Revised 11/18/13 Cart & Assign Modify The Shopping Cart You may Unassign the shopping cart only until the Requester has submitted it. 1. Click the Shop icon, hover over My Carts And Orders, and click View Draft Shopping Carts. 2. Under My Drafts Assigned To Others, click the Unassign button for the appropriate requisition. 3. Click Edit Requisition, make the necessary revisions, and click the Assign Cart button. 4. Verify the Assignee is correct, or select a different Assignee. 5. Enter an optional Note to the Assignee and click the Assign button. NOTE: Once the cart has been submitted by the Requester, you may ask the Approver to Return (the requisition) To Requisitioner. Where Are My Shopping Carts? 1. To access your Draft Carts (shopping carts that have not yet been assigned to a Requester), click the Shop icon, hover over My Carts And Orders, and click View Draft Shopping Carts. Look under My Drafts. 2. Your shopping carts will be listed by Cart Number (requisition number), Shopping Cart Name, Date Created, Cart Description, and Total. 3. To open a specific draft shopping cart, click the appropriate Shopping Cart Name. 4. After you assign your cart, it will be listed under My Drafts Assigned To Others. To access it, click the Shop icon, hover over My Carts And Orders, and click View Draft Shopping Carts. Look under My Drafts Assigned To Others. 5. After your cart has been submitted by your Requester, it becomes an official requisition. You may view it by clicking the Orders & Documents icon, hover over Document Search, and click Search Documents. 6. Click the My Requisitions link (located under the document search field). 7. Click the appropriate Requisition Number to open it. Quick Search Any OHIO BobcatBUY user may access any requisition in the system. If you know the requisition number, you may use the Quick Search feature (top right). 1. To perform a Quick Search, click the Magnifying Glass icon (top right). 2. In the Quick Search fields, click to select the type of document you want to search for and enter the Number and press Enter. If you want to search for any document with a specific number, in the type field, click Document and enter the Number you want to search for. The search results will display any document with this number. Update Items In The Cart Once products have been added to the shopping cart, it may be necessary to update some of the product information. 1. To access your Draft Carts (shopping carts that have not yet been assigned to a Requester), click the Shop icon, hover over My Carts And Orders, and click View Draft Shopping Carts. Look under My Drafts. 2. Your shopping carts will be listed by Cart Number (requisition number), Shopping Cart Name, Date Created, Cart Description, and Total. 3. To open a specific draft shopping cart, click the appropriate Shopping Cart Name. 4. In the shopping cart, click the Edit Requisition button, make the necessary revisions, and click the Assign Cart button. 5. Verify the Assignee is correct, or select a different Assignee. 6. Enter an optional Note to the Assignee and click the Assign button. Delete A Cart 1. Click the Shop icon, hover over My Carts And Orders, and click View Draft Shopping Carts. 2. Click the Delete button for the shopping cart that you would like to remove. The cart will be removed immediately. Add Prevailing Wage Checkbox If the requisition contains Prevailing Wage labor, the prevailing wage checkbox must be selected. The requisition will automatically route to the Prevailing Wage Coordinator for review. 2. In the shopping cart, select Edit Requisition and click the General tab 3. Under General, click the Edit button. 4. Select the Prevailing Wage checkbox and click Save. Cart & Assign v 13.3 Quick Reference Guide Questions? Call 597-6446 or email procurement@ohio.edu page 1
Update Header/Line Item Details WARNING: You must complete the Header level requirement for each section. 2. In the shopping cart, click Edit Requisition. 3. The Red Triangle/s at the top of the page indicate information is required prior to submission. NOTE: Edit the information at the Header level for the majority of the items on the requisition. If anything is different at the Line level, you must edit the information at the Line level. 3. Edit the required fields and click Assign Cart or Submit Requisition. Update Ship To Address In Header/Line Item Details 2. In the shopping cart, select Edit Requisition, and click the Shipping tab. 3. In the Header level, click the Edit button next to Ship To. 4. In the Ship To window, click the Shipping Address: Select From Your Addresses down arrow and select the appropriate address. 5. If the address is not setup in your Profile, click the Click Here link and then click Select From Org Addresses, and Search for the appropriate address. 6. Click the Select link next to the desired shipping address. 