VWR Punchout Instructions

Table of Contents, click on a title for information.

Accessing the VWR Scientific Products Punchout Catalog

What to do:	What to expect:
Log into Ariba Click the “Create” button to create a requisition.	You will see “What would you like to create?”
Click “Requisition”	You will see the “Add Title” screen.
Add a Title to the requisition Click “Next”	You will see the “Add Items” screen.
Click on the "Buy from Supplier" link next to ePlus Technologies	You will see the Intellecat search screen.
In the "Search For" field type "Punchout" and click "Find It."	You will see the Intellecat Search Assistant screen.
Click on the "View Results" button.	You will see a list of all the punchout catalogs available.
Click "Buy from Supplier" on the button to the left of VWR.	You will be taken to the VWR website.
Follow the “VWR Punchout Catalog Training Guide”* provided by VWR to guide you through your VWR punchout shopping experience.*	This guide may be found with the other Ariba Training Information from the “launcher” website.
Click the “checkout” button which is in the lower right corner of the shopping basket screen.	You will be taken back to the Ariba requisition and will see your selected items on the Intellecat Shopping Cart screen.
Click the "Checkout" Button.	You will be taken to the Ariba Shopping Cart.
Finish the requisition.
Click “Submit” to route your requisition for approval.	After you submit your requisition for approval, it will route through the proper approvals, and once fully approved, will be sent directly to VWR Scientific Products via the Ariba Commerce Services Network (ACSN).

Short Cut Creating VWR Orders using the Blank Form

From the Order Entry Screen:

Enter a VWR catalog number, unit of measure, and quantity in the appropriate fields. (If you do not enter unit of measure or quantity, you will be prompted to select from a choice of UOM’s when adding the items to your basket)
Once you have entered all VWR catalog numbers and want to continue shopping click "Add to Basket". This will add the items to your shopping basket.

NOTE: If you did not enter a unit of measure and quantity you will be prompted to select the proper unit of measure from a pull down menu that will appear prior to adding items to your basket.

Search the Punchout Catalog

Power Search:

Search for products by entering key words in the text box in the upper left corner of the screen. Use Power Search to look for VWR products by key words, manufacture name, full or partial VWR or manufacture catalog numbers.
Search for MSDS by chemical name.
Use the Competitor Cross-Reference feature to find an exact or like VWR product by selecting the competitor and entering their catalog number.
Click on SEARCH TIPS in the POWER SEARCH field for additional info.

Edit (in punchout catalog)

Click on “edit” at the top of the screen to edit your request anytime
Review and edit your order from this view

Edit (from Ariba requisition)
To edit your Punchout Supplier requisition:

“Check Out” of your punchout session
Pull the selected items back into your Ariba requisition
Click on the “Edit” button
Click “Edit this punchout catalog item.” This will re-initiate your punchout session (open a new browser window)
Edit the catalog item from the punchout catalog
Complete your edits
"Check Out” again from the punchout catalog
Return to your Ariba requisition

Detail

For approvers in the routing path when the requisition is submitted for approval, there will be
a Detail button to the right of the line item under the “Action” column.

Click this Detail button
Click “View details of this Punchout Catalog Item”. This will re-initiate the punchout session in order for the approver(s) to be able to view the punchout catalog items from the punchout web site.

Note: The “Detail” button will be viewable by the end user.

Purdue Pricing

The prices that you see in the punchout catalog are Purdue-specific prices offered to Purdue by VWR per the Big 10 Purchasing Consortium contract
VWR is a preferred catalog supplier. Requisitions up to $50,000 to a preferred supplier do not require Purdue Purchasing Services approval.

