Creating a Purchasing Ticket
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When you purchase an item for use in CSS a TICKET in the PURCHASING RT System must be created.
NOTE: This is Official CSS policy and any changes to this page must be approved by Associate Director.
Also see Methods_for_Purchasing and Tracking_of_Purchases
PURPOSE OF TICKET: Tickets are to inform Staff that an item is being procured and will be delivered to 35 Kane, in addition to noting whether this item may or may not need to be included in an equipment database (CSS or OASIS).
Even if the items purchased DO NOT have to be inventoried per the policy:
if it is something purchased for another CSS person,
is valuable,
is bulky or needs storage space
is to be delivered to 35 Kane--
Then a Ticket should be entered.
The Ticket (Title of ticket should be descriptive of order) must include:
Name of person placing order:
Delivery Location- where item is to be delivered (This is NEW):
Description:
Vendor:
Quantity:
Unit Price:
Total Cost:
If Inventoriable (does the item get input into the CSS/UW database):
Method of Purchase (ProCard, EProcurement, Stores, UW Purchase Order):
Purchase Methods Order Number (PO#, EP#, or Stores Number, Vendor Order # for VISA orders):
Budget Name (If items are to be inventoried):
Budget Number (If items are to be inventoried):
The iStatus must be selected as Ordered by the creator of the purchase (Patrick will do this for PO's).
Enter the purchase order number in the PO Number field.
After Items Have Been Received
1. Ticket owner changes Ticket Status to Received.
2. Packing slips are noted with Receiver's Name and Delivery Date- Original goes to Business Office and a copy goes to originator of order and a copy goes to CSS Inventory person.
3. Items ordered are evaluated for acceptance:
- Technical Services performs evaluation for electronics. Evaluator changes status to Accepted.
- Computing automatically accepts items if item powers on, and there is no visible damage. Evaluation and changes to status are performed by Operations.
4. CSS Inventory Person begins the UW/CSS inventory process. Assigns numbers and marks equipment as required. They change the status to Numbered and then to Inventoried as the process proceeds.
Items are Ready for Delivery
1. Item(s) will be delivered to requestor.
2. Ticket is Resolved by ticket owner (CSS Inventory Person).
Equipment Changes Location
Equipment that is in our inventory and moves from one location to another also needs to be reported in the Operations Queue. For example, if a projector is moved from a classroom to another classroom, or returned to the equipment pool, a ticket must be created so that the inventory can be updated accordingly.
