The transition migration from eBuy to eBuy2 has been extended from March 31 to April 16 to allow for a smoother transition between the two systems.
If you have used eBuy to create requisitions, approve requisitions, or to process utility payments since January 1, 2010, and are not one of the over 45,000 users that have already registered for eBuy2 access, you will need to do so by April 16 to avoid an interruption in service.
The new eBuy2 is an enhanced version of eBuy that will improve financial controls, reduce costs, and provide a better user experience. System upgrades for eBuy2 allow side-by-side comparison shopping — with pictures — improved search capabilities, expanded use of business and item attribute indicators, and multiple shopping cart options.
For questions and answers about the new eBuy2 system, such as what is now live and functioning, or to learn what features in the old eBuy system will still be available after April 16, see the Frequently Asked Questions below.
For more information about eBuy2 — including training guides and brief video demos, visit http://blue.usps.gov/purchase/eBuy2_home.htm.
What is live and functioning in eBuy2?
n Off-catalog requisitioning.
n Blackberry eApprover.
n Online supplier catalog ordering.
n On-catalog order receiving process.
n Paper Utility Bill Post & Certify (now called check request).
n Electronic Utility Bill Certify will be live for all 50 electronic utility suppliers on April 12.
What roles should I apply for in eBuy2?
Most users will apply for the requisitioner, approver, and analyzer roles. The details related to each role are described in the eBuy2 user registration guide on the eBuy2 blue page. Some users will also need to apply for the budget reviewer or finance number custodian role as well to create the approval hierarchy tied to each finance number. These roles should only be applied for at the direction of your leadership.
How does the requisition approval process work in eBuy2?
The basic approval process for every requisition is based on the finance number being charged and the requisitioner’s manager.
n Approver #1 — Budget reviewer for the finance number.
n Approver #2 — Requisitioner’s eAccess manager (can be changed in the requisition to any other eBuy2 approver).
n Approver #3 — Finance number custodian for the finance number.
The requisitioner and the approvers can add any additional approvers that are necessary for the requisition. They can also add individuals as an FYI notification.
A requisitioner cannot create a requisition against a finance number until the budget reviewer and finance number custodian roles are applied for and approved via eAccess, and the requisitioner’s eAccess manager has at a minimum applied and been approved for the approver role. Users with the analyzer role can run the USPS Finance Number Approval Chain Report to see if their approval chain has been fully set up in the system.
How does the approver’s dollar limit apply in eBuy2?
The approver’s dollar limit is being captured in the eBuy2 eAccess registration process for use in future system enhancements. It is not utilized in the approval process at this time.
When will my access to eBuy for creating requisitions be removed?
Access to create new requisitions in eBuy will be removed for all users the morning of April 17. Requisitions that are in progress after April 17th will be evaluated to determine if they should be cancelled and reprocessed via eBuy2 or if they will be allowed to be completed in the eBuy system.
I only use eBuy to submit service change requests (SCRs). Do I still need to apply for eBuy2 access?
No. The SCR module in eBuy will stay in eBuy and not be migrated to eBuy2. You will continue to use the SCR module as it is today.
Will I be able to see old requisitions in eBuy for historical reference?
Yes. User access to view requisitions in eBuy will not be removed.
Will my on-catalog blanket purchase orders that are in eBuy automatically be converted over to eBuy2?
No. Any on-catalog blanket purchase orders for the remainder of FY10 and beyond will have to manually be recreated and approved in eBuy2 by April 16. If this is not completed, the supplier will not be able to invoice your office via eBuy2, and thus you may encounter a disruption in service. Blanket purchase orders for off-catalog purchases do not have to be recreated in eBuy2.
I hear that we will no longer be able to phone in orders to on-catalog suppliers, since this would bypass requisition approval controls. I work in one of the 300+ small offices without computer access to eBuy2. How do I place an order?
You will need to call a Post Office™ facility with computer access — or your district office — and ask them to place the order for you.
Where can I find training and user guides on eBuy2?
http://blue.usps.gov/purchase/eBuy2_home.htm
Who do I contact if I need technical assistance on eBuy2?
Contact the National Material Customer Service Center at 800-332-0317. Contact the eBuy2 project team at eBuy2@usps.gov.
— SCM Strategies, Supply Management, 4-8-10
