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uSOURCE FAQ

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When can I start purchasing through uSOURCE?

Procurement Services will be working with identified contacts to ensure each department has the necessary training and user-role setup before starting to purchase through the system.

To start the internal roll-out process for their department, Business Officers should email uSOURCE@utoronto.ca for more information.

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Where can I get training?

The uSOURCE Training page has a link to a Training Manual (recommended reading for all users) and a number of Video Tutorials covering basic functions for Shoppers, Requisitioners, and Approvers.

In-class training is highly recommended for Requisitioners.

Register for a Requisitioner Training Session >>

Note: The registration form requires a U of T Personnel number. If you don’t have one, email uSOURCE@utoronto.ca with your Name, Department, and Title (eg PhD Candidate), and the session date you would like to attend.

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What is a Shopper?

The default setting for users is the role of Shopper. Shoppers have limited system permissions: they can view all Supplier offerings, select products from catalogues and place these products in their shopping cart, but cannot place an order directly – the cart must be assigned to a Requisitioner.

For a more complete list of permissions, see uSOURCE User Roles.

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What is a Requisitioner?

Requisitioners have the same system permissions as Shoppers, and in addition, are responsible for entering and verifying accounting and shipping information on all carts assigned to them. And, depending on their department’s business process, Requisitioners may also approve their own cart to create the Purchase Order.

There are two types of Requisitioners:

A Basic Requisitioner can submit carts to approval workflow using up to 25 Funds Centers, which must be configured by a uSOURCE Administrator. Most Requisitioners fall into this category.

An Open Requisitioner can submit carts to approval workflow using any Fund Center. This role is typically assigned to users in departments that purchase centrally.

For a more complete list of permissions, see uSOURCE User Roles.

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What is an Approver?

An Approver is usually the budget owner or his/her delegate. Depending on a department’s business needs (such as total purchase value), approval may be required from the budget owner before the order is placed with the Supplier. Approvers have a number of other permissions such as returning a cart for rework or rejecting the cart outright.

For a more complete list of permissions, see uSOURCE User Roles.

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I order most of the supplies for our department. Is it possible to create, requisition, and approve my own shopping cart?

Yes, if your department and budget owner(s) have confirmed this permission for you using a signed Fund Center Workflow form.

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I am having trouble logging in – what should I do?

Login to uSOURCE with your UTORid and password here: www.procurement.utoronto.ca/usource. If you experience difficulties, try the following:

Step 1

If you are a new user, and see the following error message, continue to Step 2.

If you are a returning user, and see the following error message, skip to Step 3.

Step 2

Confirm your UTORid and password are correct using the following link: https://www.utorid.utoronto.ca/cgi-bin/utorid/verify.pl

If you receive the message “Your UTORid and password have been verified,” continue to Step 3.

If you receive the message “Authentication failed,” contact your Campus Help Desk:

St. George (Downtown)
Information Commons Help Desk
First Floor, Robarts Library
416-978-HELP (4357)
help.desk@utoronto.ca

UTSC
BV487 | Library | IC35
416-287-7391
student.helpdesk@utsc.utoronto.ca
http://www.utsc.utoronto.ca/iits/contact

UTM
CCT Building, Level 3 #3133
905-828-5344
helpdesk.utm@utoronto.ca
http://www.utm.utoronto.ca/iits/contact-us

Step 3

Clear your browser cache and then restart your browser.

If you are still unable to log in after trying these steps, email usource@utoronto.ca with LOGIN HELP as the subject line, and a team member will be happy to assist you.

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How are my uSOURCE orders paid?

One of the many advantages of ordering through uSOURCE is that invoices are paid directly through your FIS accounts.

If the Purchase Order total (before tax) is less than $5,000, the invoice will be paid automatically by the system once it is submitted by the Supplier (standard U of T Net 35 days). However, you must always verify the goods received match what was ordered and invoiced, and if there are any discrepancies, follow up with the Supplier.

For Purchase Orders greater than $5,000, after you create a Goods Receipt, the system performs a ‘3-way match’, comparing the Purchase Order (what was ordered), with the Invoice (what was billed), and the Goods Receipt (what was received). If all match, uSOURCE will automatically pay the Supplier.

Note: If your order hasn’t been invoiced yet, contact the Supplier and ask them to submit it through uSOURCE.

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Can I create a Goods Receipt for an order under $5,000?

Yes, you can create a Goods Receipt for any Purchase Order*, regardless of dollar value. For orders below $5,000, this is optional. For orders above $5,000, a Goods Receipt is required before payment is issued to the Supplier.

* If the Purchase Order is Closed, contact uSOURCE@utoronto.ca to have it re-opened.

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Who do I contact if my order has not been received when expected?

