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On-linePurchasing 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. 10-16)•How to Approve (p. 17-18)•Other Helpful Tips (p. 18-19)
Log-in & Budget Amounts
First you will need to establish a LOG-IN:
- PI or Manager must email 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 email 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: LBO1215600)
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 email 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 Approveas 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 email (in some cases this is your PI)
At this time your “Approver” must click the link within the email 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
GasesIsotopes
LIAI Object Codes
Example of Object Codes used for purchase requisitions
Object Code Description
5201 Gases
5206 Animal Supplies
5224 Isotope, Radioactive Supp
5229 Antibodies
5229 Electrophoresis Supp/Gels
5229 Lab Supplies, Misc
5229 Molecular Biology, Misc
5229 Oligos – Primers
5229 Personal Safety Supply
5229 Chemicals
6703 Furniture & Fixture Major
6704 Lab Equip, Major
Object Code Description
6750 Computer Equip, Minor
6751 Lab Equip, Minor
6753 Furniture, Minor
6760 Equipment Repair & Maint
6775 Equip Supplies, Common
7210 Computer, Software
7215 Office Supplies, Dept.
7215 Computer, Supplies
7220 Office Supplies - General
Contact Info:
Please contact Purchasing with
ANY questions or concerns.
-we prefer that you contact us using the main email.
[email protected] Jung: 858-752-6552
April Fava: 858-752-6553
Erika Sarinana: 858-752-6558
Purchasing Manager:Rory Griffin
858-752-6511
Buyers:Keiko Jung, Sr. Buyer
April Fava, Buyer
Erika Sarinana, Buyer
