ShopBlue e-Procurement System

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ShopBlue is a fully integrated eProcurement system allowing authorized UB faculty and staff to place orders for necessary goods and services.

For Authorized Users Only

ShopBlue is in a phased rollout. Before you use ShopBlue, please wait for an invitation from the ShopBlue implementation team to participate in training. Ask your department head or Unit Business Officer (UBO) about when your department is scheduled for ShopBlue training.

UBITName and password is required.

Training

Watch video tutorials and log in to the test site to learn how to navigate ShopBlue.

Test Site Login

Take a tour of the ShopBlue test site. It's not functional, but you may browse the site to become familiar with the interface. Log in with your UBITName and password.

Videos

Watch the self-paced video tutorials at your conveience to learn key steps. 

About ShopBlue

ShopBlue electronically routes items through ordering stages, providing a trackable, one-stop shopping experience. 

Benefits

ShopBlue ehances process efficiency:

  • Streamlines the purchasing process by electronically routing items through various ordering stages
  • Provides a trackable, one-stop shopping experience
  • Shopping, approvals, sending of the purchase order, receipt of goods or services, and payment to the supplier can all be completed in ShopBlue’s shared marketplace

Get Access

ShopBlue can be used by anyone with a valid UB appointment who needs to make a purchase for work. 
  • Current eReq users will have access when ShopBlue goes live
  • Select departments will have access during the initial roll out. Other departments will periodically follow.

FAQs

Find answers to frequently asked questions about ShopBlue.

Using ShopBlue

Find step-by-step instructions on how to complete tasks in ShopBlue by user role. 

User Roles in ShopBlue

There are 2 user roles in ShopBlue — Requester and Approver. Your access to ShopBlue will depend on your role.

Requester Role

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Requester

Requesters can create a shopping cart, provide accounting information and submit the cart to the Approver for final review. Some Requesters can also be Approvers.

Approver Role

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Approver

Approvers are authorized individuals who may approve transactions that obligate the university to receive or spend funds, provide or receive services, and otherwise commit its resources. Individuals may enter into these transactions only if they have the appropriate level of authority. The role of Approver is assigned at the department level and is implemented through the workflow in ShopBlue.

Navigation Key and Icons

Become familiar with the ShopBlue interface.

Downloads

Glossary of Terms

Download

Approver Document Actions

Approve or Complete and Show Next: this action approves current requisition and moves it to the next step in the workflow. Users will then automatically be advanced to the next requisition in the queue.

Approve or Complete Step: this action will approve the current requisition and moves it to the next step in the workflow.

Return to Shared Folder: this action returns the requisition to the shared folder. The requisition will be un-assigned and no longer assigned to the user.

Place on Hold: this action places the requisition on hold. The user will be required to enter a hold reason.

Return to Requisitioner: this action will return the requisition to the original requisitioner.

Forward to…: this action assigns the requisition to another Approver to have them approve on your behalf. Entering a comment to the new approver will be required.

Copy to New Cart: this action copies the current requisition to a new draft cart.

Add Comment: this action allows the user to add a comment and attachments to the document. The user will have the option to send an email to the involved users notifying them of the action.

Add Notes to History: this action will allow the user to attach a note to the document.

Reject Requisition: this action will CANCEL (reject) the requisition.

Common Terms

Receipt: An indication that goods or services have been received, returned, or cancelled.

Buyer Invoice: The customer’s version of the invoice. An invoice contains information about the goods or services delivered from the supplier. An invoice typically contains shipping and handling in addition to tax information.

PO Invoice: An invoice associated with one or more eProcurement purchase orders.

Non-PO Invoice: An invoice that is NOT associated with an eProcurement purchase order. A non-PO Invoice may contain a PO number if the invoice was distrusted to the supplier external to ShopBlue.

Invoice Type: Defines the type of document being displayed

Invoice Status: There are different categories with which an invoice can be marked, including payable, paid, in process, dispute, and cancelled.

Form Actions

Update: this action will save any changes made to the form. Note: this option is only available when changes are being applied to an existing form.

Complete Form and Go to Cart: this action will save the form and add it to your active cart. Users will then be automatically routed to their active cart.

Add to Cart and Reset Form: this action allows users to add the form to their active cart. The form will then be cleared, allowing the user to enter new information onto a new form.

