Changes to the Ordering Process
Regular Requisitions for UStores Items in PeopleSoft
Blanket Requisitions for UStores Items in PeopleSoft
Overview of a Blanket Purchase Order
How to Order Dry Ice after July 1
How to Order Non-denatured Alcohol after July 1
How to take Items from On-site Inventory Locations (Freezers)
How to Set Up Standing Orders with UStores after July 1
How to Process Vendor Quotes and Special Orders with UStores
Rush Orders after July 1
How to Return Items to UStores after July 1
Training for Ordering from UStores
Shipping from KE Dock after July 1
Facilities Management Ordering
Returning Gas Cylinders
Basics Changes – The biggest change to ordering from UStores is that instead
of entering orders directly into UStores system, you will create requisitions
for UStores items in the PeopleSoft (PS) system.
PeopleSoft is a centrally run system. All training and access requirements
are set centrally. For questions about training and access requirements
please see the Training Services Web site. Also, see the Training section
below for an overview of the training available.
Because access to PeopleSoft is limited, and because UStores orders
begin in PS, all orders must be entered by users. Unless you have a
blanket purchase order with UStores, UStores can no longer enter orders
for Departments. See “Blankets” below for more about blanket purchase
orders.
Types of UStores Orders in PeopleSoft
Regular Requisitions and Purchase Orders – These are much like
today’s UStores orders. They are for specific item numbers. The
difference is that the orders created in PS will start with a requisition, get
approved, and be turned into a purchase order. This purchase order
number is the reference for contacting UStores with questions about your
order.
Blanket Requisitions and Purchase Orders – Blanket Orders are for specific
categories of items. These categories are pre-setup in PeopleSoft. For example,
you might create a requisition for the PeopleSoft Category “Lab
Supplies”. Once the requisition is approved and turned into a purchase
order, releases against this blanket for specific lab supplies can be placed with
UStores at our Web site or by calling 4-4878.
Overview of Blanket Order
Blanket Orders are new for UStores. Here is a quick overview of how they
work.
Blanket Orders are a sign of intent to:
• spend a certain amount of money
• over a specific period of time (up to one year)
• for a certain category of supplies
• with a specific vendor
The chart of accounts numbers charged are set at the time the blanket is
created and cannot be changed.
Blanket orders are encumbered, so the dollar amount on the blanket will
be subtracted from your account when the blanket is created. The vendor
does not receive any money until invoices are paid. Blankets can be
cancelled at any time.
Blanket Orders are requested in PeopleSoft by going to “Create
Requisition” and clicking on the “Blanket Order” tab. In order to request a
blanket, you will have to take the “Create Requisition” class from Training
Services.
PLEASE DISCUSS HOW BLANKETS WILL BE USED IN YOUR
DEPARTMENT WITH YOUR SUPERVISOR OR ADMINISTRATOR.
Dry Ice – If you have a regularly scheduled delivery of ice, the easiest way to
maintain the schedule is to create a blanket order for dry ice. Once the
blanket is created in PS, call 612-624-4878 and give Customer
Service the blanket order number and confirm your delivery schedule.
If you order dry ice infrequently, go to PeopleSoft and create a requisition
for the ice you need. Dry ice orders will be processed as we receive them.
Tuesday and Friday deliveries of dry ice do not have delivery charges
added. Deliveries on all other day will have a $15 delivery charge added.
Non-Denatured Alcohol – All orders for federally regulated, non-denatured
alcohol must be placed by faxing a completed paper Alcohol Order Form,
available from our Web site, just like today. If you order alcohol
frequently, then set up a blanket order for alcohol. This will allow UStores
to process your order as soon as we receive your completed order form. If
you only order alcohol occasionally, then you can use PS to requisition
alcohol, but your PS requisition must be accompanied by a faxed,
completed Alcohol Order form.
PLEASE DO NOT ATTACH AN ELECTRONIC COPY OF THE ALCOHOL
ORDER FORM TO YOUR PS REQUISITION. BECAUSE USTORES RECEIVES
PURCHASE ORDERS ELECTRONICALLY, WE WILL NOT RECEIVE YOUR
ATTACHMENT.
