Click Path Guide: How to Create a With Free Description Shopping Cart in BUWorks

Click Path Guide: How to Create a With Free Description Shopping Cart in BUWorks

How to: Create a With Free Description Shopping Cart Step 2. Click Place and Manage Orders Step 1. In BUWorks (https://ppo.buw.bu.edu/ ) Click the Procurement Tab Step 3. Click Shopping Cart

Step 4. Click Default Setting: Set values to set details for all lines 4. Default Setting: Set values: Click to set following for all lines of the individual shopping cart: Product Category Account Assignment Delivery Address Set Default Settings BEFORE adding line items to the shopping cart To update default settings for all shopping carts, use Personalization For a guide to update Personalization default settings for all shopping carts click here: (http://www.bu.edu/sourcing/shoppers- guide/shopping-cart-training- 2/procurement-settings/personalization-2/)

Step 5. Click Add Item Step 6. Click With Free Description 5. Add Item (drop-down): Click drop-down to add With Free Description line item to the shopping cart 6. With Free Description: Select With Free Description to add one line to the shopping cart If unable to select With Free Description using your mouse, use keyboard arrows to highlight the With Free Description item and click Enter

Step 7. Fill out Add Item with Free Description box 7. Add Item with Free Description (pop-up window) Fill out following details in this window: Description Product Category Quantity Unit Common Unit: EA Net Price Delivery Date Usually can be the date of the shopping cart creation 8. Add to Item Overview: Click Add to Item Overview button Step 8. Click Add to Item Overview

Once you click Add to Item Overview button, the window will disappear and you ll be left with one line item added to your shopping cart Step 9. Click Details 9. Details: Highlight the line item and click the Details button This will populate on the lower half of your screen, a list of tabs

Step 10. Review Item Data tab 10. Item Data Tab: Review the Item Data Tab

11. Account Assignment: Click tab to assign a cost/fund center Step 11. Click Account Assignment tab Step 12. Click Account Assignment Category and select category 12. Account Assignment Category (drop-down): Click the drop-down and select appropriate Account Assignment Category: Cost Center #: 1XXXXXXX Order #: 9XXXXXXX 13. Assign Number: Click box and enter Cost/Fund number to be charged for this purchase General Ledger (GL) codes are automatically assigned by Product Category Step 13. Enter cost/fund number in Assign Number box

14. Notes and Attachments: Click to attach documents and add notes to the cart 15. Supplier Text/Internal Notes: Click the blue Internal Note or Supplier Text link to enter: Step 14. Click Notes and Attachments tab Step 15. Click Supplier Text or Internal Notes Step 16. Click Add Attachment Supplier Text: Notes to the supplier Internal Notes: Supplier name, contact information (if supplier is unregistered) Comments for the Buyer 16. Add Attachment: Click Add Attachment to attach: Signed/unsigned contracts Quotes Proof of competitive bid/sole source justifications (If over $25,000)

17. Browse: Click to upload documents saved on your computer (e.g., Word, PDF, Excel, Email) Step 17. Click Browse 18. Description: Name the document in Description box Step 18. Enter Description 19. Visible Internally Only (box): Choose to make attachment visible to the supplier or not Step 19. Check/Uncheck Visible Internally Only Step 20. Click OK Attachment will not be visible to the supplier Attachment will be visible to the supplier 20. OK: Click to attach document to the line item

21. Sources of Supply/Service Agents : Click to search and assign a supplier For a guide to search and assign the supplier: (http://www.bu.edu/sourcing/shopp ers-guide/shopping-cart-training- 2/shopping-cartcreation/assigning-the-supplier-2/) Step 21. Click Sources of Supply/Service Agents 22. Supplier Box: Enter Supplier ID or Search for supplier tep 22. Enter Supplier ID in upplier box Step 23. Click Assign Supplier 23. Assign Supplier: Click to Assign the supplier number in the Supplier Box to the line item If supplier number unavailable, add supplier name and contact information to internal notes Shopping carts can be submitted without supplier assigned

Step 24. Click Check 24. Check: Click on the Notes and Attachments tab to attach documents and add internal or supplier notes to the cart 25. Error Message Box: Step 25. Review Error Message box Red icons indicate errors must be corrected before clicking Order Yellow Icons are notifications and do not require action to click Order

FINAL STEP. Click Order Order: Click Order button to submit shopping cart for approval before being Purchase Order (PO) creation

For additional information please visit: (http://www.bu.edu/sourcing)