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Department Orders
How to Place an Order Through Your Department
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Before preparing a purchase requisition, we encourage you to consult with our staff to review part numbers,
configuration conflicts, software options and pricing. As a reseller, the volume of sales and the value-added
services that we provide enables UBMicro to obtain pricing that is almost always better than quotes and
pricing that you receive from vendor web sites.
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Guidelines for Requesting Dell Quotations
- Click here to view the guidelines for purchasing Dell Computers.
How to Order
- For orders under $2,500 you can use a Speed Order. Speed Orders are "speedy" because, they do not require creation of a purchase requisition or a
purchase order (see The Purchase Trail, below).
- You can also use your department's
procurement card.
The limit that can be charged varies among departments, so ask your accounts payable person what limit has been set for your department.
- If you use your own credit card to make a purchase, you will be charged sales tax unless the sale is made to your department and you
provide us a copy of a valid tax exempt form. Personal credit cards can not be used to purchase software licensing.
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The Purchasing Order Trail
The following briefly describes how department purchase requisitions/orders are processed at UBMicro.
- Department obtains pricing from the vendor's State Contract (SUNY's web site lists products and prices). Optionally, the department requests a
quotation from one or more vendors. Pricing obtained from vendor web sites may be used. Our staff can assist you with this step. (Click for
Charlie Parker's or
Joe Haniszewski's e-mail).
- Department uses this quotation to prepare a purchase requisition. A Purchase Requisition is a request for funds.
When writing a purchase requisition, use the following information for UBMicro:
UBMicro IT Support Services
The Commons, Suite 109
520 Lee Entrance Road
Amherst, NY 14228-2567
- The Purchase order along with the quotations are forwarded to the department's accounts payable person for approval. (There may be additional authorization steps within your department.)
- Department then forwards requisition to Purchasing in Crofts Hall.
- Purchasing reviews the requisition and may, depending on the dollar value, obtain quotations from other vendors.
- Purchasing ensures that the department has sufficient funds available to cover the purchase.
- Purchasing encumbers the funds from the Department's budget.
- Purchasing prepares a Purchase Order (PO). The PO number is always different from the purchase requisition number.
*Note: We only order items with a purchase order, not a purchase requisition.
- The PO is forwarded to UBMicro and a copy (the "receiver") is returned to the department. Once we receive the PO, departments will be able to inquire about order status. To check department order status, we use the PO number as their customer reference number. (Click for
Lisa Darowz's email).
- After the product is delivered to the department, the department either signs the "receiver" copy of the purchase order and forwards it to Accounts Payable or authorizes payment through UB's Web Receiver web site (for state PO's only).
- If the item was shipped directly from the vendor, UBMicro will send an invoice to the end user. The end user will sign and forward invoice to Accounts Payable in Crofts Hall for payment to be issued to UBMicro. The signed invoice shows proof of receipt which is necessary for payment.
- Note that for purchases under $500, Purchasing will automatically issue payment unless directed otherwise.
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Questions? We Can Help
While you are free to call anyone at UBMicro for assistance,
the following folks are dedicated to assisting staff to prepare departmental orders.
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