On-line Purchasing Requisition Process How to complete an error-free Purchase Requisition Log-in & Budget Amounts (p. 2) Adding & Searching Catalog Numbers (p. 3-6) Completing your Requisition Request (p. 7-9) New Changes On-line (p ) How to Approve (p ) Other Helpful Tips (p )

Log-in & Budget Amounts First you will need to establish a LOG-IN: - PI or Manager must Amany Zaki to add New User - PI must also include a dollar limit for each user

ORDERING: adding & searching catalog numbers Once Login is established you can start on-line ordering You can start by Adding or Searching your catalog numbers 1) Click the “Build Order” tab TO ADD NEW CATALOG #’s

ORDERING: adding & searching catalog numbers 2) Use the fields below if you want to SEARCH for the catalog number

ORDERING: adding & searching catalog numbers If you cannot find your specific catalog number then you will need to add it 3) Click “add catalog item”

ORDERING: adding & searching catalog numbers 4) Choose a Vendor and complete each field, then click “Buy it”

ORDERING: adding & searching catalog numbers 5) The items will be added to a Cart as seen below:

ORDERING: adding & searching catalog numbers At this time you can ADD & SEARCH additional catalog #’s to add to your CART, or Start Over. If you are ready to complete your order then click “Complete Request”

ORDERING: adding & searching catalog numbers 6) Please mark as Rush if the order is urgent 7) choose your grant account in the drop down menu

New Changes: *New Vendor ADDS *Minor Services *Blanket Orders *Assets * Credit Cards How to ADD a New Vendor: Click the link to “Request a Vendor” and complete the form Once submitted Accounting will add vendor and a confirmation to the requester that it has been completed Once the vendor is added you can submit your order on-line

New Changes: *New Vendor ADDS *Minor Services *Blanket Orders *Assets * Credit Cards SERVICES are now being accepted on-line

New Changes: *New Vendor ADDS *Minor Services *Blanket Orders *Assets * Credit Cards Minor Services: – Calibrations (pipette) – Minor Maintenance – Custom / Sequencing For example: SERVICE order to the vendor: A&A Labs Qty : total dollar amount Unit : dol (dollar) Item# : CREATE the item# as SERVICE-DEPT# (ie: service-182) Description : SERVICE – Describe services Unit price : $1.00 Notes : Description of items or services (very important) Minor Services are used for small dollar amounts usually under $1000 for infrequent orders (minor services, custom, minor repairs/maintenance, one-time services) Blanket Orders are used for big dollar amounts meant to be used for the entire year. If you are frequently “adding dollars” your original amount is too small!

New Changes: *New Vendor ADDS *Minor Services *Blanket Orders *Assets * Credit Cards BLANKET ORDERS are now being accepted on-line For example: BLANKET ORDER to the vendor: Eton Qty : total dollar amount Unit : dol (dollar) Item# : CREATE the item# as BLANKET-DEPT# (ie: blanket-182) Description : OPEN ORDER – describe products or services Unit price : $1.00 Notes : Description of items or services (very important) You can still issue requisitions on-line to ADD DOLLARS. The PO numbers will change, but you can still keep using the original PO# for future releases. Example for ADD DOLLARS: Follows the steps above and use LBO “original PO” for the catalog number (example: LBO )

New Changes: *New Vendor ADDS *Minor Services *Blanket Orders *Assets * Credit Cards What is an Asset? All equipment over $5K is considered an ASSET Purchasing will assist in obtaining Quotes for all Assets Assets Over $25K MUST have competitive Quotes What is REQUIRED for an Asset request? Justification form: describing why you are making this purchase Valid Quote (attach to your online PO or to Purchasing) Valid grant using the correct object code example: Major Equip object code = #6704 ***If you are having trouble with any of the object codes – contact Purchasing ASAP

New Changes: *New Vendor ADDS *Minor Services *Blanket Orders *Assets * Credit Cards We are now accepting Credit Card requests on-line CC requests are submitted in the SAME method as PO requests

How to Approve as the Authorized Approver or PI If your order is above your budget threshold then the on-line request is sent to the next highest approver via (in some cases this is your PI) At this time your “Approver” must click the link within the to approve the order and then log-in. As seen on the next screen the approver must select EACH line item to approve and click the “check box” for each line item. The Approver can “approve” OR “return to submitter” Once approved the order is routed to Purchasing

PQ Approver Screen

Other Helpful Tips Computer requests All computer related supplies and equipment must be reviewed and approved by IT Any computer over $1K must be accompanied by a computer form provided by the IT Dept Radioactive Orders All requests for Isotopes or regulated items must be reviewed by EH&S and be signed by the Radioactive Safety Officer’s signature. Examples: 200-Proof Alcohol Gases Isotopes

LIAI Object Codes Example of Object Codes used for purchase requisitions Object CodeDescription 5201Gases 5206Animal Supplies 5224Isotope, Radioactive Supp 5229Antibodies 5229Electrophoresis Supp/Gels 5229Lab Supplies, Misc 5229Molecular Biology, Misc 5229Oligos – Primers 5229Personal Safety Supply 5229Chemicals 6703Furniture & Fixture Major 6704Lab Equip, Major Object CodeDescription 6750Computer Equip, Minor 6751Lab Equip, Minor 6753Furniture, Minor 6760Equipment Repair & Maint 6775Equip Supplies, Common 7210Computer, Software 7215Office Supplies, Dept. 7215Computer, Supplies 7220Office Supplies - General

Contact Info: Please contact Purchasing with ANY questions or concerns. -we prefer that you contact us using the main . Keiko Jung: April Fava: Erika Sarinana: Purchasing Manager: Rory Griffin Buyers: Keiko Jung, Sr. Buyer April Fava, Buyer Erika Sarinana, Buyer