Procurement Operations

• Purchasing from a catalog gives you an Amazon-like shopping experience, where you do your shopping on the supplier’s website before coming back to FINBUY to place the order.
• All catalogs include negotiated pricing, with Fordham’s prefered vendors.

Step 1: Accessing the FINBUY Portal and Supplier Catalogs

1. Log in to the Fordham Portal: Go to www.fordham.edu

2. Navigate to FINBUY:

   • Once logged in, go to your MyApps page.
   • Scroll to the bottom and click on FINBUY under the "Finance, Purchasing & Risk" section.

3. Select Your Supplier:

   • Locate the "Preferred Suppliers" section.
   • Click on the name of the supplier you wish to shop with.

   Note: You may add items from multiple suppliers into the same FINBUY shopping cart by repeating this process.

Step 2: Shopping on the Supplier Site

1. Add Items to Cart: Browse the supplier's website and add your desired item(s) to their shopping cart.

2. Return to FINBUY: Once you've selected all items from that supplier, click "Submit" or "Checkout" on the supplier's site. This action will redirect you back to your FINBUY shopping cart.

   Important: Do NOT update any delivery address information within the supplier's website. This will be managed in FINBUY.

Step 3: Managing Your FINBUY Shopping Cart

Once back in FINBUY, you can review and modify your cart before proceeding.

• Review Items: You will now see all added items in your FINBUY shopping cart.
• Adjust Quantity:
  1. Under the supplier's name, click Modify Items.
  2. Update the item quantity as needed.
  3. Click Submit Order.
• Rename Your Cart: Click on the current name of the cart (usually on the right), type a new name, and press Enter.
• Other Actions: You can also remove items or make other modifications as needed.

Step 4: Creating the Requisition

1. Proceed to Checkout: While in your cart, click Proceed to Checkout at the top right.

2. Verify Shipping Information:

   • If you have a default ship-to address set in your profile, it will be pre-filled.
   • To modify or select an address, click the pencil icon next to "Shipping."
   • Choose from predefined Fordham building addresses or search for a new one.
   • Crucial: Fill in the delivery department and room number.
   • Click Save.

   Note: Each order has one primary Ship-to address, but you can override this for individual line items if needed (see Step 5).

3. Enter Accounting / Budget Codes:

   • Click the pencil icon next to "Accounting Codes."
   • Enter the Fund, Organization, and Account codes.
     • Tip: These may be pre-filled if you set defaults in your profile. You can type ahead by number or description, and the system will auto-populate.
   • Allocate Across Budgets (if needed):
     1. Click the Plus icon at the bottom right to add additional budget lines.
     2. Choose to split by % of price, % of quantity, or amount of price.
     3. Enter the percentage or dollar value for each budget line.
     4. Click Save.

   Note: Shipping and accounting generally apply to the entire order. For specific line item overrides, see Step 5.

Step 5: Overriding Shipping & Accounting (Per Line Item - Optional)

• If you need different shipping or accounting for a specific item within your cart:
  1. Click the three dots (...) next to the desired line item.
  2. Select Ship-to or Accounting Codes to make item-specific adjustments.

Step 6: Submitting Your Order

1. Requisition Number Generated: A unique requisition number will be generated and displayed at the top left of your screen. You can use this to track your order.
2. Place Order: Click Place Order at the top right.
3. Confirmation: You will see "Requisition <number> Submitted," indicating that the workflow has been initiated.

Step 7: Post-Submission & Tracking

• Purchase Order Generation: Once the requisition workflow is complete, a Purchase Order (PO) will be generated, and you will receive an email notification.
• Check Approval Status: You can return to your order at any time in FINBUY to check its approval status.
• Check Delivery Status: To track delivery, go back through the supplier's website and access their "Order History" section.

When you have an invoice over $5000 without a PO number.  

If this is a recurring payment you are encouraged to create a Blanket Order for the total of all payments to be made in one year and submit invoices against to PO.

For any supplier that is not found in the catalog supplier section of FINBUY.  Supplier does not have an online catalog on FINBUY and has provided a quote.

• Non-catalog is best used for commodity vendors that have specific line items and set pricing for each item.

