Shopping: Ordering from Hosted Catalogs in CruzBuy
Summary: This page explains the concept of a hosted catalog, then provides instructions for ordering items from a catalog.
A Hosted Catalog is a supplier catalog that is embedded in CruzBuy. The catalog is Hosted by SciQuest, and can be searched by various criteria, as shown in the Searching section below. CruzBuy has a searchable database of 136 suppliers' catalogs (as of July 2009).
Each catalog may or may not display discounted UCSC pricing for non-primary suppliers. (Hosted Catalogs for suppliers such as OfficeMax and Fisher do reflect negotiated UCSC prices.) See Hosted Catalog Suppliers with Discounted Prices.
Requestors can search for an item across all hosted suppliers, ensuring the fastest way to find the lowest price. A supplier who has won the contract with UCSC through a bidding process will sort to the top, and the items will be highlighted. This does not mean you are required to buy from that particular supplier. However, they will most likely provide the lowest price for your item.
Searching
A new home/shop tab combines the home and product search tabs.
The search feature is now located at the top of the screen, and all shopping methods are accessible from the home page. See the options directly below the simple search:
- Managing and selecting favorites
- Using forms (non-catalog, services, food and entertainment, change orders, etc.)
- Using quick order for catalog # entry - do not check "Include similar terms"
- Browsing by suppliers and categories
- Accessing contracts search
From any of these shopping options, return to the simple search feature by choosing the home/shop tab.
A drop-down menu makes it easy for shoppers to choose the category for the item(s) they need.
Shoppers can specify search details by choosing the advanced search. Click on the advanced search link to go between the simple and advanced search options. Choose among various fields from which to search, including Supplier Name, Manufacturer Name, and Part No. (SKU).
TIP: Put a check in the Include Similar Terms box.
Example: Looking for Gloves
- Type gloves in the All of These Words field of the Advanced Search.
- Search results can be sorted by price, supplier, part number, etc. Choose the sort method using the Sort by drop-down box. Refine (filter) results by keyword, supplier, category, or packaging UOM (all available on the left side of the screen).
If available (from the supplier), the product image is included in the search results and can be made larger for viewing.
- Mouse over any icons to view an item-specific legend.
- Items may be compared. Choose the compare link in the right section of the line item description. A green arrow will appear and the link name will change to remove.
- After choosing items to be compared, click on the Compare Selected button at the top right of the list to view the comparison results. Choose the Back to Search Results button to continue shopping.
How to Add Items to your Requisition and Complete the Order
- Enter the quantity desired in the Qty field.
- Click the Add to Cart button to add the item to your Requisition.
- You may also Add Favorite. See Managing Favorites.
- Repeat the shopping process until finished. Due to a limitation in the interface between CruzBuy and Banner FIS, for a single order include at most 40 line items for a single FOAPAL, or up to 6 line items for each of 6 different FOAPALs. If additional line items are needed, please submit two requisitions.
- Click the cart in the top right corner of your screen. The Edit Cart (requisition) page will appear.
- Change the Cart Name to a description you will recognize.
- Click the Review step in the Workflow Process.
- Edit header fields as necessary (ie: FOAPAL).
- Click Submit.
Hosted Catalog Suppliers with Discounted Prices (July 2009)
- Applied Biosystems
- Beckman Coulter Inc.
- Bio-Rad Laboratories
- Cambridge Isotope Laboratories Inc. ($50 minimum order)
- Digital Intelligence Systems (DISYS)
- EMD Biosciences, Inc.
- Fisher Scientific Company LLC
- GE Healthcare Bio-Sciences Corporation
- ISC/BioExpress
- J. A. Sexauer
- New England Biolabs Inc.
- Office Max
- Palace Art and Office Supply
- Praxair Distribution, Inc.
- Ricoh Americas Corporation
- Sigma-Aldrich Company Incorporated
- USA Scientific
- Varian, Inc.
