Purchasing Items from the Central Warehouse: Difference between revisions
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== Definitions == | == Definitions == | ||
== Policy and Procedure Statements == | == Policy and Procedure Statements == | ||
=== Procedure Description === | === Procedure Description === | ||
Departments may purchase items listed in the Central Warehouse Catalog by completing a Warehouse Requisition form. Only supplies or equipment should be ordered on a single form. If both supplies and equipment are desired, please complete two separate forms. | 4.1.1 Departments may purchase items listed in the Central Warehouse Catalog by completing a Warehouse Requisition form. Only supplies or equipment should be ordered on a single form. If both supplies and equipment are desired, please complete two separate forms. | ||
Invoice Copy (original) | #Invoice Copy (original) | ||
Warehouse Copy | #Warehouse Copy | ||
Dean's Verification Copy | #Dean's Verification Copy | ||
Originator Copy | #Originator Copy | ||
Warehouse Requisition forms may be obtained from the Central Warehouse. | #Warehouse Requisition forms may be obtained from the Central Warehouse. | ||
Items purchased from the Central Warehouse are delivered to the departments by Warehouse personnel. Departments are then billed at the end of each month through the intracampus Auxiliary Billing System. | 4.1.2 Items purchased from the Central Warehouse are delivered to the departments by Warehouse personnel. Departments are then billed at the end of each month through the intracampus Auxiliary Billing System. | ||
=== Procedure Steps === | === Procedure Steps === | ||
#Consult the University Central Warehouse Catalog for the item(s) desired. | |||
#Complete a Warehouse Requisition form indicating the following information in the labeled blocks: | |||
'''Date''': Date of preparation. | |||
'''Address (Building)''' : Building name of office location. | |||
'''Signature''' : Signature of the individual authorized to expend funds for the requisition. | |||
'''Quantity Ordered''' : The number of each item desired. | |||
'''Order Unit; Catalog Number; Item - Description''' : Complete information as listed in the Warehouse Catalog. | |||
'''Unit Price; Total Price''' : To be completed by the Warehouse. | |||
'''Date Shipped''' : To be completed by the Warehouse manager when the order is issued. | |||
'''Account Number''' : The budget account number of the account to be charged for this purchase as listed in the University Chart of Accounts. | |||
#Have department head sign prepared log sheet. | |||
#Send or deliver the top three copies of the warehouse requisition to the Central Warehouse. The fourth, "Originator," copy should be retained for the office file. | |||
4.2.1 "The Central Warehouse will fill and deliver the order: | |||
"The Central Warehouse will fill and deliver the order: | |||
Items not in stock will be marked off the requisition form. | 4.2.2 Items not in stock will be marked off the requisition form. | ||
A copy of the requisition will be included with order. | 4.2.3 A copy of the requisition will be included with order. | ||
Warehouse personnel will list the unit price and extend the totals on two copies of the warehouse requisition and send the corrected copy to the department by campus mail. When goods are delivered, verify that you are receiving what was ordered and sign the log sheet. A new requisition should be prepared after ten days for items not received. | 4.2.4 Warehouse personnel will list the unit price and extend the totals on two copies of the warehouse requisition and send the corrected copy to the department by campus mail. When goods are delivered, verify that you are receiving what was ordered and sign the log sheet. A new requisition should be prepared after ten days for items not received. | ||
Departmental sales are accumulated during the month and the totals are transmitted to the Controller's Office for payment. | 4.2.5 Departmental sales are accumulated during the month and the totals are transmitted to the Controller's Office for payment. | ||
If questions or problems arise concerning supplies or materials received through warehouse requisitions, contact the Warehouse personnel immediately at 262-3160. | 4.2.6 If questions or problems arise concerning supplies or materials received through warehouse requisitions, contact the Warehouse personnel immediately at 262-3160. | ||
== Additional References == | == Additional References == | ||
=== Procedure References === | === Procedure References === | ||
Refer to | Refer to [[Warehouse Stock Items]] for additional information. | ||
== Authority == | == Authority == | ||
| Line 69: | Line 65: | ||
== Effective Date == | == Original Effective Date == | ||
== Revision Dates == | == Revision Dates == | ||
[[Category:Contents]] | |||
[[Category:Business Operations]] | |||
[[Category:Central Warehouse]] | |||
Latest revision as of 21:05, 15 December 2014
Policy 504.4
Introduction
Scope
Definitions
Policy and Procedure Statements
Procedure Description
4.1.1 Departments may purchase items listed in the Central Warehouse Catalog by completing a Warehouse Requisition form. Only supplies or equipment should be ordered on a single form. If both supplies and equipment are desired, please complete two separate forms.
- Invoice Copy (original)
- Warehouse Copy
- Dean's Verification Copy
- Originator Copy
- Warehouse Requisition forms may be obtained from the Central Warehouse.
4.1.2 Items purchased from the Central Warehouse are delivered to the departments by Warehouse personnel. Departments are then billed at the end of each month through the intracampus Auxiliary Billing System.
Procedure Steps
- Consult the University Central Warehouse Catalog for the item(s) desired.
- Complete a Warehouse Requisition form indicating the following information in the labeled blocks:
Date: Date of preparation.
Address (Building) : Building name of office location.
Signature : Signature of the individual authorized to expend funds for the requisition.
Quantity Ordered : The number of each item desired.
Order Unit; Catalog Number; Item - Description : Complete information as listed in the Warehouse Catalog.
Unit Price; Total Price : To be completed by the Warehouse.
Date Shipped : To be completed by the Warehouse manager when the order is issued.
Account Number : The budget account number of the account to be charged for this purchase as listed in the University Chart of Accounts.
- Have department head sign prepared log sheet.
- Send or deliver the top three copies of the warehouse requisition to the Central Warehouse. The fourth, "Originator," copy should be retained for the office file.
4.2.1 "The Central Warehouse will fill and deliver the order:
4.2.2 Items not in stock will be marked off the requisition form.
4.2.3 A copy of the requisition will be included with order.
4.2.4 Warehouse personnel will list the unit price and extend the totals on two copies of the warehouse requisition and send the corrected copy to the department by campus mail. When goods are delivered, verify that you are receiving what was ordered and sign the log sheet. A new requisition should be prepared after ten days for items not received.
4.2.5 Departmental sales are accumulated during the month and the totals are transmitted to the Controller's Office for payment.
4.2.6 If questions or problems arise concerning supplies or materials received through warehouse requisitions, contact the Warehouse personnel immediately at 262-3160.
Additional References
Procedure References
Refer to Warehouse Stock Items for additional information.