Purchasing

Guiding instructions on filling out the Order Request form

• 1. Search and select the PI/Cost Center Manager in the drop down menu under 'PI or Cost Center Manager' in the Approvers and Cost Center section of the order request

     1. 1. • unless you've been given the authority, you're not allowed to enter information under the 'CostCenter' tab

           • it's the PI/CostCenterManager who is able to enter the specific cost center that they decide will be used to charge and order your request

           • if you need access to input the specific Speed Type/Cost Center please contact your Cost Center Manager & NSM IT

  2. Enter the item name in the form box under 'Description' in the Items section of the form.

     1. 1. • If this is the first time the item is being ordered, let the database try to search for the item, then click "Current: (item name)"

           • if item has been ordered before, then select it in the drop down menu that appears

  3. Enter additional purchasing information which requires Quantity & Unit Price

     1. 1. • Catalog Number is optional, but if you have an invoice they typically have a Catalog ID and it can be entered in the 'Catalog No.' field

           • 'Amt' field is the auto calculated total for the order that's based on the Unit Price and Quantity of units the user enters

           • Account Code not required - that's typically handled by your Business Office

  4. Enter vendor information under the Vendor and Shipment Information section of the form

     1. 1. • Type vendor name in the 'Search Vendor' field, and select the vendor

           • if vendor does not show up in MyNSM database they must be added in (go to step 6a)

             • • • (6a) If a new vendor does not show up in MyNSM it's because no one has ordered from them before, and their information must be manually entered in

                   • hover over the 'People' tab and click 'Vendors' which will open in a new tab

                   • click on 'New Vendor' on the left hand side and enter required Vendor Name

                   • No additional information is required, but it's helpful to add if applicable

                   • If you don't see the button for 'New Vendor' then you must request access to it from NSMIT & your supervisor through the 'Access/Service Request' form

           • If you want your order delivered to a specific location, specify it in the 'Shipping Address or Building No. & Room No.' field

           • Make sure provide the reasoning for the order in the "...how it benefits UH" field

             • • • It's highly recommended to describe the purpose and benefit of the order as best as you can

                   • ex: (if purchasing say a lab equipment) these test tubes are needed to help work on an ongoing chemical research project within the Biology Department

           • Special Instructions - can be used to supplement what you want to get ordered. Examples include stressing the order be delivered by a specified date, a link to the item on a website, and more.

           • If you don't see the button for 'New Vendor' then you must request access to it from NSMIT & your supervisor through the 'Access/Service Request' form

7. Upload any attachments that may be needed.

• • • • • Examples could include screenshots, emails authorizing orders from PIs/Cost Center Managers who don't use MyNSM yet, or further instructions regarding an ordered item, and more.

8. If applicable, attach your invoice under the 'Invoice' section of the form.

• • • • • For users doing orders via invoices, upload the invoices, bills, or receipts using the 'Attachments' button to the left of the invoice information fields

        • *insert shahab's video from 17:30 - 18:56 that describes how to put in credit card invoices*

9. If you need to you can save your order and come back to it again later by clicking the 'Save' icon at the bottom

10. Once all information has been entered, click the 'Submit for Approval' button at the bottom for the order to be sent to your PI/Cost Center Manager to be approved

• • • • • note: PI/Cost Center Managers can see your purchase pending approval when they log into the system, however they will not be directly notified about a pending request unless you specifically check the 'Send Email' box

How do I find my submitted order?

1. After logging into MyNSM and going into the Finance portal, hover over the 'Purchasing' tab and click 'Search'.

2. On this page you can view all orders you have submitted. You can search for a specific order, or view the list that shows all your past orders. You can search and filter results by:

• • • • • Order Id number (unique auto-generated id given to each saved/submitted order)

        • Status of your orders

        • Who it was requested by

        • Where it was requested at

        • Cost Center Manager name

        • Total cost of order

Results can all be filtered in ascending, or descending, order.

Why didn't I receive everything that I ordered/ only receive part of an order?

A few possible reasons you may not have received all or part of your orders are:

• • Your order may have arrived in stages

  • You may have been denied for one of the items you requested to order

  • One of your items may still be pending approval from your PI/Cost Center Manager

In all cases, contact your PI/Cost Center Manager for further information on why your item was not ordered

How can I quickly accept a pending Order Request?

For PI/Cost Center Managers that want to quickly view a summary of an Order Request and accept it:

1. Hover over the 'Purchasing' tab and click 'Quick Edit'

2. In the 'Type' dropdown menu select 'All Pending Approvals' and then click 'Search' button

3. You can now see all pending approvals, their related general information, and you have the ability to quickly approve or reject the Order Request