BuySite
BuySite, the University’s web-based, electronic Purchase Order system, is an application for creating, submitting, approving and tracking the status of Purchase Orders. In the electronic ordering application purchase orders are identified by having the initial “W” letter description followed by six digit number.
BuySite, which uses a shopping cart methodology, allows users to select merchandise, review what they have selected, make necessary modifications or additions, and submit a request for the purchase of the merchandise in the cart. Users can shop for items by:
- Commodity/SKU numbers
- Category
- Supplier
- Advance Search
- Favorites List
Other features include cart editing, requisition history, favorite’s management, PO tracking and email notifications. Departments are held accountable for the review of need, approval by account administrator, issuance and control of all electronic purchase orders.
BuySite Segregation of Duties
Over the past year, Financial Services has engaged in an effort to identify any instances within BuySite – the University's eProcurement ordering tool – which lack of segregation of duties. This separation of requestor and approver roles and responsibilities reduces the University's risk of fraud or error.
Based on the effective cooperation of departmental involvement over the past year, we have been able to drastically reduce the number of orders/requisitions which were requested and approved by the same individual. As a result, as of April 30, 2012, the BuySite system will no longer allow users to request and approve the same order/requisition.
If you experience any issues as a result of this change, please contact buysite@uchicago.edu, Claudia Bakken (Help Desk Supervisor) at (773) 702-3781, or Matthew Vogel (eProcurement Systems Administrator) at (773) 702-5664.
New Features Added to BuySite Vendor Request Site
These include drop down boxes for Terms, FOB (Freight On Board), State and Country. The requestor will have the ability to select data that will populate the corresponding fields. Another added feature will allow the requestor to check the status of their new vendor request as well. An additional field, not in the original version that is required, is whether or not the vendor has access to Protected Health Information (PHI). These enhancements should greatly improve the submission of a new vendor request.
The Update Vendor feature has been enhanced to allow you to retrieve existing data about a vendor and update only the item that has changed, without having to fill in the entire form from scratch.
Not Getting Your BuySite Email Notices? Make Sure Your Email is Forwarded!
Your BuySite profile must be configured to send email to your @uchicago.edu address in order to receive any email notifications. If the email address you regularly use includes anything after the @ symbol but before the uchicago.edu address (example: yourname@bsd.uchicago.edu), you must have your uchicago.edu mail forwarded to receive any mail from the BuySite system. Click the following link for instructions on how to forward your email: Email Forwarding.
To verify your email address in BuySite, do the following:
- Select profile from your home page after logging into BuySite.
- Under the User Settings group, select the User Identification tab.
- Ensure the E-mail Address field has your @uchicago.edu address. If not, make the necessary changes and select the Save button.
