Buying Tools All - Home | CFAES Finance Tools All_0.pdfBuying Goals - To get the best product for...
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Buying ToolsIntroduction
CFAES Business Operations, Columbus http://cfaesfinance.osu.edu
Buying Goals
- To get the best product for the best value while supporting the University’s Goals and utilizing its combined buying power.- To streamline processes and use the most efficient available buying tool.
1. Use Internal Vendors first
2. Reduce the number of vendors used
3. Utilize University, State and Government contracts
4. Buy American
5. Buy Ohio
6. Buy Local
7. Don’t buy from family members or from anyone that could create a potential conflict of
interest.
More on Reducing VendorsWhen you need to buy something consider the following:
1. Is there a vendor that is already in the system that will meet your needs? • An Internal Vendor?
https://it.osu.edu/assist/sites/default/files/assisterequest/pdf/Internal%20Vendor%20Listing.pdf
• Someone on eStores? http://osustores.osu.edu/estores/SupplierList.aspx• Someone you have used in the past?
• Look it up in PeopleSoft - http://cfaesfinance.osu.edu/training• Contact your Business Office Rep - http://cfaesfinance.osu.edu/aboutus
2. Is another buying tool allowed that wouldn’t require a vendor add? • Purchasing Card (eRequest-Purchasing Card Preferred)
• http://cfaesfinance.osu.edu/training• Personal Reimbursement (eRequest-Employee Reimbursement) • Convenience Order (eRequest-Payment)
• http://cfaesfinance.osu.edu/resources• Checking Account
• http://cfaesfinance.osu.edu/training
More on Efficient Buying Tools
Internal Orders
Purchasing Card
Convenience Order (existing vendor)
Checking Account
Purchase Order (existing vendor)
Purchase Order (new vendor)
eStores Orders
Convenience Order (new vendor)
Buying Tools SummaryInternal Vendors eRequest – Internal VendorUniversity Catering, Wired out, Uni-print, Room Rentals, Parking Passes, Communications and Technology, CIO Services
eStores and Required Vendors eRequest – eStoresRequired: Office Max, GBex for office supplies, Plumbing, UPS for shipping, Uni-Print for copiers Other: Promotional Items, Software, Computers, Electronics, Furniture
Purchasing Card eRequest – Purchasing Card Preferred$2,500 per transaction limit, $7,500 per month limit
Convenience Orders eRequest – Payment, Reimbursement or RefundPersonal reimbursement for goods purchased, licenses, inspections, taxes, postage, honoraria, refunds for items purchased from OSU, memberships in professional organizations, scholarships, registration fees, & donations.
Purchase Order eRequest – Standard Purchasing RequestPO’s MUST be assigned BEFORE the item or service is ordered or received. The following items MUST be purchased through a PO – unless they can be purchased through an internal order or eStores vendor on one of the other buying tools:AIR CONDITIONERS, AIRCRAFT, AUDITOR OR ACCOUNTING SERVICE, VEHICLES, SECURITY SYSTEMS AND SERVICE, BUILDING MAINTENANCE AND REPAIR, PAINTING AND CONTRACTING SERVICES, FIRE SAFETY SUPPLIES AND SERVICE, GAS, LEGAL SERVICES, LETTERHEAD AND MAILING LABELS, COPIERS, OFFICE SPACE RENTAL, WEAPONS AND AMMUNITION, CHEMICALS AND RADIOACTIVE PRODUCTS, RADIO & SATELLITE EQUIPMENT, SIGNAGE, TELEPHONES AND SERVICE, VENDING, & VIDEO PRODUCTION
Checking Account$1,000 per transaction limit. Mostly limited to purchases of goods.
Procurement Decision Tree
Can a University
Department provide the
good or service?
I need to buy something…
Internal Order
eRequest –Internal Order
eStoreseRequest –Standard
Purchasing Request
PCardeRequest –
Purchasing Card Preferred
Convenience OrdereRequest –Payment or
Reimbursement
Purchase Order
eRequest –Standard
Purchasing Request
Is the good/service available from
eStores?
