Welcome to the University of Massachusetts Amherst's BuyWays system, a comprehensive procurement platform designed to streamline purchasing processes for faculty, staff, and students. As a new user, navigating this system can seem daunting, but with this guide, you'll be well on your way to successfully utilizing BuyWays for all your purchasing needs. Below, we'll walk through ten complete walkthroughs tailored for new users, covering everything from setting up your account to managing your purchases efficiently.
Getting Started with BuyWays
Before you begin, ensure you have a valid UMass Amherst NetID and password, as these are required for logging into the BuyWays system. If you’re new to the university, you may need to activate your NetID first. Once you have your credentials, you can proceed to the BuyWays login page and enter your NetID and password to access the system.
Setting Up Your Profile
After logging in, it’s essential to set up your profile. This includes updating your contact information, setting your default requisition and purchase order preferences, and familiarizing yourself with the system’s layout. Your profile will serve as the foundation for all your interactions with BuyWays, so take a moment to ensure everything is accurate and complete.
| Setup Step | Description |
|---|---|
| 1. Login | Enter your NetID and password on the BuyWays login page. |
| 2. Update Profile | Click on "My Profile" and update your contact information and preferences. |
| 3. Familiarize with Layout | Spend some time navigating through the different sections of BuyWays to understand its layout and functionality. |
Navigating BuyWays
Navigating the BuyWays system efficiently is key to a successful purchasing experience. The system is divided into several sections, including the homepage, which provides an overview of your recent activity, and the navigation menu, where you can access different functionalities such as creating requisitions, viewing purchase orders, and managing your shopping cart.
Creating a Requisition
One of the primary functions of BuyWays is creating requisitions for the goods and services you need. To do this, navigate to the “Requisitions” section and click on “Create Requisition.” Here, you’ll be prompted to enter details about the items you wish to purchase, including quantities, descriptions, and budgets. It’s crucial to be as detailed as possible to ensure your requisition is processed correctly.
- Access the Requisitions section.
- Click on "Create Requisition" and fill out the required fields.
- Attach any necessary documentation or quotes.
- Submit your requisition for approval.
Managing Your Purchases
Once your requisition has been approved and a purchase order has been generated, you can track the status of your order within BuyWays. The system allows you to view all your purchase orders, including those that are pending, in progress, and completed. This feature helps you stay informed about the status of your purchases and plan accordingly.
Tracking Orders and Invoices
BuyWays also enables you to track orders and invoices. By navigating to the “Purchase Orders” section, you can view detailed information about each of your orders, including the order date, expected delivery date, and total cost. Additionally, you can access invoices related to your purchases, which is helpful for budget tracking and financial reporting purposes.
| Purchase Order Status | Description |
|---|---|
| Pending | Awaiting approval or processing. |
| In Progress | Being processed by the vendor or procurement team. |
| Completed | The purchase order has been fulfilled and closed. |
Best Practices for Using BuyWays
To get the most out of BuyWays, it’s essential to follow best practices. This includes regularly checking the system for updates, ensuring your profile and preferences are up-to-date, and utilizing the search function to quickly find vendors, products, and services. By adopting these habits, you’ll be able to navigate the system more efficiently and effectively manage your purchases.
Utilizing Training Resources
UMass Amherst offers various training resources and guides to help new users get acquainted with BuyWays. These resources include video tutorials, user manuals, and workshops designed to cover everything from the basics of using the system to more advanced features and functions. Taking advantage of these resources can significantly enhance your understanding and use of BuyWays.
- Video Tutorials: Step-by-step guides on how to use different features of BuyWays.
- User Manuals: Comprehensive documents detailing the system's functionality and best practices.
- Workshops: Hands-on training sessions where you can ask questions and get personalized support.
How do I reset my BuyWays password?
+To reset your BuyWays password, go to the login page and click on "Forgot Password." Follow the prompts to enter your NetID and a new password will be sent to your UMass Amherst email address.
Can I use BuyWays to purchase from any vendor?
+While BuyWays offers a wide range of vendors and products, not all purchases can be made through the system. Certain exceptions apply, especially for specialized or unique items. It's always best to check with the procurement team if you're unsure about purchasing from a specific vendor.
How long does it take for a purchase order to be processed?
+The processing time for a purchase order can vary depending on several factors, including the complexity of the order, the vendor's response time, and the approval process within UMass Amherst. Generally, it can take anywhere from a few days to several weeks. You can track the status of your order within BuyWays for the most up-to-date information.
In conclusion, mastering the BuyWays system at UMass Amherst requires a combination of understanding the system’s functionality, following best practices, and taking advantage of the resources available to you. By doing so, you’ll be able to efficiently manage your purchases, streamline your workflow, and contribute to the university’s procurement goals. Remember, the key to success with BuyWays is patience, practice, and a willingness to learn and adapt to its features and capabilities.
