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e-SHOP Frequently Asked Questions (FAQs)
The following is a list of frequently asked questions related to e-SHOP. These questions are arranged by categories. Click on any question and you will be shown the appropriate response in the answer section.
Overview
Benefits
Catalogs
Searching
Suppliers
Approvals
Getting help
Access
Payment Method
Ordering
Profile
Returns/Cancels
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What is e-SHOP? |
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e-SHOP is a Web-based requisitioning tool developed by SciQuest that gives Cornell purchasers a one-stop "shopping cart" for ordering a full range of goods and services. e-SHOP integrates with current (and future) financial systems, like the Automated Procurement and Payment system (APPS), routes your order to a business center for payment, or lets you choose from different payment methods, such as a procurement card (PCard) or purchase order. This easy-to-use interface allows you to compare product details from preferred suppliers and helps you make educated buying decisions. |
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Who can use e-SHOP? |
| We expect that e-SHOP will be available for the entire Cornell community by end of 2007. Currently, we are deploying e-SHOP in a controlled manner so that we can manage the implementation more closely. The departments participating in the initial phase have been selected based on largest volume of transactions. You will receive communication from the Procurement Office or from your BSC when your group is scheduled to go live on e-SHOP. |
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When will e-SHOP be ready? |
| As of the first quarter of Q107, 8 user groups will be live with e-SHOP. We are planning a university-wide roll out in Q4 2007. |
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Why use e-SHOP? |
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Here are some of the benefits of using e-SHOP:
For Cornell University:
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Greater institutional savings by aggregating and leveraging university-wide transaction volume into preferred supplier contracts to the extent possible
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Faster turn-around times for orders and payments to suppliers
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Simpler, streamlined procurement process for the Cornell buying community
For Cornell users:
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Ability to place orders from multiple suppliers in one transaction
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Access to convenient shopping, 24-hours a day
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Single log-in and interface for all hosted, contract supplier catalogs
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Easy electronic requisition order form pre-populated with your profile information
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Easy access to contracted deals for the best price, quality, and service
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Most up-to-date catalog information
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Fast orders using "Favorites"
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Cross-supplier catalog searches to find the best price
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Faster turn-around times for orders and payments to suppliers
For business service centers and department administrators:
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Workflow routing and approval processes enhance financial management
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Easy split charging when required
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Fewer invoice errors due to upfront collection and validation of charging instructions |
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What are "Hosted" catalogs? |
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Hosted catalogs are supplier catalogs for goods. Their contents are managed by Sciquest in conjunction with the vendors. SciQuest standardizes product information in the hosted catalogs to allow for easy searching, price comparison, and ordering across vendors. |
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What are "Punch-out" catalogs? |
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Punch-out catalogs are embedded catalogs that are maintained by the suppliers and have Cornell pricing. Examples include Staples, Dell, etc. Once you go the punch-out site, you will be in the shopping environment set up by the particular supplier. Once you are done shopping with them, your information will be pulled back into e-SHOP to complete the order. It is just like going to the supplier Web site from anywhere else, except that it is set up for negotiated Cornell pricing and terms and conditions of purchase. Please note that the search functionality in e-SHOP does not retrieve information from the punch-out suppliers. |
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What are "Non-catalog forms"? |
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"Non-catalog forms" are used to place orders for items that are not in the hosted or punch-out catalogs. They can be used to place orders with any vendor, whether or not they are enabled in e-SHOP. They can also be used to place orders where there is an existing quote. The form gets routed into WebForm, which is then processed as a requisition into APPS using the WebReq process. |
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Will I get special Cornell pricing using e-SHOP? |
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Yes. One primary benefit of using e-SHOP is that Cornell's special pricing with preferred suppliers will automatically display when you use e-SHOP, so there is no need to call the vendor to find out Cornell's pricing. Furthermore, there is no need to use printed catalogs when using the e-SHOP, because catalog items are easily accessible online with detailed descriptions provided. |
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Can I compare items (cost, size, quantity, etc.) using e-SHOP? |
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Yes. For hosted catalogs only, e-SHOP offers a powerful product comparison feature that allows users to select products from the Search Results page, and compare them side-by-side on the same page. From the Search Results screen, select Compare to invoke a side-by-side comparison of the selected product. Searches do not include punch-out suppliers; this type of search must be performed separately. |
