IT Procurement

Buyways login can be found on the Procurement Systems page

If you do not agree with an invoice you are being asked to approve:

1. Is the reason you do not agree with the invoice due to the amount being invoiced from supplier? 
   • YES - Using the comment tab on top send message to AP and ask them to "remove the invoice     - it is incorrect."   Contact supplier and have them send in new invoice.
   • NO - Go to #2.
2. Is the reason you do not agree with the invoice due to the invoice being billed to an incorrect line # on PO or incorrect PO Number? 
   • YES - Using the comment tab on top send message to AP and ask them to move to another PO number or move to another line# on this PO.
   • NO - Go to #3.
3. Is the reason you do not agree with the invoice because you just want to hold for a period of time while you verify something?
   • YES - Using the comment tab on top send msg to AP letting them know you are looking into it.  "Leave as is for now."  

If there is another reason contact AP in UPST for further instructions.  

• Sign in to Buyways by clicking here …. BUYWAYS 
• Under Procurement & Finance – “BUYWAYS” – “BuyWays login” 
• Choose 3rd icon down on left – “SEARCH” - “PURCHASE ORDERS” 
• Quick Search area - Key in vendor name or Purchase order Number….. and/or for additional filters move to “AddFilter drop down menu” -  choose a filter using drop down menu and by selecting desired criteria such as AP status (open,closed), PO OWNER dept, speedtype etc… 
• Click the Purchase order number you would like to view. 
• Choose “voucher” tab Top section shows all vouchers in workflow. 
• BLUE number on left indicates voucher # 
• Payment status:  - IN PROCESS - this means AP is working on and will be added  to workflow       - PAYABLE – workflow complete and will pay according to date       - PAID – invoice is paid.  To see detail click the voucher number link on left side. This will show you date of payment, check #, what line of PO it was paid against etc...        Bottom section – shows summary by PO line total paid and total open

• Sign in to Buyways by clicking here ….BUYWAYS  
• Under Procurement & Finance – “BUYWAYS” – “BUYWAYS ” 
• Choose 3rd icon down on left – “SEARCH” -  “PURCHASE ORDERS” 
• Defaults search for last 90 days.  Drop down menu allows you to change that to many choices.   Choose your desired dates. 
• Quick Search area - Key in vendor name or Purchase order Number….. and/or for additional filters move to “AddFilter drop down menu” -  choose a filter using drop down menu and by selecting desired criteria such as AP status (open,closed), PO OWNER dept, speedtype etc… 
• Click the Purchase order number you would like to view. This will bring you to the purchase order. You will now be able to view the PO including all lines and associated information for that line.  

• To check a Contract Request: 
• Sign in to Buyways by clicking here …. BUYWAYS 
• Under Procurement & Finance – “BUYWAYS” – “BuyWays login” 
• Choose fourth icon down on left – “Requests” SEARCH” then “Search Contract Requests” 
• Fill in search bar for contract request name (vendor name) 
• Choose the contract request you are looking for 
• Proceed to “Contract request Workflow” – this will show you progress of a contract request and what is left to do. 
• If this shows “Completed” it has moved to workflow for creating the contract. The contract number is on top left of screen under the name UMCEN-xxxxx or CENIT-xxxxx.  By clicking that you will be linked to the contract.

• Under Procurement & Finance – “BUYWAYS” – “BUYWAYS ” 
• Choose 3rd icon down on left – “SEARCH” -  “PURCHASE ORDERS” 
• Defaults search for last 90 days.  Drop down menu allows you to change that to many choices.   Choose your desired dates. 
• Quick Search area - Key in vendor name or Purchase order Number….. and/or for additional filters move to “AddFilter drop down menu” -  choose a filter using drop down menu and by selecting desired criteria such as AP status (open,closed), PO OWNER dept, speedtype etc… 
• Click the Purchase order number you would like to view. This will bring you to the purchase order. You will now be able to view the PO including all lines and associated information for that line.  
• Click Status tab - under "Document Status" - this will indicate if the po is open or closed

• Sign in to …. BUYWAYS 
• Under Procurement & Finance – “BUYWAYS” – “BuyWays login” 
• Choose third icon down on left – “SEARCH” then “PURCHASE ORDER” 
  • Defaults search for last 90 days. Drop down menu allows you to change that to many choices.   
  • Choose your desired dates. 
  • Quick Search area - Key in PURCHASE ORDER NUMBER
  • For additional filters move to “AddFilter drop down menu” -  choose a filter using drop down menu and by selecting desired criteria such as contract number, dept, speedtype etc…as many as you want…. hit"enter"
• Click the Purchase ORDER NUMBER Number you would like.  This will bring you to the PURCHASE ORDER. 
• On top of page under PO #, click "Comments" tab
• Click “+” symbol, add comment in box, choose whom should receive and click the “checkmark”.  Be sure to send the  comment to Jean Maynard ( jmaynard@umassp.edu) to close PO and give reason.

See Bill Smith or Frank Butler