Access BrownBuys

BrownBuys is accessed either by the link provided above (you will be directed to log into Workday) or by logging into Workday and typing "Connect to Supplier Website" in the search bar.  Confirm the information on the Connect to Supplier Website page and click “OK”.  From there, click “Connect”.

All faculty and staff have access. As always, you should check with your department’s cost center manager or financial manager to be sure you are aware of the appropriate worktags and spend categories to use.

Orders made through BrownBuys are created electronically and immediately sent to the supplier. The suppliers, therefore, do not accept changes to orders. If you received items that you do not need, you should contact the supplier to arrange for a return and credit or reach out to the applicable strategic sourcing category manager in SPC or email procurement@brown.edu for guidance on what to do.

Yes, orders can be canceled by contacting the supplier’s Help Center found on the order confirmation form. Once the order is canceled by the supplier, the Purchase Order needs to be canceled in Workday. Contact procurement@brown.edu for guidance on canceling orders in Workday. 

The SPC category manager, in some instances, may also be able to assist you with getting an order canceled by working with the supplier representative to stop the order from shipping.

It is not possible to change a BrownBuys PO once issued. Another purchase order will need to be created to obtain additional items needed. To change cost centers after a BrownBuys order has been issued, a journal entry will need to be done.

Yes,  but you are limited to 28 characters (or less) on one line in the Memo to Suppliers field. The Memo to Suppliers will print on the shipping label. You should abbreviate wherever possible, don’t use special characters, and only include essential information that the delivery driver would need to see (phone number, lab or room number, etc.). The shipping label will automatically include: Brown University, requestor’s name, street address of building, and any additional information entered in the Memo to Suppliers field on the requisition.

Live pricing is real-time pricing (the most up to date pricing) applicable to products that may be subject to fluctuating or promotional pricing (additional discounts, etc.).

Yes, many of the strategic suppliers in BrownBuys are set up to allow for comparison shopping if they offer the same products. Use the search field above the Brown logo to search for items this way.

No. If it is an item for which we have contracted pricing with one or more BrownBuys or other suppliers, it must be purchased through that supplier. The rationale is that the “items under contract” are deeply discounted and should eliminate the need for departments to shop around for pricing. By consolidating the University’s spend for the most frequently purchased items, the University’s ability to negotiate favorable pricing and service will continue to improve. BrownBuys reduces the time needed for “shopping” making the process more efficient. If there is a question about this, please contact SPC.

Orders over $3,000 will route for approvals by cost center managers, grant managers or any other standard Workday approval routing for that type of order.

Suppliers in BrownBuys are grouped by the category of the types of products they sell. Please contact SPC if more information is needed regarding suppliers or products.

No changes have been made to the Amazon Business process. If you are shopping through Amazon, it needs to be through the University’s Amazon Business process. However, if the product needed is available through BrownBuys, it should be purchased through that process where the supplier has a contractual relationship with the University and is a known entity which makes it easier to resolve any issues.

You will receive a confirmation email from the supplier.

It is not possible to change a PO once issued. Another purchase order will need to be created to obtain additional items needed.

Shipping charges may apply to small orders, special orders, or items of excessive weight. Many suppliers may have a minimum order requirement / dollar threshold for free shipping, so orders should be consolidated whenever possible to avoid additional fees and also to support Brown’s sustainability efforts. Check with the supplier or specific information regarding shipping charges.

No, Brown has many contracts in place with suppliers for which there is not a catalog in BrownBuys. BrownBuys catalogs are for basic, commonly used items that the University cumulatively purchases in large volumes. There are many suppliers with whom the University has established relationships and managed contracts but that either didn’t make sense to add as a catalog or that we may add a catalog for at some later time. Please contact the SPC with questions about this.

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