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GeM Frequently Asked Questions

Frequently Asked Questions

Logging in
- How do I access GeM?
- My institution does not appear in the access by institution box, why not?
- My institution is not a member of one of the UK Higher Education Purchasing Consortia, how do I become a member?
- Do I need username and password to access GeM?
- How do I set up a username and password on GeM?
- Why is it taking a long time for my GeM account to be approved?
- I've forgotten my username what do I do?
- I've forgotten my password what should I do?

Institution merger or name change
- My institution is in the process of, or has already, merged.  What do I do?
- My institution is in the process of, or has already, changed it's name.  What do I do?

Requesting quotes on GeM
- I want to carry out a quote on a product/service, can I do this through GeM?

eMarketplace
- I'm interested in using the GeM eMarketplace, how do I get started?
I want to purchase from the GeM eMarketplace.  How do I get on to the system?
- Do I need a purchase card to use the eMarketplace?
- If I make a purchase through the system will I be invoiced?
- How do I reconcile purchase made through GeM?

Training
- Is there training available on GeM?

My question isn't answered here what do I do next?

How do I access GeM?

Visit www.gem.ac.uk. And click on either search to access the GeM contracts system or Get Quote/Buy direct to access the GeM eMarketplace.

All institutions are enabled so that their users don’t need to log in to look at contract information. To carry out quote requests or to manage contract information or user views you will be required to log in to the system.

My institution does not appear in the access by institution box, why not?

All institutions who are a member of one of the UK Higher Education purchasing consortia are set up with a portal on GeM.  If your institution is not listed on GeM but is a member of one of the purchasing consortia, contact the cloudBuy Customer Support team and we will arrange for your institution to be set up.

My institution is not a member of one of the UK Higher Education Purchasing Consortia, how do we become members?

There are seven higher education purchasing consortia across the UK who negotiate contracts on behalf of their members.  We would advise that you contact the purchasing consortia to determine which is right for you.

Do I need a username and password to access GeM?

To look at contract information on GeM you do not require a username and password.  However if you want to carry out a request for quote or purchase from the eMarketplace, you will need to log in to the system.

How do I set up a username and password on GeM?

Some institutions are set up so that the system automatically takes their institutional log in details.  To determine if your institution is set up in this way go to www.gem.ac.uk and click on 'Get Quote/Buy Direct' on the top right hand side of the screen. 

If your institution is not set up through institution log in you will need to register for an account.  To do this go to www.gem.ac.uk and click on the 'Get Quote/Buy Direct' ’ icon.   In the green box entitled ‘login via GeM’ click on the New Account button and complete the required information on the next page.  Once completed, save the information.  The information will be sent to your institutions GeM administrator and, once approved, you will receive an email notification. 

Why is it taking a long time for my GeM account to be approved?

Your completed new account form is sent to your GeM administrator for approval.   You will need to contact this individual to determine how quickly the account will be approved.  If you are unsure who to contact, please contact the cloudBuy Customer Support team for more details.

I’ve forgotten my username what do I do?

If you are logging in via the institution log in you will need to follow your institutions forgotten username policy.
If you log in via GeM, contact the cloudBuy Customer Support team.

I’ve forgotten my password what should I do?

If you are logging in via the institution log in you will need to follow your institutions forgotten password policy.
If you log in via GeM click on the ‘forgotten password’ button in the green box and follow the steps to have your password sent to you.

Institution merger or name change

My institution is in the process of or has already merged.  What do I do? 

Contact the cloudBuy Customer Support team and the team will be able to make these changes for you

My institution is in the process of or has already changed it’s name.  What do I do?

Contact the cloudBuy Customer Support Team and the team will be able to make these changes for you

Requesting quotes on GeM

I want to carry out a quote on a product/service, can I do this through GeM?

Yes. GeM’s request for quote feature allows you to contact suppliers for a quote on a specific item(s) or service(s).  A full audit trail is contained within GeM and, if your institution uses the eMarketplace, you can purchase directly from the winning supplier through GeM.

In order to carry out a request for quote you will need to log in to the GeM system.  To log in click on the 'Get Quote/Buy Direct'  icon which will take you to the GeM log in screen. 

The log in page  directs you to access GeM via your institution’s preferred access method.  Use the relevant log in details to access the system.  Once inside GeM, you can complete a request for quote by going to the relevant agreement and clicking on the request for quote button.  

eMarketplace

I’m interested in using the GeM eMarketplace, how do I get started?

Contact the cloudBuy Customer Support team.The team will work with you to maximise the benefits of the eMarketplace for your institution and advise on the best way to roll it out for your institution. 

I want to purchase from the GeM eMarketplace.   How do I get on to the system?

In order to purchase from the GeM eMarketplace click on the ‘go to eMarketplace’ icon from gem.ac.uk which will take you to the GeM log in screen. 

The log in page directs you to a log in page which highlights your institution’s preferred access method.  Use the relevant log in details to access the system.  Once inside GeM, you can search for the goods and services you wish to purchase.

Do I need a purchase card to use the eMarketplace?

GeM only works with purchase cards.  An eMarketplace system which uses purchase cards provides greater security for institutions with transparent reporting and an efficiency saving per transaction of £44. 

If I make a purchase through the system, will I be invoiced?

Electronic invoicing is completed through GeM.

How do I reconcile purchases made through GeM?

Administrators can pull real time spend reports from GeM as frequently as required to reconcile against purchase card statements or monitor spend through the system.  The reports can be uploaded into most finance systems for easy analysis. 

Training

Is there training available on GeM?

We hold free webinar training sessions which highlight the benefits GeM can bring to your institution while familiarising you with the system.  The 90 minute sessions can be accessed remotely from your PC and landline. The latest schedule and booking information is available at: http://www.gem.ac.uk/training.html
User guides are also available at http://www.gem.ac.uk/contact/user-guides.html

My question isn't answered here, what do I do next?

Please contact the cloudBuy Customer Support team