UCIBuy+

Role-based access determines who can create, submit, or approve. See the Access & Roles webpage for more information.

Only ~4–5 required fields. Requirements may vary by department. See instructions for ZotPO – Submitting a Catalog Order or How to Initiate a Non-Catalog Order.

• Catalog: Yes (separate POs auto-created); Separate requisitions required for different ship-to addresses
• Non-Catalog: No (one supplier per requisition)
• Exception: Airgas requires a separate requisition

Double-check your search parameters. If the supplier still cannot be located, check to see if they are in the process of being onboarded. If the supplier is not in the onboarding process, submit a Vendor Onboarding request. Select the following link to view the Kuali Vendor Onboarding (KVO) System Web Guide or email kfs@uci.edu for assistance.

Email the missing building name and/or room number(s) to procurement@uci.edu. For buildings with no room number, enter "NOROOM."

The PR routes through approval workflow before becoming a purchase order.

View How to Assign, Approve, Return, and Reject a Purchase Requisition.

See the Access & Roles webpage for more information.

No—orders must go to an approved business address.

• Department buyers will be listed on the final PO except for ZotPOs.​
• Owner Name is populated from the Prepared For field in PR.​
• Supplier confirmations: For non-ZotPOs, suppliers will send order confirmations directly to the department buyer, regardless of dollar value and commodity. Central buyers will not be included on these confirmations.​
• System notification: Separately, the department buyer will receive a workflow notification when the PO process is complete. This system notification is independent of supplier confirmations and will occur for all POs, including ZotPOs.

The PO may need to be closed to release funds. Open a Procurement ServiceNow ticket for additional guidance.

Please refer to the information provided on the packing slip for instructions on how to return an item. Each supplier has its own process for returning or exchanging an item.

• Warnings (yellow): Proceed with caution. Review and make applicable adjustments based on the warning. E.g., ensure quantity of 1 for amount-based line items.
• Errors (red): Must be resolved before continuing.

PR validation is a system check where UCIBuy+ data must pass KFS rules. If it doesn’t pass KFS rules, then a validation error occurs and routes the PR back to the Prepared By field for corrections. Common issues include:

• Items: Required fields complete; item details and amounts are valid.
• Accounting: At least one line per item; totals equal 100%; FAU codes are unique.
• Supplier: Active and eligible; correct type; valid address and contract (if applicable).
• Delivery: Address and contact details are valid.
• Header Fields: Chart, org, building, and room are valid and active.
• Capital Assets: Required CAM fields completed for capital equipment purchases.
• Payment Info: Dates are valid and align with payment terms.

Use percentages (not dollar amounts) when splitting accounting lines. See this training resource and step 43 for specific details.

Use line-item overrides to assign different accounting details.

Select Object Category first, then choose from filtered codes. View accounting’s webpage on object codes for more information or search a complete list using Decision Support (VPN required)—the Object Level represents the UCIBuy+ Object Category.

Department buyers can upload documentation in the Comments section. Open a Procurement ServiceNow ticket to remove something from the comments section.

Open a Procurement ServiceNow ticket to remove something from the comments section.

After the purchase requisition completes workflow in UCIBuy+ and has a related purchase order document. The UCIBuy+ purchase order numbers shows up in KFS (not the requisition number).

Any change to scope, pricing, or terms of an existing purchase must be documented through an amendment to the agreement.

How the amendment is handled depends on the original agreement.

• PO Only: Initiate a UCIBuy+ change request. If the original PO was created in KFS, then close out that PO and create a new one in UCIBuy+ for the remaining terms.
• PO + Supporting Documentation (e.g., quote, order form, SOW): Include the revised supporting documentation when initiating a UCIBuy+ change request.
• Bilaterally signed Formal Agreements: Initiate a UCBuy+ change request and include the draft Amendment Form.