MacBuy is an eProcurement system that offers staff and faculty an integrated (shopping cart) marketplace for purchasing activities, including automated payment processes and supplier portal. Once fully implemented MacBuy will replace Mosaic purchase requisitions.

For more information, contact the MacBuy helpdesk at:

macbuyhelp@mcmaster.ca

Access and training will be given as part of the phased in rollout to Faculties/Departments. After the system is fully rolled out access to MacBuy may be obtained through a request to the UTS Service Desk.  Access to MacBuy is given to those individuals who purchase on a regular basis.  The application form must be approved by your supervisor.

Download a detailed description of MacBuy Roles

The roles available to you are dependent upon the requirements of your position or tasks that have been delegated to you to facilitate purchasing within your area.

Shopper:  Shoppers have limited system permissions; they can view all supplier catalogues, and create shopping carts, but cannot create the Requisition or approve their orders. The cart must be assigned to a user with Requisitioner permissions before the Purchase Order can be created.

Requisitioner:  Requisitioners have the same system permissions as Shoppers (e.g. can create shopping carts), but in addition can enter accounting and shipping information. Depending on their department’s business process, Requisitioners may also approve their own cart to create the Purchase Order (self-approval permissions).   If a Requisitioner also has the Approver role (i.e. Requisitioner/Approver), they can approve their own orders and orders from other users as specified in Approver below.

Approver:  An Approver is a user who can create the Purchase Order from their own Requisitions, or those submitted by other users.  Approvers have a number of permissions such as returning a cart for rework or rejecting the cart outright. Approvers are account owners or delegates authorized by the account owner to approve purchases on their behalf.

Download a detailed description of MacBuy Roles

One of the many advantages of ordering through MacBuy is you can purchase up to $100,000 (before tax) with one quote from any of the suppliers in the Supplier Showcase. When the invoice and the purchase order amount match, payment will be sent to the supplier by Accounts Payable.

Catalogue purchases greater than $100,000 and all non-Catalogue orders will require a 3-way match (purchase order, invoice and receiving).  These orders will require the user to receive the goods in MacBuy prior to being paid by Accounts Payable.

Note: Invoices for purchases made outside the MacBuy system cannot be processed automatically in MacBuy. Please process payment using your PCard or non PO voucher if purchase is less than $10,000.  If purchase is greater than $10,000, complete the non-Catalogue Order Form in MacBuy.

Yes.  Your PCard will still be a tool in your purchasing tool kit.  It can be utilized for the purchase of items less than $10,000 that cannot be procured through MacBuy, or when purchasing in person.

Once you or your department/lab is launched onto MacBuy, your Mosaic requisition creation access will be removed.

The catalogue suppliers in MacBuy are offering McMaster discounted pricing.  If you notice a price that doesn’t make sense or is higher than what you have seen in the past, please notify Strategic Procurement.

There are two types of suppliers on the MacBuy Showcase, punch-out and hosted.  Catalogues featured by ‘hosted’ suppliers contain static pricing while punch-out supplier catalogues contain ‘live’ pricing.  When purchasing from a punch-out supplier you are shopping directly in their site.  Upon check out your purchase is brought back into MacBuy to complete the requisition.

Punch-out suppliers have this logo on their sticker: 

In this case a Non-Catalogue Form in MacBuy should be used.  If unsure, please contact MacBuyHelp@mcmaster.ca.

Set up of a blanket purchase order is done through the Non-Catalogue Order Form within MacBuy.  Ensure to check off the “Blanket/Standing Order” checkbox when creating the requisition.

Payments to individuals that result in a T4A/T4ANR tax slip (i.e. income tax reportable) must be processed using a Non PO Voucher in Mosaic (e.g. honorariums, stipend, preceptor payments, living allowances, independent contractors and the like).  If unsure, please contact aphelp@mcmaster.ca.

MacBuy is a cloud-based system that will store transactions and attached documents.

Once your department is fully launched you will be able to complete/submit a request to set up a new supplier using the “Supplier Request Form” located on the shopping dashboard in MacBuy. These requests will be reviewed and processed by Strategic Procurement.