Why is the eBuy system changing?
The current eBuy platform is being retired, and we are excited to introduce SAP Ariba as our new eProcurement system. SAP Ariba is a widely used commercial solution that offers enhanced features, improved user experience, and greater long-term support.
Are any of the requirements to use eBuy changing?
The eBuy order limit will continue to be $25,000. Requisitions of $500 or less will not require approval from an Authorized Signer, unless the Preparer or Requester is an affiliate, or the department or project is set up to always require approvals. Requirements for Restricted Items will also remain unchanged, and users are reminded that it is their responsibility to ensure the items they purchase are not prohibited or restricted, and to comply with all safety and other requirements associated with Restricted Items.
When first logging in, I’m getting a message about Privacy, is this OK?
When first logging in you will get this message. Check the box and click on OK.
I’m getting an Ariba login page, what should I do?
If you receive an Ariba login page, this is due to a browser security setting. To correct the issue, update the following setting:
From Firefox, click on Settings. Go to Privacy and Security, then scroll down to Cookies and Site Data and click on Manage Exceptions. In the Address of Website field, enter S3.ariba.com and click Allow.
From Chrome, click on Settings. Go to Privacy and Security, then click on Third-Party Cookies, scroll down to Sites allowed to use third party cookies and click Add. In the Address of Website field, enter S3.ariba.com and click Add.
Is there important information on preferred browser settings?
For the best experience with eBuy, Firefox is the recommended browser, as it tends to have fewer website access restrictions and provides smoother use of eBuy features.
If you’re using Chrome or Edge to access eBuy, you might encounter access restrictions. If this happens, you may see an error message in the address bar. To resolve this:
- Click on the notification or icon in the address bar.
- A pop-up window will appear.
- Select “Always Allow Popups”.
- Click Done.
You’ll only need to do this once to ensure ongoing unrestricted access to eBuy.
If you need to use Safari, you will need to disable cross-site tracking in order to use eBuy. This can have consequences for all sites that you visit, so if you change this setting, you may want to change it back after using eBuy. See more info here.
Where can I find tutorial materials on the new system?
Comprehensive tutorial materials are available to help you get acquainted with the new eBuy system. Please visit the eBuy section of the department website and look under “Tutorial Material.” There you will find user guides.
How do I access a supplier’s catalog?
There are several ways to access a supplier’s catalog. You may use the Shop by Category feature, as well as Shop by Supplier. You may also set a supplier up as a Favorite, or find access to a catalog under your Recent View Suppliers. To find additional information about using these features, please visit our Tutorials for eBuy Users page.
How does the All Categories Search feature work in eBuy?
This feature allows for a limited search across Promoted Items and selected suppliers with system-hosted catalogs. Simply enter a search term—such as a keyword, supplier part number, or manufacturer part number—to automatically search all relevant suppliers and catalogs. You can search across all categories or narrow your search to a specific category. Some search results may direct you to a supplier’s catalog. When this happens, click the Buy from Supplier button to continue.
How do I return to the eBuy main page from a catalog if I am not checking out a cart?
To return to the eBuy home page from a supplier’s catalog without checking out a cart, click the Close Punchout Catalog Shopping Session link located in the upper right-hand corner of the page. This will exit the catalog and bring you back to the eBuy main page.
Why can’t I save certain items as Favorites?
You can only save items from suppliers with system-hosted catalogs as Favorites. Items from suppliers that use full (punchout) catalogs cannot be saved as Favorites in eBuy; these items can only be saved within the supplier’s own catalog, if that option is available.
How do I change item quantities in my cart?
For items from a supplier’s system-hosted catalog, you can change the quantity directly in the cart by editing the quantity field on the line item and clicking Update Total.
For items from other direct supplier catalogs (punchout catalogs), you must update the quantity within the supplier’s catalog. To do this, click on the highlighted item description in your cart. This will reopen the supplier’s catalog directly to the item’s page, where you can enter the desired quantity and check out the item. You will then be returned to your cart with the updated quantity reflected.
To learn more about managing your cart, check out the Tutorials for eBuy Users page.
Where do I find the ERGO Packages in the new system?
ERGO and Furniture packages are no longer available in the new system. If you need assistance with ordering ERGO items, please see the Ergo Catalog or reach out to your Division Ergo Advocate if assistance is needed.
How do I access eForms and are there any changes?
You can access eForms by clicking the eForm link in the upper right corner of the eBuy homepage. While there are some changes to how the form is completed, the overall workflow remains similar to the previous platform.
Note: For suppliers that do not accept non-catalog orders through their catalogs, you may use the Add Non-Catalog Item form, which is available for a select group of suppliers. Please review the list of eligible suppliers, as suppliers not included may not accept your order.
To start a non-catalog order, click Add Non-Catalog Item in the upper right-hand menu. On the new page, enter the part description and quote number in the Full Description field. Select the appropriate Commodity Code and Unit of Measure (UOM), then enter the quoted price. Under Supplier Information, choose the specific supplier and enter the supplier part number. When finished, select Add to Cart and complete the checkout process.
