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Glossary


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Account AssignmentA field where an organizational unit is entered that is used for cost responsibility.

Agreement Administrator - Person responsible for managing the supplier that is under contract.

Approval Process – The workflow that a shopping cart or purchase order needs to go through to become approved.  The approval process may include: a department approver, Sourcing & Procurement, Property Management, Environmental Health and Safety or any ad-hoc approver. 

Approved – Shopping cart or purchase order status which indicates that the shopping cart or purchase order has completed the approval process.

Awaiting Approval – A shopping cart status which indicates that the shopping cart is in the approval process. The status can be seen in the Approval Process Overview tab.

BUDS –An acronym for Boston University Diverse Suppliers Program, which is a supplier diversity program used by the Sourcing & Procurement department.

Buy on Behalf –
A General Data field that is used for purchasing goods for another user. The user that is receiving the goods can search for and view the shopping cart that someone else created on his/her behalf.

Buyer – A Sourcing & Procurement professional that assists in the procurement process.

C/OStands for “Care Of” and it is a field in the delivery address tab. This field is used for providing the name of the recipient of the good or service.

Commodity – A division of products and services that is used to divide labor in the Sourcing & Procurement department. Examples are information technology and laboratory supplies and services.

Compensation-
Defined as either a lump sum, unit price, or time and material.

Cannot Be Ordered –
Item status which indicates that the shopping cart has been rejected by the buyer after the shopping cart has been through the approval process. Items with this status typically did not have an assigned supplier.

Contract administrator – The person responsible for ensuring that the scope of work is completed, to required specifications, and within the cost and stated time limits.

Cost Center –
An account assignment category that is used for purchasing off of cost objects.

Customs Broker - A professional that clears goods through customs barriers.

Default Settings –
Values that are applied to the entire shopping cart. These values should be set before any items are added to the shopping cart. To access the Default Settings in a shopping cart, you will need to click on Set Values.

Delivery Address / Performance Location The location on campus where the goods are being shipped or the service is rendered. When creating a shopping cart, the location must be assigned by searching for the address rather than manually typing over existing data.

FOB - An acronym that can stand for "free on board" which means the supplier is responsible for shipping costs and the product until it arrives at Boston University.

Follow-on Document Created – Shopping cart Item Status which indicates that a purchase order has been created or an invoice has been entered or paid.

Full and Open Competition All responsible sources are permitted to compete.

Hosted Catalog –
A type of catalog that is available to shoppers that is hosted and maintained by Boston University. This type of catalog is loaded with items that have negotiated pricing and is labeled Terrier Marketplace Product Catalogs under Add Item in a shopping cart. Shoppers can visit this catalog to browse, compare, and add products to their shopping cart.  This type of catalog hosts information from multiple suppliers.

In Purchaser’s Worklist – Item Status which indicates that the item is with Sourcing & Procurement waiting to be sourced. Items with this status typically do not have an assigned supplier.

Internal Note – A field in the Notes and Attachments tab that stores text written by the user that is visible to the approvers and buyers. This information is not printed on the purchase order.

Internal Order – An Account Assignment Category that is used for purchasing off of grants.

Invoice Document provided by the supplier that requests payment after the request from the purchase order has been fulfilled.

Item Basic Data –
A tab in Default Settings: Set Values that has information such as Buy on Behalf Of, Goods Recipient, and Product Category.

Limit Order – A type of purchase order is used for items/services with a variable total cost.  Formerly called blanket order.

Manager Substitution – A function in a user's Worklist that is used to set up an alternative user to perform tasks during a certain time period.

Material Order – A type of purchase order that is used to order specific goods or services.

Notes and Attachments – A tab in the line item details where shoppers and approvers can add notes or attachments for other approvers or for the supplier.

Office of General Council A department at Boston University that provides legal services to the University.

Order Confirmation A document provided by the supplier, usually in email form, that verifies the details of the order.

Period of Agreement 
A definite time frame of the agreement that has a start date and a completion date.

Personalization – A shopper can save default settings such as Asset, Cost Center, Delivery Address, Enable Email Notification, Internal Order, Product Category, and WBS Element.

Preferred Supplier - A registered supplier that is under contract with Boston University and has also been given preferred status by the Sourcing & Procurement department.

Product Category –
A code that represents a type of product or service. At BU, select UNSPSC codes are used as Product Categories.  More information can be found at here.

Punch Out Catalog –
A type of catalog that is available to shoppers that is hosted and maintained by each individual supplier. This type of catalog is loaded with Boston University negotiated pricing. Shoppers “punch-out” of BUworks Central to shop in the catalog on the suppliers site and then return to BUworks Central to finish the shopping cart request process.

Purchase Order – A legally binding document used to purchase materials and services from suppliers.

Purchasing Group – Sourcing & Procurement representative or a group of Sourcing & Procurement representatives responsible for purchasing activities.

Registered Supplier - Any supplier that has filled out the supplier registration form and has been approved by Sourcing & Procurement.

Release Rejected – Shopping cart status which indicates that the shopping cart was rejected at some point in the approval process. The name of the person that rejected the shopping cart can be found in the Approval Process Overview tab.

Scope of work  A description of the work to be done, how and for whom the work is to be done and how acceptance is defined so all parties clearly understand what is expected.

Shopper -
A requester that completes the shopping cart form.

Shopping Cart –
Used to request goods and services at BU.  Also known as a requisition.

Signatory -
a person who has signed a contract, treaty or any other legal document.

Sourcing & Procurement -
a department at Boston University that provides procurement services to the University.

Supplier Text – A field in the Notes and Attachments tab that host’s text that is visible to the approvers, buyers, and the supplier.  The text that is typed into this field is printed below the item description on the purchase order.

Terms of payment  How quickly payment will be made. This can also include negotiated discounts such as 2% 10 day net 30.

Terrier Marketplace Product Catalogs – See Hosted Catalog.

With Free Description – An item type that allows the shopper to add items to the shopping cart that have not been loaded into a catalog.  The user can write the description of the desired items.