No Multiple Ship To’s or Deliver To’s

Please do not submit one order with multiple Ship To’s or Deliver To’s on one order to the Punchout Supplier
If you need to have different line items shipped to different campus locations or you have different Deliver To information for different line items, please create a new requisition for each Ship To and Deliver To
The Punchout Supplier’s ordering system cannot handle multiple Ship To’s or Deliver To’s on one order

Payment

All orders to VWR will be sent using a University Ghosted credit card for payment
VWR will charge this credit card and the charges will automatically reconcile in Ariba. Therefore, all orders with VWR will be “PC” orders, yet the business office staff will not have to reconcile the transactions
The account number(s) listed on the order will be charged and posted to the general ledger. Accounting Services, West Lafayette campus, will handle any discrepancies in VWR’s Ghosted Pcard reconciliation

No Adding “Favorites”

There is no way to add individual line items as “Favorites” from the punchout catalog in Ariba
If you are ordering something that you think you may order frequently, you may want to create a special folder for this order so that you may look up the product specs from this order in the future

Copied Orders

If you copy a previous punchout catalog order to create a new order for the same product, Ariba will copy the description of the item in the description field, but does not recognize the order as a punchout catalog order
In order to pass the appropriate information to for punchout orders, it is necessary to re-initiate your punchout session and select the items from the punchout catalog, add them to your order, then “checkout” for every requisition

Browse our Catalog
To Browse:

Click on “Browse our Catalog”
Access over 385,000 items with our seven online catalogs. You can search for products by category and item description using an alpha index. Simply add a quantity next to the item and select ADD TO BASKET

Comments and/or Attachments

Punchout catalog orders now pass directly to the Punchout Supplier’s ordering system via the ACSN
Orders with Comments and/or Attachments will be ignored by the Punchout Supplier’s ordering system. This is so that orders can be filled immediately without human intervention
If you have questions on an order or a comment to communicate to the Punchout Supplier regarding your order, please contact VWR’s Customer Service at (800) 932-5000

Non-Catalog (Ad-Hoc) Orders

Punchout Supplier orders now pass directly to the Punchout Supplier’s ordering system via the ACSN and non-catalog orders cannot be read by the Punchout Supplier’s ordering system
Non-catalog orders will have to be handled manually at the Punchout Supplier. Therefore, non-catalog orders may take longer to be filled than catalog orders
If you cannot find the product that you seek in the punchout catalog, please call VWR customer service at (800) 932-5000 for assistance
Please enter the catalog number if known at the beginning of the description field of a non-catalog order to VWR. If VWR cannot determine which product(s) you are attempting to order on your non-catalog order, they may have to call you (the end user) to clarify your order
If a quotation is received from VWR with a "VBQ" number, this VBQ number must appear at the "beginning" of the line item description, on each line in order to get the quoted price

Cancel/Change Orders and Returns

Punchout Supplier orders cannot be changed or cancelled because these orders are processed and filled/shipped immediately
Go ahead and receive the order and then handle the return of the order via Punchout Supplier’s Customer Service, call (800) 932-5000 for return information and credit, if necessary

Order Confirmations

Punchout Suppliers send an email order confirmation to end users
The Requester must have his/her email address entered in the user profile information in Ariba so that this email address is passed to the Punchout Supplier on the order

Order Status

If the item(s) on your order will be backordered, notification of the backordered item(s) will be in the email order confirmation to the end users
Check the status of ANY order placed through the VWR.COM / Punchout
- Enter your VWR account number (click on MY VWR after punch-out to view your account number) and an Ariba PO

Shipping and Delivery

Orders placed before noon Central time will be delivered next-day. Orders will be shipped via UPS
Use Order Status to track your shipment. Once your order has left VWR you can review the carrier and tracking number, requested and actual shipping dates, shipping weight, handling charges (if applicable) and more. If UPS was the carrier, you can even link to their web site to see who signed for the package

Minority Search Assistance

Not available at this time

Contact Information

VWR Customer Service	(800) 932-5000
PU Scientific Products Purchasing Agent, Linda Kelly	(765) 496-2010
PU Buyer Assistance for Scientific Products, Sheryl Schaible	(765) 494-7278
PU Purchasing Helpdesk	(765) 494-7279

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