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When I use e-SHOP, will I be able to see pictures of the items I am ordering? |
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That will depend on the suppliers' choice and capability. They can provide rich data (graphics, video, etc.) using e-SHOP's Catalog Management Tool (CMT) to upload and update product data to the hosted catalogs. In some cases, however, the suppliers only have lists of products displayed. |
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Does the search function pull up information from all the suppliers on e-SHOP, or are there any limitations? |
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Currently, the Search feature only applies to Hosted catalogs. For the punch-out catalogs, you will need to use the search engine from within the supplier's Web site. |
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When I search for an item, I get too few choices. How can I optimize my search to look at a broader range of items? |
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e-SHOP's powerful search engine helps you find products, suppliers, order history, etc. Start with a general search by entering just a few words and/or parameters. Add parameters as needed to refine your search. You can search by individual categories by clicking "more" in the category search, or just use the single-line search function. However, do not be tempted to enter information in all the search fields displayed on the Advanced search tabs. |
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Where can I check on new suppliers being added to e-SHOP? |
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From the e-SHOP home page, click on the Product Search tab. Under "Other Searches," open "Browse by Supplier." Click the Search button in this window to see all suppliers with contracts in e-SHOP. You can also find a detailed listing of e-SHOP suppliers with contracts on the purchasing Web site. "New Suppliers" will be indicated with a large orange asterisk after their name. "Coming Soon Supplier" will have a clock icon after their name. |
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How are suppliers added to e-SHOP? |
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Suppliers are selected for e-SHOP based on strategic fit with the needs of the Cornell community, preferred contracts, and other criteria as determined by the Office for Purchasing Services, in consultation with the user departments and BSCs. |
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What should I do if my department requires internal approval on an order I have placed? |
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e-SHOP features automated review, routing, and approvals. Your department profile is set up in e-SHOP as requested. Once you submit your order, it will automatically be routed to the department approver based on the criteria that has been established. You can track the history of your order on e-SHOP by going to the "History" tab on your e-SHOP home page. |
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I am an approver, and I am going to be out of the office. What should I do? |
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Using the "Substitute Approver" function, you can tell e-SHOP to forward requisitions on to another approver in your absence. Please refer to recommended procedures for details. |
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My approver is on vacation and did not assign a substitute approver. What should I do? |
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In the event that your order is in an approver's queue, and the approver is unavailable and did not provide a substitute approver, you will need to withdraw the requisition and then recreate it on e-SHOP. This new order will go in the general approver queue from where a different approver can pull it into their own queue to process it. It is not possible to change approvers once they have assigned an order to themselves, and it is sitting in their queue. If you only have one approver assigned to you, you may need to talk to your BSC to see if a different approver can be assigned to you so that your order can go through. |
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How do I get help? |
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There are several ways to get help with e-SHOP. If you have questions regarding placment of or approving orders, you can refer to the several tutorials on the e-SHOP Web page or to the Quick Reference guide. For technical issues or to get additional help, you can also call the e-SHOP helpline at 254-5300. Any workflow-related questions should be directed to your BSC. Online field help is also available by clicking on the field name. Help text will display in a pop-up box on the screen. |
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How can I get regular updates on e-SHOP? |
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If you are an e-SHOP user, you can log on to e-SHOP and, in the left hand side of your screen, you should see announcements or news related to e-SHOP. You should also be part of the listserv for e-SHOP users. If you are not, please send an e-mail to mss7@cornell.edu  to have your name added to the listserv. This is another way that the e-SHOP team keeps the user community updated on the e-SHOP related events. The e-SHOP team also holds a monthly open forum (dates are announced in the listserv or on our Web site). |
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How do I get access to e-SHOP? |
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At this time, access to e-SHOP is contingent upon approval by your BSC. Please contact your BSC to find out if your department is enabled on e-SHOP, and whether you are eligible to get access to e-SHOP. |
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I forgot my password. What should I do? |
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On the Log-in page, click on the text, "Forgot your password?" You will be led through a few steps to reset your password. If you are having difficulties, please contact the Purchasing Helpline at 254-5300 for assistance. |
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Will training be provided for using e-SHOP? |
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Yes. We will offer training in several formats to best suit the needs of the Cornell community. You will be able to opt for online training at your desktop or in classroom training delivered by Purchasing. |
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I am an existing user and have gone through training, but I want to get more training. What should I do? |
