CatBuy Preparer Training Course

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CatBuy Training Course

CatBuy Preparer

Training Course

Section I

UC Merced

5200 N. Lake Road

Merced, CA 95343

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2 CatBuy Training Course

Section I

Introduction to CatBuy

I. Introduction and System Overview

A. E-Commerce Overview B. CatBuy System

C. Basic Web Screens

II. Overview of CatBuy On Line Training

A. Overview of CatBuy B. Browsing The Catalog C. Searching The Catalog D. Updating Your User Profile E. Creating A Catalog Order F. Creating A Special Request

G. Creating A Procurement Card Order H. Checking Order Status

I. Creating A Supplier Site Order J. CatBuy Workflow

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Section I

Introduction to CatBuy [Continued]

Page

III. Using the CatBuy System

A. Logging on to CatBuy

Workshop 1 6

CatBuy Home Page

B. CatBuy Home Page C. CatBuy Account Status D. CatBuy Menus

E. CatBuy Reference Manual F. CatBuy How To Documents

IV. Introduction to the CatBuy Catalog Shopping

A. CatBuy Features B. CatBuy Information C. My Account

Profile / Ship To Default Values

Favorite FAUs [Full Accounting Units]

Workshop 2 17

My Account

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Workshop Format

All workshops have the following basic format:

General information and instructions for the workshops are contained in paragraphs such as this one and in bulleted paragraphs. Bulleted paragraphs usually provide:

 Examples or - Alternatives

Headings are used to orient you to CatBuy screens or process names.

Workshop Instructions

1. Instructions for selecting icons and buttons or entering data are contained in numbered paragraphs.

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5 CatBuy Training Course The workshops are designed to help you become more comfortable using

CatBuy. As with all systems, you will need to use the system in your office to

build experience and confidence.

NOTE: Special notes about the process, messages on the screen or other important points are contained in an indented note paragraph such as this.

HINT: Hints or reminders are contained in indented, italicized paragraphs.

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Workshop 1

CatBuy Home Page

In this workshop, you will

 Practice logging on to the CatBuy system  Select CatBuy web screens

 News and Announcements

At the completion of this workshop, you will have a basic understanding of the

CatBuy system and be ready to begin entering data in succeeding workshops.

Logging On

1. Double click on the Internet icon

2. Type the web address

lab.bruinbuy.ucla.edu

(without “www.”) (this is the training site – not the “live site”)

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7 CatBuy Training Course The CatBuy Log In Web Page will appear.

News and Announcements will appear near the top of the CatBuy Log In web

page.

4. Type in your OASIS LogIn in the User Name field

5. Tab or click with the mouse to the Password field

6. Type in your OASIS Password in the Password field 7. Press Enter or Click on Sign In Now

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Navigation

The CatBuy Home Page displays all of the options available to you. Each section represents various operations related to the CatBuy system that is granted to you individually.

Account Status

The first section on the CatBuy Home Page is the Account Status which includes your Logon ID, Name, Organization, Open Shopping Carts,

Suspended Transactions, Open Queue Items, Open H and I and CatBuy User Guide.

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8. Click on the Organization Drop Down Icon The current option – CatBuy - displays.

Using CatBuy Help

9. Click on BruinBuy User Guide

The BruinBuy Reference Manual web site appears

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CatBuy How To Documents

11. Click on BruinBuy How To Documents

The BruinBuy How To Documents web page appears

12. Close the BruinBuy How To Documents window

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Menu Bar

Menus serve as a guide through the CatBuy system. They direct users from general functions to more specific functions.

In CatBuy, there are six [6] menus in the Menu Bar. They include Home,

Orders, Suppliers and Catalogs, Queries and Reports, My Account and Log Off. These six menus provide access to all functions in CatBuy.

To select an option from any menu or section, position the cursor on the desired menu item and click.

The Orders Menu

The Orders Menus contains three [3] sections which include Create, Pending, and

Actions. These three sections provide access to all Order Processing functions in CatBuy.

The Create section contains the Catalog Orders, Supplier Site Orders, Special

Request Orders, Procurement Card, Single Line Order Entry, Change Order, From Favorite Items and From Templates options.

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12 CatBuy Training Course The Pending section contains Open Shopping Carts, Suspended Transactions and Queue Process.

The Actions section contains All Orders, My Orders, CatBuy Orders and

Existing Shopping Carts. The Actions section can be utilized to check Order Status, Fax, create Change Orders, Receiving and Cancel Orders.

The Suppliers and Catalogs Menu

The Suppliers and Catalogs Menu contains New Vendor Setup Request,

Vendor Lookup, Catalog Summary and Catalog Suppliers.

Catalog Update Information, Supplier Contact and Supplier News will be

available in the near future.

14. Select Catalog Suppliers from the Suppliers and Catalogs menu

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15. Close the CatBuy Suppliers Index

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The Queries and Reports Menu

contains Queries, Web Reports, Orders and Vendors/Invoices.

