Non-Catalog Orders • Welcome! We will begin at 1:30 p.m. • Make sure your first and last name displays in the “Participant” list so we can mark your attendance. • Training materials: https://go.iu.edu/buyhandouts • BUY.IU training site: https://trn.one.iu.edu • Click on the “BUY.IU TUIT” task tile. INDIANA UNIVERSITY
Non-Catalog Orders Office of Procurement Services INDIANA UNIVERSITY
Agenda • Purchasing review. • Non-Catalog orders. • Contracts. • Activity 1. • Supplier search and entry. • Break • Submit a Non-Catalog order. • Activity 2. • Break • Recurring and Blanket orders. • Activity 3. • Change Requests. • Activity 4. • Wrap-up. INDIANA UNIVERSITY
Learning Objectives • Recognize when a Non-Catalog order or Recurring order is appropriate. • Recognize when a contract is required. • Describe the supplier request and onboarding process. • Initiate and submit Non-Catalog and Recurring orders. • Determine when a Change Request is appropriate. • Initiate and submit a Change Request. INDIANA UNIVERSITY
Purchasing review
Who can make purchases in BUY.IU? Individuals with the Requestor role which include: • Full-time staff • Part-time staff • Faculty • Employed students Affiliates and students have the Shopper role. Can build orders but cannot place orders. INDIANA UNIVERSITY
What are the four procurement methods used at IU? Procurement Hosted or Check Non-Catalog First Second Third Fourth Card Punchout Request choice choice choice order choice Catalog form (P-Card) *P-Card may be preferred for hospitality purchases – consult your campus. INDIANA UNIVERSITY
What rules must be followed when creating a Shopping Cart? • Cannot combine multiple suppliers in the same cart. • The cart is used to build an order which will be sent to a supplier. • Cannot combine Catalog and Non-Catalog orders with Check Request forms. • Catalog/Non-Catalog orders and Check Requests route differently, thus they cannot be combined. INDIANA UNIVERSITY
What is a Purchase Order? • An official order distributed to the supplier. – What the supplier uses to return goods or services to your department. • Purchase Order is generated using information entered in Requisition. INDIANA UNIVERSITY
Non-Catalog orders
When is a Non-Catalog order appropriate? • Used when the good or service you need is not attainable via Catalog or is unallowable on a Check Request form. • Driven by business relationship. Use a Non-Catalog order if relationship is ongoing, or if you will be making multiple purchases. • Driven by purchasing lead time. If you are aware of a purchase ahead of time, use a Non-Catalog order if possible. • The Purchase Order protects IU and holds supplier accountable. INDIANA UNIVERSITY
Always use a Non-Catalog Item for… • Capital purchases. • Exhibits. • Payments for computer software and/or upgrades. • Hospitality (exceptions require approval). • Consulting fees. • Legal services. • Trophies, plaques, and other prizes. • Online subscriptions and/or data sets. • Telecommunication charges. • Magazine and newspaper ads. • Advertising. • Photographs. • Credit and collection services. • Photographers and videographers. • Temporary services. • Printing. • Workshops. • Sponsorships. INDIANA UNIVERSITY
Contracts
A contract is required when… • A service is performed domestically which totals $10,000 or more. • There are exceptions to the $10,000 threshold which always require a contract (see next slide). • A supplier presents a contract to your department for the goods or services being provided. • A service is performed internationally which totals $5,000 or more. • Non-US entity performing services overseas, • Non-US entity performing services in the US, or • US entity performing overseas. INDIANA UNIVERSITY
Always request a contract for… • Ownership of products. • Licensing of products. • Photography or videography. • Risk mitigation, including high-risk entertainment. • Programs involving children. • Critical or restricted data usage. • Additional situations as determined by Purchasing. INDIANA UNIVERSITY
Who can sign contracts? • Signatory authority: legal power delegated by an authoritative body. – Delegated by the Board of Trustees to the Treasurer, then delegated further. – Contract managers in Purchasing have signatory authority and may legally sign documents on behalf of the university. If you haven’t been told you can sign a contract assume you can’t. INDIANA UNIVERSITY