Is the good/service
allowable on a PCard?
Is the good/service
allowable on a Convenience
Order?
Purchase your item or service
using a pre-approved Purchase
Order
Do you have a University Checking Account? Is this
allowable?Local Check
Buying ToolsInternal Orders
CFAES Business Operations, Columbushttp://cfaesfinance.osu.edu
Internal Orders Summary• First choice on the Procurement Decision Tree
• Used for purchasing from OSU Departments• Most units require an eRequest – Internal
Order to process
Can a University
Department provide the
good or service?
I need to buy something…
Internal Order
eRequest – Internal Order
eStoreseRequest – Standard Purchasing Request
PCardeRequest – Purchasing
Card Preferred
Convenience Order
eRequest – Payment or Reimbursement
Purchase OrdereRequest – Standard Purchasing Request
Checking Account
Internal Order Vendors• The list changes all the time!• Click Help on the eRequest Homepage• Click List of OSU Internal Vendors
Direct Link: https://assist-erp.osu.edu/assisterequest/documents/Internal%20Vendor%20Listing.pdf
Internal Order Vendors
Each Vendor has instructions
on placing orders and obtaininga receipt.
Follow their instructionsfor placing orders carefully!
Direct Link: https://assist-erp.osu.edu/assisterequest/documents/Internal%20Vendor%20Listing.pdf
eRequest Entry Direct Link: https://assist-erp.osu.edu/assisterequest/documents/Internal%20Vendor%20Listing.pdf
• Choose Purchasing Option of Internal Order
• In the Vendor section choose View All and scroll to find the internal vendor
• Choose Select when the vendor has been found
Note about Abbreviations - this list allows users to put abbreviations on forms while still providing auditors with the information they need. Abbreviations should be avoided unless they are on this list.
http://Go.osu.edu/abbreviationWant to add an abbreviation to our list?
http://Go.osu.edu/add
eRequest Entry
• Finish the eRequest • Description of what is being purchased• How much do you think it will cost?• Business Purpose – why are you purchasing the item or service?• Additional info Section:
• Attendee lists for food for consumption and gifts• Attachments:
• Quote or order from the Internal Vendor• Chartfield:
• Purchases will always reference a 6xxxx account number• Submit for approval
• See the eRequest Initiator Job Aid for helphttp://cfaesfinance.osu.edu/training
Note about User Defined values: If your User Defined doesn’t exist (always use the lookup button to check), delete it and enter it in the Special Funding Instructions section. Your Business Office Representative will add it for you later.
What happens while you are waiting?
Approval by your approver
Business Office Processing
Internal Vendor Processing
Approval
Processed within 1 week
Fill your order
Next Steps for you…
RECEIVE YOUR ORDER
DOCUMENT THE RECEIPTFind your eRequest Attach the proof of receipt
Save the eRequest
Buying ToolseStores and Required Vendors
CFAES Business Operations, Columbushttp://cfaesfinance.osu.edu
eStores and Required Vendors Summary
• Second choice on the
Procurement Decision Tree
• Used for purchasing from OSU Contracted Vendors
• Most require an eRequest – Standard Purchasing Request to process
Is there an eStores or Required
Vendor you can use?
I need to buy something…
Internal OrdereRequest – Internal Order
eStoreseRequest – Standard Purchasing Request
PCardeRequest – Purchasing
Card Preferred
Convenience Order
eRequest – Payment or Reimbursement
Purchase OrdereRequest – Standard Purchasing Request
Checking Account
No?
eStores Vendors• The list
changes all the time!
• http://osustores.osu.edu/estores/
Required Vendors
eRequest Entry
• The Purchasing Option will default to Standard Purchasing Request.
