REPORTING, QUERIES, FAVORITES, AND OTHER ADVANCED TOPICS TechBuy Training
Jan 12, 2016
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Departments (less reliable)Chart, Fund, Org, Account, or any comboPrinciple InvestigatorCompleted, pending, rejected, withdrawn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.