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Frequently Asked Questions

Approvals

Can an approver make changes to the information on a Bobcat Buy Requisition?

Yes! After opening the Requisition, in the Document Actions drop-down menu in the upper right corner, click on Assign to Myself, and then you will be able to make edits to certain information. All of the changes made by an approver are noted in the order history, which can be accessed by clicking on the History link in the upper right corner. 

As an approver, will the entire requisition appear in the email notification message?

A notification email will display the first ten line items of a Requisition. If there are additional line items, the Approver can see them by logging on to Bobcat Buy. 

How can I see who has approved an order and what additional approvals are required?

To see what workflow steps have been completed and what additional steps are required before the Requisition is fully completed, click on PR Approvals in the menu on the left side of the Requisition page. 

Can you see timestamps on the PR Approvals page in Bobcat Buy?

The start date/time of when the Requisition was first submitted to the date/time it was completed appears on the PR Approvals screen. Individual approval dates/times can be viewed on the Requisition screen by clicking on the History link in the upper right corner. 

How do approvers add notes to a Requisition they are approving?

Approvers can add comments to the Requisition. They do so by clicking on the Document Actions drop-down menu in the upper right corner and selecting the Add Comment option. The approver can also choose to send an email notification regarding the comment to the initiator or to other employees if they choose, or to add an attachment to the Requisition.
Other Bobcat Buy users can also add comments and attachments to a Requisition by searching for the document and adding comments. The system will automatically track who entered the comments and added any attachments. 

Where can I find pending approvals?

Via a link on the Bobcat Buy Landing page. Look at the Toolbar. Selecting Action Items will show you any pending approvals. Or find the "Action Items" widget on the homepage and select requisitions or requisitions to approve.

Where can I find my notifications?

Via a link on the Bobcat Buy Landing page by looking at the Toolbar in the upper right-hand corner. 

What does a green checkmark mean next to a Workflow/Approver step?

It means that Workflow/Approver step has been successfully completed/approved. 

What does a circular symbol next to a Workflow/Approver step mean?

It means that Workflow/Approver step is the step that is pending approval and completion. 

How can I see which persons can perform approvals for each remaining step of my order?

Click on the "PR Approvals Tab" on the left side of the requisition document and then click on the "View Approvers" on each workflow step to see list of possible approvers for that step. 

When looking at workflow, how do I know that a workflow step has been approved?

A green checkmark on the approval step. 

When looking at workflow, how do I know that a workflow step is still awaiting approval?

A circular symbol will be present next to a Workflow/Approver step which has yet to be approved.

Can I approve an order via a mobile app?

Yes! Download the JAGGAER app (NOT the JAGGAER Advantage app, that's different) from the App Store and once configured, you can approve order via your smartphone. Refer to the Mobile Quick Reference Guide for details on one time set up requirements.

Can I approve an order via email?

Yes! You can approve via email. You will receive an email notification when a requisition is submitted for your approval. Simply open the email, click on the TAKE ACTION button, enter your 8-digit approval code and hit "Approve". That's all there is to it. Step-by-step instructions for how to set up your 8 digit approval code can be found in the "Email Approval Quick Reference Guide" at bobcatbuy.ucmerced.edu 

Where do I get my 8 digit approval code for Bobcat Buy?

Step-by-step instructions for how to set up your 8 digit approval code can be found in the "Email Approval Quick Reference Guide" at bobcatbuy.ucmerced.edu 

What if I don't want an order to be approved?

You can do that. Go to the "PR Approvals" tab, select "Document Actions", and If you do not wish to approve the order, select Assign to Myself and then select Return to Requisitioner to return the order to its source. You can add a comment to the order at this time that will be included in the email notice to the requisitioner that you returned the order to with any comments or instructions you may need to give them. 

Where is a list of actions I need to take?

The Action Items pane displays a list of actions that you need to take. For example, requisitions pending your approval and any requisitions that may have been returned to you by an approver. 

Does an approver have to approve all line items on a requisition?

No. An approver can reject specific line items and then approve the requisition. Only the line items that were NOT rejected be transferred to the Purchase Order for the supplier to fulfill.
In order to reject selected line items:

  1. Assign the requisition to yourself

  2. Click the Summary menu/tab of the requisition document,

  3. Scroll down to the line item section,

  4. Click the box to the right of the line items you wish to reject to select those lines,

  5. Navigate to the "Selected Line Item Actions" drop-down menu at the top of the line items section above the first line (which is separate from the Document Actions menu). After clicking on the line item boxes, the Selected Line Item Actions menu contains an option to reject the selected line items.

  6. You will see a red X next to the line item numbers you have rejected

  7. Approve the whole requisition to move forward in workflow. 

Bobcat Buy 

Bobcat Buy is an e-procurement system for procuring goods and services on behalf of UC Merced. 

