dropdown menu to select a more accurate description (for this example, CS for Case would be more appropriate) 8. Either Save and Close if this is the only item you will be purchasing using a non-catalog checkout or Save and Add Another if you have another non-catalog item to add to your cart (must be from same vendor). When you click Save and Close, you will be taken back to the home page.
6 Step 2 Click on the cart total and click Checkout Step 3 On this page, complete the following: 1. Make sure the Ship To address is where you would like the package shipped Note: the BioStore (EEMB) and CNSi will not receive packages that are not purchased with their department funds 2. To change the department section, click Select from all values under Department (see arrow 1 below) The Custom Field Search window will pop up. In the Value Search, enter the department code and click select when your department pops up o BIOE 3. To change the account string section Click Select from all values under Account String (see arrow 2 below) The Custom Field Search window will pop up. In the Description or Value sections, enter the information below
7 o CBE search in description section: a drop down selection will pop up. Select the fund source Ruby or Krista told you to Mellichamp Fellows use MCC400 unless told otherwise Lindros Fellows use TMR272 unless told otherwise 4. On the bottom half, click edit on the right to add quote number. A small pop up window will appear and you can save the quote number there 5. Be sure the quantity of each item is correct 6. If item is not taxable, click edit button on the right of the item s Ext. Price. o A pop up window will pop up and you can uncheck the taxable button (above the commodity code) o From here, click save 7. Check object and commodity codes and be sure they correspond with the item you are purchasing. A cheat sheet can be found here. If you don t see an object code or commodity code that fits your item, search the full lists here for object codes and here for commodity codes
8 Step 4 Click on Comments tab to attach a copy of the quote Click Add Comment/Attach Files Attach file by clicking Choose File, selecting your file, and clicking Open Add a comment in the text box. Something simple like Quote attached is enough Click blue Add Comment/Attach Files button If the quote shows you how much shipping and handling will cost, click on Taxes/S&H 1. On the right of the window you ll see Edit taxes, shipping and handling for all line items in this group click this 2. On the Shipping line click use default drop down and click override 3. Next to per PO change the 0.00 to the amount listed in the PO then click blue save button
9 Step 5 Once all of these items have been completed, click submit requisition on the top right and the order will be submitted for the approval process.
10 Flexcard Purchases Used to purchase items that can t be found on Gateway or items that need to be purchased right away. Example: Ordering items from Amazon. Contact your home Dept. purchasing for orders on federal funds and purchases over $3,500 Step 1 Click Flexcard authorization button and another window will pop up Step Add vendor name Use this section to add name of sales representative (if no sales rep, write N/A) The sales rep or phone or vendor website should be listed here Use the drop down menu to select Place on Another Flexcard Write the name of the Flexcard holder a. As of , CBE Flexcard holder is Angelina Toporov Enter description of item you want to purchase (including catalog number or some method of identifying the product). If you want to link to a webpage, this is a good place to do so Enter item price Quantity of line item You must attach something. A quote or screenshot should do Select Go button and this pop up window will close. You ll be back at the home page.
11 Step 3 Click on the cart total and click Checkout Step 4 On this page, complete the following: 1. Make sure the Ship To address is where you would like the package shipped o Note: the BioStore (EEMB) and CNSi will not receive packages that are not purchased with their department funds 2. To change the department section o Click Select from all values under Department (see arrow 1 below) o The Custom Field Search window will pop up. In the Value Search, enter the department code and click select when your department pops up BIOE 3. To change the account string section o Click Select from all values under Account String (see arrow 2 below) o The Custom Field Search window will pop up. In the Description or Value sections, enter the information below
12 CBE search in description section: a drop down selection will pop up. Select the fund source Ruby or Krista told you to Mellichamp Fellows use MCC400 unless told otherwise Lindros Fellows use TMR272 unless told otherwise 4. On the bottom half, click edit on the right to add quote number. A small pop up window will appear and you can save the quote number there 5. Be sure the quantity of each item is correct 6. If item is not taxable, click edit button on the right of the item s Ext. Price. o A pop up window will pop up and you can uncheck the taxable button (above the commodity code) o From here, click save 7. Check object and commodity codes and be sure they correspond with the item you are purchasing. A cheat sheet can be found here. If you don t see an object code or commodity code that fits your item, search the full lists here for object codes and here for commodity codes
13 Step 5 Click on Comments tab to attach a copy of the quote Click Add Comment/Attach Files Attach file by clicking Choose File, selecting your file, and clicking Open Add a comment in the text box. Something simple like Quote attached is enough Click blue Add Comment/Attach Files button If the quote shows you how much shipping and handling will cost, click on Taxes/S&H 1. On the right of the window you ll see Edit taxes, shipping and handling for all line items in this group click this 2. On the Shipping line click use default drop down and click override 3. Next to per PO change the 0.00 to the amount listed in the PO then click blue save button Step 6 Once all of these items have been completed, click submit requisition on the top right and the order will be submitted for the approval process.
14 Shipments UPS or FedEx 1. Create UPS PO on Gateway by clicking the UPS Shipping Form button or create a FedEx PO on Gateway by clicking the FedEx Shipping Form button. NOTE: for dry ice packages, use FedEx. 2. A pop up like the one below will appear. Complete this form (for shipping price, give a generous estimate such as $75 for a small package, $180 for a larger package) and click Go at the top right of the window. This will close the pop up window and you ll be taken back to the home page. o If it s someone off-campus (e.g. they re shipping to us using our UCSB funds), have them provide all info below and you will create label request for them on Gateway Info Needed: Package type (box, envelope, other packaging) Package dimensions in inches Package weight Dry ice? If yes, provide dry ice weight in kg or lbs Confirm with them that no hazardous materials will be shipped Insurance cost (value of item being shipped) Package contents UPS service type (e.g. next day air or 3 day select or ground) In the Ship To Address, you ll enter information for the UCSB department you want this package shipped to After PO has been created, the purchasing contact in your department to request a shipping label Send completed shipping label to person that needs to affix label on package 3. Click on the cart total and click Checkout
15 4. On this page, complete the following: 1. To change the department section a. Click Select from all values under Department (see arrow 1 below) b. The Custom Field Search window will pop up. In the Value Search, enter the department code and click select when your department pops up i. BIOE 2. To change the account string section c. Click Select from all values under Account String (see arrow 2 below) d. The Custom Field Search window will pop up. In the Description or Value sections, enter the information below i. CBE search in description section: a drop down selection will pop up. Select the fund source Ruby or Krista told you to 1. Mellichamp Fellows use MCC400 unless told otherwise 2. Lindros Fellows use TMR272 unless told otherwise 3. On the bottom half, item is not taxable, click edit button on the right of the item s Ext. Price. o A pop up window will pop up and you can uncheck the taxable button (above the commodity code) o Change object code to 3000 and commodity code to o From here, click save 4. Once all of these items have been completed, click submit requisition on the top right and the order will be submitted for the approval process.
16 Where to drop off packages When having another dept. ship out items, submit UPS shipping request on GW for dept. that handles the funds. department paying for shipping and department where you plan to drop package off. Let them know when and where you plan to drop off package and ask them to schedule a package pickup Drop package off at designated location: ME: Drop off at ME office CBE: Drop off at either CBE or ICB MSI: Drop package off at shipping/receiving (note: you can t ship out packages or receive packages from other departments here). Their usual FedEx package pickup time is after 2 PM If you re off campus and can t print an ed shipping label o department that handles your funds to request FedEx or UPS account number
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