Glossary

Term and Definitions

Administrator
A system administrator that can make changes to site configuration, user information, suppliers, etc.
Approver
A user that can review (approve, reject or return) purchase requisitions that are assigned to them. Approvers are assigned according to funding source and other special handling considerations
Buyer Invoice
The customer's version of the invoice. An invoice contains information about the goods or services delivered from the supplier, and also contains shipping and handling and tax information.
Credit Memo
A credit memo is created when money is being returned from the supplier. A credit memo can be related directly to a specific item/PO, or can be separate. Indicates the amount of money (credit) begin returned from the supplier.
Draft cart
A shopping cart that has been created, but has not yet been assigned to a Requestor or submitted.
Electronic invoice
An invoice that is received from an enabled vendor electronically. These invoice will automatically be paid if the amount on the invoice is within the tolerances for match and quantity against the Purchase Order.
Enabled vendor
A vendor that is listed on the home/shop page of eSHOP. The University has developed contracted relationships with these vendors for special University pricing for their items and also allows us to integrate our systems closely together.
Forms
An online form used to order goods and services that do not fit into the eSHOP model (business cards, non‐catalog items, etc.). Most forms follow the same shopping cart model and have specific workflow rules assigned to them.
Hosted Catalog
An electronic form of a supplier's printed catalog. Suppliers provide information for the items that they sell which is then loaded into the system where it can be viewed by Shoppers and Requestors. Items in hosted catalogs can be easily searched for and/or compared and can also be added to Favorites lists.
Internal Catalog
A catalog of items from a University warehouse such as UNMC General Supply.
Level 2 Punch‐out vendor
A punch‐out vendor that has the capability to have their items displayed as search results when a search is performed on the Home/Shop page in eSHOP. Item details such as price and description will not be displayed within eSHOP but will need to be viewed on the vendor’s punch‐out site.
Non‐catalog items
An item that is not available via a hosted catalog, punch‐out catalog or internal catalog. These items must have a description and price added manually on the Non‐Catalog Order form.
Personal Favorites
A list of items from eSHOP's hosted catalogs that can be saved for easy access at a later time. Items from punch‐out catalogs should not be saved to Personal Favorites due to frequent price changes which would not be reflected.
PO invoice
An invoice associated with one or more eSHOP purchase orders.
Punch‐out Catalog
Integrated external links to a supplier's web‐based catalog. From within eSHOP, a user clicks a link to the external supplier's site to search and select products from their web catalog, and then returns the items to eSHOP's shopping cart. The selected items are then submitted through the standard requisition/order process.
Purchase Order
A binding contract to purchase goods or services. It contains the name and/or description of the goods you are buying, as well as the quantity, price, payment, and delivery terms.
Receipt
An indication that either goods or services have been received, returned or cancelled.
Requestor
A user that assigns funding information to a shopping cart after it is submitted by a Shopper. A Requestor can also shop for items themselves.
Requisition
Once a cart is submitted, it becomes a Requisition. During the Requisition phase, the funding for the purchase is validated AND the approval process is initiated. Once a Requisition is fully approved and complete, it becomes a Purchase Order.
Shared Favorites
Folders set up by administrators that can be viewed/used by the entire organization or a subset ‐ such as department, specific users or a specific role. Shared favorites typically represent frequently ordered products or suggested products for purchase.
Shopper
A user that can shop for items and create a shopping cart, but must assign it to a Requestor for funding source assignment.
Shopping cart
A container that holds details about the item(s) or services that you would like to order. Prior to submitting a cart, you can add additional items, change items, remove items, change quantities, etc. Funding is not attached or "reserved" for a cart ‐ meaning carts do not have a PO number. Once the cart is created, it is assigned to a requestor that enters the funding information, and it is then sent to the approver(s) for approval.
Vendor
An entity, either external or internal, that provides goods and/or services to the University for purchase
Workflow
Automated processes used for the validation and review of requisitions and/or invoices based on system rules defined by business processes.