GW iBuy G&S - Training
Browse the tabs below to learn more about iBuy Goods & Services Goods & Services.
This section provides definitions of terms frequently used with eProcurement and iBuy Goods & Services Goods & Services.
|Approver||An approver is a user to receives requsitions requiring approval for various reasons before they can become POs. Approvers in EAS are approvers in iBuy Goods & Services and can create carts in the same way a shopper does.|
|EAS||Enterprise Accounting System. This is the financial system used by GWU to manage requisitions, Purchase Orders, receipts, invoices, and other records and funds. The GW iBuy Goods & Services application offers an alternative means of interfacing with this system and keeps EAS as the financial system of record.|
|eInvoicing||This is invoicing done between GW and the supplier electronically. No paper is used or needed in this process, and the transaction takes place much quicker.|
|External Catalog||An External Catalog, better known as a Punch-Out, allows a user to access a supplier's catalog from their own site while still working within iBuy Goods & Services. All items in a Punch-out have been approved by procurement with pricing tailored for GW. Once a selection is finalized within the Punch-out, the items are transferred to the active shopping cart in iBuy Goods & Services.|
|Hosted Catalog||A Hosted Catalog is a listing of goods available to purchase from multiple suppliers. Unlike the Punch-out catalogs, the listing is contained within the iBuy Goods & Services application|
|iBuy Goods & Services||iBuy Goods & Services is an online electronic requisitioning tool for GWU faculty, staff, contractors and student-staff. It is equipped with both External and Hosted catalogs designed to create purchase requisitions.|
|Invoice||After and order has been fulfilled by the supplier, an invoice is sent detailing what was sent to the customer including quantities, prices, taxes and other fees (if applicable). This also serves as a request for the customer to make payment.|
|Non-Catalog||If a user is unable to find a specific item in the hosted and punch-out catalogs, they may submit their request through a Non-Catalog form. This requisition is submitted to Purchasing to verify and source the product. If the item can be found and an arrangement made with the supplier, purchasing will then submit the requisition to be made into a PO and transmitted to the supplier.|
|P-Card||P-Cards allow individuals to make purchases of needed goods for their departments. P-Cards may also be used for an individual's travel and entertainment expenses. More about P-Cards can be learned here.|
|Punch-Out||Allows a user to access a supplier's catalog from their own site while still working within iBuy Goods & Services. All items in a Punch-out have been approved by procurement with pricing tailored for GW. Once a selection is finalized within the Punch-out, the items are transferred to the active shopping cart in iBuy Goods & Services.|
|Purchase Order||Purchase Orders are documents created to request goods or services from a vendor for GW's use. These are generated from requisitions that have gone through one or more levels of approval. A Purchase Order is an agreement that GW will pay a specific price for a specific good or service from a specific supplier.|
|Receipt/Receiving||When a purchase order for $2,500 or more is completed and the goods have reached the shopper or requestor, a receipt is required. This is done by receiving the goods in iBuy Goods & Services. For more help with this topic please visit the Training section of this site.|
|Requestor||Requestors are users who can place orders for their department and can also receive carts from their designated shoppers to be reviewed and submitted into workflow. A requestor in EAS will be a requestor in iBuy Goods & Services.|
|Requisition||Requisitions, or PRs, are documents that request goods or services. They can require multiple chains of approval depending on the nature of the product and the funding source. Approved PRs become Purchase Orders or POs.|
|Shopper||A shopper is a user who can browse iBuy Goods & Services for products, create carts, and assign them to their approved requestors. They do not have EAS access.|
|Supplier||A supplier is a person or organization that provides goods or services upon request through an approved PO. Click here for a complete list of suppliers used in iBuy Goods & Services.|
|Vendor||Vendor is another term for Supplier.|
Below you will find the slides that guide you through the iBuy Goods & Services application. Please visit our QRG tab above for more detailed steps and demos for a specific task.
iBuy Goods & Services Hotline
In addition to the already existing documents and helpdesk, users can call into the iBuy Goods & Services Hotline for answers to questions and for help resolving any issues.
The extension for this service is 6-4477 (703-726-4477 for those calling off campus) and will be available on normal work days between 8:30AM and 5PM.
If you would rather not wait in queue for the next available operator. Please be sure to visit the rest of this training section for self-help documents.
iBuy Goods & Services contains two main types of catalogs; Punch-Outs and Hosted. This section provides an overview of each punch-out. Simply click on a supplier's logo below to view the information in a pop-up window.
Please note, this area is currently under construction and not all punch-outs are currently covered. More will be added regularly until all sites are available.
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