Making a Purchase Using TechBuy

• Shoppers are added to TechBuy by their Financial Manager in the TeamApp.

• Introduction to FOAP Codes
• Account Codes For Expenditures
• Introduction to TechBuy
• Procure-to-Pay

• Users must save a default address to their profile before they can begin shopping. A default address will allow users to access punch-outs within TechBuy and automatically load when a requisition is being created.
  • Note: The default address is where your goods/services will be shipped. If the address is not current, users may not receive their order at the correct location.

• Add a Ship-To and Bill-To Address:

  •  

    Select “Default User Settings”

  •  

    Select “Default Addresses”

  • Select either Ship-To or Bill-To
    • For the Bill-To address, please use the "TTU Payment Strategies" address.

  •  

    select "Select addresses for profile”

  •  

    Enter the “name/address” of the building

  •  

    Press “Search”

  •  

    Select the desired address with the circular button

  •  

    Save the name of the building and mark it as the default

  •  

    Marking as default will load the address on every requisition

     

     

  • Enter user information in the bold Text Fields 

•  If users were to change their name or department, updates would need to be made in their User Profile and Preferences to reflect the change. These settings will help users receive updates and process orders efficiently.

A punchout is a direct pipeline between the university's procurement system (TechBuy) and a contracted vendor's website. 

Electronic forms that allow users to add items to a document that are not available through punch-out or hosted catalog vendors.

Please verify and select the correct form for your specific purchase type. Strategic Acquisitions cannot modify the form type after submission. Choosing the wrong form will delay your order and require resubmission. Please visit our website to see more about form purchases.

Specialty purchases may require additional compliance reviews by secondary campus departments, as well as unique procurement processes. Please search for the type of specialty purchase you are looking for on our procurement training guides page.

In the Amazon punchout, departments will be required to input their TTU PCard or departmental card information. Users should not utilize their personal cards. Use of any personal card will be considered non-compliant and may not be reimbursed. 

For a step-by-step guide for using the Amazon Punchout, please refer to the "TechBuy Guidelines for Amazon Punchout" training guide.

A hosted catalog is a static product menu provided by a vendor that is uploaded directly into and hosted on the university’s internal system.

Using contracted vendors can significantly expedite order times, as the competitive bidding and contracting process is already complete in most cases. Please always attempt to use contracted vendors when possible.

1. Search through the Contract Resource Webpage
   1. Note: This page contains contact information you can use to request a quote.
2. Look for Punchouts and hosted catalog vendors

If the quote a user receives from a vendor contains an address different than the one on record in TechBuy, the user should select the "vendor address does not match quote" checkbox on the non-catalog form. This lets the Vendor Services team know to reach out to the vendor to obtain their latest address.

The preferred method for setting up a vendor is by using PaymentWorks.

PaymentWorks is TTU’s new, secure online portal for onboarding new vendors.

Before anything, perform a quick search to see if the vendor you need to use already exists:

• If they are active, simply place your order normally.
• If they are inactive, do not create a new setup. Instead, start your TechBuy form, type their name, and include their R# next to the vendor name to request a reactivation.
• If they don't exist, refer to the "New Vendor Setup" training guide to set up the new vendor.

Vendor setups' timelines can be affected by the following:

• Ensuring vendor contacts are correct
• Communicating with the vendor to keep them on track
• Notifying the vendor that a PaymentWorks request is coming

A legal document (contract) issued to a vendor or contractor that formalizes the terms and conditions of any purchase of goods or services.

Once an order reaches this stage, funds will be encumbered and the order will be sent to the supplier. The order will receive a unique P number tied to the requisition in TechBuy. 

Note: Purchase orders can be searched for in TechBuy by clicking Orders > Search > Purchase Orders

• Shipping and billing addresses will appear at the top of the requisition document (as shown below) and will default to the addresses selected as the 'default' in the user profile.
• Ensure that this information is correct.
• If information needs to be changed, click the pencil icon next to the corresponding section.

• Both the "Prepared For" and "Prepared By" users must have permissions on the Org codes in TeamApp that are being utilized on the requisition.
• If a user assigns a cart to someone, that person will become the "Prepared By"

• Header-level split
  • Splitting an order by header level can only be done as a percentage and is generally not recommended. Users should only use the header-level to record the main FOP.
• Line-level split
  
  • Users can split by dollar amount. This is recommended rather than by percentage to maximize budgets.

All of the following fields must be filled out before a requisition can be submitted. 

• General
  • Prepared By
  • Prepared For
• Shipping
  • All Fields
• Billing
  • All Bill-to information
  • Accounting Date
    • Use the current date unless otherwise directed (end-of-fiscal-year budget changes)
• Line and Header FOAP Summary
  • All fields (Chart, Fund, Organization, Account, Program)
• Internal Notes and Attachments

• *how to see the workflow steps*
• Unassigned Workflows: Though it says "unassigned", many groups work these requests as a team in one bucket, and it doesn't get formally assigned in the system until someone approves it. This does not mean that no one is working on it.
• Some workflows may precede the Procurement Services approval steps. Users should 
• CLICK on the red circle of the WF step it's on to see more details about it - that way, they can see the difference in Accessibility, CIO & AI reviews, even though the workflow chart only shows IT Data & Security Review as one stop

• Reference the OP 72.09
• Maybe make it its own flag or sidebar link

• All attachments (quotes, ICQ forms, artworks, etc.) must be added upon submitting a requisition.
• Internal Notes and Attachments are meant to communicate to Texas Tech University departments (including Procurement Services) 
  • Examples of Internal attachments are completed TTU forms (sign and completed CRS, IUTs, Food and Beverage forms, etc.)
• External Notes and Attachments are meant to communicate to the vendor.
  • Artwork proofs and quotes, etc.