Submitting or requesting contracts • Use the Contract Request Form • Two types of forms: – Purchasing Review Office Contract. • Used to request agreement for purchasing goods or services, or to submit a supplier-provided contract for review/signature. – Contract Request for General Counsel’s Office (OVPGC) – Coming Soon! • Used in conjunction with OVPGC’s web templates (see reference guide). • Not associated with purchases. If you also need to purchase a good/service, use the Purchasing Review Office Contract form. INDIANA UNIVERSITY
Contract request timing • Whenever possible, submit a Contract Request Form prior to submitting the related Requisition. – Reference Contract Request Form name and number in Comments section of Requisition. – Purchasing begins contract review when Requisition routes for approval. – Remember to check “Order Restricted?” box if Requisition is less than $5,000 to force routing through Purchasing. INDIANA UNIVERSITY
Other agreements • Signing an agreement with another IU organizations does not represent a contract. – Agreement does not involve an external party. – Essentially, an agreement with ourselves. • If you are unsure whether the agreement with an external party constitutes a contract: – Attach the agreement in the Comments section of Requisition. – Check box next to “Order Restricted?” in General section of Requisition. INDIANA UNIVERSITY
Questions? Contact a buying team! Commodity Email Phone IT and Software purtech@iu.edu (812) 855-3720, option 3 Maintenance, Repair, & Operations purmro@iu.edu (812) 855-3720, option 5 Professional Services purpro@iu.edu (812) 855-3720, option 4 Scientific Products & Services pursci@iu.edu (812) 855-3720, option 2 Real Estate and Storage rhalter@iu.edu (317) 274-7746 Architecture, Construction, & Engineering thellis@iu.edu (812) 855-5294 All of this information – and more – is available on the “Who Buys What?” page on Purchasing’s site. INDIANA UNIVERSITY
Activity 1 Is a contract required?
Question 1 A sales representative from Storyteller Studios, a film studio located in Indianapolis, contacts your department. They offer to provide videography services for the upcoming Science Olympiad. You research the company and decide to pursue the relationship. Based on your initial conversations, Storyteller Studios estimates the production will cost $4,000. Is a contract required? Why or why not? • Yes – for a few reasons: • Videography services. • Program involving children. INDIANA UNIVERSITY
Question 2 Hans Zimmer, an Associate Professor from the Frankfurt University of Music in Germany, has been in contact with Professor Goldberg in the Jacobs School of Music. Prof. Zimmer proposes a collaboration between the two schools on a composition restoration project. Prof. Goldberg agrees, and requests that Prof. Zimmer be compensated $2,000 for his contribution to the project. Is a contract required? Why or why not? • No – international services under $5,000. • However, if we want to own the end product or have usage rights, a contract is required. INDIANA UNIVERSITY
Question 3 The School of Informatics holds a welcome celebration for its newly accepted PhD students. IU Catering, the preferred caterer on the Bloomington campus, will cater the event. IU Catering presents your department with a catering agreement which outlines the event. The agreement must be signed and returned prior to the event. Are you able to sign this agreement? • Yes – this represents an internal agreement. INDIANA UNIVERSITY
Supplier search and entry
Before you initiate your order • Search for the supplier in the Supplier module. • Suppliers which are active and have a Registration Status of “Approved” are ready to use. INDIANA UNIVERSITY
INDIANA UNIVERSITY
INDIANA UNIVERSITY
INDIANA UNIVERSITY
Registration status Registration status Description Supplier has not been invited or completed the registration None process. Onboarding invitation has been sent to supplier. Invited Supplier has accessed portal and started onboarding process. In Progress Supplier has submitted information; under review by Profile Complete Purchasing. All registration workflow steps complete. Ready to use.* Approved Supplier is ineligible to work with Indiana University. Rejected *Ensure supplier is active and has supplier number. INDIANA UNIVERSITY
Recommend
More recommend