How do I log out of Bobcat Buy?

To log out of Bobcat Buy:

  1. Click on your name in the blue banner at the top of the screen

  2. Select Logout

  3. Make sure you close any other open Internet windows to ensure that your session is properly logged out. 

What browsers and operating systems work with Bobcat Buy?

Windows: Internet Explorer 11*, or the latest version of Chrome or Firefox.
Mac: Safari 4.0 or higher, or the latest version of Firefox.
Note: Pop-up blockers need to be disabled. 

Is Bobcat Buy available 24/7?

Yes, Bobcat Buy is available 24/7 unless the system is down for maintenance or upgrades. Completed orders will be dispatched to suppliers within minutes of their completion, regardless of the time of day.

How do I get to the Bobcat Buy Shopping page?

Select "Home" from the top of the blue menu bar on the left of the screen. From there you can perform a variety of actions, including: shopping, searching for products, and a variety of other activities.

Where do I find Bobcat Buy Login page?

At login-bobcatbuy.ucmerced.edu 

What does the Toolbar do on the Bobcat Buy Landing page?

The Toolbar gives you a quick view of your profile, pending approvals, notifications, and your draft shopping cart, among other functions.

What does Action Items do on Bobcat Buy?

The Action Items pane displays a list of actions that you need to take. For example, requisitions pending your approval.

Help & Support

Where can I find Bobcat Buy support?

The News pane on the Bobcat Buy Landing page displays links to Bobcat Buy Support, Training, Quick Reference Guides, and FAQs.

Where can I find Bobcat Buy FAQs?

The News pane on the Bobcat Buy Landing page displays links to Bobcat Buy Support and Training, training guides and FAQs.

What is the phone number of the Bobcat Buy Service Desk?

The Bobcat Buy Service Desk is at 209-228-3600.

What are the hours of the Bobcat Buy Service Desk?

8:30 AM - 4:30 PM Pacific Time.

Mobile App

Is there a mobile version or app for Bobcat Buy?

Yes; you can use the "Jaggaer Mobile App" to complete approvals from your phone or mobile device. At this time the App only supports approval functions, not shopping functions.

How do I configure the Jaggaer mobile app?

Setting up the mobile app requires a few steps the first time you open it. We suggest you download or consult the Mobile App Quick Start Guide at bobcatbuy.ucmerced.edu /*

Notifications

Can I set up the email and/or system notifications for the activities for which I want to be notified?

Yes! by default, you receive key email notifications. You can configure notifications for almost any event in Bobcat Buy. To set up your notification preferences:

  1. Access your Bobcat Buy Profile by clicking on your username in the banner at the top of the page, then choosing View My Profile.

  2. Choose Notification Preferences, then choose a category.

  3. Click on Edit Section in the top right corner of the window, then choose your notifications:

  4. Click Override for a selection other than the default. A drop-down menu will display. A selection of Email will trigger an email when the related event occurs; a selection of Notification will trigger a Bobcat Buy notification when the related event occurs, viewable by clicking the Notifications link in the banner at the top the page. /*

Profile

How do I set up the default Account Codes/Full Accounting Units assigned to my user profile?

  1. Click on your name in the upper right corner of the Bobcat Buy screen, and select View My Profile.

  2. On the left menu, click on Default User Settings, and select Custom Field and Accounting Code Defaults

  3. Select the Code Favorites tab

  4. Click the Add button in the top section of the screen.

  5. Enter a Nickname for the account. This could be something that makes it easy to identify what the account is for, like "Professor Jones Account."

  6. Check the Default box if you want this to be the default when you place orders in Bobcat Buy.

  7. If you already know the account you want to use, enter it as Chart of Account Dash Account number, such as 3-662000 If you don't know the account, click on Select from all values below the Chart/Account field to search for a valid account to return to the field.

  8. Repeat the process, if desired, for the Subaccount and Project Code fields.

  9. If split accounts are desired for your default, click on the add split link to add another line and repeat the process again. Make sure you indicate the % of price or % of quantity for split accounts.

  10. Click the Save button. Any carts created after the information is saved will reflect this updated information. Any carts that were started prior to the update will NOT reflect the updated information.

NOTE: You don't need to complete the Code Favorites for Check Requests & Invoices section since the payments are automatically made in Bobcat Buy using the account(s) specified at the time the Requisition in Bobcat Buy is fully approved and submitted to the supplier for order fulfillment. NOTE: Keep in mind that you can always change the default attributes used on a specific Requisition. Setting a default can be helpful if you routinely use the same accounts on your Bobcat Buy requisitions. 

