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Buy-to-Pay (B2P)

Harvard University uses Buy-to-Pay (B2P), a unified procurement platform that replaces Harvard Crimson Online Marketplace (HCOM) and provides an enhanced buying and paying experience. 

University Buy2Pay team support offerings can be found here

Buy-to-Pay 

B2P users can order supplies, submit Purchase Orders, Payment Requests, and Non-employee reimbursements in the B2P system. All B2P users must complete Responsibilities of Purchasers, Preparers and Approvers (ROPPA) training.

Please determine the business needs of your role and department, and then contact leah_nickel@harvard.edu to request B2P system permissions. You do not need to request Shopper permissions as they are automatically assigned to employees.

Mandatory Trainings:

B2P Roles Explained:

  • Shopper: A Shopper can create a purchase order, shop via a non-catalog request, payment request, etc. This is knows as creating a shopping cart. Shoppers cannot submit a cart into the approval workflow. Only Requestors can submit a cart into the workflow to start the payment process with that cart. The Shopper must assign the cart to a user with a Requestor role, who can send the cart into the approval workflow. For some departments in Harvard Library's approval hierarchy, this is used as an additional opportunity to review the cart. 
  • Requestor: A requestor can shop, consolidate, edit carts, and send the cart into the approval workflow. When a Requestor submits a cart into the approval workflow, they don’t choose an approver. B2P automatically assigns the approver based on the dollar amount and org of the order or requisition.  
  • Approver: Approval workflows differ between HL, tub 195 and HCL, tub 415. Approvers can shop, assign, edit, and return draft carts, and approve return or reject requisitions. If an Approver is not also set up with a requestor role, they cannot submit carts into the approval workflow. Within the approval framework, B2P automatically sends requisitions to a shared folder where all Approvers at that assigned level and org can see and/or approve it.

If you need help identifying who has these roles within your group, contact your manager, or Finance. 

 

How Do I ______ in Buy2Pay?

I have to set up a Vendor for payment: You will need Supplier Portal permissions to invite or set up a vendor to register B2P. Check with your manager if you are unsure whether you have been assigned permissions. **If the supplier is an independent contractor or freelancer, review the Independent Contractor Policy and check with HR before hiring or promising payment** 

Supplier Portal work aids, training courses, and general information can be found here

Make sure to search for a supplier before you send them an invitation; they may already be in the portal: How to do a Supplier Search 

I have an invoice to pay: For an invoice in hand (not generated through B2P: for example, a vendor has sent an invoice for a Library membership for payment), you will do a Payment Request in B2P.  See Processing a Payment Request 

I have to reimburse a Non-Employee for Harvard-business-related expenses: The non-employee category includes temps, LTHTs, Harvard Students, Harvard teaching fellows, and External Post-Docs. These reimbursements often include travel expenses, and the documentation requires the written or digital signature of the Reimbursee.

I need to order supplies: To order supplies/materials from commonly used vendors like WB Mason, you will use a punchout or catalog request in B2P. 

The Shopper Quick Start Guide covers purchasing options in detail. 

  • Catalog Requests include commonly used product & services from certain suppliers that are uploaded and searchable in the B2P shopping section. Purchase Orders (PO’s) are automatically distributed via B2P, transmitted electronically to the supplier after approval, and invoices are received centrally at AP directly from the vendor. Use Catalog if you have a general need, but don't know which supplier to use. Adding a Catalog Item to a Cart 
  • Punchouts are an integrated version of the supplier's website that has Harvard-specific pricing. Punchout vendors are not labeled in B2P, but are found in clickable tiles under Laboratory Supplies and Office Supplies, Media, and Stationary. With punchouts, you are redirected to a supplier’s website to shop, but are later returned to B2P to finish your order. Purchase Orders (PO’s) are automatically distributed via B2P, and punchout orders are sent to the supplier electronically after approval. Use a Punchout if you purchase something regularly from a supplier.  See Adding a Punchout Item to a Cart 
  • Non-Catalog Requests are used for items or services you can’t find within a catalog or a punchout. Search both other options before creating a non-catalog item request. Depending on how the vendor is set up, you might have to send the Purchase Order to the vendor/supplier; it will not be sent automatically through B2P. See Adding a Non-Catalog item to a Cart 

I have items in my cart, or I have to Check Out with my order, but don’t know what to do: The Proceed to Checkout button is available to Shoppers and Requestors, but the workflows are slightly different:

  • Checkout for Shoppers: You can enter details in the cart, such as Chart of Accounts Values, Requisition Description/Business Purpose, and Standing Amount Based PO checkbox. You will then be prompted to assign the cart, which will route the cart to a Requestor.  
  • Checkout for Requestors: you can enter all required details and submit the request into the approval workflow. If the Chart of Accounts Values are not included, you must add them 

I need to know what to put in the Description Field: The Description field in B2P is the Business Purpose, and maps to the Line Description field in HART General Ledger Reporting. The General Ledger is essentially a check register for the entire university. If you only enter “Books” for a business purpose, all anyone will ever see is “Books,” which is not informative enough to identify exactly what was spent and for what purpose.

This field should always include the Who/What/Why/When of the purchase with sufficient detail to explain how Harvard funds were spent. If it is for a subscription, make sure to include the dates covered by the subscription.  

Good Business Purpose 

Incomplete Business Purpose 

Person A attended XYZ conference, Seattle WA 10/1-10/4/21 

Conference 

XYZ Membership for participation in Consortium ABC 7/1/21-6/30/22 

XYZ membership  

 

I want to know if my order/invoice has been paid: See Viewing Invoice and Payment Information 

I need to process a wire:  See the Wire Page for specific documentation requirements and instructions. 

  • *USD Wires must be minimum $1000 and sent internationally, no domestic wires allowed

Wires are created in B2P as a Payment Request (PR).   By selecting a PR you will follow the same instructions as Processing a Payment Request  but once you have proceeded to checkout you will need to navigate to the Special Handling & AP section to indicate the payment is a wire.  This is required so that the routing for approval includes the Office of Treasury Management who manually process the wire payment with the bank.   Follow the steps in Requesting A Wire  

What do all these symbols mean:

Supplier Symbols in B2P: 

Supplier Class Icons

Training

The following paths outline the recommended training for each role.

For additional information or to answer any questions or concerns you may have, please reach out to Leah Nickel, leah_nickel@harvard.edu 

Additional resources