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BuyCarolina/eProcurement

When to Use

When buying less than $25,000* of goods from one of the BuyCarolina sites (partial list of vendors).  It is the lab’s responsibility to place these orders.

* These companies have a limit of $5000:

  • Airgas
  • Amazon
  • ARC3
  • Ferguson
  • Lowe’s
  • Staples
  • Storr

To reach the vendor catalogs:
Nav Bar → Menu → Finance Menu → eProcurement → Create Requisition

To update your requester preferences:
Nav Bar → Menu → Finance Menu → Set Up Financials/Supply Chain → Product Related → Procurement Options → Purchasing → Requester Setup

To edit, view, reprint, or cancel a requisition:
Nav Bar → Menu → Finance Menu → eProcurement → Manage Requisitions

Procedure

  1. Go to Connect Carolina and log in with your ONYEN.
  2. In the admin homepage or the finance workcenter, click on “Buy Carolina”. This opens up a program called Coupa.
  3. In the search bar, search for the item you need. It will search up to three suppliers and return results. You can then add items to your cart. Make sure to adjust quantities before you put them in your cart. It’s fine to have multiple suppliers in one cart.
    • Amazon will take you to their website to add items.
    • When you use the search bar, it does not say if the item is in stock. If you want to know, you will have to click on the vendor site.
  4. When you are ready to check out, you can find your cart in the upper right of the screen. You can ignore the address info. Click on “Checkout.” On the following screen, click “Transfer Cart.”
  5. You will return to Connect Carolina with a cart full of items.
  6. The Requisition Name should be something like “Smith lab – Vendor Name” or any other information that will help you identify the order in a list.
  7. If you want to modify shipping/accounting for just one line item, click the arrow next to the line item. Fund, Source, etc. are in the Chartfields2 tab.  If you are charging a grant, try putting the Project ID in the “SpeedChart” field, which will autofill all other chartfields.
    • For Amazon orders, I highly recommend putting CB 7431 in the “Attention to”  field.
  8. To alter the information for the entire order, click “Select all” and then the button labeled “Mass change”. This time, all accounting information is in the Chartfields1 tab.  You do not have to fill in all the fields, only the ones where you are overriding your defaults. Make sure you put “UNCCH” in the GL field to avoid error messages. Again, you can use the “Speedchart” field for grants. Click “Apply,” leave the button on “All Distribution Lines”, and click “OK.”
  9. You can make comments on individual line items or on the entire order.
  10. PreCheck Budget.  If there’s an error, get in touch with the fiscal office.
  11. If you need to save the order for later, click “Save for later.”
  12. If you’re ready, click “Save and Submit,” then “Yes.”
  13. Click “View printable version” in the lower left and choose “Yes” – you do want all the distribution lines to appear. In the resulting screen, choose “Print.”
  14. Keep the printed order until you receive the signed packing slips from the receivers. At that time, attach the pages together and send to the fiscal office. You don’t have to keep a copy unless you want to.

Off-site Delivery

Only allowed for the three vendors below.

CDWG

Place your order as normal.

Pass the PO# (UNCCH.2xxxxxxxx) and desired shipping address to the CDW-G representative who will modify the address on their end.

Lenovo

Ship_To: LENOVO_HD

Attention: The person it is going to.

You will be contacted for the address.

Staples

Ship_To: STAPLES_HD

Attention: The person it is going to.

Requisition comments: Enter the actual shipping address. Check the “Send to Supplier” checkbox just below the comment field. Note that only the first 35 characters will be sent to the supplier.

Send to fiscal office

Printed order
Signed packing slip

Filing (Account Manager)

File paperwork in appropriate CFS folder.

Viewing existing orders

To view your current orders or find other orders by requisition or PO, go to Manage Requisitions. You can see details of an order by clicking the arrow next to it. In the dropdown menu on the right you can edit or cancel any order that has not already been Approved.

Cancelling

If a PO has already been generated, cancellation is the responsibility of whoever placed the order. It must be done directly via the company and Finance must be notified. Please see full instructions here.

Resources

Agilent – Ordering from a quote
Amazon – UNC-Chapel Hill Amazon Business FAQ
List of vendors with descriptions
Manual
Research Gases and Dry Ice
Training