Purchasing Services

FY16 Year-End Purchasing Guide

Last Minute Ordering Information

  • Ordering Tips for Year-End

  • P-Card Transactions are being fed to Banner daily during the month of June. P-Card transactions that have been processed by the bank and reconciled in WORKS by June 22nd will be paid in this fiscal year.

Special Year-End Informational Session

What: Talking ushop / year-end informational Session
03/09/2016 - Year-End Slides (.pdf)
03/09/2016 - Talking uShop Slides (.pdf)
Agenda
  • uShop updates ( Adobe, pcard with Staples)
  • Works update (April implementation)
  • Travel RFP status
  • Year-End Information

Recommended Order Dates for 2016

When considering Year-End Lead Times for Fiscal Year-End critical funding, please pay attention to these new guidelines. The State of NC has imposed new inspection requirements, effectivelyextending the time before payment can be issued to the vendor(s).

Generallyequipment ought to be ordered by March 18th, services by April 1st and supplies by May 13th. Be safe and order early!!

There are some custom and extraordinary equipment items that may require even longer lead times. For example off-road vehicles now have a 8-10 week lead time. Click to view a detailed list.

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.

Year End Memo

Entering Future Year Requisitions

Step by Step Instructions for entering Future Year Requisitions

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 (cooperj@uncw.edu).

  • Q: Who do I contact to liquidate residual balances or close purchase orders?

A: Send an e-mail or uShop comment to Purchasing (purchasing@uncw.edu) or Susan Suits (suitss@uncw.edu) 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 receiving 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