• In the Vendor section, choose the eStores link.
eRequest Entry
• Navigate to Supplier’s Website or by using the general search feature
• Create a shopping cart
• Continue through the prompts to buy the items until it takes you back to
the eRequest Page
Note about Abbreviations - this list allows users to put abbreviations on forms while still providing auditors with the information they need. Abbreviations should be avoided unless they are on this list.
http://Go.osu.edu/abbreviationWant to add an abbreviation to our list?
http://Go.osu.edu/add
eRequest Entry
• Finish the eRequest • Description of what is being purchased
should default from your shopping cart. • Amount should default from your shopping cart.• Business Purpose – why are you purchasing the item or service?• Additional info Section:
• Attendee list/employee status for food for consumption and gifts
• Chartfield:• Purchases will always reference a 6xxxx account number
• Submit for approval
• See the eRequest Initiator Job Aid for helphttp://cfaesfinance.osu.edu/training
Note about User Defined values: If your User Defined doesn’t exist (always use the lookup button to check) delete it and enter it in the Special Funding Instructions section. Your Business Office Representative will add it for you later.
What happens while you are waiting?
Approval by your approver
Business Office Processing
Vendor Processing
Approval
Processed within 2
business days
Fill your order
Next Steps for you…
RECEIVE YOUR ORDERSave the packing slip or any proof of receipt for eReports Reconciliation.
Buying ToolsPurchasing Cards
CFAES Business Operations, Columbushttp://cfaesfinance.osu.edu
Purchasing Card Summary(PCard)
• Department Card
• Individual Card
• Group Extended Travel Card
• Service Center Card
• Used for purchasing from any vendor• Payment made with a credit card
• Requires an eRequest – Purchasing Card Preferred
Do you have a
PCard – is this
purchase allowed?
I need to buy something…
Internal OrdereRequest – Internal Order
eStoreseRequest – Standard Purchasing Request
PCardeRequest – Purchasing
Card Preferred
Convenience Order
eRequest – Payment or Reimbursement
Purchase OrdereRequest – Standard Purchasing Request
Checking Account
No?
No?
Card Types and RolesDepartment Card • Assigned to a department
• Not to be signed• Few restrictions on purchases• $5,000 per transaction, $10,000 per cycle
Individual Card • Assigned to an individual who travels frequently• 6+ trips a year with a large monthly spend
• Should be signed
Group/Extended Travel Card (GET)
• Assigned to an employee for group travel or trips lasting > than 7 days
• Should be signed• Restricted to expenses for one trip• Temporary assignment
Service Center Card • Shared use by Business Office employees only• Not signed• Higher limits to allow for greater buying options
Process steps Card Usage
AuthorizationTransfer of
Custody (Log out)(Dept & SC Card only)
PurchaseTransfer of
Custody (Log in)(Dept & SC Card only)
eRequest Entry eRequest Approval
Reallocation & System
Approval
Records Retention
• You need preapproval to use the card – T Number for Travel or verbal approval from approver for non travel expenses.
• OSU is Tax Exempt – carry the Blanket Certificate of Exemption with you: http://controller.osu.edu/forms/Secure/BlanketExem.pdf
• Transaction limit is $2,500 – Purchases cannot be split to avoid this• Save Original and Itemized Receipts – and give to your PCard Manager• Save Packing slips and proof of receipt – and give to your PCard Manager
These items require a Purchase Order and cannot be purchased on a Purchasing Card.
• AIR CONDITIONERS• AIRCRAFT• AUDITOR OR ACCOUNTING SERVICE• VEHICLES• SECURITY SYSTEMS AND SERVICE• BUILDING MAINTENANCE AND REPAIR• PAINTING AND CONTRACTING SERVICES• FIRE SAFETY SUPPLIES AND SERVICE• GAS• LEGAL SERVICES• LETTERHEAD AND MAILING LABELS• COPIERS• OFFICE SPACE RENTAL• WEAPONS AND AMMUNITION• CHEMICALS AND RADIOACTIVE PRODUCTS• RADIO & SATELLITE EQUIPMENT• SIGNAGE• TELEPHONES AND SERVICE• VENDING• VIDEO PRODUCTION
Unallowable Costs – PRINT THIS PAGE!Extension RestrictionsOrgs 55xxx and 57xxx
• Computers• Recurring monthly services
(ex. Utilities)• Tablet Application Purchases
(ex. IPad Apps) • Meals for an individual
(Department Card Only)
Purchases on Office of
Sponsored Programs (OSP)
projects are ONLY allowable on GET
Cards.
