Accessing and using myPurchase and uBASE

Help on ... myPurchase and uBASE

Access to myPurchase and uBASE is restricted by profile, and through attendance at a formal training course. Your department needs to request your profile by submitting a profile request form.

Once you receive notification that your profile(s) has been activated you'll need to change your password. You should logon to Synchronise your Passwords. You should also set your web browser to work with myPurchase.

You can access myPurchase and uBASE through the staff application channel on MUSE. If you are using uBASE you will find that it is much quicker and simpler to use uBASE through the downloadable GUI or through the managed desktop.

Guidance notes and training course information is shown below for these topics:

Introduction to using myPurchase and uBASE
Purchasing and Sales
Reporting and Budgets
Moving Department and your MyPurchase and uBASE account

Introduction to myPurchase and uBASE

Activity	Topic	Training and further information
Introduction	Synchronise your password	Once you receive notification that your profile(s) has been activated you'll need to synchronise your University passwords
Introduction	How to ...	... login to myPurchase ... set your browser to work with myPurchase ... login to uBASE via GUI, managed desktop, or for MAC and Linux users
Introduction	Printing in uBASE	Set up printing in uBASE
Introduction	uBASE - Basics in Navigation	uSpace for Basics in Navigation with general guidance on using uBASE and understanding how to navigate around the system
Introduction	myPurchase and uBASE - overview of Procure 2 Pay process	On-line training video - overview of Procure to Pay process On-line training video - overview of Requisitioning and Approving process On-line training video - overview of Purchase Ordering process On-line training video - overview of Goods Receipting process uSpace for Purchasing with discussion forum and information about updates and changes
Introduction	Connecting from off campus	Set a VPN link to access myPurchase and uBASE away from campus

Purchasing and Sales

Activity	Topic	Access granted by ...	Training and further information
Purchasing	myPurchase and uBASE - overview of Procure 2 Pay process	Not applicable	On-line training video - overview of Procure to Pay process On-line training video - overview of Requisitioning and Approving process On-line training video - overview of Purchase Ordering process On-line training video - overview of Goods Receipting process uSpace for Purchasing with discussion forum and information about updates and changes
Purchasing	myPurchase - requisitioning (including myCatalogue)	Receipt of authorised Profile Request Form	How to login to myPurchase How to set your browser for myPurchase On-line training course information uSpace for myPurchase users with on-line training videos uSpace for Purchasing with discussion forum and information about updates and changes
Purchasing	myPurchase - approving	Receipt of authorised Profile Request Form	How to login to myPurchase How to set your browser for myPurchase On-line training course information uSpace for myPurchase users with on-line training videos uSpace for Purchasing with discussion forum and information about updates and changes Information about the how to set the different types of substitute approvers
Purchasing	uBASE - Purchase Ordering	Receipt of authorised Profile Request Form Attendance at official training course (view details)	Training course information (including dates and how to book) On-line training video - overview of Purchase Ordering process uSpace for Purchase Orderers with guidance notes and course materials NOTE: All Purchase Orderers are also required to attend the VAT for Purchasing course uSpace for Purchasing with discussion forum and information about updates and changes
Purchasing	uBASE - VAT for Purchasing	Attendance on this course is mandatory for all Purchase Orderers You must attend within eight weeks of attending the Purchase Ordering course (view details)	Training course information (including dates and how to book) uSpace for Purchase Orderers with guidance notes and course materials NOTE: You can attend the VAT course either before or after the Purchase Ordering Course uSpace for Purchasing with discussion forum and information about updates and changes
Purchasing	myPurchase - goods receipting	Receipt of authorised Profile Request Form	How to login to myPurchase How to set your browser for myPurchase On-line training course information uSpace for myPurchase users with on-line training videos NOTE: this only allows you to goods receipt items from your own Shopping Carts uSpace for Purchasing with discussion forum and information about updates and changes
Purchasing	uBASE - goods receipting	Receipt of authorised Profile Request Form Attendance at official training course (view details)	Training course information (including dates and how to book) On-line training video - overview of Goods Receipting process uSpace for Goods Receipters with guidance notes and course materials NOTE: this allows you to goods receipt items requisitioned by other users in your department uSpace for Purchasing with discussion forum and information about updates and changes
Purchasing	uBASE - purchase reports	Receipt of authorised Profile Request Form for any uBASE profile	uSpace for Purchase Orderers with guidance on running purchasing reports uBASE Reports Catalogue with index and guidance on using each report uSpace for Purchasing with discussion forum and information about updates and changes
Sales	uBASE - sales invoicing (External & Internal Trade)	Receipt of authorised Profile Request Form Attendance at official training course (view details)	Training course information (including dates and how to book) uSpace for Sales Orderers with guidance notes and course materials uBASE Reports Catalogue with index and guidance on using each report
Sales	uBASE - sales invoicing (Internal Trade only)	Receipt of authorised Profile Request Form Attendance at official training course (view details)	Training course information (including dates and how to book) uSpace for Sales Orderers with guidance notes and course materials uBASE Reports Catalogue with index and guidance on using each report

Reporting and Budgets

Activity	Topic	Access granted by ...	Training and further information
Reporting	uBASE - cost centre reporting	Receipt of authorised Profile Request Form	Training information uBASE Reports Catalogue with index and guidance on using each report
Reporting	uBASE - external project reporting	Receipt of authorised Profile Request Form	Training information uBASE Reports Catalogue with index and guidance on using each report
Reporting	uBASE - research grant reporting	Receipt of authorised Profile Request Form	Training information uBASE Reports Catalogue with index and guidance on using each report On-line guidance on using Grants Management
Reporting	uBASE - profit centre reporting	Receipt of authorised Profile Request Form	Training information uBASE Reports Catalogue with index and guidance on using each report
Reporting	uBASE - expenses reporting	Receipt of authorised Profile Request Form	Training information uBASE Reports Catalogue with index and guidance on using each report
Reporting	uBASE - employment cost reporting	Receipt of authorised Profile Request Form Authorisation of your Profile Request from the Finance Manager for your department	Training information uBASE Reports Catalogue with index and guidance on using each report
Reporting	uBASE - purchase reporting	Receipt of authorised Profile Request Form for any uBASE profile	uSpace for Purchase Orderers with guidance on running purchasing reports uBASE Reports Catalogue with index and guidance on using each report uSpace for Purchasing with discussion forum and information about updates and changes
Budgets	uBASE - budget virement	Receipt of authorised Profile Request Form Authorisation of your Profile Request from the Finance Manager for your department	Training information

Moving Department and your MyPurchase and uBASE account

Please note that if you move to a new department you will be issued with a new user name for your new job. This is CiCS policy, and it means that you will need to complete a new profile request form for access to myPurchase and uBASE roles, this will need to be authorised by your new department. This also means that access to shopping carts and templates held in your old user name for your myPurchase account will no longer be available.

Need help or more information?

Who to contact
Contact the myPurchase and uBASE helpdesk by emailing: mypurchaseubase@sheffield.ac.uk