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If you are an existing user and would like to get more training, we recommend that you start with the online tutorials. This is a convenient way for you to manage learning at your desktop on your own time. If that is insufficient, you can contact us in Purchasing, or send a message through the listserv. |
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What is the preferred payment method when ordering online through e-SHOP? |
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If you are a PCard holder, you can use your PCard for orders under $500. In addition, your BSC can apply their card to the order, as long as it is under $5,000. Any orders above $5,000 are paid by regular PO. |
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Can I split a charge in e-SHOP among multiple accounts? |
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Yes, but only on non-PCard orders. These orders will be processed through APPS via the WebForm/WebReq procedure. One of the benefits of e-SHOP is the ability to charge multiple accounts per order or per line to avoid cost transfers later in the transaction process that create unnecessary work for Cornell business offices. PCard orders will continue to be charged initially to the default account listed on the PCard and will need to have the charges redistributed as necessary during the reconciliation process. |
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When do I use a non-catalog form? |
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When an item carried by the supplier is not included in the e-SHOP catalog:
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Include an accurate price in the Price Estimate field.
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Include the catalog number of the product in the Catalog No. field. If catalog number is unavailable, please note "unknown" in this space.
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Provide an informative description. Be sure to elaborate here if the catalog number is unknown.
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When you have received a special quoted price for an item included in the e-SHOP catalog:
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Using the Non-Catalog Order form for a special price allows you to enter the special price, which will be shown on the PO to the supplier.
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Complete a separate form for each line item on the quote for accurate invoice processing.
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Attach the quote to the form as an External attachment.
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Enter the quote number with the product description. (This will print on the PO and be helpful in the event that the attachment gets separated from the PO during the fax transmission to the supplier.) |
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How do I get back to e-SHOP from a punch-out catalog? |
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When you have completed selecting items from a punch-out catalog, follow the supplier's Web site instructions for completing your order. It will feel as if you are completing the checkout process with the supplier rather than in e-SHOP. Continue with the checkout process, and you will be returned to your e-SHOP cart. You may also return to e-SHOP at anytime when you are in an External Catalog by clicking on the "Cancel External Catalog" in the upper-right corner of the screen. |
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Can I save an order in e-SHOP? |
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Yes, you can save orders before order submission. This is a recommended best business practice. Building up the order volume before submitting the order helps to reduce administrative costs. |
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What is "My Favorites"? |
My Favorites allows you to create and administer Favorite Folders to
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Organize and keep track of all frequently ordered items
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Attach Favorite Folders to a specific research project or a specific budget/grant assigned to or within the organization
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Select products from a Favorites folder and move them to a requisition with one click
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Administrators can also use the Company Favorites folder located at this level to promote Cornell's preferred suppliers, thereby increasing contract compliance to produce organization-wide savings. |
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How do I add items to My Favorites? |
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After you conduct a search that displays the item you want to add to My Favorites, click on the Select check box at the far right. Then, use the drop-down box at the top-right of the search results set to select "Add To Favorites." A pop-up box will then be displayed showing existing folders in My Favorites. Select the folder you want the item to be added to, and then click the Submit button. The item has now been added to the folder you selected under My Favorites. For more detailed instructions, please refer to the Tutorial on Favorites on the e-SHOP Web page. |
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After my order has completed the full approval process, how long will it take until a supplier receives my order? |
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Depending on the method that the supplier elects for receiving e-SHOP orders, it could be within a few minutes if the order is sent via CXML, or it could take up to 15 minutes if the order is sent via fax. In the rare event of a technical difficulty, a customer service representative at e-SHOP monitors and ensures that orders are delivered to suppliers within a few hours. |
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Is there a dollar limit to orders placed in e-SHOP? |
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Due to the robust workflow approval process established in e-SHOP, there is no need to impose dollar limits on orders through e-SHOP. Your order will be reviewed and approved by the department and a BSC, depending on established thresholds and business practices. |
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How do I check the status of a previously placed order? |
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Go to Order History in Review Box on left side of home page, or go to the History tab on the main menu bar at the top of the page, and click on the PR Search button.
