Buying Troubleshooting Guide

• Make sure you’re choosing the Company Single Sign-On option at the top of the sign-in page.
• Check with your unit’s role assignment owner (RAO) to make sure you’ve been given Procurement Requester Access to Oracle, and request it if you haven’t. You can find your RAO in the list of Unit FST Representatives and Change Agents on the Who's Involved page of the FST intranet.

• Check the Procurement Categories guide to see if you can find your category there.
• If you’re making a Payment Request, but the category is listed as a non-catalog procurement category, submit your request through the non-catalog requisition process (regardless of whether you did it using ePayment before).

• It probably means you haven’t entered your chart of accounts (COA) string in your user’s preferences.
  • Even if you’ve entered your other preferences, you still are likely missing the COA string.
  • The screen shot below shows how a cart will appear when a person uses their project number but doesn’t have a COA entered in their preferences.
  • Go to preferences and add a COA string to your segments. You can watch a YouTube video for step-by-step instructions in creating your COA string. 

The mapping tool isn’t the correct way to determine your Chart of Accounts. It’s only meant to provide a way to visualize how a Financial Accounting System code will be translated into COA and POETAF strings. Review the individual segments within Oracle to ensure your COA segments are accurate.

The message doesn’t mean you entered an invalid COA. It appears when someone enters a segment that hasn’t been used yet. Cancel your entry and enter your COA values in the Charge To box instead. You can watch a YouTube video that walks you through the steps of this process.

• Open Purchase Requisitions (New).
• Select My Requisitions at the bottom of the page.
• Scroll to the correct Requisition. If a PO has been created, there will be a green box that says Ordered.
• If you select View Life Cycle, you'll see:
  • How much was ordered
  • How much has been invoiced
  • Of the invoice, how much has been paid
  • A button that says View Purchase Order
    • After selecting View Purchase Order, you'll see additional PO information.
    • You can select View PDF to see a copy of the PO the supplier received.

• Navigate to the Procurement module in Oracle, and from there choose the Purchase Orders option, if available (not all users have this access).
  
  • Open the Purchase Orders page.
  • Open the task bar and select Manage Orders.
  • Enter the PO number or other identifying information.
  • Clear your name out of the Buyer field.
  • Hit Search

• If you don't have the Purchase Orders option available under the Procurement module but do have access to the Purchase Order Inquiry Dashboard in Orbit.
  • Open the Dashboard.
  • Enter the PO number or other identifying information.
  • Hit Search.

• Navigate to the Procurement module in Oracle, and from there choose the Purchase Orders option, if available (not all users have this access).
  • Open the Purchase Orders page.
  • Open the task bar and select Manage Order.
  • Select Advance Search.
  • Select Add Fields and choose Description.
  • Add the BuySite PO number to the Description field.
  • Add CNV to the Order field.
  • Clear your name out of the Buyer field.
  • Hit Search.
• If you don't have the Purchase Orders option available under the Procurement module but do have access to the Purchase Order Inquiry Dashboard in Orbit
  • Open the Dashboard.
  • Filter for your Organization.
  • Search for CNV in the Purchase Order Number filter and select them all.
    • Note: POs converted after July 1, 2024, will have a PO number starting with X.
    • We recommend that you search for the Supplier to find those converted POs.
  • Find the PO that matches the supplier, amount, and any other identifying information from the BuySite PO.

• Use the PO Cancel/Modify Form for a PO that was created previously in BuySite.
• For further guidance, see the Knowledge Base article Modifying a Requisition or Creating a Change Order in Oracle.

After entering into “Purchase Requisition (New),” select the Cart and edit from there, as shown in the illustration below. 

It probably means someone is trying to approve the procurement request via email but is using an invalid email address. The approval message must be sent from an address ending with @uchicago.edu, and not from an address ending in @bsd or @booth.

Send an email message to fssupport@uchicago.edu requesting your location be added or updated.

The FST team is aware of this issue and working to resolve it as soon as possible.