7. To save this address to your Profile, click the Save This Address For Future Use checkbox (bottom of the window). 8. To enter a Nickname for this address, enter your text in the Name This Address field, and click Save. NOTE: By editing a Line items shipping information, you may select a different shipping address for this item only. Scroll down and click the Edit button next to the appropriate line item s Ship To (Same As Header). Copy A Line Item s Shipping Address To Other Line Items If you edit the Shipping Address for a specific line item, a Copy To Other Lines link appears next to that Line Item. It also appears in the Shipping Address section of the Header. 2. In the shopping cart, select Edit Requisition, and click the Shipping tab. 3. To copy the address that you entered for a Line Item to other line items on the requisition, click the line item s Copy To Other Lines link. 4. A Ship To window displays all of the other line items. 5. Select the checkbox next to the appropriate line item for which you want to copy the alternate address. 6. Click the Copy button. Copy A Header s Shipping Address To Other Line Items 2. In the shopping cart, select Edit Requisition, and click the Shipping tab. 3. To copy the Header address to one or more Line Items, click the Header s Copy To Other Lines link. 4. A Ship To window displays all of the other line items. 5. Select the checkbox next to the appropriate line item for which you want to copy the alternate address. 6. Click the Copy button. Now the Line Item will display Ship To (Same As Header). Update Billing (For Year End Purposes Only) The Billing section informs the supplier where to mail invoices. It also specifies which Fiscal Year the expense will be charged to. At the end of the fiscal year ONLY, Procure to Pay will notify all BobcatBUY users to let them know this feature has been enabled. At that point, you may specify the desired fiscal year. By doing this, you indicate whether you want the expense charged to the Current Fiscal Year or the Next Fiscal Year. NOTE: This feature is for year-end purposes only; it is only available until Procure to Pay closes the current fiscal year. 2. In the shopping cart, select Edit Requisition, and click the Shipping tab. 3. To update the billing, next to Billing Options, click Edit. 4. If you want the requisition to be expensed to the current fiscal year budget, use the calendar icon to select the Current Date or if you want the requisition to be expensed to the next fiscal year s budget, use the calendar icon to navigate to 07/01/20XX. Update Cost Center in Header/Line Item Details 2. In the shopping cart, select Edit Requisition, and click the Cost Center tab. 3. To update the Cost Center at the Header level, click the Edit button in the Header section OR click the Edit button at the Line level. 4. Click Select From Profile Values to update the Cost Center value for Project_Task. If you choose a Project_Task number that is not the Null Project, click the Recalculate/Validate Values link and the Cost Center string will prefill to match the Project_Task value. Modify the Cost Center values as necessary. 5. If you must search for a Cost Center that is not listed in your User Profile, click Select From All Values. A Custom Field Search window will open. Enter a Value or Description and click Search. 6. Scroll down and click Select next to the appropriate Cost Center value. The other Cost Center values will update to match the Project_Task value. Modify the Cost Center values as necessary, and click Save. NOTE: If you choose a Project_Task that is the Null Project (000000000), you must click in the FundType_Fund_Org field and select the appropriate value associated with the null value. Then click the Recalculate/Validate Values link. Cart & Assign v 13.3 Quick Reference Guide Questions? Call 597-6446 or email procurement@ohio.edu page 2
Add A Split In Header/Line Item Details 2. In the shopping cart, select Edit Requisition, and click the Cost Center tab. 3. To update the Cost Center at the Header level, click the Edit button in the Header section OR the Edit button at the Line level. 4. In the Accounting Codes window, click the Add Split link (top right). The window will expand and a second row will display; the second row is a duplicate of the first row. You must select the appropriate account number (for the split) in each row. If you have already setup your Profile and your Cost Centers are saved, click Select From Profile Values and click the down arrow to select the desired account number OR click Select From All Values and click the down arrow to select the account number from all of the values available. 5. Select a method (% of Price or % of Quantity) for splitting the expense and enter a numeric value for this method. 