Shopper Training

2

Welcome to BuzzMartWelcome to BuzzMart

•One-stop Online Shopping•Electronic Approval Workflow•Quantity and Cost Receiving•Better, more efficient Procure to Pay•Tracking

•How We Shop•Suppliers we Use•Who Approved the Purchases•How we Received the Purchases

3

Shopper Class AgendaShopper Class Agenda

• Overview Information– BuzzMart Roles

• Training Information• Hand-on Shopping (Order of Precedence)

• Punch-Out Items• Catalog Items• Non-Catalog Items

– Receiving Process

4

BuzzMart Roles BuzzMart Roles

SHOPPER•Find items and Create Shopping Carts•Use Forms to procure Non-Catalog Items and Services•Assign Shopping Carts to Requester•Receive Items in BuzzMart

SPEND AUTHORITY•Review Requisition Details•Determine if Items are appropriate for Project

FINANCIAL APPROVER

•Review Requisition Details•Determine if funds are available for purchase•Approve/Deny PO-related Invoice match exceptions

REQUESTER•Can Shop as well•Enter Project and Accounting Details•Assign Approvers•Receive Items in BuzzMart

5

Access to BuzzMart Roles: ShopperAccess to BuzzMart Roles: Shopper

• Security and Access is determined by the Department • Effective February 21, 2011, if you are pre-authorized as

a Shopper, you will receive access to the Shopper Role within 48 hours of completing this Tutorial

• If you are not pre-authorized, Complete the Access Form found the Business Services website – Get your Supervisor’s signature and fax the form to

Business Services

6

Campus User AccessCampus User Access

• Access BuzzMart from TechWorks

• Training Resources

7

Key PoliciesKey Policies

• Segregation of duties: Requesters and Approvers are not allowed to approve their own requisitions

• Catalog items <$3000 will not require Financial or Spend Approvals– Spend Authority will review <$3,000 catalog purchases during

month-end report or via PI Confirmation• Non-Catalog items of any amount and all purchases and services

>$3,000 will require Financial and Spend Approvals• Vendors on PO’s cannot be changed for invoice payments

– Requester must cancel the PO and resubmit with new vendor

8

Key PoliciesKey Policies

• All PO’s over $3,000 will require a BuzzMart Receipt– Cost Receipt or Quantity Receipt– PO’s less than $3K can be received in BuzzMart, but not required for

payment• PO-related Invoices that do not match the PO will require approvals

to pay – 3 reasons for this match exception:– Invoice states a different price– Invoice states a different quantity– Items need to be received in BuzzMart

• NIGP codes must be add on all Non-Catalog purchases to designate the commodity– Ex: 90626-Electronics, Architectural Services – Ex: 60071-Multi-function Office Machine

9

Key PoliciesKey Policies

• BuzzMart Change Request form can only be submitted for Non-catalog/Non-contract on PO’s– Journal Entry Transfers or Electronic Cost Transfers will be used for

all catalog orders that require accounting and/or funding changes• Campus Users should encourage vendors they use for planned

purchases and services to complete a vendor profile form to become an available BuzzMart vendor

• Pcard remains a viable tool to utilize when vendors are not hosted in BuzzMart

• Individual departments may have unique requirements that further elaborate these policies

10

• Go Live: Top Vendors (based on volume of transactions)• Post Go Live: Additional catalogs added on regular basis

Catalog SuppliersCatalog Suppliers

Agilent Technologies

Bio-Rad Laboratories

CDWG

Dell Marketing

DIGI KEY

Fisher Scientific

Grainger, Inc.

HD Supply Facilities Maintenance

Hewlett Packard

Lenovo

Newark US

Eurofins MWG Operon

Qiagen, Inc.

Sigma Aldrich

Southeast Link Services

Southeastern Paper Group

Southern Computer Warehouse

Staples

Thor Labs, Inc.

Troxell

VWR International

Zep Sales

11

Questions/FeedbackQuestions/Feedback

Business Services: Your Strategic Services Partner!

buzzmart.ask@gatech.edu