- VWR International, Inc.
- Xerox Corporation
What Icons Represent
A 
flag signals a primary supplier, usually one with a UCOP agreement. When more than one supplier carries an item, the primary supplier's products will be listed first in product search results.
A 
flag signals a secondary supplier - one that offers some kind of discount.
The 
icon represents a hosted catalog.
The 
icon identifies punch-out suppliers.
The 
Small Business Enterprise icon signals a small business.
The 
icon signals a veteran-owned business.
The 
icon signals a woman-owned business.
The 
and 
icons signal preferred (primary and secondary) suppliers.
The 
icon signals that an item is an organizational favorite (a UCSC favorite).
The 
icon signals a SBA historically underutilized business enterprise.
The 
icon signals an educational and institutional cooperative supplier (E&I Co-op).
The 
icon signals a minority business enterprise.
The 
icon signals a small disadvantaged business enterprise.
Shopping: How to Use Punch-outs in CruzBuy
Summary: Learn what a Punch-out supplier is, and how to request items from these suppliers.
A Punch-out is a website where the shopper is redirected to the supplier’s site. A cart is created on that site. Then the shopper is redirected back to CruzBuy with their selected merchandise. Punch-out suppliers enabled in CruzBuy offer discounted prices to UCSC. Punch-outs display negotiated UCSC pricing.
The Requestor logs in to CruzBuy, chooses a Punch-out supplier by clicking on the supplier's icon, and is seamlessly transported to the supplier's website. The Requestor shops the site, obtaining UCSC pricing automatically, and then returns to CruzBuy to complete the requisition process.
Connecting to a Punch-out Supplier's Catalog
Prices and quantities can only be changed at the punch-out site. (Orders from punch-out suppliers are "flagged" by the supplier before punching back to the requestor's shopping cart in CruzBuy. The punch-out site's SKU and price information must match the CruzBuy order data. This same information must be transmitted back to the supplier when your order is placed and sent to the supplier electronically. If not, the order will kick out into an exception queue or will fail.)
Rush Shipping: Punchout suppliers only receive specific shipping instructions if the punchout site provides a way for a shopper to add a line item to pay for RUSH shipping. To request RUSH shipping for an item ordered via punchout, a shopper must contact the punchout supplier, refer to the PO number, and request a specific shipping method.
Line Item Limitations: Due to a limitation in the interface between CruzBuy and Banner FIS, for a single order include at most 40 line items for a single FOAPAL, or up to 6 line items for each of 6 different FOAPALs. If additional line items are needed, please submit two requisitions.
Connecting to a Punch-out Supplier's Catalog
- Login.
- From the home/shop page, scroll to the middle of your screen.
- Each button in the Punch-out section represents a supplier. To shop from that supplier, click on their button.
Disconnecting from a Punch-out
The Cancel Punch-out button is located at the top right corner of the screen.
Selected items will not transfer to a CruzBuy requisition if the Cancel button is clicked.
Adding Items to a Requisition and Completing your Order
- Shop the supplier's website for the item(s) you need, adding them to your website cart as you go.
- Go to the Checkout screen on the supplier's website.
- Select the button called Transfer, Submit, Order via SciQuest (or something along those lines).
- You will be taken back to CruzBuy, with all the items you selected showing on a CruzBuy requisition. All items ordered via Punch-out include the punchout icon .
- Change the Cart Name to a description you will recognize.
- Click the Review step in the Workflow Process.
- Edit header fields as necessary (ie: FOAPAL, Delivery Date).
- Click Submit.
Punch-out Suppliers Available in CruzBuy
As of July 2009, the following Punch-out Suppliers are available in CruzBuy:
- Apple Computer
- CDW-G
- Dell
- GovConnection
- Grainger, Inc.
