Purchasing from a COMMBUYS (G2B) PunchOut

This Job Aid shows how to create a requisition and purchase order using the PunchOut G2B (Government to Business) functionality in COMMBUYS.

Overview

A COMMBUYS PunchOut enables purchasing directly from a vendor’s website. Buyers may ‘punch out’ to a Vendor’s website to search for and choose the desired items. Once items are selected and checked out, the systemtransfers these items to COMMBUYS to complete a release requisition.

Be sure to turn off your computer’s Pop-up Blocker, otherwise the Vendor’s site may not display. 

Accessing the PunchOut Page

1. Launch COMMBUYS
2. Select Sign In
3. Type your User ID and Password
4. Select Sign In
5. Select Settings or select G2B
   1. If selecting Settings, choose G2B PunchOut from the dropdown 

Choosing a Vendor

1. Choose a Vendor from the dropdown
2. Review the ‘Department’ and ‘Location’ fields
   1. If incorrect, choose another selection from the dropdown
3. Review the ‘Ship-to Address’ and ‘Bill-to Address’ fields
   1. If incorrect, select the Magnifying Glass and choose another address
   2. Departments, Locations, and Addresses may not be changed after this page
   3. PunchOut Requisitions must have the same Ship-to and Bill-to addresses
4. Select PunchOut 

Finding Items

The selected seller’s website is similar to their public website, with content limited to Statewide Contract items and pricing. PunchOut Catalogs are unique for each Vendor and the following steps may vary.

1. Type a keyword in the Search or select the desired Items Category
2. Select Sub-Categories to locate the desired item 

Adding Items

1. Select the desired item
2. Type the ‘Quantity’ to be ordered
3. Select Add to Cart
   1. Repeat these steps to add additional items
4. Select Cart to start the checkout process

Reviewing the Shopping Cart

1. Review the Items, Quantities, and Prices
2. Select Continue to Checkout
   1. This option may be called something similar depending on the Vendor’s website
   2. Changes may not be made to your items after this page 

Completing the Requisition

1. Review the General tab
2. Update the ‘Short Description’ field
   1. This is a searchable field and the generic description should be changed to something unique and identifiable  

Additional Field Names

Field Name	Action Needed
‘Alternate ID’	Type information as required. This may include data such as an Encumbrance ID or an in-house financial system transaction number.
‘Special Instructions’	Type information as required.  This may include data such as Shipping Drop Off information, Locations, etc. (50-character limit).

3. Select Save and Continue 

Checking the Items Tab

1. Select the Items tab
2. Confirm all Items and Quantities are correct
   1. If incorrect, initiate a new PunchOut order and do not edit the Items tab

Reviewing the Summary Tab

1. Select the Summary tab
2. Confirm all fields are correct
3. Select Submit for Approval

Submitting for Approval

1. Confirm the approval path
   1. The requisition will now proceed through your department’s approval path. You will be informed by email when the approval is complete. The status will change to Ready for Approval.
   2. If you do not have approval paths set up in your agency, select the Automatic Approval radio button
2. Select Save and Continue
   1. The status at the top right of the page will change from In Progress toGone to PO

Once you have an approved Requisition, a Purchase Order (PO) is created and sent to the Vendor for processing. You will receive a ‘PO Sent’ email from COMMBUYS. To view the PO, select New Purchase Order in the System Warning(s) box.