Central Procurement and Accounts Payable

Information For Xavier Employees

XavierBuy Purchase Process

 

1. BUYER/BROWSER

  • Creates requisition. (Only the Buyer may submit the requisition for approval.)

2. APPROVER

  • Reviews requisition and approves
    • Funds are encumbered in Banner and PO is created
  • Reviews requisitions and rejects 
    • Funds are NOT encumbered in Banner and requisition is returned to Buyer 

3. SUPPLIER

  • Receives Purchase Order electronically from XavierBuy
  • Fulfills orders / completes service
  • Submits invoice with PO number, directly to Accounts Payable

4. ACCOUNTS PAYABLE

  • Receives invoice from supplier and enters it in XavierBuy, which electronically notifies Buyer/Browser that a receipt is needed

5. BUYER/BROWSER

  • Creates receipt in XavierBuy which authorizes payment of the invoice 

HAVE A XAVIERBUY QUESTION/ISSUE?

Rather than calling or emailing Central Procurement and Accounts Payable team members please direct all inquiries surrounding the XavierBuy system to Procurement@xavier.edu so all our personnel have access to the requests. This will enable a quicker response to questions or issues that require resolution from our team. We ask for your patience as we work through the details of the new implementation.