- Invitrogen
- MSC
- OfficeMax
- PBI, Inc. (Steelcase Dealer)
- SHI
- Sun MicroSystems
Shopping: Using Forms to Submit Requisitions in CruzBuy
Summary: Learn when shoppers must use forms to request items in CruzBuy, and review a list of which form to use for specific purchases.
If a supplier does not have a Hosted Catalog or a Punch-out site in CruzBuy, you will need to use a form to request your purchase. CruzBuy has 20 different forms to fit your needs.
See CruzBuy Forms for Commodities Not Available in Hosted Catalogs or Punch-outs.
You can include multiple forms and types of forms on a single requisition. Each completed form will appear as a separate line item on the requisition. For example, you can request all of the food and drinks for a single event, from mulitple suppliers, by completing a separate Food & Entertainment form for each supplier. CruzBuy will create multiple purchase orders as needed.
All forms have similar features. For example, every form begins with Supplier Info. Forms have different fields, based on the type of item you are purchasing. Shoppers must use the correct form to request items.
- How to Decide Which Forms to Use
- How to Complete the Chosen Form
- How to Edit a Form that has been Added to a Cart
Form List and Summary of Use
From the home/shop page, click on the forms tab in the middle of your screen, or on the forms link below the Shop dialog.
Choose the specific form to request the item(s) you need. A description of each form, and what items may be requested on it:
Organization Forms
Non-Catalog Goods Form: Use this form to request tangible items, like a digital camera, tweezers or a part needed to repair something.
Blanket Order Request: This form is for requesting a new Blanket PO for a multi-year contract only.
Change Order Request: Use this form to request that a change be made to an existing Purchase Order or Blanket PO (ie: FOAPAL, price). See Change Orders. Use the Food and Entertainment Change Order form for any requests for changes to Food and Entertainment orders.
Chemical and Biological Reagents Form: Use this form for any chemical or biological reagent, such as oligos, chlorophenyl, calcium, sodium, bromide and chlorine. Note that the Hazardous Materials form appears when the chemical and biological reagent form is selected.
Food and Entertainment Change Order Form: Use this form to request any changes to existing food and entertainment purchase orders.
Food and Entertainment Form: Use this form to request catering, flowers, conference fees, Safeway and Costco orders (food for animals, as in feed, should be on a Non-Catalog Goods Form).
Hazardous Materials Form: Hazardous materials, such as chloroform and sulfuric acid.
Services Form: Use this form when requesting service from a supplier, such as a consultant, web designer, installer, on-site repair person or performing artist.
Student Programming Form: This form is used by students and members of SOAR (Student Organization Advising and Resources). They use this form for all their purchases, no matter what the item. CRE and CPC staff may also use this form for student events. (This form was called Colleges and Student Purchases Form prior to CruzBuy 8.1.)
Misc. Purchase Forms
C&G Sub-Award Request: Documents a request for a Sub-Award. A subaward is an award of financial assistance in the form of money made under an award (i.e.: grants and other agreements) by a recipient to an eligible subrecipient or by a subrecipient to a lower tier subrecipient.
Equipment Lease Form: Use this form when leasing a piece of equipment (ie: office, such as a copier, or scientific equipment) for a period of time.
Recruitment Ad: Use this form for both Academic and Staff recruitment ads.
Request for Air Conditioner: The purpose for which the air conditioner is being requested must be documented. (UCSC policy does not allow the purchase of mechanical air conditioning units for human comfort.)
Request for Firearm or Ammunition: This form is for requesting police supplies, such as a firearm, ammunition or similar restricted items.
Vehicle Purchase/Lease Form: Buying or leasing a vehicle. Fleet Services reviews all requests.
Vehicle Rental/Charter Form: Renting or chartering a vehicle (car, bus, van, boat, plane, etc.)
Restricted Research Purchases
Animals Form: Use this form to order any type of animal.
DEA Controlled Substances Form: This form is for requesting DEA Controlled substances, such as valium and ambien.