Receiving & Delivery

How do I track delivery status for my order?

Good news! With Bobcat Buy, this process hasn't changed. Orders continue to be delivered in the same way they always have. Most suppliers send shipping notifications so that you are aware of estimated delivery. 

How do I receive my products?"

Good news! With Bobcat Buy, this process hasn't changed. Orders continue to be received in the same way they always have and brought to your department by shipping and receiving. 

Returns

Can I return a requisition if I don't want to approve it?

Yes! Contact your ACT Liaison or Department Buyer for assistance with returns/*

Searching

How can I search for products or items to purchase?

Look for Search Hosted Products box on the "Home" page of Bobcat Buy, enter a keyword, and select the blue search button. Or look below, and find the tile for the supplier you are looking to shop from, select it and then select either Search or Punch-out to find content. The Search Hosted Products pane from the Bobcat Buy Landing page allows you to search multiple vendors at the same time for products using specific search criteria.

How do I search multiple suppliers for a product?

The Search Hosted Products pane from the Bobcat Buy Landing page allows you to search multiple vendors at the same time for products using specific search criteria. Multiple suppliers are searched automatically for each search and no additional steps are needed. 

How can I search for my requisitions?

The My Requisitions tab on the Bobcat Buy landing page displays a list of all requisitions you have submitted or that have been submitted on your behalf. This also allows you to search for all your requisitions.

What do I do if I can't find a product in the search bar?

Go to the punch-out catalog for the supplier who is likely to have your item.

How can I find my requisitions?

The My Requisitions tab on the Bobcat Buy landing page displays a list of all requisitions you have submitted or that have been submitted on your behalf. This also allows you to search for all your requisitions. /*

Shipping and Tax

I noticed that the tax rate was calculated to be 7.25% but it should be higher based on my shipping location. What do I need to do?

the time the order is placed in Bobcat Buy, the tax rate is just an estimate (and displays the CA "base" rate of 7.25%), but when the invoice is paid to the supplier, the tax rate is calculated and paid based on the shipping location specified on the Purchase Order. In other words, as long as you are entering a correct shipping location, the tax rate will be correctly calculated and paid. /*

Shopping

What's the difference between a hosted and a punch-out catalog?

The main difference is in how you locate and add items to your shopping cart. In a hosted catalog, you stay within the Bobcat Buy user interface. With a punch-out catalog, you are taken to the vendor's website where you can then locate and return the items to your Bobcat Buy shopping cart. When creating a Requisition, you can include items from hosted and punch-out catalogs on one Requisition. 

Are Bobcat Buy catalogs arranged by category?

Yes, they are arranged by the primary category they are set up for.

How do I know if a catalog is a punch-out or a hosted catalog?

Catalogs have the word "Catalog" for hosted internal catalog content and "Punch-out" for punch-out content on connected through the suppliers’ portal. Many suppliers provide both a hosted catalog and punch-out and you can choose which to search when you click on a supplier’s tile that offers both. 

What is the difference between a punch-out and a hosted catalog?

A hosted catalog is a collection of products preloaded into Bobcat Buy, think of it as catalog published inside UC. A Punch-out catalog provides direct access to a supplier’s full catalog, think of it as a catalog published outside UC that is directly connected to Bobcat Buy. In a punch-out catalog, you shop in the suppliers' site and then your order is automatically brought back into Bobcat Buy and added to your shopping cart for checkout in Bobcat Buy.

On the Bobcat Buy Draft Requisition page, what does 'Accounting Codes' indicate/mean?

This is where you can select from your saved favorite accounting codes/Full Accounting Units (FAU) or select a new code to use with your order to designate where this order will be routed for approval by the Fiscal Approver assigned to the FAU and where the order will be charged to in the GL.

Where do I find my favorite FAUs?

In the FAU dropdown box at checkout at the top next to where it says "Select from your code favorites" you will be able to select the nickname you provided for the FAU you need, once you select the nickname the rest of the FAU will automatically load below. Then just select "Save" and you are all set.

Why aren't all the items available on the supplier's public-facing site available in Bobcat Buy?

Suppliers do not always offer the same commodities in Bobcat Buy that they do on their public-facing websites, this can be due to a combination of Business-to-Business offerings as well as contract-driven reasons. The campus regularly analyzes reports of products purchased outside of Bobcat Buy with the continued goal to fine-tune product offerings and provide the right product mix for our Bobcat Buy customers. 

How frequently are orders sent to suppliers?

Completed orders will be sent to suppliers within minutes of their completion of workflow, regardless of the time of day.

Is it possible to order from multiple suppliers on a single Requisition?