6. IMPORTANT: Click Recalculate/Validate Values and click Save. 7. You may click Show Monetary Calculations to view the dollar amount that will be charged to each Cost Center. Click Save. Add A Split In Header/Line Item Details Using Code Favorites (Cost Center Combinations) Accounting Code Favorites allow you to save combinations of cost centers (account numbers) that you use frequently. NOTE: In order to Add A Split using a Code Favorite, you must setup your code favorite in your profile. See User Profile. 2. In the shopping cart, select Edit Requisition, and click the Cost Center tab. 3. To update the Cost Center at the Header level, click the Edit button in the Header section OR click the Edit button at the Line level. 4. To select a Code Favorite, click the Select From Your Code Favorite down arrow, select your Code Favorite and click Save. Update Natural Account In Header/Line Item Details IMPORTANT: If you require assistance determining the appropriate Natural Account code to use, refer to OHIO s Natural Account Lookup website: http://portal.finance.ohiou.edu/nalookup/ 1. In the Search field, enter a word to describe the item that you are requesting for purchase. 2. Click the Search button. 3. All of the Natural Account codes will display that contain the word that you entered. 4. Review the list and select the most appropriate Natural Account code. 2. In the shopping cart, select Edit Requisition, and click the Natural Account tab. 3. To update an existing Natural Account, click the Edit button. 4. If you know the Natural Account value, enter it and click Save. If you do not know the value, click Select From All Values and click Search. 5. Click the Select button next to the appropriate Natural Account value and click Save. NOTE: When you assign a Natural Account to a Shipping/Handling charge, you must assign the same Natural Account as the item charged. Edit The Commodity Code For Multiple Lines This feature allows you to edit the Commodity Code for multiple Line Items in a single step. NOTE: The Commodity Code should only be changed for a Form or a Non-Catalog Item. All other purchases will automatically have the commodity code assigned. 2. In the shopping cart, select Edit Requisition. 3. In the Supplier/Line Item Details section of the Requisition, click the checkbox at the end of the line item for which you want to edit the Commodity Code. 4. In the For Selected Line Items drop-down list, choose Change Commodity Code, and click Go. 5. Enter the Commodity Code and click Save. OR click the Magnifying Glass button and click Search. 6. Scroll down and click Select next to the appropriate Commodity Code and click Save. Internal Notes And Attachments (Attach OHIO Substitute W-9, Quotes, etc.) A Note may be entered in the Header section of the requisition or in the Line Item Detail section for a specific line item. NOTE: All invoices should be scanned and emailed to accounts.payable@ohio.edu. If you have a Purchase Order Number, be sure to include it on the invoice. Do not attach an invoice to a Purchase Order as Accounts Payable will not receive it. 2. In the shopping cart, click the Edit Requisition button, and click the Internal Notes And Attachments tab. Enter notes or attachments that will be visible internally (OHIO staff). You may attach a quote here. 3. To add Internal Notes, click the Edit button. Enter additional information that is pertinent to your purchase request and click Save. 4. To attach supporting documents, click the Add Attachment link. The Attachments window opens. Select files button to navigate to the location where your file is saved. Choose the File to Attach. Click Select Files to add another file (Repeat for each additional file). Click Save when all files have been added. 5. To add a Link/URL, click the Add Attachment link. Under the Attachment Type list, select Link/URL. Enter a File/URL Name and the Link/URL. Click Save. 6. To move an Internal Attachment to an External Attachment, Click the drop down menu next to remove for the attachment to move. Select Move to External Attachments. 7. To remove an Attachment, click the Remove link next to the Attachment/URL that WARNING: Do NOT setup a Natural Account code in your User Profile. If your Line Items are the same expense type, edit the Natural Account at the Header level. If some of your Line Items are a different expense type, add the Natural Account for the majority at the Header level and edit only the Line Items that are different from the Header. you would like to remove and click Remove. Cart & Assign v 13.3 Quick Reference Guide Questions? Call 597-6446 or email procurement@ohio.edu page 3
