How to use cyBUY


cyBUY is Iowa State University's e-Procurement program. This program has been designed to allow for the procurement of supplies and equipment from contracted suppliers in a streamlined online marketplace available through Workday. Higher limits, less paperwork, and faster receipt of orders are just a few of the benefits.

 

Creating an Order 


Any employee may create an order from a cyBUY Supplier. A Workday Job Aid has been created to assist you.  The Workday Job Aid can also be accessed through the Procurement Services website.

All ISD Procurement and Expense Specialist (PES) are able to create cyBUY orders on your behalf.  Please send an email to  finance_delivery@iastate.edu with the item(s) you would like to have purchased, your worktag, and the university business purpose for each item.

 

How to Access cyBUY through Workday


There are two easy ways to access and use cyBUY through Workday!

 

Option 1

Click on the Procurement Application on the Workday homepage: 

Click Connect to cyBUY from the menu on the left side of the screen.

Basic information from your profile will automatically populate.  You can change the Requester name if you are ordering on behalf of someone else. 

Click the x next to the Ship-To Address that auto-populates and change it to one that contains your room or suite number along with the building street address.  You must change the address so that your orders make it to you.

See the How and when can I change my cyBUY addresses for my order? section of this FAQ for how to change the Ship-To and/or Deliver-To addresses.

Enter a Worktag, if you have one.  Click OK at the bottom of the screen.

Click Connect on the right side of the screen. 

The page will refresh and open with our cyBUY Supplier Marketplace (ESM).

Select a supplier and find the items you need to purchase.

Add items to your cart and click checkout.

  • Depending on the supplier you are ordering from, you may need to click checkout or Transfer to Procurement System from a following screen for your order to be transferred from the supplier’s system back to our ESM system.
  • Confirm your items in ESM and then click checkout.
  • At this point, your order will be transferred into Workday where you will need to click checkout at the bottom of the page.
  • On the Workday Checkout screen, you will enter your university business purpose in the internal memo field and click submit.

 

Option 2

Type in “Connect to Supplier Website” in the search bar at the top of Workday. 

  • Click Connect to Supplier Website
  • Basic information from your profile will automatically populate.  You can change the Requester name if you are ordering on behalf of someone else. 

Click the x next to the Ship-To Address that auto-populates and change it to one that contains your room or suite number along with the building street address.  You must change the address so that your purchases make it to you.

Enter the Worktag, if you have one.  Click OK at the bottom of the screen.

Click Connect on the right side of the screen. 

The page will refresh and open with our cyBUY Supplier Marketplace (ESM).

Select a supplier and find the items you need to purchase.

Add items to your cart and click checkout

  • Depending on the supplier you are ordering from, you may need to click checkout or Transfer to Procurement System from a following screen for your order to be transferred from the supplier’s system back to our ESM system.

Confirm your items in ESM and then click checkout.

At this point your order will be transferred into Workday where you will need to click checkout at the bottom of the page.

On the Workday Checkout screen you will enter your university business purpose in the internal memo field and click submit.

     

    What is a Non-Catalog Requisition?


    Non-Catalog Requisitions are created for any items that are not available through cyBUY or Iowa State University Internal Stores and cannot be purchased using a p-card.

     

    What is the routing process for a cyBUY order in Workday?


    When a requester from a department or unit submits the cyBUY order, an ISD Procurement and Expense Specialist (PES) will review the requisition in Workday that is created from the order.

    • When the cyBUY order contains a Grant Worktag, an ISD Grants Finance Specialist will review the requisition in Workday that is created from the order to ensure compliance with grant terms and conditions.
    • When the cyBUY order total is greater than or equal to $5,000 the Cost Center Manager for the Worktags entered will review the requisition in Workday that is created from the order.

    After all funding approvals have been received on the requisition in Workday a PO is created and sent to the cyBUY supplier.

    You will receive a Workday notification when the PO is created and sent to the cyBUY supplier.

    Note: The Cost Center Manager will approve payment of the transaction after the order is received through the p-card verification process.

     

    How and when can I change my cyBUY addresses for my order?


    cyBUY Order Ship-to Address:

    • Changing Ship-to Address before entering cyBUY:

    After clicking Connect to cyBUY you will be able to change the ship-to address on the Connect to Supplier Website screen (image below).

    Click the x in the grey box next to the Ship-To Address that auto-populates. 

    In the now-empty search field you can type either:

    • Your 4-digit room number or suite number. 0’s may need to be added to the beginning of the number to make it 4 digits. (Example: for Room 2, you would type 0002.)
    • Your official building name.  (Example: for Science II, you would type Science Hall.)
    • Scroll through the options until you find the one that contains your room or suite number and your building street address.

     

    • Changing Ship-to Address from the checkout screen:

    You can also change the ship-to address on the Workday Checkout screen by clicking on the three dots at the bottom of the page and selecting edit address (see image below).

     

    cyBUY Order Deliver-To Address:

    Please check the accuracy of your Deliver-To address.  Your Deliver-To address can be to the same location as the Ship-To address, or another location on campus. The Deliver-To address is used by Central Receiving for on-campus deliveries and is not sent to the supplier.

    To change the Deliver-To address:

    • Click the x in the grey box next to the Deliver-To Address that auto-populates. 
    • In the now-empty search field you can type either:
      • Your 4-digit room number or suite number. 0’s may need to be added to the beginning of the number to make it 4 digits. (Example: for Room 2, you would type 0002.)
      • Your official building name. (Example: for Science II, you would type Science Hall.
      • Scroll through the options until you find the one that contains your room or suite number and your building street address.

     

     

    Who do I contact if I have questions about an item in cyBUY that I want to purchase?


    If you have a specific product and supplier chosen, please contact the supplier directly. Contact information for each of the cyBUY suppliers can be found in the General Information box located at the top right corner of the cyBUY Marketplace main page.

    If you aren’t sure which supplier to use, email our cyBUY team (cybuy@iastate.edu) for assistance.

     

     

    Who do I contact if I need help finding an item?


    Email a member of our cyBUY team (cybuy@iastate.edu) for assistance locating an item in the cyBUY Marketplace.

    You can also contact the Procurement Agent that specializes in purchases made in that area. The Agent’s commodity areas can be found on the  Procurement Services webpage.

      

     

    Can I use cyBUY for personal purchases?


    No, cyBUY should only be used for purchasing items with an identifiable University Business Purpose and charged to University Funds.