eRequest Entry 1. Make sure all files that need to go with the eRequest are scanned
or accessible from your computer. Make sure scans are readable and completely showing on your screen. When setting up your scan a minimum DPI of 300 is preferred and files are more easily managed in a PDF format. Your computer tech can help if you have problems with scanning in your office.
2. Go to https://erequest.osu.edu, Click NEWIf you have never set your preferences, click Preferences first and put in your default
address and Chartfield. You can change this on each eRequest but it will save you time later.
3. Requested For: If the purchase was made by another individual, click Lookup Employee in the Contact Information section. If the purchase was for your Unit Approver, put their name here.
4. Choose “Purchasing Card Preferred” as the Payment Option. Enter the Last 4#’s on your card.
This will fill in when you enter the 4#’s
It is best practice to enter within 48 hours of the
transaction.
eRequest Entry 5. Enter the Description in a detailed way i.e. boxed lunches, not food.
Enter Quantity.Enter the actual total cost on your receipt in the Estimated Amount field. Enter the Vendor from which you purchased the item.
6. Additional InformationEnter your T number in the Additional Info section (if travel related).Make note in this section if your request requires special pre-approval (i.e. Alcohol).Enter the Convenience Order for registrations if a registration is non travel related: X14010.Enter an invalid User Defined for processing (see below).
7. Attach scanned receipts and any additional necessary documentationContracts for signature, recipient lists, packing slips, etc.
8. Enter the Business Purpose. If you run out of room you can add more in comments, additional info, etc.Abbreviations List (add your values too): http://cfaesfinance.osu.edu/resources
9. Enter Chartfield – BUGL, ORG, FUND and ACCOUNT are required.You may add more than one Chartfield combination. Be sure to email the PDF version of your eRequest to the approvers on any additional ORGS you may be using other than your own.You may use any User Defined you wish, click on Lookup to make sure it is a valid value, if it isn’t, put the additional User Defined in the Additional Info section and ask that it be added.
10. Click Continue
11. Click Submit for Approval
Buying ToolsLocal Checking
CFAES Business Operations, Columbushttp://cfaesfinance.osu.edu
Local Checking Summary
• Only some off campus Extension Units have checking accounts
• Used for purchasing from any vendor• Payment made with a local checking
account check• If you need to reimburse the checking account
from a University fund number, it requires an eRequest – Payment
Do you have a
checking account –is a check allowed?
I need to buy something…
Internal OrdereRequest – Internal Order
eStoreseRequest – Standard Purchasing Request
PCardeRequest – Local
Checking Preferred
Convenience Order
eRequest – Payment or Reimbursement
Purchase OrdereRequest – Standard Purchasing Request
Checking Account
No?
No?
No?
Process steps Check UsageGet
estimated amount and
Pre-Authorization
Get signed check from Fiscal Contact in your
officePurchase
Return Receipts to Fiscal Contact in your
office
• You need preapproval to use a check – Most Unit Directors require verbal preapproval and they sign the actual check.