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The My Account Menu

The My Account Menu contains Profile, Default Values, Ship To Preferences,

Favorite FAUs, Favorite Items, My Orders and Shipping Address Book.

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CatBuy News

The News and Announcements section has been repositioned to the bottom of the web page. CatBuy News is reserved for future announcements, bulletins, items of interest and news associated with the CatBuy system.

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Workshop 2

My Account

In this workshop you will learn how to use the My Account section to set up your Profile/Ship To, Default Values and Favorite FAUs.

You have a special CatBuy profile that retains your default shipping address, EMail address and contact information.

We are going to set up your profile, default values, ship to preferences and favorite FAUs prior to the creation of CatBuy shopping carts.

Profile

From the My Account section

1. Click on Profile / Ship To

The Profile / Ship To web page appears with your User LogOn ID indicated near the top.

We will use the Profile section to store your telephone number, fax number, department number and name, EMail address and Display Page After Submit options.

We will use the Ship To section to store your default delivery information.

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2. Enter your Profile information

Note: Enter your full telephone number and fax number with area code.

3. Select your Display Page After Submit option

4. Select the My Orders option

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Ship To Address Search

The Ship To Address Search web page appears. You may narrow down the search by entering in Department Code or Ship To Codes in the

Search Ship To field. You also have the option of entering a partial or full

address in the Search Ship To Address field.

The fields which appear on this web page are Ship To, Contact Name,

Address, City, State and Zip. Pagination buttons appear at the top and

at the bottom of the Results.

6. Enter your Department Code in the Search Ship To field

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20 CatBuy Training Course The Ship To Address data that matched the criteria that was entered in

will now appear.

8. Locate the appropriate Ship To information

9. Click anywhere on the line to select your Ship To information

10. Click on the Save button

Note: For more information regarding adding, revising or updating Ship To Addresses please refer to Chapter 18, Ship To

Addresses in the CatBuy Reference Manual.

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Defaults Values

The Default Values web page appears which include Department Code,

Class Of Order, PAN Subject, Requester, Requester Phone, Department Contact Login, Department Contact Phone, Receiving Required, Documentation to Accounts Payable, Override Reason, Line Code, Description On Check, State Code, Tax Rate, Exempt Reason, Tax Code and the FAU [Location, Account Number, Cost Center, Fund, Project and Sub].

12. Enter in your Defaults Values

This information will be stored in CatBuy and each time you create an order the default information will display as part of the UC

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Classes of Orders

The following Classes of Orders can be created in CatBuy.

A Agreement Releases

[Departmental and Systemwide Blankets]

D Onetime Repair

F CatBuy Catalog Contract Releases

[Departmental and Systemwide Blankets]

I CatBuy Supplier Site Orders

J Blanket Requisitions

M Educational Media

N CatBuy LVO

R Requisition

T Travel

U CatBuy Catalog Non Contract Releases

X Special Items

Defaults Value Options

There are two sections displayed. Each section has two [2] options for processing items selected for your shopping carts. The two [2] options available are

 Display this section for every item.

 Display this section only when sub object changes

13. Select the Display this section only when Sub Object changes

button

The second section contains the remaining line item details. The two [2] options available are

 Display this section for every item.

 Display this section only when the vendor changes

Any changes or additions to the items contained in this section of the shopping cart details will result in a new CatBuy Order Number.

14. Select the Display this section only when the vendor changes

button

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Favorite FAUs

We will now enter Favorite FAUs

16. Click on Favorite FAUs

The Favorite FAUs web page appears.

17. Enter 4 in the Loc field

18. Enter in valid FAUs

Hint: Always verify the FAU prior to entering them in as User

Defaults. The CatBuy system will verify this data against

the FS Account/ Fund Tables when you click on Save.

19. Click on Sub Object Search icon adjacent to the Object field

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24 CatBuy Training Course The Sub Object Search web page appears which includes Sub, Object

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25 CatBuy Training Course The most common Operating Sub Accounts are

Sub 00 Academic Staff

Sub 01 Career Staff

Sub 02 General Assistance

Sub 03 Supplies and Expenses

Sub 04 Equipment and Facilities

Sub 05 Special Items

Sub 06 Employee Benefits

Sub 07 Special Items

Sub 08 Unallocated

Sub 09 Recharges

20. Enter 03 in the Sub field

21. Enter Office Supplies in the Description field

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23. Select the Object Code 4700

More information regarding object codes is available online in the

General Accounting section of the Campus Services portal or at

www.accounting.UC Merced.edu.

23. Click on Save

24. Click on the Verify FAU icon in the Actions field

25. Verify the FAU Validation Successful message

26. Click on OK

27. Click on Save

Note: You may save up to a maximum of eighty [80] FAUs in your Favorite FAUs.

The Delete icon will allow you to remove FAUs from your FAU

Favorites list as required.

The Pagination buttons will allow you to navigate through the FAU

Favorites list.