BUY.IU Training


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 register for whichever classes you feel are most relevant to you based on the course descriptions provided.





Course Descriptions


Getting Started in BUY.IU

Length: 2 hours, 30 minutes.
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:
  • Define terminology used in BUY.IU
  • Save accounts and addresses 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: 2 hours.
Description: Half of all purchases made at IU are made using catalogs such as Guy Brown, Fisher Scientific, CDW-G, and more. This course focuses on practicing placing these types of orders. Attendees will also learn how to apply discounts and trade-ins to orders, as well as how to save frequently purchased items as favorites.

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.
  • Apply discounts and trade-ins to orders.
  • Save frequently purchased items as favorites.
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, 30 minutes.
Description: Non-Catalog Orders are used to procure goods and services which are not available for purchase via a catalog, and are also used to establish Recurring Orders, also called Blanket Purchase Orders. Here, we’ll discuss when Non-Catalog Orders and Recurring 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.
  • Summarize the onboarding process for new suppliers.
  • Initiate and submit Non-Catalog and Recurring Orders.
  • Determine whether a Change Request or establishing a new order is appropriate.
  • Initiate and submit Change Requests.
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, 30 minutes.
Description: The KFS Disbursement Voucher (DV) document has been replaced with a form called a Check Request in BUY.IU. 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.
  • Demonstrate the ability to submit Check Requests related to payments of honoraria, services rendered, and research participation.
  • Articulate the reasons for and characteristics of substantiation documentation.
  • Identify critical data and employ proper redaction techniques.
  • Explain the tax ramifications of reportable object codes.
  • Describe when Attachment Request and Special Handling options are appropriate and demonstrate their use.
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: 3 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:
  • Define 2-way and 3-way matching rules and to when each applies.
  • Differentiate between quantity and cost receiving.
  • Log receipts on received orders as appropriate.
  • Identify invoices which do not require fiscal review prior to payment.
  • Describe when it is appropriate to place a payment on hold in the payment holding process.
  • Locate orders and invoices in various statuses, such as partially received or payable.
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.

back to top