How do I return an item ordered through GeauxShop?
To return an item you will first need to request to return the item(s) with the supplier. Some suppliers offer this feature within their GeauxShop catalog. If the supplier will be sending an exact replacement, no changes are needed in GeauxShop.
If the item will not be replaced a credit memo invoice will be sent by the supplier in GeauxShop to offset the cost on the purchase order. The supplier will coordinate the return of the item via the delivery driver, if necessary.
Upon receipt and approval of the credit memo invoice a comment will need to be added to the PO to document the return / request cancellation of the item and attach any supporting documentation received from the supplier. Select the GeauxShop Help Desk (username: geauxshophelp) as the email recipient of the comment to alert the Help Desk of the change/need to cancel the item. An alteration will be entered to cancel the item and liquidate the encumbrance. Confirmation will be sent to you once the alteration has been completed.
How do I cancel PO items or remove encumbrance balances?
The process to remove encumbrances/cancel items on the PO is to add a comment to the particular PO in GeauxShop requesting liquidation/cancellation of the item and specifying the particular line item where a remaining encumbrance exists. Please attach any supporting documentation received from the supplier. Select the GeauxShop Help Desk (username: geauxshophelp) as the email recipient of the comment to alert the Help Desk of the need to alter the PO.
Can I get GeauxShop access for my Graduate Student or Student Worker?
Yes. The department has to request shopper access through the Security Access Request Form for the each student in their office. As, shoppers they must assign their orders to someone in the department that has Requester access to submit the requisition.
Special approval must be obtained to make a Grad Student a requester plus they have to attend training. For more information, contact Tiffany Carter at firstname.lastname@example.org.
Why won’t my requisition allow me to approve it?
In most cases, the system will not allow this requisition to move forward because you are serving as both the requester and an approver in the requisition. If you are listed in the additional required approver field (Approval Section) or if you are listed in the department financial approval section (Accounting Codes Section) and the purchase is greater than $5,000 the system is set to lock the requisition. This requisition will have to be withdrawn and recreated to identify someone else as an approver of the purchase.
For assistance with withdrawing the requisition, please view the guide on Withdrawing a Requisition.
What is electronic procurement (eProcurement)?
Electronic procurement is designed to automate the entire procurement process, guiding users through a user-friendly, online, one-stop shopping and vendor payment environment. LSU’s eProcurement system is called LSU GeauxShop. LSU GeauxShop is intended to totally transform the way goods and services are purchased at LSU. The system will be easy to navigate and intuitive to use.
How will LSU GeauxShop help me?
LSU GeauxShop will provide campus employees with an intuitive, easy-to-use system that will make the procurement and payables processes easier and faster. The system will also provide an accurate mechanism for keeping track of what you purchase and how much you spend on these purchases.
How will LSU GeauxShop save me and the university money?
LSU GeauxShop will help save your department and the University money by enabling users to purchase goods and services from a selection of vendors with whom LSU has negotiated discounted prices.
How will LSU GeauxShop change our current procurement and payables processes?
In the near-term, GeauxShop will allow users to be able to shop and purchase from LSU’s most commonly used suppliers. Suppliers will provide online catalogs in GeauxShop for campus end users to search for and purchase the goods they need. GeauxShop will also be the system where campus end users will approve supplier invoices and create receiving reports. The goal of the system is to improve and streamline the entire process from ordering and buying to payment approval. In the mid-term (Winter 2013), the system will be an end to end solution: soliciting, shopping, requisitioning, ordering, receiving, invoicing and paying. To learn more about what changes are coming go to News & Events at lsu.edu/geauxshop.
When will LSU GeauxShop be available?
LSU GeauxShop will go-live on July 22, 2013. For more information go to Project Timeline.
Will there be training?
Training will be conducted by role for anyone with a Requester or Approver role. Please visit the HRM training application through your MyLSU (PAWS) account to view available training sessions and to register for training. A tentative schedule of the planned training sessions per role is also available here.
How will we purchase services?
Services will continue to be purchased through PRO during Phase 1. PRO will be locked from new purchase order entry during Phase 2. At that time, GeauxShop forms will be used for non-catalog purchases including but not limited to services, Professional Services and Construction requisitions.
Will there be one office supply vendor?
Yes. Procurement Services has awarded a contract to OfficeMax. This contract offers discounted prices for all of the Universtiy’s office supply needs and ensures LSU receives the lowest pricing possible for office supplies through LSU GeauxShop. This contract is a mandated contract through LSU GeauxShop.
How are account numbers for different departments located in LSU GeauxShop?
- Account numbers can be searched for by a value or a description. For example, if “18470” is entered in the “value” field, all account numbers with 184 will be displayed. If “purchasing” is entered in the description field, all accounts with purchasing in the description will be displayed.
- Account numbers can also be set to your personal profile and defaulted to your personal profile as well.
What about mom and pop type vendors? How will they be enabled to the system?
Users *will* be able to purchase from non-catalog vendors through LSU GeauxShop in Phase 2. These types of vendors will not be enabled in the system (i.e. they will not have catalogs). However, you will be able to make non-catalog purchases from these vendors through LSU GeauxShop in Phase2, slated to be launched at the end of 2013/beginning of 2014.
Are vendors charged for being in GeauxShop?
There is currently NO fee for being a GeauxShop vendor.
What is the process to complain about a vendor?
The deficiency/complaint report will continue to be used to communicate complaints or unsatisfactory service against vendors.
Does LSU GeauxShop relplace the use of the LaCarte card?
The LaCarte card will remain an option to make payment for allowable purchases; however, a revised LaCarte policy will continue to exclude certain purchases that must be made through LSU GeauxShop.
Will a purchaser be able to use their LaCarte card in LSU GeauxShop?
LaCarte is a payment method that will be used for purchase outside of LSU GeauxShop. LSU GeauxShop is a procure-to-pay solution allowing for soliciting, shopping, ordering, receiving, and invoicing. LaCarte card will not be able to be used in GeauxShop.
How will I order Printing Services?
Printing Services, including Business system items, will continue to be purchased through PRO until Phase 2. Phase 2 is slated to be launched at the end of 2013 and beginning of 2014.
How will I order Books?
Books will continue to be purchased through PRO or on LaCarte card until Phase 2. Phase 2 is slated to be launched at the end of 2013 and beginning of 2014.