External Notes And Attachments (These Go To The Supplier Too); Use This For Executed Contracts And Special Notes To The Supplier WARNING: A supplier s OHIO Substitute W-9 (formerly the Payment Compliance Form) should be attached to the Request To Add New Supplier Form. NOTE: Anything that is attached to External Notes And Attachments will be dispatched with the Purchase Order to the supplier, although not all suppliers are capable of accepting electronic Notes and Attachments. Some suppliers that do not support Notes and Attachments will automatically load a system notification to inform you they do not support notes. It is recommended that upon submission of the purchase order, you contact the supplier directly to confirm whether notes and attachments have been received and acted on. 2. In the shopping cart, select Edit Requisition, and click the External Notes And Attachments tab. Enter notes or attachments that will be visible BOTH internally (OHIO staff) AND externally (suppliers). 3. To add a Note To All Suppliers, click Edit. Enter the note that is pertinent to your purchase request and click Save. 4. To add attachments, click the Add Attachment link. The Attachments window opens, Select files button to navigate to the location where your file is saved. Choose the File to Attach, Click Select Files to add another file (Repeat for each additional file). Click Save when all files have been added. 5. To add a URL/Link, click the Add Attachment link. For Attachment Type, select Link/URL. Enter a File/URL Name, the Link/URL. Click Save. NOTE: When attachments are included, the Attachments tab includes a number in parenthesis equivalent to the number of documents attached. This is a visual alert to BobcatBUY users. To view an attachment, click the Attachments tab. 6. To attach a note to a specific Line Item Detail, under the Requisition tab, click the Summary tab, scroll down to the Supplier/Line Item Details section, and click Edit for the particular Line Item. 7. Enter your Internal/External Note text. Click Expand to expand the text area. Click Save. Add To Favorites The Add To Favorites option is located in several places throughout BobcatBUY. It provides the opportunity to add frequently purchased items to your personal Favorites folder. 1. Click the Homepage icon. 2. To begin shopping, in the Search field, enter the keyword for the product that you would like to purchase and click Go. 3. When the desired product is located, click the Add Favorite link (located next to the Compare link). 4. Enter an Item Nickname for the product (top of the window). 5. To create a New Top Level Folder, click the New button and select Top Level Personal Folder. 6. Enter a Name for the folder, add an optional Description, and click Save. 7. To create a Subfolder, click the Root Folder that will hold the subfolder, click the New button, and select Subfolder Of Selected Folder. 8. Enter a Name for the subfolder, add an optional Description, and click Save. 9. Click Submit. Click Close. 10. To access the Favorites folder, click the Homepage icon. 11. Click the Favorites link (under the hosted catalog search field). 12. Click the desired folder (on the left) or click the plus sign to expand the subfolder/s within the root folder, and click the desired subfolder. All products that have been added to this folder will display. 13. To add a product to your shopping cart, update the Quantity, and click the Add To Cart button. NOTE: It is not recommended to add Punch-Out items to Favorites because of the lack of control over price changes. For example, if you add an item from a punch-out supplier to your Favorites, and then add it to your shopping cart later on, there is no guarantee the price is still accurate. Remove An Item From The Cart 2. In the shopping cart, select the Edit Requisition button. 3. In the Supplier/Line Item Details section of the Requisition, click the checkbox at the end of the line item that you want to Remove. 4. In the For Selected Line Items drop-down list, choose Remove Selected Items, and click Go. The item has been removed. Remove All Items From The Cart 1. In the shopping cart, select the Edit Requisition button. 2. In the For Selected Line Items drop-down list, choose Remove All Items, click Go. 3. Click OK. The cart is now empty. Remove/Modify Items From A Punch-Out Catalog The Punch-Out Catalog icon will display in your active shopping cart. To modify or remove a punch-out item, in your BobcatBUY shopping cart: 1. Click the MODIFY ITEMS link. 2. Make your changes on the supplier s external website. 3. Follow the supplier s steps to Update the cart. 4. To return to BobcatBUY click the Transfer Shopping Cart button. The products that you added, modified, deleted through the supplier s punch-out catalog will be transferred to your BobcatBUY shopping cart. Cart & Assign v 13.3 Quick Reference Guide Questions? Call 597-6446 or email procurement@ohio.edu page 4
