FY15 Year-End Purchasing Guide
Special Year-End Informational Session
when: Monday, may 11, 2015
where: mcneill hall 1005 auditorium
Time: 2:30 - 4:00
Year End Memo
Quick Ship Information
Entering Future Year Requisitions
Step by Step Instructions for entering Future Year Requisitions
Suggested Order Completion Dates
We expect that you have already input requisitions for your services, furniture and other equipment that may have a longer lead time. Orders requiring payment in the current Fiscal Year must be recieved, invoiced and paid no later than June 19th.
If not, lead time to receive the goods will have to be analyzed closely before the purchase is allowed. The particular Purchasing Specialist responsible for the commodity for which you may be interested in buying, can assist with those lead times. For a chart of the Purchasing Specialists and the commodities for which they are responsible please click here.
For assistance call Mary Forsythe @ x 23154, Carol Page @ x23190 or Starkey McGowan @ x23157.
Helpful Tips for Purchase Order Management
- Q: How can I quickly determine the orders I have encumbered?
A: Check out the SSRS Web "Open Encumbrances" report. The report will list your order numbers, vendor names, original amounts and remaining balances. It can be easily exported into Excel for further review. Tip: Users can gain the required access to run the report by completing the Oracle Reporting form, including supervisor’s signature, and forwarding it to John Cooper (email@example.com).
- Q: Who do I contact to liquidate residual balances or close purchase orders?
A: Send an e-mail or uShop comment to Purchasing (firstname.lastname@example.org) or Susan Suits (email@example.com) requesting the balance be liquidated and the order closed. Be sure to include the PO number(s) and if the vendor needs to be notified (as in the case of a back-ordered item). Tip: Orders with less than $2 remaining open will be closed as part of our routine batch-close process.
- Q: Are there reports in uShop that show my open orders that need recieving or invoices?
A: Yes! There are four (4) different reports to choose from depending on the information you are seeking. To locate the reports follow the instructions below:
Home/Shop > Document Search > saved searches > Year End