• OSU is Tax Exempt – carry the Blanket Certificate of Exemption with you: http://controller.osu.edu/forms/Secure/BlanketExem.pdf
• Transaction limit is $1,000 – Purchases cannot be split to avoid this• Save Original and Itemized Receipts – and give to your Fiscal Contact• Save Packing slips and proof of receipt – and give to your Fiscal Contact
These items require a Purchase Order and cannot be purchased from the Local Checking Account
• AIR CONDITIONERS• AIRCRAFT• AUDITOR OR ACCOUNTING SERVICE• VEHICLES• SECURITY SYSTEMS AND SERVICE• BUILDING MAINTENANCE AND
REPAIR• PAINTING AND CONTRACTING
SERVICES• FIRE SAFETY SUPPLIES AND
SERVICE• GAS• LEGAL SERVICES• LETTERHEAD AND MAILING LABELS• COPIERS• OFFICE SPACE RENTAL• WEAPONS AND AMMUNITION• CHEMICALS AND RADIOACTIVE
PRODUCTS• RADIO & SATELLITE EQUIPMENT• SIGNAGE• TELEPHONES AND SERVICE• VENDING• VIDEO PRODUCTION
Additional Checking Account Restrictions• COMPUTERS• RECURRING MONTHLY SERVICES• MEALS FOR AN INDIVIDUAL (ex. PER DIEM)• TRAVEL COSTS (except registration fees)• PURCHASES OVER $1,000 (except payment to OSU, Camp
Fees and Postage)• PURCHASES THAT HAVE CONTRACTS (except room rental
fees – see Contract Form)• DONATIONS/POLITICAL CONTRIBUTIONS• PERSONAL EXPENSES/LOANS• CASH TO MAKE A PURCHASE• SAVINGS BONDS• GIFT CARDS (except those to be given as gifts to non-employees)• PAYMENTS TO PEOPLE
• Ex. Scholarships, Honoraria, Payroll for interns or temps, Travel Reimbursements,
• Any payment to someone that has authorization to sign the checks regardless of dollar amount.
• Exceptions: Refunds for returned items/cancelled registrations or Reimbursements for supplies under $50
• SERVICES• Ex. Parking, Bus Drivers, Photographers, Speakers, Nurses,
Moving, Cleaning, DJs, Vehicle Rentals, most Insurance
• Note: American Income Life Insurance can be paid from the checking account, but should be tracked and reported annually.
• Note: Alcohol purchases may be allowable from the checking account but, require pre-approval from the Bus Ofc.
Unallowable Costs – PRINT THIS PAGE!
eRequest Entry (This is only needed if you need a reimbursement to your checking account)
1. Make sure all files that need to go with the eRequest are scanned or accessible from your computer.
Make sure scans are readable and completely showing on your screen. When setting up your scan, a minimum DPI of 300 is preferred and files are more easily managed in a PDF format. Your computer tech can help if you have problems with scanning in your office.
2. Go to https://erequest.osu.edu, Click NEW
4. Choose “Payment” as the Payment Option.
5. The Vendor name should be your office name and address
eRequest Entry Note about Abbreviations - this list allows users to put abbreviations on forms while still providing auditors with the information they need. Abbreviations should be avoided unless they are on this list.
http://Go.osu.edu/abbreviationWant to add an abbreviation to our list?
http://Go.osu.edu/add
• Finish the eRequest • Description of what has been purchased• Enter exact amount. Ok to group like-items
together. • Business Purpose – why did you purchase the item or service?
• Additional info Section:• Attendee lists/employee status for food for consumption & gifts
• Attachments:• Receipts, Packing Slips, Check stub copies
• Chartfield:
• Purchases will always reference a 6xxxx account number• Submit for approval
• See the eRequest Initiator Job Aid for helphttp://cfaesfinance.osu.edu/training
Note about User Defined values: If your User Defined doesn’t exist (always use the lookup button to check) delete it and enter it in the Special Funding Instructions section. Your Business Office Representative will add it for you later.
What happens next?
Approval by your approver
Mail your paperwork to the Business Office or to OSP Accounts Payable.
Deposit Reimbursement Check
Approval
Business Office/OSP
Process
Check mailed to your office
Buying ToolsConvenience Orders
CFAES Business Office, Columbus
Convenience Order Summary• A type of Purchase Order
• No encumbrance
• Specific commodities only
• From any vendor – by any department
• Used to reimburse people and Extension bank
accounts for items purchased on behalf of the
University.