On Site Inventory (freezer items) – Users should set up blanket orders for
these items. When you take an item from a freezer, write down the
blanket order number and the amount and description of the item that you
take.
Standing Orders – If you have regularly scheduled delivery of items from
UStores, using a blanket order will be the easiest way to continue this
service. Once the blanket is established in PS, call us to confirm your
delivery schedule.
Rush Orders – In order to rush your order, UStores needs to receive a
PeopleSoft purchase order. Here some ways to speed up the process of
sending UStores a purchase order.
• If the requisition is over $100, contact your approver and let them know
that you need quick approval.
• Once your requisition has been approved, contact your Procurement
Specialist and let them know that you need your requisition turned into a
purchase order and sent to UStores as quickly as possible.
• Remember that PeopleSoft will turn APPROVED, requisitions into
purchase orders and send them to UStores every hour on the hour.
• Contact UStores Customer Service (612-624-4878), give them the PS
purchase order number and let them know that you want the order
rushed.
• You will be billed for any special delivery or handling charges.
Quotes and Special Orders – Some users get special pricing from UStores
vendors for large purchases of specific items. For example, a PI might outfit a
new lab and get special pricing for a large purchase of equipment and supplies.
Other users may arrange to order something not usually available from UStores.
In the past, UStores entered these orders for departments.
With PeopleSoft, users will have to enter these orders into PS. Please call our
Customer Service (612-624-4878) before entering a quoted requisition in
PeopleSoft.
Training
There are two classes that allow access to PeopleSoft to order from
UStores. Users should take only one.
“Purchasing from UStores” (no prerequisites) is an on line training that takes
from 1 – 2 hours. Users whose only purchasing activity at the University is
ordering from UStores should take this.
“Create a Requisition” (prerequisites “Basic Accounting” and “Chart of
Accounts”) is a two day classroom training that covers UStores, ordering from
outside vendors, contracts for professional services and requests for proposal
and quotes and more. The “Chart of Accounts” prerequisite is another one day
classroom class. Users who are responsible for a wide range of purchasing
activity should take these classes. USERS WHO TAKE “CREATE REQUISITON”
DON’T NEED TO TAKE THE PURCHASING FROM USTORES CLASS.
Go to the University of Minnesota Training Services Website to register and for
more information.
The PeopleSoft Requisition Cycle: From Requisition to Purchase Order
The PS requisition cycle begins with a user creating a requisition.
Requisition – If the requisition is for less than $100, it will not be automatically
approved. All other requisitions must be approved by a departmental
approver and or a Certified Approver if necessary.
PLEASE ALLOW TIME FOR APPROVAL WHEN YOU CREATE A
REQUISITION.
Requisition Budget Checking
Purchase Order Sourcing
Purchase Order Budget Checking – These are standard PS processes run on all
requisitions. They are scheduled to run one after the other every hour on
the hour. The result is that your requisition turns into a purchase order and
is ready to be sent to the vendor.
Purchase Order Dispatch – UStores receives purchase orders from PS
electronically, every hour.
Example 1 – a user enters a requisition for $350 at 10:05am. The requisition is
routed to her approver as soon as she saves the requisition. The approver
approves the requisition at 11:30am. All of the PS jobs run at noon (12:00pm)
and UStores get the purchase order at 12:15pm. UStores fills the order and next
day delivery will occur for most items (Coke orders must be received by 11:00am
for next day delivery).
Example 2 – a user enters a requisition for $99 at 1:05pm. The requisition does
not need approval. The requisition is converted to a purchase order at 2:00pm
and UStores receives the purchase order by 2:15pm. Next day delivery for most
items is assured.
Facilities Management – Facilities Management orders generated by Compass
or the Par-level custodial replenishment project will not be entered in PeopleSoft.
Returns – Requests for credit, returns and any order problems should be called
in to University Stores Customer Service (612-624-4878).
Shipping from KE Dock – After July 1 you will need your PeopleSoft Chart of
Accounts number to ship packages from KE Dock. This replaces your
CUFS number and is available from your supervisor, PI or administrator.
Returning Gas Cylinders – Call UStores Customer Service at (612-624-4878)
to request a gas cylinder return. Please have the cylinder number and tag
number of the cylinders to be returned.
Billing – More information