buyBAMA transforms the way goods and services are purchased at The University of Alabama, by providing campus employees with an electronic procurement system that is easy to navigate and intuitive to use, resulting in an easier and faster procurement process. It is the single point of entry where faculty and staff at The University of Alabama can go to shop for most of their campus-related purchases. buyBAMA saves money by using negotiated discounted prices from The University of Alabama. It is able to keep track of what you purchase and how much you spend on these purchases, improving our ability to negotiate volume discounts.

Here are a few features of the system:

  • Users may shop from multiple contract vendors from a single sign on.
  • Requests for P-Card single purchase limit increases for purchases from the hosted vendors are automated.
  • The process of entering requisitions is simplified and streamlined.

The buyBAMA system is fully supported by the University’s Purchasing department. We understand that issues and questions will arise from time to time and we are here to help! Please email buyBAMA@ua.edu should you have any questions, need assistance troubleshooting any issues or desire one-on-one or group training.

User Guide

The User Guide is an instruction manual that gives comprehensive step-by-step instructions on each of the primary functions completed through buyBAMA. Developed to be the primary reference guide for new users, it also functions as a reference for more experienced users as needed. Click the headings on the Contents page to quickly navigate to the section that you need.

Quick Start Guide

The Quick Start Guide is a great reference for placing your first orders. It also included reminders for less common order types and the steps to complete receiving.

Chemical Orders

There are specific instructions for placing Chemical Orders. Regulated Chemicals require special tracking and must be shipped to Environmental Health and Safety. Please order these items separately from other items.

Receiving/Re-Opening Orders

Receiving is no longer required in buyBAMA. Purchase Order Invoices will now route through Concur. Confirmation of fulfillment of order is now part of the Concur PO Invoice process.

Information for submitting PO Invoices in Concur has instructions as well as additional information on the process.

If you would still like to complete receiving, for informational purposes, that is still an option. The Receiving instructions will help guide you through the process.

Catalog Orders over $10,000

Requests for P-Card limit increases are built into the approval workflow in buyBAMA. For Catalog Orders over $10,000, it is necessary to enter the following information in the internal notes on the Checkout tab to expedite the processing of the P-Card single purchase limit.

  • Cardholder’s name
  • Last 4 digits of the card number

Once the requester completes the checkout tab, the order will be routed through the approval queue and then returned for the credit card information to be entered.

Defining Roles

University departments are responsible for assigning appropriate user roles for their personnel.  The Defining Roles guide can be used to assist you in this process.  The table details the functionality and responsibilities of each role. Departmental user roles should be reviewed on a regular basis and any necessary role changes should be addressed as follows:

  1. New user access and role changes can be requested through buyBAMA Access Request Form
  2. User terminations or transfers (to other departments) should be communicated to buyBAMA@ua.edu as soon as possible.

Training

Online training is available for all buyBAMA users based on the role that they are assigned. The training videos and eLearning course may be accessed at any time as training for new users or to provide a refresher for more experienced users. Please feel free to revisit them at any time on the Training page.

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