Purchasing in GUS on the Web

Overview

Purchasing on the web is designed so that PIs and purchasers can have easy access to the equipment and supplies that are ordered on their projects, without having to have access to a 4D client. Gateway orders and FlexCard purchases are integrated into GUS. With the advent of Gateway, the Purchasing on the Web component of GUS is primarily utilized for Flexcard orders below the campus Purchasing limit.

  1. Logging in
  2. GUS order history
  3. Gateway order history
  4. Purchase order form (FlexCard departments only)

Logging In

Log in to your departmental instance of GUS using the web browser of your choice. Your account should have been set up for you by your department’s purchasing assistant. From the home screen, navigate to the purchasing section.

purchasing-home

GUS Order History

GUS order history is the first sub menu item under the purchasing section of GUS on the web.

purchasing-menu-gus

The orders seen on this page are are orders made on GUS before your department transistioned to the Gateway platform. If your department uses them, FlexCard orders will also show up on this page. Clicking on an order line will expand the details of the order.

purchasing-details-gus

  1. Date
  2. Project (“SPLIT” if multiple funding sources)
  3. Vendor
  4. Description
  5. Purchaser
  6. Purchase Order Number
  7. Order Status
  8. Funding Sources
  9. Duplicate/Edit (FlexCard departments only)
  10. Line Items

GUS Order Filters

The simple search field will search all relevant text fields of GUS orders. If you need a more detailed set of filters, click on “Advanced filters”.

purchasing-filters

Advanced filters are broken up into several categories, including number of orders per page, and only orders made by you. Return to simple search by clicking on “Simple”.

purchasing-filters-advanced

Gateway Order History

Gateway order history is the second sub menu item under the purchasing section of GUS on the web.

purchasing-menu-gateway

This page details orders placed through UCSB’s Procurement Gateway. Orders placed through the Gateway platform are automatically downloaded to GUS on an hourly basis. Similar to GUS orders, clicking on an order line will expand the details of the order.

purchasing-details-gateway

  1. Date
  2. Gateway Order Number
  3. Project
  4. Vendor
  5. Purchaser
  6. Funding Sources
  7. Line Items

Gateway Order Filters

The simple search field will search all relevant text fields of Gateway orders. Unlike GUS order filters, there is no advanced option.

Purchase Order Form (FlexCard Departments Only)

Departments that use FlexCards in addition to the Gateway platform will see a third sub menu item under the purchasing section of GUS on the web entitled “New Purchase Order”.

purchasing-menu-flexcard

Warning

Your department may require you to submit purchase orders through the UCSB Procurement Gateway. For departments that have already switched to Gateway, this form is generally intended for FlexCard orders only, below the campus limits for supplies. Some departments have opted to utilize this as they indicated Gateway does not support Flexcard purchases in a manner meeting departmental needs.

Following the directions on screen will ensure your order completes successfully.

purchasing-form-directions

To add a funding source, click on the green “Add Project” box. To delete a funding source, click on the red “x” box.

Note

You can only delete a funding source if there is more than one.

purchasing-form-funding

To add a line item, click on the green “Add Line” box. To delete a line item, click on the red “x” box. Note: You can only delete a line item if there is more than one.

purchasing-form-line-items

When all required fields have been entered, click on “Submit Purchase Order” at the bottom of the page to complete your order.