MacBuy is an eProcurement system that offers staff and faculty an integrated (shopping cart) marketplace for purchasing activities.

For more information, contact the MacBuy helpdesk at:

macbuyhelp@mcmaster.ca

MacBuy access should only be requested by users who will be creating purchase requisitions on a regular basis. To request access to MacBuy, please contact macbuyhelp@mcmaster.ca.

Shopper:

This role provides access to view all Showcase Suppliers and browse their catalogues, as well as create shopping carts for all 4 types of orders in MacBuy.

All Shoppers are required to assign their shopping carts to a Requester in their department. The Requester will review the shopping cart, assign the appropriate chartfield string and VAT treatment, then submit the order into the workflow for approval.

Training is required before gaining access to MacBuy.

Requester:

This role is only assigned to employees who have knowledge and experience with their departmental chartfields. A Requester has the same permissions as the Shopper role but has the added step of entering chartfield and VAT information before submitting the order into the workflow for approval.

Training is required for this role.

Approver:

This role is automatically assigned to department, program and project managers. With the Approver role, you will be able to review and approve requisitions that have been routed to you based on the finance workflow and Procurement thresholds of the order.

Approvers that also have the Requester role can complete and approve their own requisitions.

No training is required for this role, but training videos and user guides are available if required.

One of the many advantages of ordering with any of our Showcase Suppliers is that you can purchase up to $100,000 with one quote.

You still need to obtain your competitive quotes for all non-Catalogue order overs $10,000.

$0 – $10,000 – 1 written quote

$10,001 – $50,000 – 2 written quotes

$50,001 – $99,999 – 3 written quotes

$100,000 or more – Open/public competitive RFx bid process.

Note: Invoices for purchases made outside of the MacBuy system cannot be processed in MacBuy. Please process your payment using your PCard or by Non-PO Voucher if the purchase is less than $10,000. If the purchase if greater than $10,000, please complete the Non-Catalogue 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.

The catalogue suppliers in MacBuy are offering McMaster discounted pricing. If you notice a lower price on the suppliers website, please contact that supplier for an eQuote which can then be entered into MacBuy.

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.

Blanket/Service Orders are used with Non-Catalogue and Limited Tendering orders when you have an order that will require multiple delivery/service dates over a period of time. Examples of these types of orders would be yearly leases, rent, service agreements, standing orders, etc. Using this option allows Accounts Payable to create and schedule recurring payments against the PO. This will also keep the PO open and active until all funds have been invoiced. Please ensure you check off the ‘Blanket/Service Order’ checkbox when creating your requisition.

For all payment related inquiries, you can contact Accounts Payable – ap@mcmaster.ca

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

Yes. Approvers can assign substitute approvers in MacBuy for the approval groups they have been assigned, and for specific date ranges (a start date and end date can be specified).

Yes. When you go into your requisition and click on the ‘What’s Next’ option on the right-hand side of the screen, you will see the workflow below. You can then click on the white circles to expand each section to see who the approvers are, and where your requisition is sitting in the workflow.

Requisitions are usually returned because the chartfield is incomplete/incorrect. Please refer to the History tab in the requisition to see what is causing the return.

Please use the Supplier Setup/Change Request Form located in Mosaic at the following pathway:

Navigator – Finance – Purchasing – Requisitions – Supplier Setup/Change Request Form

These requests will be reviewed and processed by Strategic Procurement.