ObieBuy is the College's cloud-based application for spend and invoice management. ObieBuy contains two modular solutions: e-procurement and invoicing. The e-procurement module provides an online shopping experience, facilitates the processing/approval of electronic purchase request forms, and dispatches purchase orders. The invoicing module automates all accounts payable tasks and provides better visibility into organizational spending.
Please visit the quick reference guides for additional information about navigating in ObieBuy. For answers to some of the most common user questions, see the ObieBUY FAQs.
What is ObieBuy?
ObieBuy is the College's cloud-based application for spend and invoice management.
How do I sign up for ObieBuy?
Please visit the Controller’s Office website and complete the authorized signer form. This will allow you to be assigned a Banner ID if you do not have one and also to be approved to post purchases to your FOAP accounts. If you already have a Banner ID, please confirm with the Controller’s office if you need to fill out the authorized signer form to get approval for the FOAP accounts you will need for your purchases in ObieBuy. After your Banner ID is created and/or confirmed, contact the Purchasing Department to create an ObieBuy user profile for you.
How do I access the ObieBuy System?
You will get an email from Purchasing which will include your username and a link to the ObieBuy sign-in page. Your ID will be your Banner ID and your password is the LDAP password you use to sign into your Oberlin Email account.
Is there any training necessary in order to use ObieBuy?
The ObieBuy system is web-based and many users have been able to use the system as soon as they are set up with an ID with minimal support. It is designed to be used for routine departmental purchases. Training on the more robust uses of ObieBuy is available, but users normally find that minimal instruction and/or use of the quick guides is all that is necessary to use the system. If you desire more training on more specific aspects of the ObieBuy system, please contact Purchasing.
Are there any guides or manuals available to assist in the use of the ObieBuy system?
There are several quick guides available on how to use the ObieBuy system. These guides can be found on the Purchasing website at http//xxxxxx.
What is the difference between a hosted catalog and a punch-out catalog?
A punch-out catalog is an external link to the vendor's website created specifically for Oberlin College. Its search feature is for the current catalog only. When shopping is completed within the punch-out catalog, users will be transferred back to ObieBuy to complete the transaction. A hosted catalog is a version of the vendor's catalog within ObieBuy. This allows items to be searched and added to carts from within the ObieBuy interface.
Why can't I change quantities on some items in my shopping cart?
The ability to change quantity is based on the type of catalog that you use to select an item. o Punch-out catalog: Users will need to navigate back to the punch-out catalog in order to change the quantity. o Hosted catalog: Users may update items from a hosted catalog directly in the shopping cart.
Can I request that a specific vendor be added to ObieBuy?
Yes, new vendors may be requested by submitting a Request to Add a New Vendor form within ObieBuy. .
Why do some products cost more in ObieBuy?
Many websites offer temporary sales to increase traffic to their websites. The contract pricing in ObieBuy offers significant everyday savings. In ObieBuy, vendor pricing generally provides you with savings on shipping and handling fees.
Can I use my purchasing card to pay for my order?
No, ObieBuy is a Procure-to-Pay system, meaning it handles multiple steps in the purchasing process including: o Requisition o Purchase Order o Invoice Reconciliation o Accounts Payable Account numbers to be charged for the transaction will be entered into the requisition and "billed" when Accounts Payable submits payment to the vendor. If you have any questions about a payment, please e-mail firstname.lastname@example.org.
When I submit my requisition, does it go directly to the vendor?
No, there is a workflow process for departmental approvals that must be completed first. There may be additional approval steps at the Finance level based on the amount and type of purchase. Once the entire workflow process has been completed, a purchase order will be created and distributed to the vendor. Users can check the workflow status of a requisition by accessing the View Approvals tab on a pending requisition.
How/When was my purchase order sent to the vendor?
In ObieBuy, enter the purchase order number into the document search. Once the purchase order has been found, open the history tab. There will be a purchase order delivery message with a system date and time stamp.
How many forms can I use on a requisition?
While multiple line items are allowed per form, only one form is allowed per requisition. Departmental approvers need to complete the workflow process on each cart. Since the workflow process may vary based on the type of form and purchase you are making, only one form is allowed per requisition. Attempting to use more than one form on a single requisition may result in a do not mix error within ObieBuy. Extra forms will need to be removed from the current requisition and added to a new cart.
Can I save a completed form to use again later?
Yes, completed forms can be added to your personal favorites list. To do this, select Add to Favorites from the drop-down menu. Please note that for purchases that recur on a regular basis throughout the year, a Blanket Purchase Order may be more efficient.
What file types are allowed for attachments in ObieBuy?
The preferred file type for attachments is PDF. If a PDF cannot be obtained, a JPG is also allowed.
What happened to the comment I added to my requisition?
Comments will be available within the comments tab of the item on which they were entered. For instance, if a comment was added to a requisition, it will be on the comments tab for the requisition, but not the associated purchase order or invoice.
What should I do if I don't receive all my items or if my shipment is incorrect or damaged?
You will need to contact the vendor to resolve any discrepancies or to report the damaged goods. The contact information for the vendor will be included with you order confirmation or packing slip.