1. Procurement II Central Stores https://webapps.wsu.edu/ais/centralstores February 9, 2010

2. Class Objectives Function of Central Stores Products & Services/Overview Establishing a Requisition Query Screens Ordering from Central Stores’ web site Delivery Facts

3. Function of Central Stores To provide commonly used items and services at competitively low prices in support of the missions of the university.

4. Overview Central Stores Online Ordering provides customers of Central Stores with the capability of purchasing goods from Central Stores via web site access. There are two kinds of orders: a Central Stores stock order and a Central Stores special order. A Central Stores stock order is a purchase of goods from the supply inventory maintained at the Central Stores facility and listed on the web site catalog. Customer billing takes place at the time the order is placed. A special order is an order from one of several vendor product catalogs, as well as items ordered from OfficeMax, via the Central Stores web site. After printing on the Central Stores printer special orders are transmitted to the vendor and the goods are either shipped directly to Central Stores or the customer. Customer billing takes place at the time of delivery.* Users are authorized to order on behalf of one or more departments, or specific requisitions. The authorization is accomplished by completing the Administrative Information Systems Access Request, which is found in the Forms Index section of the Office of Records, Procedures and forms, or a template in FileMaker Pro and forwarding on to Central Stores. Central Stores personnel will add the authorized user into the AIS system then contact the customer.

5. Overview cont. The following SCB (Service Center Billing) commands are available: Recsvc: Recurring Services RQQC: Customer Requisition Query TRQC: Transaction Query * OfficeMax & Office Depot orders are billed at the time the order is placed, while most other special orders are billed separately at the time of delivery.

6. Establishing a Requisition When ordering from Central Stores, a requisition number is required for billing and inventory management purposes. When a department requests a requisition be set up for Central Stores ordering, the department sends an IRI or e-mail providing all necessary billing information, and any pertinent information needed in completing a transaction. E-mail requests can be sent to Becky Brink at rlbrink@wsu.edu. Central Stores establishes a requisition and notifies the department of that requisition number.rlbrink@wsu.edu Departments use blanket requisitions that expire at the end of the fiscal year or granting period and are renewable upon request made by e-mail or IRI. Blankets may be requested to expire on any date. However, if the billing information (budget and project) will continue indefinitely, it is encouraged to request an end-date of 12/31/2045 so the annual renewal request can be eliminated.

7. Requisition Add

8. Requisition Add cont. End-date: should be set at the term of the project or if the project is on-going set to 12/31/45 (SCBAIM’s version of eternity). Description: how/who requested the requisition be established Customer: is populated from information in Balances that is determined at the time the budget coding is established in the Controller’s Office. The Org # can be changed at the request of the department. Negative Balance: most requisitions run in the negative and a running balance is maintained at the departmental level. Some departments allocate monies to be spent and reconcile their expenditures in that manner. Additional monies can be added at any time with a e-mail to Central Stores. Exception Codes: see next slide Replaces Reqn No: if you are opening a requisition that will replace a terminated requisition or if a grant has received a new project number. Comments: can be used for any information needed to complete a transaction (i.e. Authorized Users, or Signed ½ slip required) Auth User IDs: for approvers that are authorized to approve orders at the requisition level.

9. Requisition Add cont.

10. IPA, CRN, STE are automatically added to every requisition. SHR & DUP most common exception codes used.* *used by departments to control personnel that purchase, as well as get a copy of packing slip.

11. RQQC-Customer Requisition Query

12. RQQC-Customer Requisition Query cont. Purpose: To enter selection criteria for selecting requisitions for subsequent display. Use to look for requisitions that may have already been established. Create master list for requisition renewal at the fiscal year end.* * Print Screen list, enter any new information (new term date, monies to be added, etc.) and send to Central Stores staff for updating.