• Convenience Orders change at the beginning of
each Fiscal Year
• eRequest – Reimbursement, Refund or Payment
Is there a Convenience
Order to Pay?
I need to buy something…
Internal OrdereRequest – Internal Order
eStoreseRequest – Standard Purchasing Request
PCardeRequest – Local
Checking Preferred
Convenience Order
eRequest – Payment or Reimbursement
Purchase OrdereRequest – Standard Purchasing Request
Checking Account
No?
No?
No?
No?
Convenience Order Summary• Used to pay for certain types of goods or
services, from any vendor, without the need to have a separate Purchase Order.
• Current Lists are posted each July.• http://cfaesfinance.osu.edu/resources
• Submit payment on Convenience Order via https://eRequest.osu.edu
• Attach backup to your eRequest:• Reimbursements – Itemized receipts – mail originals
to Bus Ofc or OSP• Vendor payments – Itemized invoice – mail originals to
Bus Ofc or OSP• Other: Supporting documentation about the
transaction – Ex. Emails, letters, scholarship info
TypesReimbursements
Refunds
Vendor PaymentsRegistrations
PostageMembership Fees
Honoraria
Donations EndowmentsScholarships
• Processing will take 1-4 weeks depending on type of request. • http://cfaesfinance.osu.edu/resources
Con
veni
ence
ord
er L
ist F
Y17
Con
veni
ence
ord
er L
ist F
Y17
• These three convenience orders are acquired exclusively for
OSU Extension Orgs 55xxx and 57xxx
eRequest
• https://erequest.osu.edu
How are you paying?
Use the Convenience order list to decide which one to select
Business Purpose:
Why are you buying it?
What are you buying?
Who are you paying?
New vendor? Need to fax an AP Payment Compliance Form to the Business Office 614-688-0529
eRequest Entryhttps://erequest.osu.edu
List the X number Here
Payment Process
eRequest
Receipts
Attendee Lists
Business Purpose
AP Payment
Compliance Form
Check number or
proof of payment
Additional Approvals
Unit Submits eRequest
Mails paperwork to Business Office or OSP
Approver approves in the system
Business Office releases for payment
OSP Releases for payment (if needed)
Payment is made by Accounts Payable
Documentation
Submission
Print a PDF version of your eRequest.
Attach documentation. Mail to CFAES Business Operations
4 Ag Admin Building2120 Fyffe Road
Columbus, OH 43210
Print a PDF version of your eRequest.
Attach documentation. Mail to OSP Accounts Payable
1960 Kenny RoadColumbus OH 43210
Identify a Convenience Order to use
UNIVEnter an eRequest
OSPEnter an eRequest
Only original invoices and receipts need to be mailed. However OSP always requires a printed eRequest and printed documentation.
For UNIV transactions with non-original documentation - make a note in the eRequest that nothing will be mailed. When in doubt – mail what you have!
Buying ToolsPurchase Orders
CFAES Business Operations, Columbushttp://cfaesfinance.osu.edu
Purchase Order Summary• Last choice on the Procurement Decision Tree• Used for procuring goods and services from
external vendors• Vendor must be active and open for ordering in
the University’s Vendor Database• Purchase Order must be created before good or
service is received• Vendor will send an invoice, Ohio State will
issue a check, net 30 days• eRequest – Standard Purchasing Request
Have all other
options been
explored?
I need to buy something…
Internal OrdereRequest – Internal Order
eStoreseRequest – Standard Purchasing Request
PCardeRequest – Purchasing
Card Preferred
Convenience Order
eRequest – Payment or Reimbursement
Purchase OrdereRequest – Standard Purchasing Request
Checking Account
No?
No?
No?
No?
