Logging on to eProcurement
- Click on “Galaxy,” found in the green menu bar at the top of the UT Dallas website homepage
- Enter your NetID and password
- Click on “eProcurement” located under the Toolbox subhead in the lefthand column of the screen:
Selecting Address(first-time use eProcurement only):
- Click “Profile” (top left of page beside your name)
- Click “Purchasing”
- Click “Addresses” (middle tab below “Purchasing”)
- Click “Select Addresses for Profile”
- Scroll down and select “Service Building”
- Click the box next to “Default”
- Enter in your name, Rm/Bldg line
- Click “Save”
Ordering Using a Listed Vendor or New Unlisted Vendor:
- Search for a supplier under “Browse: Supplier”
- If the supplier is listed, click on the supplier to select
- If the supplier is not listed, then email vendors@utdallas.edu to have the supplier added to eProcurement
- All suppliers who are not on the punch-out page (main eProcurement page), are REQUIRED to have a quote or a price list attached to every order. All orders without a quote or price list will be returned to the shopper.
- Click “Add Non-Catalog Item”
- Enter information for the item
- Provide item description
- Provide catalog number(if available)
- Quantity
- Price (Do not enter “$”. Enter only dollar amount, not the symbol)
- “Packaging” will be “1”
- Click “Save and Close” or “Save and Add Another” or “Close”
- Make sure each line of the quote/price list has its own line in the order. This includes shipping charges.
- Click on your cart, located on the top right corner of the main screen page
- If you are done ordering items, then click “Proceed to Checkout”
Adding a Cost Center
- Click on the green link on the far left that says “Speedchart key: Required field”
- Click on the green link called “Select from all values”
- DO NOT manually enter the number, other required fields will not populate.
- Enter the cost center number
- Click “search”
- Click “select” (notice other funds will populate)
- In the “Account box,” enter in the account number (See screenshots below to determine correct account code)
- Click “Save” (scroll over to the right to find the save button)
To add a quote or other attachment:
- Click the tab that is called “Supplier Notes and Attachments”
- Click the link that says “add attachment”
- Upload the Quote/Price List.
- Note: Quotes are your friend; please request a quote for the order for all companies that are not punch-out vendors
- Click the tab that is called “Internal Notes and Attachments” and attach the quote.
- Then add a justification for the order. This is required for all orders
REMEMBER: For a new vendor — Do not send the order without first confirming that the vendor is active.
- Click “Final Review” and submit to workflow
Ordering from a Punch-out Vendor
Punch-out vendors are listed on the first page of the website. Each punch-out vendor will have a “hyperlink button” with their name. When you access one of the punch-out vendors, you will be taken to the vendor’s webpage. You shop on the page and add your items to the cart. When you go to “checkout,” you will be returned to the UT Dallas eProcurement site.
Business Justification Field:
This is a statement that shows the intent of the expenditures and how it relates to the funding source charged. The purchaser is required to provide the University with business justification for goods and services. Example: Office Supplies for the Advising Area
Miscellaneous Tips:
- Resubmitting any order:
- Select the requisition that you want to resubmit
- On the right side, in the “Available Actions” box, select “Copy to New Cart”
- Everything will be copied to a new cart, except the cost center and account number
- Important – if your original requisition was for items from a “punch-out” vendor, you will need to re-enter the items you wish to purchase. Items from a punch-out vendor will not properly copy from one cart to another.
- If after a reasonable amount of time, an order you placed has not arrived, you may call the vendor (reference the PO number) to see if they have received and processed the order. If they have not received the order, please get in touch with purchasing@utdallas.edu and have the order resent.
How to find the appropriate Account Code for Requisition
- When you enter a requisition and need to find an account code you will click on “Edit”
- This will open a table where you have to click on “Select from all values” under Account
- You can now enter your description in the box. Keep it short, such as “supp” or “food,” and you will get a listing from which you can pick the correct account code.
- I entered “office” in the description box, and I received the following list from which to choose the most appropriate code — which was 63002 for “General Office Supplies”
