REPORTING, QUERIES, FAVORITES, AND OTHER

ADVANCED TOPICS

TechBuy Training

Reporting & Queries

TechBuy has advanced Reporting capabilities compared with the legacy system.

Action Items

THERE ARE SEVERAL PLACES TO FIND HISTORY ON A TRANSACTION.

1. THE PR HISTORY2. THE PO HISTORY

History

PR History

The tab lays out each transaction entry, change, comment and approval.

Each PO also has the same history info.

The PO history shows if it went to Banner and distributed to the vendor

THERE IS ALSO A GENERAL HISTORY TAB AT THE TOP THAT ALLOWS EXPANDED HISTORY SEARCHES

WITHIN THE SYSTEM.

The General History Tab

General History

How to search?

There are several major ways to search under the General History tab: PR History PO History Receipt History Invoice History (we advise AGAINST using my requisitions and my

purchase orders)

PO History

Filter info

Filter options

My orders will pull up all of YOUR purchase orders

You can change the date rangeYou can select a department – the departments

are not automated so less reliable.You can select a chart, fund, org account or

any combo of thoseYou can select if it is pending, rejected,

complete, receipt entered, invoiced (for those with electronic invoicing coming soon).

PR History

Click the filter

Filter Options

Date rangeMy Orders (all of your orders)Prepared for, prepared by, approved byPR Departments (less reliable)Chart, Fund, Org, Account, or any comboPrinciple InvestigatorCompleted, pending, rejected, withdrawn

Queries

After you pull up the history and filter you can create queries.

You can save a query (all of your orders), one PI, one fund/org

Request an export to get an excel spreadsheet

Save Query

Request Export

Request Export Pop Up Screen

Search Exports

Zip File

Adding Comments

When adding comments, use the drop down and select add comment. You can do this on PR’s or PO’s at ANY time.

When the add comment popup appears, select the email notification to go to one of the available options or click the red “add email recipient” to add anyone in the TechBuy system.

MAKE SURE YOU ADD AN EMAIL RECIPIENT IF YOU NEED ACTION TAKEN!!!!

Adding email recipient

LEARN TO START SAVING FAVORITE ITEMS THAT YOU

REGULARLY BUY SO YOU DONE HAVE TO RECREATE NON-CATALOG

FORMS.

Favorites

Adding Items to your favorites

Popup Screen

Creating a New Shared Folder

Go to favorites

Changing Info

After you have added it to cart, you can review the form, change vendor, quantity, price, distribution, method, FOAP, etc. in the usual manner.

Editing FOAP by Line Item

You must click on “Line and Header FOAP Summary”

Scroll down below “Supplier/Line Item Details”

Changing FOAP

Adding a Split

Standing vs. Blankets

Standing will encumber funds

Will show up in Cognos Reports

Can only be set up for $5k (bid rules) unless exempt or contract

Send invoice to APEncumbrance must

be released at end of yr.

Blankets will not encumber funds

Will not show as a PO in Cognos only a payment

Can only be set up for $5k (bid rules) unless exempt or contract

Send invoice to AP with all accounting

Automatically expires on 8/31.

Personalizing TechBuy

Click on ProfilePersonal Settings

Change color

Email preferences Handout

Adding Custom Fields - Codes

Custom Fields - Codes

Adding New Value

Receipts

Can enter a receipt on any PO. Can enter receipt for quantity (goods) or cost

(services).There is not a remove option so receipts must

be corrected by creating a new receipt that reverses the old receipt.

Create a Receipt

Quantity Receipt

Create a Cost Receipt

Copying to a new cart

Any time you start a new cart, it is a good idea to create a new, clean cart. If you don’t you will be adding to a cart that has old shipping, accounting, info in it.

Click on carts, and “create cart”Name the new cart and save.Now when you add anything add it to the new

named cart.