How to Use the Flexcard Authorization Form for Purchases Made in Gateway via the Flexcard

This guide outlines how to use the FlexCard Authorization form to authorize purchases made in Gateway via FlexCard. Note: FlexCard orders must be processed in Gateway by submitting a FlexCard Authorization form if: 1) The commodity is restricted 2) The order exceeds $10,000 3) If the order is for inventorial equipment (per unit value $5,000 or greater) or a component of an inventorial fabrication Departments may use the FlexCard Authorization Form for orders of any value.

Sandra Featherson

Sciquest

Navigate to <https://solutions.sciquest.com/apps/Router/ShoppingDashboardUserDetails?tmstmp=1756193006367>

Scroll down to the Forms section and click "FlexCard Authorization."

Enter the FlexCard Supplier Name, Supplier Contact Name, and Supplier Contact Email/Phone.

Note: The Supplier Contact Name and Supplier Contact Email/Phone fields are not required, but are STRONGLY encouraged.

Select the "Order placed with MY Flexcard" option.

Enter a brief description, price, and quantity of the item(s) being ordered.

Click "Add" to attach any relevant documents (i.e. quotes, screen prints, etc.).

Click "Add and go to Cart"

Scroll down toward the bottom of the Shopping Cart screen and click the magnifying glass next to the Commodity Code field to select the correct commodity code.

Search for the code by typing in a description of the item (i.e. "software").

Note: You can also search for the specific commodity code if you know it.

Note: The first digit of the commodity code will determine whether it is a good or a service. - If it begins with a 1-6, it is generally a taxable good - It it begins with a 7-9, it is a non-taxable service

Click the plus icon to select the appropriate commodity code from your search results.

Note: In this example, we are using a non-taxable software as our item. As such, we selected 81110000 as the commodity code.

Check or uncheck the Taxable field, depending on whether or not your item is a taxable or non-taxable. ***Note:*** For help with identifying whether your purchase is taxable, you can refer to the [Tax Services](https://bfs.ucsb.edu/tax-services/sales-use-tax-at-ucsb) page on the Business and Financial Services website.

Note: Unchecking the "Taxable" field will remove the sales tax, as indicated in the image below.

Click "Finalize Cart"

Scroll down to the Accounting Codes section and click the pencil icon to enter the chart string information.

Fill out all required CCOA fields

***Note:*** If the accountstring in the CCOA is **GL**, the following fields are required: - Entity - Fund - FRU - Purpose - Program Program can be entered as "000," but a value is always required.

***Note:*** If the accountstring in the CCOA is **Project**, the following fields are required: - CCOA Project All other required fields will be populated once you choose the CCOA Poject. However, if there are two funding sources mapped to a project, the User must manually select the appropriate value.

Click the Save button once you have entered all required CCOA fields.

Click the Assign Cart button in the top right to complete this part of the workflow.

This concludes "How to Use the Flexcard Authorization Form for Purchases made in Gateway via the Flexcard".