Enter search criteria such as Requisition Number, Supplier Name, etc., then click the Search button.
Click on Requisition Number for details of an order and approvals. See tabs across the page for different types of information associated with the requisition. (Clicking on the PO Number will provide additional details.) |
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How can I remove certain items from my requisition? What happens to them after I remove them? |
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For items from "non-punch-out suppliers, click on the checkbox next to the item you want removed, then choose "Remove Selected Item" from the drop down Action box. The item will then be completely removed from the Requisition. For items from punch-out suppliers, all items must be removed, and then the Web site must be revisited to order only the selected items. |
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What should I do if I receive a lower price quote from a supplier than one that I see in the e-SHOP catalog? |
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If the quote that you receive outside of the e-SHOP catalog is lower, use the Non-Catalog Request form to place your order in e-SHOP. Indicate the price that you were quoted outside of e-SHOP in the order description field along with any quote reference number. Electronically attach the quote in e-SHOP to your order. |
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Will I need to use a Single Sole Source form in e-SHOP? |
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If you are buying from a non-contract supplier, you will only need to use a Single Sole-Source form in e-SHOP when placing a Non-Catalog Request above $5,000. Negotiated pricing or Single Sole-Source forms are already on file with Purchasing for catalog suppliers. Standard Procurement policy applies to Single/Sole-Source and bidding requirements for orders placed in e-SHOP. |
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How do I order restricted items? |
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We recommend placing these items on a separate requisition from non-restricted items. This will expedite your non-restricted items purchases so that they avoid an unnecessary approval step by Environmental Health and Safety. These orders will route via WebForm to the APPS processing queue and will go through the standard reviews. |
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How do I setup shipping information in My Profile? |
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Shipping information stored in My Profile is used to ensure that you receive your orders in an accurate and expedient manner. To ensure that you properly receive your orders, go to the Purchasing tab in My Profile and select "Shipping Address." Update the following fields as necessary up to a maximum of 25 characters:
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Deliver To Dept: Shorten the department name to make it recognizable.
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Deliver To Building/Room #: Make the shipping information more specific.
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Attention: If you need your orders shipped to someone else. |
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Can I use e-SHOP to create a Blanket Purchase Order for recurring services or payments? |
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You can use the Blanket Order form available in the "forms" section of e-SHOP to initiate a Blanket order requisition. This will then route through WebForm to APPS for standard processing. Please note that you cannot place an order against an existing Blanket order on e-SHOP. |
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My personal information has changed. Where do I update it in e-SHOP? |
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Click on the Profile button at the top of the screen. In the User Identification section, you may update your name, e-mail address, phone number, password, and so forth. Refer to the tutorial on "Getting Started" for more details. |
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How do I return an item that I purchased through e-SHOP? |
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There is no special process or ability to make a return of an item through e-SHOP. Please continue to use your current business process. If you are unsure of this process, please check with the appropriate supplier. |
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I want to cancel an order that I placed on e-SHOP? What should I do? |
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First, you will need to contact the vendor directly to cancel the order. Then, contact your BSC to inform them that the order has been cancelled. They have authorization to process cancellations. We are working to formalize this procedure. |
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