Non-Catalog Order (Purchase Order)

The Non-Catalog Order (Purchase Order) supplier request form is used when you need to establish an individual or company to use with a non-catalog item order. The supplier is required to complete the registration process to be used in BUY.IU.

Submission of a supplier request form does not automatically invite the supplier to register or guarantee the establishment of a new supplier. Purchasing reviews all Non-Catalog Order supplier requests prior to invitation.

Step 1: Log into BUY.IU and select the Suppliers menu.

Step 2: Select the Requests option.

Step 3: Select Request New Supplier.

Step 4: Select Non-Catalog Order (Purchase Order) from the Select a supplier request form drop-down menu.

Step 5: Under Supplier Name, enter the supplier’s name.

Step 6: Select Submit.

Step 7: Review the Instructions and Questions pages. Select Next.

Step 8: Review the list of commodity teams. If you are unsure of which team to select, contact Purchasing via the support form, using the Requisitions and Help selecting a commodity code options.

Step 9: Select the Purchasing Commodity Area from the drop-down menu. In this example, Bob’s Burgers provides hospitality services, so we selected MRO.

Step 10: Enter a Brief description of items/services being purchased. There is a 2000 character limit in this field, so enter as many details as needed. In this example, we entered that we would like Bob’s Burger to cater an upcoming event for the Dean of Undergraduate Education, and described who owns the business, and noted that we have attached their catering quote.

Step 11: If the supplier has provided a quote or statement of work, use the Upload tool to attach it for Purchasing to review.

Step 12: Select Next.

Step 13: The Supplier Name field auto-populates with the name you entered in Step 5. Confirm this name is correct.

Step 14: If your supplier is a Foreign Supplier¸ select True. Otherwise, select False.

Step 15: Select the supplier’s Country of Origin from the drop-down menu.

Step 16: Select the supplier type from the Choose Supplier Type from list below drop-down.

1. If you select Individual Person, the question To the best of my understanding, this supplier is over the age of majority or legally emancipated will appear. Select Yes or No. If you select No, complete the required parent or guardian fields.

Step 17: Enter the supplier’s Doing Business As (DBA) name, if they have one. This would be any other name the company operates under, including preferred names for transitioning individuals. This helps Purchasing research the supplier and ensure we are not creating a duplicate record.

Step 18: Enter the supplier’s Web Site URL, if they have one.

Step 19: Enter the First Name, Last Name, and Email Address for the individual who will complete the supplier registration profile for the business.

Step 20: Select Next.

Step 21: Select Save Progress at the top of the page.

Step 22: Enter any additional details for Supplied Data Management (SDM) in the Comments to Share with SDM field. Examples of helpful comments for SDM are:

1. Additional contact information.
2. The supplier’s title.
3. Supplier’s time zone.
4. Notating if a US supplier has requested payment via wire transfer (this is rare).

Step 23: Select Next.

Do not enter information in the fields on the next page. These fields are used by Purchasing, SDM, and the Office of Research Administration only.

Step 24: Select Next.

Step 25: The Requester Contact Information cannot be edited. Select Next.

Step 26: Confirm there is a green checkmark in the leftmost column next to each page. If there is a warning symbol next to any of the pages listed, information is missing on that page.

Step 27: To revisit a page, select Edit next to it and locate any unfilled required fields on that page.

Step 28: Review the Certification Statement on this page, then select the check box.

Step 29: Select Complete Request to submit the form.

Your request will be reviewed by Purchasing staff. Purchasing will research the supplier and determine if they should be added to the supplier network.

After Purchasing’s review is complete, the supplier will be invited to register by the SDM team. The SDM team will be the supplier’s point of contact during the registration process and is best to assist with any questions your supplier has.

You will receive an email notification when the supplier record is approved and ready to use.