Save to Cart and Add Another: this action will save the form to your active cart. Users will then have the option to add an additional form with the same information as a second line item.

Add to Draft Cart: this action will allow users to add the form to one of their existing draft carts rather than to their active cart.

Add to Favorites: this action will save the form in the desired favorites folder selected by the user. The user can then conveniently access the completed form if it will be used multiple times.

Add to New Cart: this action will add the form as a line item to a new cart.

Forms and Form Requests

Forms and form requests are shopping methods that allows users to order goods and services that do not fit into the catalog model. Forms and form requests can be used for varying purposes and are available to shoppers for completion. The necessary information requested on a form or form request supports the specific purpose. Forms are used exclusively to order goods and services. Form requests can be used for purchasing requests but can also be used for requests that do not directly involve the purchase of a good or service.

Hosted Catalogs

Hosted catalogs are an electronic form of a supplier’s printed catalog. Suppliers provide information about the items that they sell on a spreadsheet. This information is then loaded into the application to be viewed by requestors as they shop. Normally, organization-specific pricing is applied to a host catalog.

Hosted catalog data from ALL suppliers is put into a single ShopBlue database. When a user shops for lumber, not only do they see the items from Home Depot, for example, but other stores selling similar items. Hosted catalog shopping allows quick comparison shopping across suppliers. 

Level 2 Punchout Catalog

This is an additional function provided by some Punchout Suppliers. A “proxy” catalog is loaded, which allows an end user to search for products available on a punchout. No prices are included in the proxy catalog.  An end user will punchout via an “order from supplier” link to view the prices and purchase the item(s). Types of Level 2 punchouts are:

  1. Store level: When the “order from supplier” link is clicked for a specific product, the end user is taken the main punchout page for the supplier. The end user will then have to search for their product again on the supplier’s punchout.
  2. Aisle level: When the “order from supplier” link is clicked for a specific product, the end user is taken to the category or aisle on the supplier’s punchput. For instance, if an end user is searching for a specific printer and the “order from supplier” link is clicked, the end user will be taken to the printers category/aisle on the supplier’s punchout.
  3. Product Level: When the “order from supplier” link is clicked for a specific product, the end user is taken directly to that product on the supplier’s punchout. 

Non-Catalog Items

A non-catalog item indicates the item is not available via hosted catalog or punchout catalog. A user is required to accurately describe the item, completing fields of information on a form such a supplier, item description, catalog number, UOM, price, quantity, and other criteria that provide an approver with enough data to make a decision on the requisition. The supplier name entered on a non-catalog item form can be required from the list of active suppliers, left bank or a new supplier can be typed in according to the rules of the organization. 

Punchout Catalogs

You can click on a hyperlink to go to a supplier’s site to shop. This experience is very similar to shopping directly from the suppliers website as a consumer expect:

  1. You will only see those items that you can order
  2. You will only see your organizations negotiated pricing
  3. After shopping, you add those items directly to your cart the same as with a hosted catalog.

If an item originates from a punchout site, it is considered a punchout item. 

Related Documents

Shared Cart: The shared cart features allows organizations to combine shopping and purchasing into shared carts for group orders. All group members are able to simultaneously shop and monitor cart contents, avoiding duplication and removing the burden of processing multiple individual orders. Shared carts can also be used to achieve discounts with suppliers that provide bulk order discounting.

Purchase Requisition (PR): Once a cart is submitted, it becomes a Purchase Requisition (PR). Funding for the Purchase is oftentimes validated (valid account entry and available account funding). Once a Purchase Requisition is fully approved and complete it becomes a Purchase Order.

Purchase Order (PO): A Purchase order is an order to purchase goods or services. A purchase order can be considered a binding contract. It contains the name and/or description of the goods you are buying, as well as the quantity, price, payment and delivery terms. Many suppliers, distributors and vendors will insist on a purchase order before they sell to you.

Receipt:  A document indicating that goods or services included on the associated purchase order have been received, returned, or cancelled.

ShopBlue Roles

Requestor: Can shop for items and submit carts (that they created or they can submit carts from the shopper).

Approver: Can review (approve, return or reject) purchase requisitions assigned to them.

Get Help Using ShopBlue

For help using ShopBlue e-procurement system, contact:

ShopBlue System Support

Phone: 716-645-4500

Email: UBS-ShopBlue-Support@buffalo.edu

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