First, log into uSOURCE and check the History tab of your Purchase Order for any technical issues preventing the Purchase Order from being sent to the Supplier. If there are none, contact the Supplier directly. To find a Supplier’s contact information, simply type the name of the Supplier in the Search field at the top right of this website.

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What do I do if the packing slip is missing?

In the absence of a packing slip, you can request a copy from the Supplier, or you can complete a Missing Packing Slip form to retain for your records.

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An item on my order has been discontinued. What should I do?

If an item on your order has been discontinued by the Supplier, send a request to the uSOURCE Help Desk to cancel it in uSOURCE. Here is a quick demo on how to cancel an order.

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My order hasn’t been invoiced yet. What should I do?

If there are any missing invoices for your order, you’ll need to contact the Supplier to have them invoice you through uSOURCE. If the Supplier is unable to provide an invoice, contact uSOURCE@utoronto.ca for assistance.

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I received an invoice through the mail/email for my uSOURCE order. What should I do?

You should never have to process an invoice for uSOURCE orders. If you receive an invoice outside the system, ask the Supplier resubmit it through uSOURCE, where it will be paid automatically by the system.

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I’m experiencing technical issues with a Supplier catalogue. What should I do?

First, try clearing your browser cache and restarting your system. Some supplier websites store cookies that can cause problems. If you still are experiencing difficulties after trying this, email uSOURCE@utoronto.ca with screenshots and a short description of the issue (including the time and date).

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How and when should I contact a uSOURCE Supplier?

Sometimes you’ll need to contact the Supplier about your order. You might ask them to:

  • Submit an invoice
  • Provide the delivery status of an order
  • Arrange for a product return or replacement
  • Report a missing item (short shipment)
  • Troubleshoot technical issues with their punch-out catalogue

You can find the Supplier contact information on the Approved Suppliers webpages.

search-topHere’s a tip to find the contact information quickly: on the top right of any page on the Procurement website, just type the name of the Supplier in the search field and click Search.

Next, click on the appropriate commodity. In this example, we want Grand and Toy – Office Supplies.

office-search

You’ll find the the contact information the bottom of the page:

G&T-contact

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I don’t know my Purchasing Group. How can I find it?

Your Purchasing Group is a three character Id that identifies purchases made by your department. It is passed from uSOURCE to the Financial Information System (FIS) and controls document visibility and reporting. It is important you select the correct Purchasing Group into your user profile defaults and on your requisitions.

List of all Purchasing Groups

Example of Purchasing Group on a PO

If you are unsure which group to use, contact your Business Officer.

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Not all my address information was included on the shipping label. How can I prevent this from happening again?

Some Suppliers limit the number of characters they allow for the shipping field. To prevent information from being excluded, try to keep your entries as short as possible, and always put the most important information at the beginning of the field.

address-field

In example A, the most important information – the suite number – may be truncated with some Suppliers. Including the department in the RM/Floor field isn’t necessary, as in example B, since it is automatically included in the shipping address information.

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What is an eQuote?

Suppliers with eQuote functionality allow users to create customized orders, including the ability to take advantage of further discounted rates for large volume orders. The following Suppliers provide eQuotes:

For more information and to create an eQuote reference number, click on the Supplier link or contact them directly.

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Why can I see order documents from other people in my department?

Based on feedback from focus groups during system design, in uSOURCE document visibility is at the department level. This allows orders created by one user to be confirmed (by completing goods receipts) or returned by other users within the department. This flexibility in the system is helpful in the event there is a role change, people are away/on vacation, staff/faculty departure from the university/department, etc.

It’s important to note approval access is controlled and limited to the specific approver assigned to approve their specific Funds Centre.

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What should I do if I make a mistake on a Goods Receipt?

Email uSOURCE@utoronto.ca for assistance, and make sure to include the PO number.

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In uSOURCE, what is the difference between the PO Document Status of Soft-Closed vs Closed?

PO-statusBefore payment is issued to the supplier, uSOURCE performs a 2-way or a 3-way ‘match’.

For orders below $5,000, the system performs a 2-way match between the PO and the Invoice (INV) to ensure what was ordered (PO) equals what was billed (INV).

For orders above $5,000, a Goods Receipt (GR) must be created to acknowledge delivery of the order. Once the GR has been completed, the system performs a 3-way match between the PO, GR, and INV.

Once the 2-way or 3-way match has been met, the PO moves to Soft-Closed status, awaiting payment (cheque) information. Once the cheque has been issued, the PO status changes to Closed.

Soft-Closed = Cheque to be issued
Closed = Cheque has been issued

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Who can I contact for assistance?

St. George and UTSC: uSOURCE@utoronto.ca
UTM: procurement.utm@utoronto.ca

 

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