The rollout of the MIT Buy-to-Pay (B2P) system is complete, with all Institute departments now using B2P for catalog orders, external requisitions, purchase orders, and invoices. The completion of the rollout marks the close of the first phase of the B2P project, focused on simplifying and modernizing MIT’s buying and paying processes.
eCat and Atlas Buying Transition
With the completion of the Buy-to-Pay (B2P) rollout, the eCat/SciQuest system was shut down on July 21. Catalog orders should now be placed through the B2P system at buying.mit.edu. All historical requisitions, POs, and invoices remain available through links on the Atlas Buying tab.
On August 4, the Atlas Buying tab will be updated with the following changes:
- The External Requisitions link on Atlas will no longer be available for the creation of new requisitions. Change orders will still be possible.
- Legacy requisitions, POs, and invoices will be available through links on the page.
- A link to the B2P system at buying.mit.edu will be added.
The next version of B2P, Release 18 (R18), is targeted for August 19. The following fixes and enhancements are planned for this release:
- For requisitions or invoices split among cost objects, Approvers will need to click “Approve” only once (rather than for each spending group).
- All __.mit.edu email domains (e.g., eecs.mit.edu, space.mit.edu) will be able to receive email notifications.
- To Do’s list will update once approval or other action is complete.
- Filters for “Supplier” and “Commodity” will be available in the hosted catalog search.
- Comments can include ”mentions” of users (e.g., @johndoe), which sends an email notification to the mentioned user.
- Names of all Approvers will be visible in hover text for groups in Approval Chain (rather than first five Approvers).
With the rollout complete, the B2P team will now focus on taking advantage of the full capabilities in the B2P platform.
B2P offers new electronic ways for suppliers to submit invoices, including the Coupa Supplier Portal (CSP) and PO email invoicing (see Submit an Invoice). The team will continue to move away from paper and PDF invoices and toward these more automated and green electronic methods, which provide a faster, simpler process with greater visibility for MIT departments and suppliers.
The team will also consider opportunities to enable requisitions to MIT internal providers and explore newly released features that could bring the MIT Procurement Card, Reimbursements, and Requests for Payment into the B2P system.
Stay in the B2P Loop
To receive important updates about B2P, subscribe to the B2P Announcements mailing list at https://b2ptrain.mit.edu/b2p-announcements. If you have logged into the B2P system at any time since January 1, 2017, you will be added to this list automatically – but you can opt out at any time by clicking Unsubscribe in the email.
See Get to Know the B2P System on the VPF website for additional guidance, including quickcards.
In-person training sessions are available for sign-up in the Atlas Learning Center:
- B2P Overview: http://web.mit.edu/training/course.html?course=ADM10360c
- B2P Tips & Tricks: http://web.mit.edu/training/course.html?course=ADM10394c
Questions? Need Support?
The project team welcomes questions and feedback to the B2P Contact Center at firstname.lastname@example.org or 617-253-7000. Community members already using the system can receive hands-on assistance by bringing questions to a B2P drop-in session, held every Wednesday from 10 am to 11 am in NE49-3098 (Little Cayman Conference Room).