Move Items To Another Cart 2. In the shopping cart, select the Edit Requisition button. 3. In the Supplier/Line Item Details section of the Requisition, click the checkbox at the end of the line item that you want to Move. 4. In the For Selected Line Items drop-down list, select Move To Another Cart, and click Go. 5. Click in the Select radio button next to the appropriate cart to which the line item is to be moved to. Click Move. Click Close. Change Supplier (Only For Non-Catalog Items Or Forms) 1. Open the appropriate shopping cart that contains the Non-Catalog Item or Form for which you want to change the Supplier. 2. In the shopping cart, select the Edit Requisition button. 3. In the Supplier/Line Item Details section of the Requisition, click the Checkbox at the end of the Non-Catalog Item or Form for which you want to change the Supplier. 4. In the For Selected Line Items drop-down list, select Change Supplier and click Go. 5. Enter the Supplier or Search for a supplier, click Supplier Search and click the Search button. 6. Select the desired Supplier and click Save. 7. Click Save to save the shopping cart. Add To Draft Cart Or Pending Requisition/PO 1. Open the appropriate shopping cart that contains the item that you want to add to Draft Cart Or Pending Req/PO. 2. In the shopping cart, select the Edit Requisition button. 3. In the Supplier/Line Item Details section of the Requisition, click the checkbox at the end of the line item that you want to add to Draft Cart Or Pending Req/PO. 4. In the For Selected Line Items drop-down list, select Add To Draft Cart Or Pending Req/PO, and click Go. 5. Click the radio button next to the shopping cart that you want to add this item to, click Add To Draft Cart Or Pending Req/PO, and click Close. Assign A Cart When you are finished shopping/editing your requisition, you must assign your cart to a Requester/Approver for review. If approved, the requisition will turn into a Purchase Order and will be sent to the supplier. To Edit The Requisition: 1. In the active shopping cart, click the Edit Requisition button and review all of the information on the requisition. 2. Verify/correct the Shipping Address, Cost Center (account number), and Natural Account Code, etc. 3. Click the Assign Cart button. 2. Or click the Shop icon, hover over My Carts And Orders, and click View Draft Shopping Carts. 3. To open a specific shopping cart that you want to assign to a Requester/Approver, click the appropriate Shopping Cart Name. 4. In the shopping cart, click the Assign Cart button. There are three ways to select an Assignee: choose the default Assignee that you setup in your Profile, search from the Profile Values (if you setup multiple Assignees in your Profile), or search for an Assignee from All Assignees listed in BobcatBUY. a. A default Assignee automatically displays from your Profile. If this is the correct Assignee, enter a Note to the Assignee. The note will be included in an auto-email sent to the assignee as well as the History of the document. Click the Assign button. b. If you setup multiple Assignees in your Profile, click the Select From Profile Values link. Click the down arrow and choose the appropriate Assignee. Enter a Note to the Assignee. Click the Assign button. c. To select an Assignee from your organization. Select the Search For An Assignee link. Enter the following: Last Name, First Name, User Name, Email, or Department. Click the Search button. Click the Select link next to the appropriate Assignee. If you would like to add this person to your Profile, click the Add To Profile checkbox. Enter a Note to the Assignee and click the Assign button. NOTE: You may Unassign the shopping cart only until the Assignee (which is most often your Requester, but may be your Approver, if your department is small) has submitted the cart. The Assigned Cart Reminder Email Notification A reminder email message will be sent at regularly scheduled intervals to remind the Requester he has purchase requests to process. Both the Shopper and Requester will receive the initial reminder message 4 days after the cart was originally assigned. A follow-up email reminder will be sent to both every 2 days following the initial reminder until the Requester processes the cart (Submit Requisition). This will alert the Shopper, so you may contact the Requester to inquire. Recall (Retrieve) The Cart After It Has Been Assigned 1. Click the Shop icon, hover over My Carts And Orders, and click View Draft Shopping Carts. 2. Under My Drafts Assigned To Others, click the Unassign button for the appropriate shopping cart. 3. In the shopping cart, select Edit Requisition, make the necessary revisions, and click the Assign Cart button. To Assign The Requisition: 1. In the active shopping cart, click the Assign Cart button. Cart & Assign v 13.3 Quick Reference Guide Questions? Call 597-6446 or email procurement@ohio.edu page 5
