CSCF Purchasing procedures (proposed)
The following describes a proposed procedure for ordering equipment, in order to facilitate receiving the equipment, filing of paperwork and making sure everyone who needs copies of PO's, etc gets them
Gather information from the purchaser
Fill out Purchase Requisition (PR)
- a separate Purchase Request is required for each supplier
- Fill out the paper form as follows:
- Supplier: fill in supplier's name and contact information
- Comments: include RT#
- Line items: fill in as much detail about each item as possible, including model numbers, configuration numbers, etc.
- Requestor: fill in your name as the Requestor. This means you will receive a copy of the Purchase Order. A copy of that should be forwarded to inventory@cscf.cs. Also, this is the name that will appear on the package when it is delivered
- Deliver To: Fill in the principal person's name who is paying for the equipment (eg: the Researcher's name, or ??? for CS purchases)
- Room Number: fill in DC 2560G to have all equipment arrive in our Hardware Lab
- Account Number(s): ask the purchaser what account code to use (if known)
- Signature: the PR must be signed by the account holder
- Reverse side: fill in research purpose (if for research) - this reduces the tax portion. Also, include special considerations for purchase (eg: sole source) if appropriate.
- Or use the Online Purchase Request form
Submit the PR
- Two copies of the PR are sent to Procurement Services (Purchasing). These can be sent via interoffice mail or walked over to East Campus Hall, if urgent. They can also be faxed over, with originals to follow. Include copies of quotes when required. One copy of the PR stays, to be filed.
- You can also fill out the Purchase Requisition online here: https://info.uwaterloo.ca/infopur/purchreq/index.html
- you can attach a supporting quote, if relevant
File the PR in DC 2560G
- there is a file box to store active (not yet received) purchases. It will live near the safe
- PRs should be filed under the Requestor name
Process the Purchase Order (PO) when it arrives
- once you receive a copy of the PO, print a copy and attach it to the PR filed in DC 2560G
- forward a copy to inventory@cscf.cs. This may be configured automatically using procmail
Process order when it arrives
- when Central Stores delivers a box to DC 2560G, someone will need to sign for it
- the receiving person can either contact the Requestor (written on the box) or let inventory@cscf.cs (typically, Paul) know that it has arrived so that they can process the item
- inventory will open the items and affix barcodes. They will also enter the PO and other relevant information into the inventory database. They will let the Requestor know that the item(s) have arrived.
File paperwork
- inventory will file the paperwork in the active accounts files in DC 2560G, under the "Deliver To" name (typically a faculty member's name). They may also wish to scan copies for their own use.
- a copy of all paperwork needs to be forwarded to the Financial Administrator of the account
Rotation of files
- active files will be kept for current and previous fiscal years. Older records should be moved to a different location, within CSCF, but outside of DC2560G (possibly Jennifer or Paul's office???)
List of Object Codes
-- LawrenceFolland - 23 Jun 2005