UMass BuyWays, the University's eProcurement system, is a one-stop shopping center for eProcurement that provides users with an easy to use solution to process all procurement requirements. UMass BuyWays is used for internal review and approval of requisitions and electronic distribution of Purchase Orders once a requisition has passed all required approval levels.
Section 2 of the Procurement Manual covers details related to BuyWays. Frequently requested information, links and forms have been included below for your convenience
Access to BuyWays
University employees are automatically setup with the "Shopper" role within BuyWays. In order to obtain the "Requisitioner" or "Approver" role an employee must first attend training and then complete the User Access Security Form and submit it to Suzanne Audet, Assistant Controller. For more information on user roles refer to the Procurement Manual Section 2.1 The BuyWays eProcurment Solution.
Training for BuyWays
Training is provided on a regular and ongoing basis for staff and faculty who need access to BuyWays to be a "Requisitioner" or "Approver". Training schedules are announced prior to each academic semester with dates and times that are available for the upcoming semester. Detailed information on training opportunities can be found through the link below on the Peoplesoft/BuyWays training page.
Job Aids/User Guides
BuyWays hosts a number of Punch-out Catalogs with various suppliers that provide an amazon like shopping experience for many frequently purchased contract items. For more information on Punch-out Catalogs go to the Procurement Manual Section 2.9 Change Orders.
Adding New Suppliers/Vendors
Prior to creating a requisition for a vendor the vendor must be active in the University's Vendor Database. In order to add new vendors to the database the department must obtain a W9 or UMW9 from the vendor, complete the Vendor Request Form and fax them both to (508) 999 8997. Vendor information is then verified with the Internal Revenue Service and checked against a number of watch list to ensure the University can legally conduct business transactions with the vendor. From the time a fully completed W9 and Vendor Request Form are received it normally requires 5 business days to enter them as a vendor. If incomplete information is received or if other issues arise when conducting the verification process then the process may be delayed and the timeframe is specific to each situation.
Account & Commodity Codes
Each time a requisitioner or shopper creates a requisition in BuyWays they must assign each line item to the correct "Account Code" & "Commodity Code" to ensure that the requisition follows the appropriate approval path and is tracked correctly in the University Accounting System and Fixed Asset System. Refer to the following Account Code Crosswalk for a list and description of account & commodity codes.
Purchase Order Terms and Conditions
All Purchase Orders issued through BuyWays are issued per the University's Purchase Order Terms and Conditions.