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iBuy (online purchasing)

iBuy (online purchasing) Frequently Asked Questions

Browse FAQ by Category: FOAPALs - Requisition & Purchase Order Process - Vendors/Catalogs - Ship To Address And Shipping Charges - Notes/Attachments

FOAPALs

VENDORS/CATALOGS

REQUISITION & PURCHASE ORDER PROCESS

SHIP TO ADDRESS AND SHIPPING CHARGES

NOTES/ATTACHMENTS

FOAPALs

Q. How is a C-FOAPAL used in iBuy?

  • All parts of the FOAPAL (Fund-Index-Organization-Account-Program-Activity-Location) can be used in iBuy and will carry over into Banner.
  • Chart-Fund-Organization-Account-Program (C-FOAP) are required segments in iBuy. The system will display an error message if any of the elements are left blank during the completion of the requisition.
  • The Index, Activity and Location segments are optional to use in iBuy. If not used, leave Index as N/A and Activity and Location blank (system defaults). Check with your department's business office on preference.

Q. How is a C-FOAPAL validated in iBuy?

  • iBuy sends a message into Banner which runs a segment validation not a string validation. This means that the individual components of the entered C-FOAPAL are validated in Banner, but the C-FOAPAL string as a whole is not validated.

Q. How can I do C-FOAPAL splits in iBuy?

  • When splitting an order between multiple C-FOAPALs:
    • If splitting the entire order between multiple C-FOAPALs, you may enter the split at the Requisition Level based on percentage or dollar amount.
    • If creating a multi-line order for multiple C-FOAPALs, you may indicate the appropriate C-FOAPAL to be charged for a particular item at the Line Item Level. Note that there must be a C-FOAPAL entered at the Requisition Level.
  • C-FOAPAL code splits cannot be applied between State Funds and any other Funds.
  • To avoid Mixed Asset Code errors, you cannot enter an Asset Account code with a Non-Asset Account code at the same level (Requisition Level or Line Item Level).
  • The Splitting C-FOAPAL and the Using Asset and Non-Asset Account Codes on the Same Requisition job aids can be found at https://www.obfs.uillinois.edu/training/materials/iBuy/.

VENDORS/CATALOGS

Q. The vendor that I need to use is not in iBuy.

  • Submit an email to the OBFS UI Vendor Maintenance Team at uivendor@uillinois.edu Type "iBUY Vendor Add" in the email Subject Line. In the body of the email, type the Banner Vendor Name, Banner ID, and the requestor's name, phone, email, and department.

Q. What do I do when I notice the vendor details are not correct?

  • Have the vendor submit an updated Vendor Information Form, located at https://www.obfs.uillinois.edu/forms/payments-vendors/. You will need to fill in the top part of the form before sending it to the vendor to complete and submit per instructions detailed on the form.

Q. I'm having trouble accessing a punchout vendor catalog.

  • Troubleshooting points to check:
    • Confirm that you have an established Banner Ship To Code set as your default Shipping Address.  Many vendors will not recognize a nickname and access to the punchout catalog will be denied.
    • Although many of the punchout catalogs are supported by other browsers such as FireFox or Google Chrome, it is advised to use Internet Explorer (or Safari if a Mac user) as the default browser
    • Delete Cookies from browsing history.
    • Ensure that you have 3rd Party Cookies enabled.

Q. I've noticed that the prices on the vendor's website are different than what I see in the punchout catalog. 

  • Please contact Strategic Procurement.
    Marcy Wright, Contract Administrator
    217-300-4043
    mmbowers@uillinois.edu

REQUISITION & PURCHASE ORDER PROCESS

Q. Can more than one vendor be on a Requisition?

  • Purchasing strongly advises departments to NOT enter multiple vendors on one Requisition even though the system will allow more than one vendor to be on one Requisition. Multiple vendors on one requisition can cause several issues.  First, it can interfere with maintaining accounts for reconciling, auditing and payment tracking. Also, it makes it more challenging to track issues with either the vendor or a line item. Please check with your business office/business manager for the accepted method in your department.

Q. What is the high level workflow of Requisition to Payment ("Req to Check")?

  1. Requisition submitted
  2. DAC enters C-FOAPAL if user is a Shopper. This step is skipped if user is a Requestor.
  3. Approved by Department Approver
  4. Special Approval (if applicable)
  5. Purchasing Approval (if applicable)
  6. PO sent to vendor
  7. Vendor submits Invoice to University Payables
  8. University Payables processes payment

**This process could be slightly different based on the form used and the dollar amount of the order.**

Q. What actions can a Department Approver complete?

  • After reviewing a requisition to ensure appropriate content, attachments, and C-FOAPAL information, the Department Approver may approve, reject, edit or return the requisition. 
  • Note that Department Approver queues are established based on Chart and Organization. The queues are further broken down by dollar amounts similar to what is established in Banner.

