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eProcurement

 

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What is the difference between a requisition and a purchase order?
A requisition is the initial step to request the purchase of goods or services. Once the requisition has been approved by the appropriate individuals, it transitions to a purchase order, which is a legally binding document.

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What is a punchout catalog order in eProcurement?
A punchout order is done through the SciQuest Marketplace.

When you click on the suppliers icon you are directed to their shopping catalog.

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What is a hosted catalog order in eProcurement?
A hosted catalog order is done through the SciQuest Marketplace. These catalogs are setup based on the College’s previous spend and contain the top purchased items. They allow you to search across suppliers to find the item you need at the best price.

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What is a non-catalog order in eProcurement?
A non-catalog order is for goods or services that are not available from the Stockrooms, The Dartmouth Main Store or the SciQuest Marketplace.

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What is a confirming order?
A confirming order means the goods or services have been purchased or ordered and the requisition is being created for billing purposes only.

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How do I pay for goods or services?
Depending on the goods or services being purchased, you will want to refer to the Transaction Matrix to view the proper mechanism http://www.dartmouth.edu/~control/docs/procurement/july08matrix.pdf.

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What suppliers are located in the SciQuest Marketplace?

  • A: Abgent
  • Accurate Chemical & Scientific
  • Accurate Surgical & Scientific Instruments Corp./ASSI
  • Applied Biosystems
  • Aven, Inc.
  • BD Biosciences
  • Beckman Coulter, Inc.
  • Bethyl Laboratories
  • Bio-Rad Laboratories
  • BioChain Institute
  • BioSure, Inc.
  • CED Twin State Electric
  • Cell Applications, Inc.
  • Crescent Chemicals
  • eBioScience
  • Electron Microscopy Sciences
  • Fastenal
  • Fisher Scientific
  • FW Webb
  • Glas-Col, LLC
  • Integrated DNA Technologies, Inc.
  • Invitrogen Corp.
  • J & H Berge, Inc.
  • Jackson ImmunoResearch Laboratories, Inc.
  • Kamiya Biomedical Co.
  • List Biological Laboratories, Inc.
  • Macherey-Nagel, Inc.
  • New England Biolabs, Inc.
  • Office Max Contract
  • PerkinElmer Life Sciences, Inc.
  • QIAGEN, Inc.
  • Rockland Immunochemicals, Inc.
  • Sigma Aldrich Corp.
  • Spectrum Chemicals & Laboratory Products
  • StemCell Technologies, Inc.
  • Synthecon, Inc.
  • Turner BioSystems
  • USA Scientific
  • Varian, Inc.
  • W. W. Grainger, Inc.
  • Westnet, Inc.
  • White River Paper

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What happens if I’m working after hours and need to order an item?
You can order through the SciQuest Marketplace. Make sure you mark the Confirming Order box as “No.” If the order is going to be less than $2,500 the department PCard can be used.

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How will catering be handled?
Approved caterers are listed on Risk and Internal Controls Services website.

When an approved caterer is selected, once the department receives the invoice, they put their chart string on the invoice and send it to Accounts Payable. No purchase order is required when utilizing an approved caterer.

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How will we get an invoice?
Invoices should come directly from the supplier to Accounts Payable.

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How will my invoices be paid?
Accounts Payable will match all invoices in the system. Invoices for orders over $2,500 must be “received” in the eProcurement system before the payment will be released.

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How will shipping be handled?
You do not need to add a shipping line to any requisitions. Any invoices that have shipping charges will be distributed across the purchase order lines by Accounts Payable.

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Can we still use Procurement Cards?
Yes, you can still use Procurement Cards for goods under $2,500 that are not available through a Stockroom or in the SciQuest Marketplace.

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How do I attach documents to my requisition (quotes, sole source?)
During the iProcurement checkout process at Step #2, documents can be attached to the requisition. It is recommended that the document be scanned and saved to your desktop. You will be asked to provide a description and then at “Category” select the option “To Buyer” from the pull down menu. This is an important step because if the default “Internal to Requisition” is selected, the documents will not transfer to the Buyer or purchase order.

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What if we need to place an order but we don’t want the vendor to ship the whole order at once?
Put a note in the “Note to Buyer” field at Step #2 of the check out process in iProcurement.

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How do we get a copy of an invoice?
Contact Accounts Payable.

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What happens with orders under $2,500 that will be automatically paid but we didn’t get the complete order?|
Contact Procurement Services to have a hold put on the order if the items were just received. Otherwise, contact Accounts Payable to see if they can stop the check.