Video non catalog order

Purchase Non-Catalog goods/services
● Log into the portal at www.fordham.edu
● Go to the MyApps page and click on Finance Apps then the FINBUY icon.
● Scroll down on the right side of the shopping page to locate the Non-Catalog Goods /
Services category.
● Scroll down and select: Non-Catalog Goods / Services
● Read the instructions, click next.
● Details: Change the form name to something that identifies your order (e.g. “Shelves for
Library”)
● Click next.
● Suppliers: Search for and select your supplier, click next.
 Note: If you cannot locate the supplier, please go to the FINBUY homepage, and
select the Request New Supplier form located at the top of the page. Fill out the
form and click Complete Request. Once the request has been processed you will be
notified. At that time, you can come back to complete your order.
● General Information: You will need to answer a few general questions that will drive the
workflow.
o Sourcing: If your purchase is over $10k, you will need to answer sourcing
questions.
o If it was competitively bid, you will be prompted to upload the file. For
example: quotes and/or RFP comparison

o If not, you will be asked later for justification.
o Strategic Sourcing will review the order as part of the workflow.
o Grant: Select yes if you are using grant funding
o Click Next
● Purchase Details: Next you will select the number of line items needed.
o This is important so that we can track the types of items we are purchasing,
which helps inform strategic sourcing decisions and negotiations. Some vendors
also require the line items to show on the PO.
o You can add up to 30-line items here; In the rare case that it is more, reach out to
us and we will help you.
o Enter the Price and quantity of each line item. The total will calculate itself once
you click “Save”.
o Select a unit of measure.
o Enter description. Copy/Paste from the quote if possible.
o The part number and catalog number are optional; please fill in if you have the
information.
o Click save progress at any time.
o Click next when finished adding line items.
● Review that all of the fields are completed. Once complete click Add and go to cart.

Shopping Cart
● The next page that will pop up will be your shopping cart. On this page, you can review
all the information you have entered so far. When complete you can either:
○ Assign Cart: This can be used to assign the cart to another user who needs to
view the order beforehand or another user who has ordering approval.
○ Proceed To Checkout.

Create the Requisition
● On this page you can remove items, change quantity, modify, or assign your cart.

○ If you need to go back into the form to make changes, click the link labeled Non-
catalog Goods/Services/Grant

• Use the Request New Supplier form on the FINBUY home page. 
• Provide the name of the company, email contact and name.   

We will request the rest of the information directly from the vendor through the supplier management tool (ie. ACH, W9, etc..)

Receipt creation video

• Log in to the portal at www.fordham.edu
• Go to the MyApps page and click on Finance Apps then the FINBUY icon
• Click the Orders Icon on the left, My Orders, My Purchase Orders. 
• Search for a Purchase Order by number or description, or use the filters on the left, including by supplier.
• Click on the Purchase Order number link
• Click on the Receipts tab
• Click the + on the top right
• Optionally, rename the receipt
• Leave the default date (today)
• The rest of these fields are optional
• Review the line items that are carried over from the Purchase Order
• By default, all items are included. For partial shipment, change the quantity or remove items that have not arrived.
• If there is an issue, you can set the status to “Returned” or “Canceled.”
• On the top right, click Complete
• This is your acceptance that the bill can be paid. 

search bar

For orders $5000 and over.

Before a payment is sent to a supplier, you must record the receipt for the goods. This confirms that the goods or services have arrived. The system will hold the payment until the receipt is confirmed.

Creating a Blanket Order video

• Creating a Blanket Order
• Log in to the portal at www.fordham.edu
• Go to the MyApps page and click on Finance Apps, then the FINBUY icon.
• Open the Blanket Form. Required Fields: You will need to answer all fields marked with a star icon.
• Select your supplier. 

Note: If you cannot locate the supplier, please go to the FINBUY homepage and select the Request New Supplier form located at the top of the page. Fill out the form and click Complete Request. Once the request has been processed, you will be
notified. At that time, you can come back to complete your order.

• Total Amount: Please enter the amount you want to encumber with this vendor.
  Production Description: Please list a detailed description of your blanket.
• Service Dates: You can list these dates if you have them. This field is optional.
• Sole Source: Please select an item from the dropdown menu for orders over$10,000
• Sole Source Justification: Please list a detailed explanation for why you are using this vendor.
• Additional Information: This section is the area where you can include attachments,
  which are sent to the vendor. Please attach a quote or document from the vendor
  that details your blanket order.

Review that all of the fields are completed. Once complete, click Add and go to the cart.

Shopping Cart
The next page that will pop up will be your shopping cart. On this page, you can review
all the information you have entered so far. When complete, you can either:

• Assign Cart: This can be used to assign the cart to another user who needs to
  view the order beforehand or another user who has ordering approval.
• Proceed To Checkout.

Create the Requisition
On this page, you can modify or assign your cart. If you need to go back into the form to make changes, click the link labeled with the description you entered.  Make any necessary changes.

• Click Save changes, then at the top/left corner click “Back to Requisition”.

Note: Be careful not to click Add and go to cart. If you do, then it will submit the
items again, and it will create a duplicate cart.

