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.

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.

User Roles in ShopBlue

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

Requestor Role

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Requestor

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.

Glossary of Terms

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.

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.

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) 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.

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. 

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. 

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. 

Navigation Key and Icons

Become familiar with the ShopBlue interface.

Download

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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