Getting Ready (for Business Managers) - Step 1

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Step #1: Check VIP descriptions and validity

• Prepare your VIP environment for selection by your users

SciQuest orders require a valid VIP number for purchase order processing.  Users can search for and save VIP numbers as well as Expenditure Types in their profile to be used during the order process. Ensuring that your VIP numbers are valid and have meaningful descriptions will help ensure that the user experience is fast, easy and accurate.

• Fast and Easy

The SciQuest environment has a robust and easy interface for selecting and managing charging instructions including user profiles for each user that feature default values. The environment ensures that typical transactions are fast and easy.

• Accurate and Timely

Yale VIP numbers are the primary means of specifying charging instructions in the SciQuest environment. Unlike legacy VIP Phone orders, SciQuest orders do not require the communication of VIP numbers to the supplier. SciQuest VIP numbers are maintained in SciQuest and transmitted to Yale with each Purchase Order upon approval ensuring accuracy.

To ensure accuracy, VIP numbers are validated nightly in the Yale Oracle Financials environment. Following daily validation activities, all valid VIP numbers are then transmitted to SciQuest environment. Invalid numbers are disabled from use in SciQuest daily. Newly created VIP numbers are transmitted from Yale's Oracle Financials environment to the SciQuest environment within minutes of creation to ensure that they can be available for use in a timely fashion.

• Best Practices and Guidelines

The following points are considered best practices and guidelines for setting up your department's VIP environment for success when using SciQuest. The most important point to remember is that VIP numbers with easy to identify descriptions provide the biggest payoff during use:

• VIP numbers in SciQuest are automatically accompanied by the related PTAO and the description you enter when you create it.
• Users will search for VIP Numbers in SciQuest by searching with keywords (PI or researcher name, award name, your department org number, etc.) so consistent descriptions are most helpful.
• The best VIP descriptions contain the PI or researcher's last name and/or the award name or award number.
• Be sure to cancel any inactive or hard to identify VIP numbers.

• Additional Resources

• How to Create and Manage VIP Numbers
• Bug Report for VIP Numbers Once run, the View option, VIP List by VIP Owner, provides the most critical information for the VIP data review.

Intro | Step 1 | Step2 | Step 3