Shipping

• If you had set a default ship-to in your profile, this will already be filled in.
• Click the pencil icon to the right of Shipping.
• Select an address, or search for a new one.
• Note: You can only select from predefined Fordham buildings.
• Fill in the delivery department and room number.
• Click Save.

Accounting / Budget

• Click the pencil to the right of Accounting Codes
• Enter the Fund, Organization, and Account.
  Note: These may be filled in if you set defaults on your profile.
• Type a number or description.
• The program code will automatically populate itself.
• You can allocate across budgets.
• Click + at the bottom right and add additional budget lines.
• Choose to split by % of price, % of quantity, or amount of price.
• Enter % or dollar value for each budget line.
• Click Save

Attach any other attachments.
This section is the area where you can include internal attachments, which are not sent
to the vendor.

• Under Internal Notes and Attachments, click Add.
• A popup will occur, you can attach a file or link.
• For file(s), Select Files, upload, and click Save changes.

A requisition number is generated, which you can see in the top left corner, and you can
come back to it at any time.

• On the top right, Click Place order.
• You will see “Requisition <number> Submitted” and the workflow will be started.
• Once that is completed, the Purchase order will be generated, and you will
  receive an email notification.

Submit invoice video

Submit an Invoice

• Log in to the portal at www.fordham.edu
• Go to the MyApps page and click on Finance Apps, then the FINBUY icon.
• Click the Orders Icon on the left, My Orders, My Purchase Orders.
• Search by PO number or description, or use the filters on the left.
• Click on the PO Number link.
• On the top, click the Invoices tab.
• On the upper right-hand, click +
  Note: For catalog purchases, the invoice will be loaded automatically through
  Our integration.
• For non-catalog invoices, enter the invoice number and click Save on the top right
• Add a new line not included on the PO for S&H or any discounts. You can do this by clicking on the 3 dots located in the Line Items section to the right of the PO number.
  • If it comes across as an electronic invoice, Shipping and Handling will populate in these fields.
  • For non-catalog purchases, if a discount comes in after the fact, you can add it here
  • In most cases, you do not have to worry about taxes; if so, add them here.
• Line items - By default, the invoice includes all line items. If this is a partial
  invoice, remove the items that are not covered. You can change the dollar
  amount and quantity to match the invoice as needed.
• Upload the invoice (non-catalog purchases)
  • Click on the Attachments tab.
  • Click Add Internal attachment.
  • Select a file and click Save Changes.
• Final payment: If this is the last payment, and you want to close the PO,
  • At the top right, toggle the view from Simple->Detailed.
  • At the bottom left of the top section (above Line items) check Final Payment.
• When ready, click Complete.

Once all criteria have been met, it will go through the invoice workflow and be sent for
payment.

To check status:

• Click the Orders Icon on the left, My Orders, Search Orders, and Invoices.
• Here, you will see a list of invoices with their status. Completed means that it has
  been sent on for payment.
• Open the invoice to see the check number and date under the payment
  information.

Please note
If you put in an invoice but have not yet claimed a receipt, it will wait until both are
completed. Be sure to claim a receipt before processing any invoices to avoid any delays.

All purchases in FINBUY go through an automated approval process. You may be approving
as a budget-level approver.

FINBUY uses the same approval levels and approvers as FINPAY:

• Level 1: <$9,999
• Level 2: $10k-$49,999
• Level 3: Over $50K

Note: Orders over $1 million require additional approval from the CFO.

When your approval is needed, you will receive an email notification from
[email protected]

If there are multiple people in the approval group, each of you will receive the email, and only one person needs to approve to move it forward.

You can also see pending approvals in FINBUY, at the top/right flag icon.

The system will send daily reminder emails for all pending approvals as a single email listing
them all.

Approve a Requisition or Invoice

• In the approval request email, click on the Take Action button or find a list of
  pending approvals in the flag icon at the top right corner of your FINBUY screen.
• This will take you to a summary view in Jaggaer, where you can review the requisition or invoice.
• If there are multiple approvers for the step, you can either Approve or Assign to yourself.
• Once it is assigned to you, you will see all the following choices:
  • Approve - Completes approval for this step. If there are multiple approvers, only one needs to approve.
  • Return to Shared Folder - Opens it back up to all approvers for this step.
  • Return to Requisitioner/Submitter - Sends it back for updates or corrections. Please add a comment as to why it is being returned.
  • Forward to - Send it to another person for approval instead of yourself.
  • Withdraw Entire requisition/invoice- Withdraw the request.
  • Reject Requisition/Invoice - Rejects the requisition, which cannot be resubmitted. Please add a comment as to why it is being rejected.
• Once approved, it will move to the next step in the workflow process.

Note: If you are listed as a manager AND level approver, you will need to

approve it twice.

Creating a credit memo guide