Purchasing Frequently Asked Questions

• Are you a new Requestor or Sub-Requestor in eBuy?

  -As a new Requestor, take the online "Purchasing: Requestor Role" training module by logging onto UC Learning Center (LMS) or access by logging into R'Space under Training & Tools. You can search "purchasing" in the top right.

  -As a new Sub-Requestor, take the online "Purchasing: Sub-Requestor" training module by logging onto UC Learning Center (LMS) or access by logging into R'Space under Training & Tools. You can search "purchasing" in the top right.

  -Review the "How to Submit an eCatalog Order" and "How to Submit a Non-eCatalog Order."

• How to Submit an Order Request - General

  -Log onto eBuy.ucr.edu or access by logging into R'Space and select "eBuy - UCR Purchasing System" through the Authorized Applications tab.

  -Click on either Create Order or Create eCatalog Order.

  -In order to submit an order request you either need to be assigned the Requestor or Sub-Requestor role.

  -For the Requestor role, email emnadmin@ucr.edu, either CC your PI or forward their approval, and request to be added as a Requestor to eBuy.

  -Have the new Requestor take the online "Purchasing: Requestor Role" training module by logging onto UC Learning Center (LMS) or access by logging into R'Space under Training & Tools. 

  -For the Sub-Requestor role, ask your PI as they are able to give you this role in eBuy. See below "How to Add Sub-Requestors."

  -Once your order has been processed, you will receive an automated email from eBuy notifying you, including the PO number if applicable, and who processed the order.

• e-catalog Vendors

  Punch-Out

  Vendor	Products	Vendor	Products
  Amerisource Bergen		B&H	Camera, photo, A/V supplies
  Bio-Rad	Lab supplies	CDW-G	Apple products and computer peripherals
  Dell	Computers	Horizon (formerly Dharmacon)	Lab supplies
  Digi-Key	Electronic components	Fastenal	Tools and hardware
  Fisher Scientific	Lab supplies	Grainger	Tools and hardware
  Home Depot	Janitorial supplies	HP	Computers
  Lenovo	Computers	McKesson	Medical/Sugical Supplies (SOM ONLY)
  Medline	Medical supplies	Office Depot	Office supplies
  SHI	Computer software	Thermofisher (formerly Life Tech)	Lab supplies
  VWR	Lab supplies	eParts
  Workspace Facilities	Office Depot/JanSan janitorial	Sigma-Aldrich	Chemicals
  Waxie	Janitorial supplies

   

  Hosted Catalog Suppliers

  Vendor	Products	Vendor	Products
  Abcam	Antibodies	Bio-Rad	Lab supplies
  CED	Electrical and Lighting	Cell Signaling	Antibodies and specialty reagents
  Controlco, Inc.	Building Management Systems	Eppendorf	Equipment and supplies
  Fastenal	Tools and hardware	Fisher Scientific	Lab supplies
  Cytive	Global life science solutions	Grainger	Tools and hardware
  HD Supply	Facilities supplies	Illumina	Gene sequencing
  Johnson Controls, Inc.	Building Controls / Management Systems	Neta Scientific	Lab glass, plastic, and pipettes
  New England BioLabs	Life science supplies	Perkin Elmer	Radiochemicals
  Qiagen	Life science supplies	Rainin	Pipetters, tips and service
  Sharp Electronics Corp.	Laser printers	Sigma-Aldrich	Chemicals
  Spectrum	Lab supplies	Takara	Reagents / Life science
  Thomas Scientific	Life science supplies	VWR	Lab supplies
  Waxie	Janitorial supplies

   

• How to Submit an eCatalog Order

  -Log onto ebuy.ucr.edu or access by logging into R'Space and select "eBuy - UCR Purchasing System" through the Authorized Applications tab.

  -Click on "Create eCatalog Order."

  -Fill out the required fields that are in red. Please include the full FAU.

  -Click "Shop" on the lower left corner.

  -Either search for an item in the search bar at the top or click on the tiles on the right. Preferably select one of the Punch-out tiles first then try the Hosted Catalog Suppliers tiles. 

  -If you cannot find the desired item on the vendor's website, you can "Cancel PunchOut" on the top right and try the another tile under Hosted Catalog Suppliers or a different vendor.

  -Once you have added the desired items to your cart, click "Check Out." If you want to add items from a different vendor, click on the home icon on the top left to return to the tiles and repeat.

  -Once you have all the desired items in your cart, click "Return eBuy." Then "Submit" your order.

  -If you're a Sub-Requestor, your submitted order with go to your PI's queue for review. Once they submit, it will be sent to EMN's Purchasing queue for processing.

  -If you are Requestor, your submitted order will be sent directly to the EMN's Purchasing queue for processing.

  -Once your order has been processed, you will receive an automated email from eBuy notifying you, including the PO number if applicable, and who processed the order.

  -If you cannot find the desired vendor, you will need to submit a regular order. See below How to Submit a non-eCatalog order.

