leadership:purchasing

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leadership:purchasing [2017/03/15 21:17]
dkvilla
leadership:purchasing [2021/09/19 21:59] (current)
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   - Identify what you want to purchase   - Identify what you want to purchase
   - Estimate how much things will cost   - Estimate how much things will cost
-  - Choose the account that you will be using to purchase  +  - Choose the account that you will be using to purchase 
- +  - Obtain approval from faculty advisor 
- +  - Place order with vendor ​
  
 ====== Information ====== ====== Information ======
 +
 Best Practices: Best Practices:
   - CC Dr. Kuh on purchasing correspondence ​   - CC Dr. Kuh on purchasing correspondence ​
Line 34: Line 34:
   - College Funds   - College Funds
  
-====== Test ======+ 
 +===== Setting Up An Order ===== 
 + 
 +**Starting**
   - Set up purchasing parts spreadsheet   - Set up purchasing parts spreadsheet
     - Try to use Vendors that take Purchase Orders (POs) or whatever is compatible with Accounts (Adafruit and Digikey)     - Try to use Vendors that take Purchase Orders (POs) or whatever is compatible with Accounts (Adafruit and Digikey)
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     - Edit amount of parts to fit the budget     - Edit amount of parts to fit the budget
     - Check to make sure we fit the PO     - Check to make sure we fit the PO
-  -  +  - Send to Dr. Kuh for approval 
-  * +    - Make sure to CC [email protected] as well as current PM 
 +    - Include which account you will be using for which purchases 
 +  ​- Create the price quotes for the order 
 +    - Some vendors have ways to create your own "​wishlist"​ that can be used 
 +    - Others have a cart that can be used as well 
 +    - Ex. Digikey can use the cart, Adafruit has the wishlist option 
 +    - Print the total order (including items, subtotal, tax, total, etc.) as a PDF 
 +    - Include shipping costs (Estimates/ list of estimated shipping costs) 
 +    - Upload a copy of each file to the item request Google Drive folder 
 + 
 +===== Placing An Order ===== 
 + 
 +**Buying the things!** 
 +  - Send the PQ's to Lori/​whomever the account holder ​      ** Note: Get New Process Tho ** 
 +    - Include which account is going to be used for which purchases 
 +    - CC Dr. Kuh, scel, PM 
 +  - Signify that this order has been ordered  
 +    - Change the folder name to (Ordered) 
 +  - Update the budget 
 + 
 +==== New Processessi ==== 
 + 
 +  * ~~ For Adafruit: 
 +    * Using the SCEL account, complete an online order with PO selected as the intended purchasing option 
 +    * After receiving PO from account holder, send Adafruit a pdf copy of the PO. They should send a confirmation email thread which asks for it.   
 +    * Then they will send you a shipping confirmation 
 +  * ~~ For Digikey: 
 +    * Send the price quote (cart) and PO (from account holder) to [email protected] stating you would like them to process the order and send the invoice. I included the shipping address with my own name. You can use Dr. Kuh if he's on campus. It doesn'​t matter whos name is on the shipping address, it's just who has to pick up the package from the office.  
 +    * Wait til you receive it - usually goes to HH483 - EE office or HH250 
 +    * Once you've picked up the package, be sure to mention to the account holder that we received the package so that they may complete the purchasing process.  
 + 
 + 
 +===== Receiving An Order ===== 
 + 
 +**Christmas Presents Opening Time** 
 +  - Tell the office the list of people that are able to pick up the package 
 +    - If you don't tell the office, then only the one name who ordered it (it might even be Lori) will be able to order it 
 +  - Locate packing slip - it's sometimes on the outside of the box 
 +  - Check off each item from the package on the packing slip 
 +    - Make sure there is correct product and quantity 
 +    - Checker: Inital and date the packing slip and file into cabinet in the purchases folder 
 +  - Inventory parts order and sort items into their correct place
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