Not all suppliers were migrated into OWL Buy during implementation. Only suppliers with active direct deposit information in Banner were loaded into the system.

If you are unable to locate a supplier after searching OWL Buy, you will need to submit a New Supplier Request.

Once the request is approved by Procurement Services, the supplier will receive an invitation to complete registration in OWL Buy. As part of the onboarding process, suppliers are required to provide their direct deposit information and any other required registration details before they can be activated for use.

What should I do?

1. Search OWL Buy to confirm the supplier does not already exist.
2. Submit a New Supplier Request.
3. Monitor the supplier request status.
4. The supplier must complete onboarding and provide direct deposit information before the supplier record can be activated.

A requisition may be returned to a Draft Cart if the budget check performed by OWL Buy determines that insufficient funds are available in the selected Index.

Common causes include:

• Insufficient available budget in the selected Index.
• Budget funds have been fully committed to other transactions.
• Budget transfers have not yet been completed.

What should I do?

1. Review the Index used on the requisition.
2. Contact the Budget Office to determine whether a budget transfer can be completed.
3. If appropriate, update the requisition to use a different Index with sufficient available funding.
4. Resubmit the requisition after the budget issue has been resolved.

Once a requisition is submitted, it is routed through an approval workflow based on factors such as the purchase amount, funding source, account code, and the nature of the goods or services being purchased.

To view the approval status of your requisition:

1. Open the requisition.
2. Locate the Workflow section on the right side of the document.
3. Review the workflow steps displayed.

The Workflow section shows:

• Completed approval steps
• The current reviewer or approval group
• Pending approval steps
• Specialized reviews that may be required for the purchase

Depending on the transaction, your requisition may be routed through one or more of the following reviews:

• Budget Authority Approval
• Delegated Authority Approval
• Procurement Review
• Information Technology (IT) Review
• Environmental Health & Safety (EHS) Review
• Sponsored Research Review
• Integrated Communications & Marketing Review
• Capital Expenditure Review
• Lab Fee Review
• Other specialized approval workflows

If your requisition appears to be delayed, review the Workflow section to identify the current approval step. This will help determine whether the requisition is awaiting departmental approval, a specialized review, Procurement review, or another required action.

Once all approvals have been completed, the requisition will proceed through a final budget check and, if successful, a Purchase Order will be generated. If a workflow step returns the requisition for correction or the budget check fails, the requisition may be returned to you for further action.

The appropriate contact depends on the type of question or issue you are experiencing.

Procurement Services

Contact Procurement Services at Procurement@SouthernCT.edu for assistance with:

• Requisitions and purchase orders
• Supplier searches and supplier requests
• Contract requests
• Shopping carts and approvals
• Catalog and supplier purchasing questions
• General eProcurement guidance

Accounts Payable

Contact Accounts Payable at AccountsPayable@SouthernCT.edu for assistance with:

• Invoice processing
• Payment status inquiries
• Direct deposit questions

No. Purchase Orders that were created in Banner prior to the implementation of OWL Buy should not be recreated in OWL Buy.

Recreating an existing Banner Purchase Order in OWL Buy will result in a duplicate encumbrance of funds and may cause budget and payment processing issues.

For invoices associated with an existing Banner Purchase Order, continue to follow the current process:

• Do not create a requisition or Purchase Order in OWL Buy.
• Submit the invoice for payment and include the Banner Purchase Order number. 
• The Accounts Payable team will review the invoice and perform the necessary matching against the existing Banner Purchase Order record.