Select the following links for step-by-step instructions:
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No, UCIBuy orders must be delivered to a campus business address (this is pre-populated in your requisition).
UCIBuy Rapid Requisitions save time and effort not only by auto-populating data such as price, vendor information and commodity codes, but also by the auto-transmission all approved UCIBuy POs to the supplier. Automatic Purchase Order (APO) functionality, solely available through UCIBuy, expedites workflow and the fulfillment of goods.
When a department has Automatic Purchase Order (APO) functionality turned on in KFS, the resulting approved Rapid Requisition becomes an APO, featuring automatic transmission to the supplier, after fiscal officer approval. Contract manager/buyer approval is needed only if the Rapid Requisition is greater than $5,000, including sales tax, and includes any restricted commodities.
Identifiers can be found on the PO document: 'UCIBuy Purchase Orders allows amendments for accounting lines only' and 'Requisition Source : B2B'
No, punchout items can't be saved to UCIBuy Favorites because pricing and availability changes would not be reflected. However, many punchout suppliers do offer a similar Favorites or Shopping "List" functionality.
Shared Favorites Folders are set up based on the access/preferences populated on the Shared Favorites Request Form. In general, anyone who has access to a Shared Favorites list can edit the items list, including updating the name assigned to the favorites. Any changes made by a UCIBuy user to the Shared Favorites list will automatically display to other users who have access to that Shared Favorites list.
Pricing for items saved in Favorites will be updated as the respective Hosted Catalogs are updated.
No, while the special name will appear as a personal favorite in a general search, once the item is added to a shopping cart, it reflects the original catalog name that was designated by the supplier. The catalog name will carry over to the Requisition and PO as well.
Since some suppliers offer a dual enablement (both a Hosted and Punchout catalog) it is recommended to also search within the supplier's Punchout.
The selection process for UCIBuy involves research and data analysis by the Strategic Sourcing team within Procurement Services. Considerations such as overall spend, existence of contracts or agreements, order frequency, commodity offerings and other variables are evaluated. Submit requests with relevant purchasing information to procurement@uci.edu.
Please refer to the information provided on the packing slip for instructions on how to return an item. Each supplier has its own process for returning or exchanging an item.
The departmental or Procurement Services contract manager can follow the instructions available in the Void or Close PO (PDF).
This text is designed to promote available content from a supplier catalog enabled with Level II Punchout functionality; the search is similar to a hosted catalog, but the visibility to pricing and ability to add the item to a shopping cart redirect the shopper to a punchout for selection.
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The Route Log in KFS will indicate the approval status of the Requisition and the View Related Documents tab will display the PO number if the PO was finalized and sent to the supplier. Most order confirmations are emailed to the contract manager/buyer associated with the PO. Many punchout catalogs also offer order tracking/status updates in their catalogs.
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Using a punchout catalog can provide real-time availability and lead times. If fulfillment windows are critical, it's recommended to contact the supplier regarding lead times, prior to placing the order through UCIBuy. Also, alert the department approver(s) about important delivery timelines so they can support urgent requests routing to their Action List.
Once a Requisition has been submitted it is not possible to ADD items to it; however, in KFS, if the department workflow includes a content reviewer (CR), the CR can remove an item before the Requisition has been approved. If no CR is assigned, ultimately the fiscal officer has the ability to disapprove the Requisition. Once the Requisition is in completed status, it is not possible to remove items. If the order has already been submitted to the supplier, the contract manager can reach out to the supplier and request to cancel the order or to not ship particular items. Any additional items should be added to a new UCIBuy Requisition that routes through KFS workflow.
Encumbrances are created once the KFS Rapid Requisition has been successfully created and fully approved.
Notify the supplier's customer service team to report the incident and have the order re-routed and re-delivered accurately. Notify us by selecting UCIBuy/eCommerce, General Questions from the dropdown and provide the following information, as the delivery issue is ducumented and evaluated.
- Email received from Carrier (UPS or FedEx).
- Supplier's email order confirmation containing the shipping address and PO number.
UCIBuy will determine the source of the issue and work with the supplier directly to resolve.
If the order can't be fulfilled by a supplier, the KFS purchase order (PO) will need to be manually voided by selecting the Void PO button. If a partial shipment was received, the Close PO button will appear and need to be selected. In both cases, this will release the encumbrance.
Yes, locate your delivered order in the punchout, either by order number or PO number. At the bottom, select "Begin Return" and complete the required steps. Only orders containing items eligible for return will show the "Begin Return" button. Contact Office Depot customer service for direct support at 888-777-4044.
UCIBuy Supplier catalog content reflects negotiated pricing for most commonly purchased goods and is based on either a systemwide UCI or a local UCI agreement. Suppliers' offerings are subject to change. Feedback and/or requests for additional content can be directed to Sarosh Siganporia (siganpos@uci.edu).
Most suppliers in UCIBuy offer one catalog type, while some feature a "dual enablement", offering both types with a larger selection of products. Punchouts are helpful for ordering customizable, configurable commodities for life science research and other commodity groups.
Access additional resources and supplier specific guides on UCIBuy's landing page. Explore dedicated sections which communicate upcoming events, new supplier catalogs as well as sustainable procurement content.
The UCIBuy Supplier Contact Info document containing key contact information can be accessed on the UCIBuy site landing page, bottom right, under Procurement Help.