• Users can use the comments tab to message specific people. This is helpful to obtain a direct response that is tied to the requisition. Please do not mass-add people on your comments.

• A P number is issued once the last approval is completed on the requisition. This is a moment when a vendor receives the order.
• Encumbrances are created
• Purchase Orders are a contract and are legally binding as referenced in Ch. 7 of the Regents' Rule. 
  • Users are required to do the statutory contract training in Cornerstone.

To see whether a vendor has been paid, go to the vendor payments website and search by your P0 or invoice number.

Payment types are selected by vendors and cannot be altered Texas Tech University

Payment types can be discerned by supplier class symbols (defined below) (for payments from TTU). State Payment types may be different than payments from Texas Tech University

• CHECK: The vendor will be paid 30 days after the invoice has been received and receipted by TTU university departments (Net 30). 
• ACH(Direct Deposit): The vendor will be paid 15 days after the invoice has been received and receipted by TTU university departments (Net 15). 
• SUA: This is a virtual credit card payment method operated by JPMorgan. The Payment term is Net 5. This method is only available to businesses.
• Wire Transfer: This method is available for select international payments, and any fees associated with the transfers are charged to the originating unit

*This does not apply to state-issued payments

• Receipts must be entered on all orders once the items/services have been received. 
  • Receivers should open and inspect items as soon as they are received.
  • Note: Departments are responsible for contacting vendors if items are shipped incorrectly, never received, or damaged. Please document this communication in the comments in TechBuy.
• Receipts are required for the following payments:
  • Invoices involving appropriated funds (Funds beginning with 11, 12, 13, or 14)
  • Invoices involving sponsored program funds (Funds beginning with 21, 22, or 23)
  • Invoices on POs that total $10,000 or more
  • Invoices for capital and controlled expenditures (account codes: 7C0190, 7C0200, and account codes beginning with 7J)
  • Note: Late payments on state funds are subject to a penalty
• Note:  If a P0 has already been paid, it does not relieve the department of the obligation of creating a Report as required.

• Instructions can be found on the Procurement Services website and the Receipting Dashboard in TechBuy
• Creating a Receipt in TechBuy
  
  • Open the Purchase Order (PO).
  • Select the Receipts tab.
  • Click the “+” (Create a Receipt) icon.
  • Review the PO line items.
  • Uncheck any items that have not been received.
  • Select Create Cost Receipt.
• Completing the Receipt
  • Receipt Date
    
    • Enter the actual date the goods/services were received.
    • Change the default date if the receipt occurred on a prior day.
  • Attachments
    
    • If a vendor invoice and/or supporting documentation are available, please attach them to the receipt.
  • Costs
    
    • Update each line item cost to match the vendor invoice.
    • Do not rely on the default line-item amount if it differs from the invoice.
  • Final Steps
    
    • Review the receipt for accuracy.
    • Select Save Updates.
    • Select Complete.

Users can mark canceled items by either:

• Changing the Status dropdown to Cost Canceled, or
• Selecting the Cancel icon and:
  • Updating the Cost Received amount.
  • Updating the Cost Canceled amount.
• A canceled cost receipt does not release an encumbrance or notify the vendor. 
  • To close an encumbrance, users must use the Encumbrance Release System
  • To alert the vendor, users must contact the vendor

• Receipt routes to Payment Strategies for review.
  • If approved: Payment Strategies creates and processes the invoice as needed. If available, please attach the invoice.
    Note: A comment will be issued if the invoice is not needed
  • If issues are found: the receipt is returned to the preparer for correction.

• When:
  • Invoices must be uploaded once a cost receipt is entered and an invoice has been received from the vendor. A comment may also be sent to payment.strategies@ttu.edu with the attachment.
• How:
  • Open PO in TechBuy
  • Add the invoice as an attachment and leave a note in the notes field for the Payment Strategies Team. 
  • Once the invoice has been added and the items have been received, complete the receipt to send a request for payment to the Payment Team.

Contracts are required if:

• Terms and conditions are attached
• Signature is required

If a requisition requires a contract, departments must complete a Contract Routing Sheet.

A legally binding written agreement is executed between the system or an institution and a third party in which the parties agree to perform in accordance with the obligations.

Contracts include, but are not limited to:

• Letter Agreements
• Cooperative Agreements
• Memorandums of Understanding (MOU)
• Interagency and Inter-local Contacts
• Easements
• Licenses and Leases
• Purchase Orders (Chapter 07 Regents Rules) - Note: Negotiated contract terms will trump PO terms

Anything that links to additional binding terms and conditions (indemnification, liability, state of TX laws).

The BOR has delegated contract signature authority to the President (TTU contracts) and the Chancellor (TTUS contracts).

• Contracts less than $1,000,000 may be signed by The System or TTU CFOs.
• Contracts less than $100,000 may be signed by the Assistant Vice President & Chief Procurement Officer
• Contracts less than $25,000 and considered low-risk may be signed by: The Managing Director of Contract Management and Strategic Acquisitions.

• Standard, Low-Risk Agreement 2-3 weeks
• Technology Agreement - Add 2-4 weeks
• Requires Board of Regents (BOR) Approval – Add 6-8 weeks
• Requires OGC Review- Add 2-3 weeks
• Foreign Vendor – Add 2-4 weeks

**July, August, September, and December are high-peak times and require additional time.