Success Story – eProcurement Upgrade Completed on Time and within Budget!!!

The eProcurement team is proud to announce the successful rollout of the new version of Ariba 9r1 on October 13, 2008. Though successful, the team is aware of a few pending issues, which we will be working on over the next several weeks. View table of the table of known issues and the status of the fixes.

Office Depot's Top 20 Ways to Go Green at Work
(and Save Money!)

A big thanks to all who attended the November 6th. Office Depot Green and New Product Vendor Show. Though the show was one day we realize that being ‘green’ is an everyday proposition. As part of our 20th Anniversary celebration, Office Depot would like to help our customers "Buy Green," "Be Green" and "Sell Green" as well. Please view our our Top 20 ways to Go Green at Work. Please view our our Top 20 ways to Go Green at Work.

Can't Sign On to eProcurement?

Users please note:

If you are unable to login please delete your existing bookmark to eProcurement and create a new bookmark by adding the eProcurement splash page to your favorites.

To create the bookmark:
>>Point your browser to http://www.washington.edu/admin/stores/eprocurement
>>From the main browser menu select "Favorites"
>>Click, "Add to Favorites..."

Once added to your favorites please use this bookmark to access eProcurement.

Procurement Guide for Goods and Services

Purchasing Services is pleased to announce the Procurement Guide for Goods & Services!

access the guide...

Place Orders for Ethyl Alcohol in eProcurement

AUTHORIZATION TO PURCHASE:

Only “authorized users” may place alcohol orders. If you are not already authorized, please click on the link to the authorization form. It must be signed by a unit head such as department chair, administrator, director or Principal Investigator. Fax to (206) 685-3686 or email the authorization form to eprocure@u, per the instructions on the form.

“Authorized users” are those departmental staff who place the orders in eProcurement. By signing the authorization form, the unit head is agreeing to comply with relevant policies regarding the purchase, use and storage of ethyl alcohol within their unit. (See UW APS 15.1.)

Authorization Form

Please note that products are not available in as small quantities as were previously available through University Stores. Currently, the smallest quantities available are 24 pints or 4 gallon cases.

NEW ORDERING PROCESS

Log into eProcurement https://ar.admin.washington.edu/AribaBuyer/uw/login.asp
Click on Create - "Requisition"
Title your requisition then click "Next"
Enter "ethanol" or "alcohol" in Keywords and click on "Search" (DO NOT PUNCHOUT TO FISHER)
Find required item and click on "Add to Cart"
Click on "Checkout" on the left sidebar
Verify that budget and address are correct (for further instructions see training manual)
Click on "Submit"

NOTE: In order to assure a smooth transition, all individuals that were previously authorized to purchase ethyl alcohol have been preloaded into the system. New users will be required to submit an authorization form to the eProcurement help desk prior or their first order.

Please remember, this change will not affect the University's continuing need to carefully manage the ordering, storage and use of alcohol. We would also like to remind campus alcohol users to order frequently and limit storage to reduce risk and assure fire code compliance, and to maintain accurate mychem inventories.

If you have questions or need further assistance please contact the eProcurement help desk at 685-3558 or eprocure@u.washington.edu

Information Related to eProcurement Purchases

All suppliers in eProcurement hold valid contracts that incorporate the University’s terms and conditions.

The direct buy limit of $3300 per order does not apply.

Sole Source justifications are not required.

No restrictions apply to the value of individual orders, unless your department has internal restrictions.

Purchasing Services and eProcurement are working together to add more contracts to eProcurement and have a number of vendors in the queue.

Questions regarding using eprocurement or the contracts available, should be directed to: Laurie Hunt lahunt@u.washington.edu, Claudia Christensen claudiac@u.washington.edu, Kassy Ellefson ellefson@u.washington.edu

From the eProcurement Team:

Carla Helm, Purchasing Services
Laurie Hunt, eProcurement/eCommerce
Mark Conley, Purchasing Services

New eProcurement Requisition Splitting Process and Suggested Reconciliation Practices

Due to a change in the underlying application supporting eProcurement, there will be changes in how purchases are charged to budgets. In the past, purchases were processed on the detail level and special customizations were put into place to itemize the expenditure against the departmental accounting structure (budget, object/sub object, task, option, and project). As in the past, orders will be entered into eProcurement with different budgets and object codes, but now they will be processed on separate purchase orders and charged separately by budget number and object code. Purchase orders and budget charging documents/transactions will have only have one budget number and one object code, so you may receive multiple EP (purchase order) numbers and multiple charges on the BAR for one S number (requisition number). For additional details view the .pdf.