BUY.IU Training


Facilitated training has been paused during Spring 2020. Instead, recordings of the current class curriculum are available below for viewing 24/7.


The following classes are available to IU faculty and staff. These trainings offer an opportunity to learn core skills related to using BUY.IU appropriately and effectively. We encourage you to attend as many as you like, as many times as you like.


This training flowchart provides a recommended training path, but you may review any classes you feel are relevant to you based on the course descriptions provided.





Course Descriptions


Getting Started in BUY.IU

Length: 2 hours.
Description: This hands-on training introduces participants to IU’s purchasing system, BUY.IU, and equips them with the core skills needed to use the system effectively.

In this course, participants will:
  • Describe the purchasing hierarchy and lifecycle of a purchase
  • Define terminology used in BUY.IU
  • Save an address to their user profile.
  • Place a catalog order.
  • Locate carts and orders using the Shopping and Document modules.
  • Follow a Requisition to completed status using workflow and history.
  • Demonstrate using the Comments section to communicate in BUY.IU.

Audience: This training is designed for staff with no prior experience, limited or infrequent experience, or those who otherwise require a basic introduction to IU’s purchasing system. Suggested Prerequisite(s): None.




Catalog Orders

Length: 1 hour, 30 minutes.
Description: Half of all purchases made at IU are made using catalogs such as Guy Brown, Fisher Scientific, CDW-G, and more. Attendees will practice placing punchout catalog orders, saving frequently purchased items, and managing multiple orders.

In this course, participants will:
  • Describe why catalog purchases are the preferred procurement method at IU.
  • Access supplier websites, such as Guy Brown and Fisher Scientific, to place orders.
  • Save frequently purchased items as favorites.
  • Save drafts, copy, and cancel orders.

Audience: This training is designed for staff who have some familiarity with BUY.IU, including completion of the Requisition document, and are comfortable navigating in BUY.IU. Suggested Prerequisite(s): Getting Started in BUY.IU.




Non-Catalog Orders

Length: 3 hours.
Description: Non-catalog orders are used to procure goods and services which are not available for purchase via a catalog or are unallowable on a check request form. These orders are also used to establish recurring orders used over a period of time. Here, we’ll discuss when non-catalog, recurring, and blanket orders are appropriate, as well as how these orders can be amended using a change request, also referred to as a PO amendment.

In this course, participants will:
  • Recognize when a Non-Catalog Order or Recurring Order is appropriate.
  • Recognize when a contract is required.
  • Describe the supplier request and onboarding process.
  • Initiate and submit non-catalog and recurring orders.
  • Determine whether a Change Request is appropriate.
  • Initiate and submit a change request.

Audience:This training is designed for staff who have some familiarity with BUY.IU, including completion of the Requisition document, and are comfortable navigating in BUY.IU. Suggested Prerequisite(s): Getting Started in BUY.IU.




Check Requests

Length: 3 hours.
Description: Check requests are used to issue payment, usually for services, for a one-time event. In this course, we’ll discuss when the use of a check request is appropriate, gain hands-on practice submitting check request forms, and learn the documentation and retention requirements related to these types of payments.

In this course, participants will:
  • Describe when a Check Request form is appropriate.
  • Locate suppliers and determine the proper entry method for a new or inactive supplier.
  • Articulate the reasons for and characteristics of substantiation documentation.
  • Describe when Attachment Request and Special Handling options are appropriate and demonstrate their use.
  • Demonstrate the ability to submit the Honoraria/Guest Speaker and Payment to Research Participant check request forms.

Audience: This training is designed for staff who have some familiarity with BUY.IU, including completion of the Requisition document, and are comfortable navigating in BUY.IU. Suggested Prerequisite(s): Getting Started in BUY.IU.




Receiving & Accounts Payable

Length: 2 hours, 30 minutes.
Description: Receiving and invoice payment processes are driven by a series of matching rules in BUY.IU. In this course, we’ll discuss the requirements and differences between these different sets of rules and when they apply. Attendees will also practice logging receipt documents and locating documents in various statuses.

In this course, participants will:
  • Describe the different methods by which invoices are created.
  • Log quantity and cost receipts on received orders as appropriate.
  • Define 2-way and 3-way matching rules and to when each applies.
  • Describe when rejecting or cancelling an invoice is appropriate.
  • Save document searches to locate invoices in various states such as paid, payable, or hold for receiving.

Audience: This training is designed for staff who are comfortable navigating in BUY.IU, locating information in the system, and are familiar with the order-placing process.
Suggested Prerequisite(s): Getting Started in BUY.IU, Catalog Orders and/or Non-Catalog Orders.



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