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Is the requestor field, in eProcurement, set up and linked through HR so if someone is no longer employed, their access will be denied?
Yes, if a Payroll Authorization terminating the employee has been sent in a timely manner to Payroll.

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Can you place an order without setting up a chart string or PTAEO in your eProcurement preferences?
Yes.

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How do I find out my approval level?
Contact your Department Administrator.

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Can a department put a “hold” on payment of invoices under $2,500?
Yes, please contact Procurement Services.

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How do I order Radioisotopes?
A “RAD” enabled user will need to go into the On-Line Radioisotope Ordering and Inventory Management System, sponsored by BIORAFT. The website is https://dartmouth.bioraft.com and is for RAD enabled users only. You will be able to obtain a Radioisotope Authorization Number (RAN). Place the order using eProcurement. The final step of this process requires this RAN before the order can be accepted.

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Who will decide on the suppliers to be covered by a Blanket PO?
Procurement Services.

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What does it mean to “receive” an order in eProcurement?
Any invoice for a purchase order over $2,500 needs to be “received” in eProcurement before a vendor invoice can be paid. This “receive” function replaces submitting a hard copy invoice with authorization to Accounts Payable by the department.

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When do I need to “receive” an order in eProcurement?
Whenever a purchase order is greater than or equal to $2,500.

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How many chart strings can be entered into my eProcurement preferences?
Up to fifty GL chart strings and one PTAEO.

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Where do I find the necessary forms (new vendor, independent contractor)?
On Procurement Services website at http://www.dartmouth.edu/~control/forms/index.html.

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How do I create a purchase order that will likely have multiple invoices?
Enter a non-catalog requisition in the eProcurement system and chose “Goods or Services billed by Amount” from the drop down list in the “Item Type” field.

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What are the Internal Stockrooms in eProcurement?
The Internal Stockrooms are inventory locations strategically placed in campus for end users needs. Central Stores is located in the Hillcrest Bldg on Rte 120, FOM is located in the FOM yard by McKenzie, the Remsen Stockroom is located in the Vail/Remsen Bldg at the old Hospital complex, the Borwell Stockroom is located in the Borwell Bldg at the DHMC complex, and the Burke Stockroom is located in the Burke Bldg within the Arts and Sciences.

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What can be purchased through the Dartmouth Main Store?
Only items that are currently setup on a Blanket purchase order.

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What is the difference between eProcurement and iProcurement?
eProcurement is the system that contains the Internal Stockrooms, the SciQuest Marketplace, the Dartmouth Main Store, and non-catalog requisitioning. iProcurement is the name of the Oracle module that controls the ordering and checkout process for all ordering mechanism in the eProcurement system.

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What happens if I place an order for 10 items but only get 8 items?
There are no backorders, the order is called complete. So you would need to reorder the other 2 items.

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What do I do if I need to place an order with a vendor that isn’t in eProcurement?
Fill out and submit a New Vendor Form that is found on Procurement Services’ website at http://www.dartmouth.edu/~control/forms/index.html.

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How do I know what buyer in Procurement Services to select for a particular category?
Refer to the “Category/Buyer Listing” on eProcurement’s home page.

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What if I need to pre-pay or put a deposit down for an order?
Once the purchase order has been created, write the PO # on an RFP (Request for Payment) or MIPV (Miscellaneous Income Payment Voucher) http://www.dartmouth.edu/~control/forms/index.html and submit it to Accounts Payable.

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Can I make a change to a requisition once it has been submitted in eProcurement?
No, there can’t be any changes made to the chart string, line item, or vendor.

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How do I search for vendors or category types in iProcurement?
Use the flashlight tool, located to the right of the information field, adding the wildcard symbol (%.) Example: to search for a vendor, enter %Char%Rive% for Charles River Laboratories. Example: Under category types, enter “Serv” for services and select the appropriate one for your requisition.

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How do I set my preferences in iProcurement?
From the iProcurement homepage, click on “Preferences” in the upper right corner. This will bring you to General Preferences where you will find a green block to the left. Select “iProcurement Preferences” at the bottom. Nothing needs to be entered in the “Shopping” sub-heading. Go to the “Delivery” section, enter your name (last name, first) and the physical delivery location for your orders. This is very important because the default delivery location is set to “7 Lebanon Street” which is Human Resources.

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Last Updated: 10/22/12