No?
eRequest Entry Direct Link: https://it.osu.edu/assist/sites/default/files/assisterequest/pdf/Entering%20an%20eRequest%20Job%20Aid.pdf
• Choose Standard Purchasing Request option• Enter the description of what will be purchased.
ie, “Term order for local phone service”• Enter your quantity and “unit of measure”• Enter the estimated amount for the purchase• Enter the Vendor Information:
name, address, phone, fax, contact person, email address and PeopleSoft vendor id (if available)
Note on University Vendors:• Even if you have created a PO to a
vendor in the past, they may not be active and open for ordering.
• The AP Payment Compliance Form is required for all new vendors and to reactivate existing vendors.
• Page 1 completed by Unit• Page 2 completed by Suppliers and
Individuals• Page 3 completed by Suppliers only.
• OSU purchasing may still deny your PO request if the good or service can be provided by a contracted vendor
Replacing PO numberThis replaces PO Number 110003AA22 for
July 1, 2015-June 30-2016
AP Payment Compliance Form
Note that you have the form and will fax to 614-688-0529
T number –T000123456 – Trip for Ling Yang
Use the Additional Info Box if you need
more room
Down-payment information Vendor requires down-payment of 50% of the total by 3/31/2014. An invoice will be
mailed to you for processing for this down-payment.
Exception Information –Purchase Order is After the Fact because
the requestor was not aware that the vendor did not accept credit cards.
Exception Form Attached.
Attendee/Recipient List Hats were given to Sally Smith
(employee), Hannah Sanders (non employee), Richard Wright (employee)
ADDITIONAL Information – use this to tell us all the stuff you need to
Time frame for POEvent is on 6/15/2014 – we need the PO in place no later than 5/31/2014
in order to place the order for the T-shirts in time.
Instructions for the vendor This Purchase Order is an estimate only – we will call prior to the event
with a final headcount and cost.
Note about Abbreviations - this list allows users to put abbreviations on forms while still providing auditors with the information they need. Abbreviations should be avoided unless they are on this list.
http://Go.osu.edu/abbreviationWant to add an abbreviation to our list?
http://Go.osu.edu/add
eRequest Entry
• Finish the eRequest • Description of what is being purchased
• How much do you think it will cost?
• Business Purpose – why are you purchasing the item or service?
• Attachments:
• Quote or contract from the Vendor
• Chartfield:
• Purchases will always reference a 6xxxx account number
• Submit for approval
• See the eRequest Purchase Order Job Aid for helphttp://cfaesfinance.osu.edu/training
Note about User Defined values: If your User Defined doesn’t exist (always use the lookup button to check) delete it and enter it in the Special Funding Instructions section. Your Business Office Representative will add it for you later.
What happens while you are waiting?
Approval by your approver
Business Office Processing
Vendor Processing
Approval
Processed within 2 week
Fill your order
Next Steps for you…• Check the status of your request
• Search for your request• If status is “complete,” your PO has been created and dispatched to the vendor• A copy of your PO is attached to the request• Your PO number will be in the “transaction ID” or “quote ID” field (remember, POs
end in numbers, requisitions end in letters. You want the PO number.)
• Follow up with your vendorTo confirm they received the purchase order and are working to fulfill your order
• Submit invoice for paymentBusiness Operations will process a payment to the vendor, no need to submit an eRequest – just mail the invoice.
Buying ToolsSummary
CFAES Business Operations, Columbushttp://cfaesfinance.osu.edu
Replacing PO numberThis replaces PO Number 110003AA22 for
July 1, 2014-June 30-2015
Convenience Order (X) Process on X14010 for registrations –
no T number needed because no travel is involved for meeting.
T number –T000123456 – Trip for Ling Yang
Use the Additional Info Box if you need
more room
Down-payment information Vendor requires down-payment of 50% of the total by 3/31/2014. An invoice will be
mailed to you for processing for this down-payment.
Exception Information –Purchase Order is After the Fact because
the requestor was not aware that the vendor did not accept credit cards.
Exception Form Attached.