13. RQQC-Customer Requisition Query cont. Central Stores Service Center No: 1000 Alcohol Stores Service Center No: 1010 F9=Help: List of additional Service Centers that you can query. Requisition Status: O = Open Leave Blank = see all requisitions (both open & closed) Customer No: Departmental Org #

14. RQQC-Customer Requisition Query cont.

16. Single Requisition Display

17. Single Requisition Display cont.

18. TRQC-Customer Transaction Query

19. TRQC-Customer Transaction Query Multiple Transaction Display

20. TRQC-Customer Transaction Query Single Transaction Display

21. TRQC-Customer Transaction Query Single Transaction Display cont.

24. TRQC-Customer Transaction Query Selection Criteria

25. TRQC-Customer Transaction Query Selection Criteria cont.

27. Web Site Ordering Anyone with a WSU network id & password can order from the Central Stores Web site. Must be authorized by your department to approve orders. An order will remain in the “pending” box indefinitely. Use singular (i.e. pen) instead of the plural (pens) Central Stores stock item numbers are listed first. Any items listed after Central Stores are available through OfficeMax and may be ordered at the same time you are placing a Central Stores order.* *The Central Stores web site distinguishes between Central Stores stocked and non-stocked items and OfficeMax items and separates the orders into two orders. The Central Stores order will be pulled and shipped accordingly by Central Stores personnel. The OfficeMax order will be downloaded to OfficeMax and delivered to the customer on the next business day. These deliveries are made by Central Receiving personnel.

28. Web Site Ordering

29. Web Site Ordering Check Out

30. Web Site Ordering New Items

31. Delivery Facts No delivery fee Deliver to statewide locations Deliver to Bldg/Rm requested Deliver Gas Cylinders & Chemicals on Tuesday & Thursday afternoons If you put “Hold for Customer Pick Up” we will hold it. OfficeMax-no delivery on Mondays

32. Merchandise Return All items are guaranteed against damage and defect. Mis-ordered items may be returned within 60 days with a copy of the packing slip.* Merchandise more than 60 days old may or may not be returned, at discretion of Central Stores. Vendor may access a return fee, Central Stores determines if this will be passed on to customer. Stock piled merchandise is subject to pro-rating the return price. *Many vendors have a 30 day return policy

33. Merchandise Return cont. Call Central Stores when you have a return. Have a copy of your packing slip available for information. Have the merchandise staged for pick up for our drivers.

34. Used Printer Toner Cartridge Recycling Program Did you know? Central Stores will pick up used printer toner cartridges directly from your office or department. The toner cartridges are then returned to our suppliers who then remanufacture or recycle each cartridge. Extending the life of cartridges will contribute to a safer, cleaner environment by diverting unnecessary waste from the waste stream. In addition, remanufactured and recycled cartridges cost less to purchase when compared to a new cartridge.Central Stores Fact: In 2009, Central Stores returned nearly 2,500 used toner cartridges to a local Washington company that specializes in the recycling & disposal of toner cartridges. By using this program WSU and Central Stores have diverted nearly 5 tons of consumable waste from the landfill. Toner cartridges are easily identifiable by their size (most are 11" wide). They are made of hard black plastic and have a dry, powdery substance (toner) encased within them.

35. Return Procedure Gather all cartridges into one central pick-up area. Preferably, have the cartridges in their original boxes. Central Stores will still pick up the cartridges even if the toner cartridge is not in a box. Preferred Option:  From the Central Stores web site, click to add item #9999 to your order (empty toner cartridge)add item #9999 to your order  Enter the quantity of toner cartridges to be picked up.  Have toner cartridges staged for pick-up in one central area.  Central Stores will pick up your used toner cartridges. Alternative option:  Contact Central Stores at 335-4592 and provide the following information for cartridge pick up.  Building and Room Number of where your used cartridges are located  Name and telephone number of a departmental contact in case we need additional information.  Central Stores will pick up your used toner cartridges. Thank you for supporting this cost-effective and environmentally friendly program!!

36. hrstraining@wsu.edu WSU employees attending this session via videoconferencing and who wish to have it documented on their training history must notify Human Resource Services within three days of the session date.