ShopBlue is a fully integrated eProcurement system allowing authorized UB faculty and staff to place orders for necessary goods and services.
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.
Take a tour of the ShopBlue test site. It's not functional, but you may browse the site to become familiar with the interface.
ShopBlue electronically routes items through ordering stages, providing a trackable, one-stop shopping experience.
ShopBlue ehances process efficiency:
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.
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.
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:
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.
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:
If an item originates from a punchout site, it is considered a punchout item.
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) or the cart goes to your ERP depending on how your site is configured. If the cart does not go to your ERP, A purchase Requisition is created. Funding for the Purchase is oftentimes validated (for valid credit card number or valid account entry and available account funding in your ERP). Once a Purchase Requisition is fully approved and complete (either created in Spend Director or by your ERP), 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.
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.
There are 2 user roles in ShopBlue — Requester and Approver. Your access to ShopBlue will depend on your role.
Become familiar with the ShopBlue interface.
Find step-by-step instructions on how to complete tasks in ShopBlue by user role.
For help using ShopBlue e-procurement system, contact:
ShopBlue System Support