Attendee/Recipient List Hats were given to Sally Smith
(employee), Hannah Sanders (non employee), Richard Wright (employee)
ADDITIONAL Information – use this to tell us all the stuff you need to
Time frame for POEvent is on 6/15/2014 – we need the PO in place no later than 5/31/2014
in order to place the order for the T-shirts in time.
Instructions for the vendor This Purchase Order is an estimate only – we will call prior to the event
with a final headcount and cost.
Internal Orders
Purchasing Card
Convenience Order (existing vendor)
Checking Account
Purchase Order (existing vendor)
Purchase Order (new vendor)
eStores Orders
Convenience Order (new vendor)
Buying Tools SummaryInternal Vendors eRequest – Internal VendorUniversity Catering, Wired out, Uni-print, Room Rentals, Parking Passes, Communications and Technology, CIO Services
eStores and Required Vendors eRequest – eStoresRequired: Office Max, Gbex for office supplies, Plumbing, UPS for shipping, Uni-Print for copiers Other: Promotional Items, Software, Computers, Electronics, Furniture
Purchasing Card eRequest – Purchasing Card Preferred$2,500 per transaction limit, $7,500 per month limit
Convenience Orders eRequest – Payment, Reimbursement or RefundPersonal reimbursement for goods purchased, licenses, inspections, taxes, postage, honoraria, refunds for items purchased from OSU, memberships in professional organizations, scholarships, registration fees, & donations.
Purchase Order eRequest – Standard Purchasing RequestPO’s MUST be assigned BEFORE the item or service is ordered or received. The following items MUST be purchased through a PO – unless they can be purchased through an internal order or eStores vendor on one of the other buying tools:AIR CONDITIONERS, AIRCRAFT, AUDITOR OR ACCOUNTING SERVICE, VEHICLES, SECURITY SYSTEMS AND SERVICE, BUILDING MAINTENANCE AND REPAIR, PAINTING AND CONTRACTING SERVICES, FIRE SAFETY SUPPLIES AND SERVICE, GAS, LEGAL SERVICES, LETTERHEAD AND MAILING LABELS, COPIERS, OFFICE SPACE RENTAL, WEAPONS AND AMMUNITION, CHEMICALS AND RADIOACTIVE PRODUCTS, RADIO & SATELLITE EQUIPMENT, SIGNAGE, TELEPHONES AND SERVICE, VENDING, & VIDEO PRODUCTION
Checking Account$1,000 per transaction limit. Mostly limited to purchases of goods.
AssistanceInternal Orders:• Internal Vendors: https://assist-erp.osu.edu/assisterequest/documents/Internal%20Vendor%20Listing.pdf
eStores Orders:• eStores Vendors: http://osustores.osu.edu/estores/
PCards:• Blanket Sales tax Exemption: http://controller.osu.edu/forms/Secure/BlanketExem.pdf• Detailed PCard Help: http://cfaesfinance.osu.edu/training
Local Checking Accounts:• Blanket Sales tax Exemption: http://controller.osu.edu/forms/Secure/BlanketExem.pdf• Detailed Checking Account Help: http://cfaesfinance.osu.edu/training• Checking Account Restrictions: http://cfaesfinance.osu.edu/training
Convenience Orders:• Convenience Order Job Aid (eRequest) http://cfaesfinance.osu.edu/training• Convenience Order List: http://cfaesfinance.osu.edu/resources
Purchase Orders:• Purchase Order Job Aid: http://cfaesfinance.osu.edu/training
General Assistance:• eRequest system: https://erequest.osu.edu• eRequest Initiator Job Aid: http://cfaesfinance.osu.edu/training• AP Payment Compliance Form for adding or updating vendors: http://cfaesfinance.osu.edu/forms• Business Office Representative: http://cfaesfinance.osu.edu/aboutus• Abbreviation List: http://Go.osu.edu/abbreviation• Want to add an abbreviation to our list? http://Go.osu.edu/add