Instructions Complete the second and third page Internal Supplier Setup Document and obtain
appropriate signatures. Send the completed document to Janet Green at janetgr@rci.rutgers.edu. Pages
4-30 are included for reference. Use the definition key found on this page to assist with the process.
Definition Key
Supplier Name: Must start with IPO:, then enter name of department
Examples: IPO: Mail and Document Svc, IPO: Dining Services
Supplier Site: Enter Name of Department (15 character limit)
Examples: Dining Services, Rutgers Club
General Ledger Account To Credit: The revenue or expense recovery account that should be
credited when your department provides the goods or services and then processes the receipt which
charges the department’s expense account provided on their requisition.
Example: XXXXXX-XXXXX-XXXXX (six digits for the fund source, five digits for the organization, five digits
for the natural account).
Default Buyer: Internal Supplier Buyer within the department that will be assigned the task of
approving releases and completing receipts in the RIAS system.
Default Email Address: Where the IPO Supplier copy of the blanket release will be sent.
Backup Buyer(s): Name of backup Internal Supplier Buyers who will act in the capacity of the
Default Buyer in his/her absence.
Category: Will always be IPO: IPO Category
Items (Item Description to Appear in Internet Procurement): Indicate a very brief description of
the item to be purchased.
Example: SecureID
Special Information Template:
provide.
Revised 6/16/15
Indicate any special information you require the end user to
1
Internal Supplier Setup Document – ALL ITEMS BELOW ARE REQUIRED
Supplier Name
IPO:
Supplier Site
(15 character limit)
General Ledger Account
To Credit
Default Buyer
Default Email Address
(30 character limit)
Backup Buyer(s)
L
Category
IPO: IPO Category
Items (Item Description
to Appear in Internet
Procurement)
Approvals:
_________________________________________________________________________
_________________________________________________________________________
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Date:
______________________________________
Date:
______________________________________
Special Information Template
Information:
Question Number (in order of
appearance)
Question
*Designates Required Field
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3
Required? (Yes/No)
INTERNET PROCUREMENT SHOPPING PROCESS AND INTERNAL SUPPLIER RELEASE AND RECEIPT
PROCEDURES IN THE RIAS PROCURE-TO-PAY SYSTEM
THE INTERNAL SUPPLIER BUYER APPROVAL PROCESS
STEP 1 – APPROVING THE BLANKET RELEASE
AFTER LOGGING IN, A LIST OF ALL BLANKET RELEASES AWAITING APPROVAL WILL APPEAR AS INDICATED ABOVE.. THE SCREEN
BELOW INDICATES WHAT WILL BE SHOWN IF THE NOTIFICATION IS OPENED.
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THE BLANKET RELEASES AWAITING APPROVAL CAN BE APPROVED FROM THIS SCREEN BY CLICKING ON THE “OPEN FROM
COMMAND” (PREFERRED), OR “APPROVE”, OR THROUGH THE BASE APPLICATION SCREEN SHOWN ON THE NEXT PAGE.
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SELECT >PURCHASE ORDERS>RELEASES TO ENTER THE BASE APPLICATION BLANK RELEASE SCREEN TO BRING UP A RELASE
MANUALLY. SEE NEXT PAGE
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THE INTERNAL SUPPLIER BUYER WILL THEN GO TO THE BASE APPLICATION OF THE RIAS SYSTEM AND CLICK ON PURCHASE
ORDERS>RELEASES.
ONCE OPENED, THE ABOVE FORM WILL OPEN. A QUERY MUST BE INITIATED BY CLICKING ON THE “F11” KEY. AFTER ALL THE
FIELDS TURN BLUE IN COLOR, THE PURCHASE ORDER NUMBER AND RELEASE NUMBER SHOULD BE ENTERED AND THE
“CTRL” AND “F11” KEY CLICKED TOGETHER TO START THE QUERY.
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ONCE THE QUERY IS COMPLETE, THE RELEASE WILL APPEAR. INFORMATION CAN BE REVIEWED AS WELL AS YOUR SPECIAL
INFORMATION TEMPLATE BY CLICKING ON THE PAPERCLIP. (SEE BELOW).
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CLICK THE APPROVE BUTTON.
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After clicking OK here, it will bring you back
to the release and it show the status as
Approved, Reserved. You approve another
release or close the window and either
receive the release or exit the base
application window.
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STEP 2 - RECEIPT
THE INTERNAL SUPPLIER BUYER WILL THEN GO TO THE BASE APPLICATION OF THE RIAS SYSTEM AND CLICK ON
RECEIVING>RECEIPTS.
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CLICK ON RUTGERS PROCUREMENT ORGANIZATION.
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IN THE RECEIPT, TYPE THE PURCHASE ORDER NUMBER, RELEASE NUMBER, PUT A CHECK IN THE “INCLUDE CLOSED PO’S”
CHECKBOX AND CLICK ON “FIND”.
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YOU CAN ADD A COMMENT NOTING ANYTHING SPECIAL ABOUT THIS RECEIPT . IF YOU DO, DON’T SAVE HERE. CLICK
BELOW THIS SCREEN AND PROCESS YOUR RECEIPT THEN SAVE.
IGNORE THE “RECEIPT HEADER (RU) BOX AND JUST CLICK BELOW IT IF YOU DO NOT WISH TO ADD A COMMENT.
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RECEIPT WITH ONE CHARGED ACCOUNT (IF MULTIPLE CHARGE ACCOUNTS ARE USED, A BLUE “+” WILL SHOW NEXT TO
“EACH”. SEE NEXT PAGE)
WHEN THE RECEIPT APPEARS, CLICK THE CHECKBOX, ENTER THE QUANTITY (E.G., AMOUNT), AND CLICK THE SAVE KEY
(YELLOW DISKETTE ICON).
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RECEIPT WITH MULTIPLE CHARGE ACCOUNTS.
CLICK ON THE BLUE “+” TO VIEW ALL THE ACCOUNTS AND AMOUNTS CHARGED TO EACH.
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WHEN THE RECEIPT APPEARS, CLICK THE CHECKBOX, ENTER THE QUANTITY TO BE RECEIVED FOR EACH ACCOUNT IF NOT
FULLY RECEIVED(E.G., AMOUNT), DO NOT SELECT THE BOX OR QUANTITY ON THE FIRST LINE, AND CLICK THE SAVE KEY
(YELLOW DISKETTE ICON).
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CLICK ON THE “ORDER INFORMATION” TAB TO VIEW ADDITIONAL INFORMATION ABOUT THE ORDER AND TO VIEW THE
ACCOUNT(S) USED ON THIS RELEASE. IF YOU NEED TO PART OR OVER RECEIVE ON A RELEASE CONTACT THE DEPARTMENT AND
ASK WHAT ACCOUNT TO USE FOR THE CHARGES.
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