Ethyl Alcohol Form: Ethyl Alcohol. Note that ethyl alcohol is also available in the CruzBuy hosted catalogs.
Radioactive Materials Form: Radioactive materials, such as radioactive isotopes.
How to Complete the Selected Form
All required fields are shown in bold on forms; these fields must be completed before submitting the request.
- Review the description at the top of the form, to ensure this is the correct form for your request.
- Enter the preferred supplier. See How to Find Suppliers in CruzBuy.
- Catalog No.: if the item you are ordering has a part number, then enter it here. If not, type Unknown or N/A (not applicable.)
- Product Name/Description: Enter a detailed description of the item being requested. If you have a quote, refer to it here.
- Quantity: Enter the requested quantity.
- Unit of Measure: Leave the first (left) Unit of Measure box empty. Use the Unit of Measure dropdown box (right side) to select the unit of measure.
- Price Estimate: Enter the price of *one* of the items. It is not necessary to enter in a dollar sign or comma. For example, if the item costs $5.00, type 5. If it costs $5.13, enter 5.13.
- Manufacturer Name and Manufacturer Part No. are not required. Shoppers may enter applicable information.
- Health and Safety: Check the appropriate box if buying an item from one of those categories.
- Internal Notes: Provide any specific instructions for Purchasing.
- Internal Attachments: To insert an attachment, click the Attach/Link button. A popup window will open. Browse your hard drive and choose the needed electronic document. Click Open. Then, back in the CruzBuy dialog windor, click the Attach Document button. Finally, close the Attachment popup window.
- Is the vendor a University Employee or a Near Relative of a University Employee? If the answer is yes, a completed Conflict of Interest form must be attached.
- To request only this item being from this supplier, choose Add to Active Cart from the dropdown menu located at the bottom of the page and click GO. To request multiple items, choose Add to Cart and Return and click GO. Choose Add to Active Cart and click GO for your last item.
- Shoppers may also Save to Favorites or Add to Draft Cart or Pending PR/PO (use when more than one draft cart is active at the same time).
How to Edit a Form that has been Added to a Cart
An existing line item that was created using a form may be edited to correct information, and may also be used to create an additional line item.
- From either the Edit Cart screen or the Review screen, click on the form icon beside the item description
. - Make any desired changes on the form.
- To save changes to an existing line item:
- Choose Save to Shopping Cart and click GO. The screen may flicker but will still show the form.
- Choose Exit and click GO to go to the Review screen.
OR
To create an additional item for the requisition:
- Choose Add to Active Cart and click GO. The system adds a new line item to the cart and returns to the Edit Cart screen, ready for requisition completion.
How to Make Repeat Purchases of Goods & Services
Summary: Learn how to quickly place orders for items you have previously requested using CruzBuy. You can either copy an existing order or choose items from your list of favorites.
Copy an Existing Order
You can copy an existing requisition to buy items you have bought in the past. All information on the original order becomes part of the new order. After you copy the order you can edit it to change the price, quantity, FOAPAL etc. to match current needs. Sometimes this copying process is referred to as copying a cart. Note that the cart must have been submitted as a requisition before it can be copied to make a new order.
To avoid a system error and delay of your purchase, please do not copy any requisitions or carts created PRIOR to 3/16/07. (The CruzBuy system upgrade of March 2007 changed the use of the Need Item By field.)
Punchout orders cannot be copied because each punch-out session is given an "order designator" by the supplier to correspond with particular line items chosen during that punch-out session. The supplier's list must match the electronically submitted PO. A copy of an order would fail because it would not be recognized by the supplier's system.
Choose Items to Purchase from your List of Favorites
Instead of copying an existing requisition, you may use My Favorites - a CruzBuy tool that allows requestors to store a list of items they purchase on a regular basis. These items are stored in Favorites folders, and can be added to a cart directly from the My Favorites screen. After selecting items, complete the order. See CruzBuy Reference - Chapter 3: Completing a Requisition, as needed.