• How to Submit a Non-eCatalog Order

  -Log onto ebuy.ucr.edu or access by logging into R'Space and select "eBuy - UCR Purchasing System" through the Authorized Applications tab.

  -Click on "Create Order."

  -Fill out the required fields that are in red. Please include the full FAU.

  -Click "Add Line" on the bottom left.

  -Add the quantity, the line description and web link if applicable, the catalog number if applicable, and the unit price. Click "Save" if there is one item being requested. Click "Save & Add Next" if there are multiple lines to be added.

  -If there is a quote, copy the information over from the quote on individual lines and attach the quote to the order request under the "Attachments" tab.

  -Add any comments about the order under the "Comments" tab.

  -If the order request is urgent or if there are any issues regarding the order, please email emnadmin@ucr.edu and include the control number which is found on the top left corner of the order request.

  -Once you have added all the line items. Submit your order.

  -If you're a Sub-Requestor, your submitted order with go to your PI's queue for review. Once they submit, it will be sent to EMN's Purchasing queue for processing.

  -If you are Requestor, your submitted order will be sent directly to the EMN's Purchasing queue for processing.

  -Once your order has been processed, you will receive an automated email from eBuy notifying you, including the PO number if applicable, and who processed the order.

• Checking the Status of Submitted eBuy Orders

  -After an order request has been processed by the Purchasing Team, the requestor will receive an automated email stating the NetID of who processed the order and the PO number assigned to the processed order.

  -Once an order is processed, the person who processed your order will forward the order confirmation and any other relating emails regarding the order when received. Please note that not all vendors provide order confirmations. You can also reach out to emnadmin@ucr.edu and inquire about your order status. Please include the control number or PO so that we can search for your order.

  -If you have not received or missed the emails then use the below method to check the status.

  -Log onto eBuy.ucr.edu or access by logging into R'Space and select "eBuy - UCR Purchasing System" through the Authorized Applications tab.

  -Click "View Requests."

  -Click on the "Routing" tab. This will show you in which queue the order is sitting.

  -If it shows "WIP" it is still in EMN"s purchasing queue.

  -If you cannot see any orders, you can try searching with the PO number provided in the automated email you received when the order was placed. Additionally, you can search with the control number for the order which follows the format NetIDyearmonthday6-digittime. Example: jdoe20210630013016. You can also search without the day or time in the control number for broader searches.

• Can No Longer Order through ScottSupply; What is CBS?

  -CBS is the UC Campus Business Services.

  -ScottSupply is no longer supported to submit orders.

  -To submit an order request for ethanol, gas cylinders, and IDTs, please submit a request through eBuy.

  -Follow steps from "How to Submit a Non-eCatalog Order." Put CBS as the vendor.

  -Once your CBS request is processed, you will receive an automated email stating your order has been cancelled. This means that your order was submitted to CBS. IDT tickets will be sent via email to the requestor from Judy Hodge.

  -When submitting gas cylinder requests, you must list the building and room numbers for delivery.

  -If you have empty cylinders, put a note in the "Comments" tab in eBuy the number and location of the empty gas cylinders. Also, place an "empty" note on the cylinders that need to be picked up.

• How to Add Sub-Requestors

  -A Sub-Requestor can submit an order request in eBuy but it will be sent to the PI's queue for review before being sent to EMN for processing.

  -Log onto eBuy.ucr.ucr or access by logging into R'Space and select "eBuy - UCR Purchasing System" through the Authorized Applications tab.

  -Click "Maintain Sub-Requestors."

  -Click "Add New Sub-Requestor."

  -Search using either the person's name or NetID and click on their name to add them.

  -You will receive a confirmation that they have been added.

  -Have the new Sub-Requestor take the online "Purchasing: Sub-Requestor" training module by logging onto UC Learning Center (LMS) or access by logging into R'Space under Training & Tools. 

• Pre-Approved Vendors for Onsite Equipment Repair

  Vendors that physically come on campus to service any equipment must have appropriate insurance on file with UCR before any work can be completed.

  -Email emnadmin@ucr.edu before having service scheduled to confirm the chosen vendor meets UCR insurance coverage requirements and can take a purchase order as payment.

  -Below is a list of pre-approved vendors that you can use to submit a non-eCatalog order request:

  Standard Refrigerator/Freezer Units/HVAC:

  HASCO - email for a quote or call 951-682-3336

   

  Scientific Refrigerator/Freezer Units:

  SolidCold Refrigeration - email Mark DuFloth for a quote or call 619-461-7600

  Scientific Refrigeration - email for a quote or call 800-994-0985

   

  Balance Calibration/Repair:

  Inland Industrial Scale - email Tim Cosner for a quote or call 951-785-8737

   

  On-Site Pipette Calibration/Repair:

  I2S: Integrated Instrument Services - call 800-468-3437

   

  Various Instrument Calibration/Repair:

  Scientific Services Plus - email for a quote or call 877-522-5421