Actions For A Requisition Returned By An Approver If a requisition is returned by the Approver, it is returned to the Requester. 1. Click the Shop icon, hover over My Carts And Orders, and click View Draft Shopping Carts. Look under My Drafts Assigned To Others. The Shopper may Unassign the cart, Edit Requisition, and Assign Cart. The Requester may contact the Shopper for additional information; the Requester may Edit Requisition and Submit Cart. The Requester may Withdraw the returned requisition. Withdraw A Requisition A Requester may withdraw the requisition, but only if it has not been turned into a purchase order. WARNING: Once a requisition is withdrawn, it cannot be reinstated. 1. If the Requester wants to Withdraw the requisition, click the Shop icon, hover over My Carts And Orders, and click View Draft Shopping Carts. Look under My Returned Requisitions. 2. Click the Withdraw button next to the appropriate requisition. 3. The Requisition Withdrawn symbol displays. 4. Click the Requisition Number to open it. Add A Comment And Attachment Comments and Attachments may be added by the Shopper, Requester, and Approver. You may add a comment to the requisition even if it has already become a purchase order. NOTE: Do not attach an invoice to a purchase order; Procure To Pay will not receive it. For Shoppers and Requesters: 2. In the shopping cart, click the Edit Requisition button. 3. To add a comment, click the Comments tab. 4. Click the Add Comment button. 5. Enter your Comment in the text field. 6. To add attachments, click the Add Attachment link. The Attachments window opens, Select files button to navigate to the location where your file is saved. Choose the File to Attach, Click Select Files to add another file (Repeat for each additional file). Click Save when all files have been added. For Approvers Only: 1. Open the requisition. In the Available Actions drop-down list, select Add Comment and click Go. 2. Under Email Notification(s), click the checkbox if you would like to send a copy of your comment via email to yourself and/or the Requester. 3. To add additional email recipients, click the Add Email Recipient link and Search for the person that you would like to email your comment to. Click the Select link next to the appropriate recipient. 4. Enter your Comment in the text field. 5. To add an Attachment, in the Attachment Type drop-down list, select File. Enter a File Name and click the Browse button to navigate to where your file is saved. Double-click the file that you would like to attach, and click Add Comment. Add Notes To History You may add a note to the History of the requisition. This only applies to Requisitions that have already been submitted into workflow. 1. If you are the Shopper, click the Orders & Documents icon, hover over Document Search, and click Search Documents. 2. Click the My Requisitions link (located under the document search field). 3. Click the Requisition Number to open it. 4. For other users, open the requisition by using the Quick Search feature (top right). 5. When the requisition displays, in the Available Actions drop-down list, select Add Notes To History, and click Go. 6. Enter your Note text and click the Attach button. View Others Draft Carts You may view another BobcatBUY users draft carts in order to answer questions and provide assistance. A Draft Cart is any cart that has not been Submitted into workflow. When viewing someone s draft cart, you will see a Summary; it does not display comments or attachments. Likewise, it does not display details pertaining to Shipping, Cost Center, or Natural Account values that have been modified at the line level. 1. Click the Shop icon, hover over Admin, and click View Draft Carts From Other Users. 2. To access the desired shopping cart, click the Shopping Cart Name. The Summary view of the draft requisition displays. View The History (Withdrawals, Comments, And Notes) You may view the History (Comment, Note, and reason for a Withdrawal). 1. Open the requisition by using the Quick Search feature (top right). 2. When the requisition opens, click the History tab. You will be able to view the entire History for this requisition. The History tracks the Date/Time of each change, the Action, Comment, Note, and reason entered for a Withdrawal. 3. You may use the Filter to view any associated documents. Click the +Click To Filter History button. In the Filters window, you may use one or more of the following filters: Start Date, End Date, Action, and Show History For (Approvals, Modifications, Integration, Miscellaneous). 4. Select one of the following from the Action drop-down menu: Blank, Approvals, Modification, Integration, and Miscellaneous. 5. In the Show History For drop-down menu, you may view Comments for one specific document or choose All to display comments for all of the associated documents. Click the Apply button. NOTE: If you view the History for All, an Applies To column is added to the display; this column lists the document name to which the specific row of history information applies. Cart & Assign v 13.3 Quick Reference Guide Questions? Call 597-6446 or email procurement@ohio.edu page 6
6. Under the Note column, if there is additional text, click the More link to view the entire note. Cart & Assign v 13.3 Quick Reference Guide Questions? Call 597-6446 or email procurement@ohio.edu page 7
