Your department wants Purchasing to develop a contract.
Write down the CRF form number to reference on the requisition.
Quote
Documentation, screenshot, or website information containing cost estimates for items to be purchased.
Enter the Order
To get started, open BUY.IU, navigate to the Shopping module in the left-hand navigation menu and select Non-Catalog Item. Then follow the steps outlined below.
Click on a sub-section to reveal information about how to complete that step of the order entry process.
Add supplier and select the appropriate fulfillment center.
Enter Item lines matching a supplier-provided quote or pricing information as closely as possible.
Product Description: Enter “BPO” or “Blanket” at the start of the Product Description, then enter details from supplier quote or describe the goods or services that will be ordered as needed or performed over the course of the order.
Catalog No.: Leave blank.
Quantity: Enter "1" in the field.
Price Estimate: Enter the amount expected to be spent over the course of the order.
Packaging: Leave as “EA – Each”.
Click “Save” button to add line to Shopping Cart.
Cart Name: Update Cart Name field to reflect purchase being made.
Business Purpose: If used by your department, update Business Purpose field.
Commodity Code: Review commodity code on each line to ensure it describes the item being purchased. Update to appropriate commodity code if existing code does not describe the goods or services being purchased in the current order. If no commodity code is listed, search for and add commodity code(s). Review the full Commodity Code list.
If applicable, apply supplier discounts to order. Learn how to apply discounts.
Complete the Requisition
After entering order details and completing the shopping cart, additional details are entered in the requisition. On the requisition, click the pencil icon in the upper right-hand corner of a section to edit it.
Click on a sub-section to reveal information about how to complete that section of the requisition.
Cart Name: Imported from Shopping Cart. Update if needed.
Description/Business Purpose: Imported from Shopping Cart. Update if needed and used by your department.
Prepared for: Update if placing order on behalf of another IU employee.
Order Restricted: Check if your order is under $5,000 and involves a contract.
Only visible to BUY.IU users. Upload attachments and/or enter notes. Never enter or upload critical data (such as bank account information, passport details, etc.) in BUY.IU.
Visible on purchase order (PO). Upload attachments to send to supplier with PO and/or enter notes. Never enter or upload critical data (such as bank account information, passport details, etc.) in BUY.IU.
Only applies to orders placed by Facility Operations staff. If applicable, complete fields with order integration information.
Check Stub Text 1, 2, 3: Information entered here will display on all payments made against the PO. Enter details such as event name/date, your department’s account number with supplier, etc.
Review compliance categories. If one or more categories apply, answer “Yes” to the initial question and check the box next to applicable categories.
Deposit Required with Non-Catalog Order: If your order involves a quote, review it to verify whether a deposit is required. Follow additional steps outlined in SOP-PURCH-09: Deposit with Order or Prepayment.
No action required.
Never enter or upload critical data (such as bank account information, passport details, etc.) in BUY.IU.
Order involves contract? Log Contract Request Form (CRF) number as comment.
Supplier provided quote? Upload as attachment.
Referencing supplier pricing information? Log as comment and/or provide link to supplier website.
Order requires deposit or prepayment? Log a comment stating deposit or prepayment amount.
Additional links and resources
INDIANA UNIVERSITY Financial Training & Communications
Cyber Infrastructure Building (CIB) 2709 E 10th St Bloomington, IN 47408 Email:estc@iu.edu