Yes! You can include orders from more than one supplier on a Requisition. You can also include orders from both hosted and punch-out catalogs in Bobcat Buy on a single Requisition. Once the Requisition is approved, separate Purchase Orders are then automatically created by the system to each of the suppliers indicated on the Requisition.

When does a Bobcat Buy Requisition get placed for order fulfillment by the supplier?

Once all required approvals have been secured, the Requisition automatically spawns a Purchase Order that is electronically sent off to the supplier(s) for order fulfillment. If there are items from multiple suppliers on a Requisition, a separate Purchase Order is automatically generated to each individual supplier.

How do I return an item purchased in Bobcat Buy?

Your ACT Representative or Department Buyer can assist you with the return process. 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 an item.

How do I set up a default, or favorite, shipping address in my Profile?

Multiple shipping addresses can be saved in your Profile as "favorites" for easy access when ordering. One address of your choice can also be designated as your default shipping address if you choose, but you can choose another address (either from the ones in your Profile or from a list of all available Merced shipping addresses) when preparing a Requisition.

To set up a frequently-used shipping address in your Profile:

  1. Access your Bobcat Buy Profile by clicking on your username in the banner at the top right of the screen and choosing View My Profile.

  2. Choose Default User Settings, then choose Default Addresses.

  3. Click on Select Addresses for Profile and search for the desired address.

  4. After selecting the address, edit any available fields as necessary. If you’d like this address to be your default address, check the Default box.

Do I have to search for the account if I already know what it is?

Yes, you should select the Department and then the subsequent elements of the FAU from the drop-down list. Be sure to save your frequently used FAUs as favorites with a helpful nickname to make your shopping experience more streamlined in the future.

I've noticed that most items have an associated commodity code. What is this for, and what happens if I locate an item without a commodity code?

The commodity code identifies the type of item you are purchasing from the Bobcat Buy catalogs. Commodity codes pre-populate based off of the supplier-provided UNSPSC value. Most of the items in the catalogs already have an associated commodity code, but you might occasionally locate one that does not have an associated commodity code.
Without a commodity code, you can still submit your order which will be routed to a trained expert to add the appropriate code and fix the issue for the future.

How do I search for items?

There are several options for finding an item in Bobcat Buy:

  1. Use the simple or advanced search field on the Bobcat Buy Shopping Home Page.

  2. Search directly in one of the available catalogs. Advanced Search enables searches on other criteria, including keywords to exclude from the search. “Quick Order” enables searches by supplier catalog number (SKU).

  3. Use the View Favorites shortcut for items you’ve designated as your favorites.

What does My Requisitions do on the Bobcat Buy landing page?

The My Requisitions tab on the Bobcat Buy landing page displays a list of all requisitions you have submitted or that have been submitted on your behalf. This also allows you to search for all your requisitions. 

What does Shop Catalogs do on Bobcat Buy landing page?

The Shop Catalogs pane lets you search a specific supplier for products. Catalogs are organized by categories. There are two kinds of catalogs: Punch outs and Hosted.

Is there a quantity limit on the number of items I can add to a cart?

No.

Is there a dollar limit on the items I can add to a cart?

No. The number of workflow steps required and who must approve an order is driven by total dollar value as one criteria, meaning larger orders require more approvals from higher levels.

On the Bobcat Buy Draft Requisition page, what does 'Requisition Number' indicate/mean?

This is a unique number assigned to your requisition by the system.

On the Bobcat Buy Draft Requisition page, what does 'Business Purpose' indicate/mean?

This is where you describe the purpose for this order, for example: "Replacement computer for Joann Smithson."

On the Bobcat Buy Draft Requisition page, what does 'Ship to' mean/indicate?

The ship-to field is where you designate the final delivery destination for your order. 

On the Bobcat Buy Draft Requisition page, what are 'Line Item Details'?

Line Item Details allows you to review your order detail (what you are buying), line by line. 

How do I find a product to buy?

By using either the Search Hosted Products feature or a punch-out catalog or specific supplier catalog.

Can I add products from multiple suppliers to the same cart and requisition?

Yes.

How do I track my order approval status?

Locate the "My Requisitions" widget on your Bobcat Buy landing page and select the requisition you want to check on. Then select "PR Approvals" from the left menu to view approval details and status.

What splits can I use on an order to charge it to multiple Accounting Codes/Full Accounting Units (FAUs)?

You can split in any combination of three ways: by percentage of amount, percentage of quantity, or by amount of price. 

On the Bobcat Buy Draft Requisition page, what do entries under the heading To Do mean?

This is a list of fields that must be completed to submit your order into workflow. You can select each item directly to take action. 

Training

Where can I find Bobcat Buy training?

The News pane on the Bobcat Buy landing page displays links to Bobcat Buy Support, Training, Quick Reference Guides and FAQs.