Copy To New Cart You may want to Copy an existing shopping cart to a NEW shopping cart, even if the requisition has already been turned into a purchase order. This may be an order that you want to repeat. WARNING: Comments will not be copied to the new cart. Additionally, Punch-Out Catalog suppliers do not support this feature. If the items that you want to copy are from a Punch-Out Catalog, open a NEW cart and create a NEW purchase request. 1. Open the requisition. In the Available Actions drop-down list, select Copy To New Cart, and click Go. A NEW shopping cart summary will open containing the identical items. 2. To rename your shopping cart, highlight and delete the default Cart Name and enter a new Cart Name. 3. Enter an optional Description for your new shopping cart and click Save. 4. Click Edit Requisition, make the necessary revisions, and click the Assign Cart button. If you are a Requester, click the Submit Requisition button. 5. Verify the Assignee is correct, or select a different Assignee. 6. Enter an optional Note to the Assignee and click the Assign button. NOTE: The system will copy items from a punch-out catalog, however, punch-out suppliers do not support this feature. As a result, BobcatBUY will display an error message. You must remove the punch-out catalog items to proceed. Approval Workflow Overview There are three different approval workflow processes in BobcatBUY: 1. Requisition Approval Workflow 2. Purchase Order Approval Workflow 3. Invoice Approval Workflow The workflow process begins when: a. A cart is created, submitted, reviewed, and approved. A PO # is created. b. The purchase order is sent to the supplier c. The purchase order information is sent to Oracle to create the encumbrance d. The item/service is received e. The invoice is received by Accounts Payable staff and entered into system f. Notification is sent to Oracle to verify it is okay to pay the supplier Instances when a purchase order will not be created are: Request To Add New Supplier form a Close PO Request form, and a Change Order Request form. You may still view its requisition approval workflow. NOTE: There is a purchase order created for a Direct Payment form but it is not sent to the supplier. BobcatBUY s electronic process of approval workflow is comparable to the approval process (documentation path) of the paper requisition when it travels through different offices for various approvals. Where Is My Requisition In The Approval Process? You have the ability to view the approval workflow the requisition goes through before it is delivered to the supplier. You may view the approval process to determine where your requisition is. You will also see the Approver s contact information (Name, Email, and Phone Number) displayed. If the requisition stops at a particular step, you may contact the Approver to inquire. 1. To view the Approval Workflow Process the requisition goes through before being delivered to the supplier, open the Requisition and click the View Approvals tab. Approvers for this folder were notified electronically to let them know a pending requisition is waiting for review. During the Funds Available Validation, BobcatBUY checks Oracle Financial Management System to verify there are funds available in the specific Cost Center/s charged. If there is not enough money available, a Note is entered in the History of the requisition. No auto-email message is sent to users regarding insufficient funds. The Note indicates, The Cost Center XXXX does not have sufficient funds for this purchase. The process will not stop, except in the case of a Grant Account. 2. If you realize the request is being delayed, click the View Approvers link in the current step. This will provide contact information for the Approver for this step. 3. Contact the Approver to inquire about status. WARNING: If a Grant Account is entered as the Cost Center and a Natural Account code is used that is not authorized for the grant, the requisition will error out and will be returned back to the Requester. The Shopper and Requester will receive an email notifying them of the invalid Natural Account. A Note is also entered in the History of the requisition. Finally, the Shopper or Requester must Edit the requisition, add a valid Natural Account, and Assign/Submit it again. a. Upon completion of the Requisition Approval Process, a Purchase Order Number will be generated and the order will be delivered to the supplier electronically. b. Upon completion of the Purchase Order Approval Process, the Purchase Order is distributed to the supplier and the Purchase Order information is exported to Oracle Financial Management System. c. Upon completion of the Invoice Approval Process, the Invoice is approved for payment to the supplier. Cart & Assign v 13.3 Quick Reference Guide Questions? Call 597-6446 or email procurement@ohio.edu page 8