Q. How are approvals handled when an Approver is gone?

  • It is recommended that each department have at least two individuals set up at each approval level to accommodate absences. However, iBuy does have an Assign Substitute Approver function that allows Approvers to give temporary authority to someone else who is an Approver in the system. The Approval Options job aids can be found at https://www.obfs.uillinois.edu/training/materials/iBuy/ and provides instructions on how to Assign Substitute Approvers.

Q. What is the difference between a returned or rejected requisition?

  • Rejected requisitions are null and no further action is needed. 
  • Common reasons for a rejected requisition include Approver decision, Mixing asset and non-asset accounts, Failed cross-FOAPAL (not all the segments of the FOAPAL can be used together), invalid C-FOAP splits, or invalid Vendor BP details.
  • Returned requisitions may be corrected and resubmitted.
  • Common reasons for a returned requisitions include Approver decision, incomplete C-FOAP, incorrectly entered C-FOAP split, or zero dollar line items.

Q. I can't figure out why my requisition has returned.

  • When a requisition has returned to your Draft Carts, you will receive an email notification with a basic explanation, but here are a few items to check:
    • Review any comments entered by the Departmental Approver who may have returned the requisition to you.
    • Are all segments of the C-FOAP filled in?
      • If a Requester, complete the C-FOAP and resubmit the requisition
      • If a Shopper, use the Req Approvals tab to see who the DAC was that entered the C-FOAP. Let them know you will be resubmitting the requisition for them to correct and submit the requisition again.
    • Review the C-FOAP split to ensure they have been done correctly as well as making sure there are not Mixed Funds (Asset and non-Asset Funds) entered.
    • Correct any zero dollar items.

Q. What happens when a Requisition or Purchase Order is rejected?

  • When a Requisition or a Purchase Order is rejected, either through the Approval Process or within the system, it becomes null and cannot be resubmitted.  The order will display in the user's History as part of record keeping, and no further action can be taken for the Requisition/Purchase Order.  Note that the user may need to submit a new order to replace the one that was rejected.

Q. I submitted a Requisition but haven't received notification that a PO number has been assigned. How do I check the status of that requisition?

  • Open up the Requisition in question and click on the Req Approvals tab.  This will show you where the requisition is currently in the workflow. By clicking View Approvers, a list of those within the specific queue with their contact details will display. You may follow up with those individuals regarding the status of your requisition.

Q. How can I see who took action or approved my requisition?

  • Open up the Requisition in question and click on the Req Approvals tab. The name of the individual who completed the workflow step is shown. You may also click on the History tab to see the details. 

Q. I need to check the delivery status of items from a PO that has been submitted to the vendor or I need to return/exchange an item received.

  • You will need to contact the vendor directly to request a delivery status or arrange for an item to be returned/exchanged.  

Q. My PO wasn't received by the vendor.

  • Please contact the iBuy Production Support Team by using the OBFS BIS Production Support Request Form. Confirm the desired fax number or email address that the PO needs to be sent to and iBuy Production Support Team will properly resend the PO through iBuy.
  • Note: It is not recommended to send an order outside of iBuy. This can create issues with possible duplicated orders, History tracking, and the lack of all appropriate University legal Terms & Conditions.

SHIP TO ADDRESS AND SHIPPING CHARGES

Q. How do I set my Ship To Address?

Q. Our office has moved and the new address is not listed in iBuy.

Q. Do I need to add Shipping Charges to my order?

  • For Hosted/Punchout vendors, shipping charges are already included in the pricing through the established University contract and do not need to be manually added.
  • For Non-Catalog vendors, exact shipping charges are often not known at the time of the order and do not need to be entered as a line item on the requisition. They are applied to the invoice by the vendor. University Payables processes the shipping charges when the invoice is presented for payment. The unit will be contacted for review and approval of the invoiced shipping charges. If shipping is added to the PO as a line item, then it is subject to the standard $150/10% invoice line tolerance.

Q. How does iBuy accommodate shipping charges that change due to partial shipment?

  • University Payables processes the shipping charges present on the invoice when the invoice is presented for payment unless the charges seem excessive. The unit will be contacted to review and approval of the invoiced shipping charges.

NOTES/ATTACHMENTS

Q. What file types are supported for Attachments?

  • It is recommended to have the Attachments be in the PDF format. Attaching an email will result in a delivery error.

Q. What is the difference between Internal and External Notes & Attachments?

  • Internal Notes & Attachments are not transmitted to the vendor. These stay within the system and are used for reference by Purchasing or your department.
  • External Notes & Attachments are transmitted to the vendor and are used to support the order you are placing.  External Attachments may be quotes from the vendor or supporting emails converted to a PDF file. All External Notes & Attachments are delivered to the vendor along with the Purchase Order and the University's Terms & Conditions.

Last Updated: February 27, 2015

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