Training News – December 2015
Message from your S&P Trainer
Welcome and thank you for reading the Sourcing & Procurement Training Newsletter. This December issue gives attention to some end of year tips to ensure you have a good handle on your Purchase Orders and invoices to date. A little maintenance now will help the rest of the fiscal year play out smoothly!
Read on for recent news, tips and tricks and the schedule of upcoming training classes. Be sure to subscribe to Sourcing News to stay on top of Sourcing announcements in real time as they come out. Follow the link at the end of the newsletter to subscribe.
As always, I am available by phone or email for any of your Sourcing related questions. I’m always happy to help.
Wishing everyone a safe and happy Holidays!
Your S&P Trainer,
Deliveries during Intersession
As most BU departments are closed during the holiday Intersession, it is important note that there will be no delivery of mail on the Charles River Campus by University Mail Services during this timeframe. Those wishing to pick up departmental mail may do so during intersession. Individuals picking up mail for their department must show a valid Boston University identification card. For questions about interdepartmental mail or other inquiries please visit the Mail Services page for the most appropriate contact.
All BU Purchase Orders to external suppliers now include an additional note to suppliers reminding them of the University closure during Intersession.
If you are ordering an item that needs to be delivered during the intersession week, please work with your supplier to make sure that someone would be present to receive the item. It is imperative that delivery instructions are clear during this time when most BU departments are closed.
For questions or concerns about this please call us at 617-353-2370 or email email@example.com.
Office Depot Chair Sale
As the transition from Office Depot to WB Mason is in process, Office Depot is making their existing inventory of Quick Ship chairs available to the BU community at a discounted price. The discount only applies to future orders.
New Printer Standards
Printers will be available in the GovConnection catalog in the Terrier Marketplace. A full announcement outlining the program details will be coming out this month.
Procurement Tip of the Month
Calendar Year End checks
As the year comes to a close and we are halfway through our fiscal year, it is a good time to do a little preliminary house cleaning. Below are a few checks you can do to make sure the rest of the year goes smoothly.
- Check for Unpaid/Overdue Invoices from External Suppliers
- Check Limit Order Balances
- Close Old or unwanted Purchase Orders
Please make sure to submit all invoices to Accounts Payable (or have suppliers submit them directly). If you have already submitted an invoice, you may check the status of your invoices by contacting the Accounts Payable department via email or the Invoice Status form. The Invoice Status form was created by the Accounts Payable department for administrators to have a convenient place to check the status of an invoice.
If you have an invoice that does not have a valid Purchase Order, please create a shopping cart to generate a Purchase Order. The generated Purchase Order will be sent to the supplier so it is important to include a note in the supplier text field: “PO is only to pay an invoice, please do not re-bill”. Once you receive notification that the Purchase Order has generated, write the Purchase Order number on the invoice and send it to Accounts Payable by emailing firstname.lastname@example.org.
Check Limit Order Balances
This midway point in the fiscal year is also a good time to check your open Limit Order balances. Please visit the Has an Invoice been Posted? help document to view the invoices that have posted against your Limit Order and to review the balance on your Limit Orders in the Extended PO History screen.
The Extended PO History screen of your Purchase Order will have the relevant details regarding how much your Limit Order has been charged to date. At a glance, you can see the invoices that have been posted against the Purchase Order (Total and Itemized charges) and you have access to click into the invoices for more details in the WebGUI.
For a different view of Limit Order balances or to check multiple orders at the same time, use BW reporting. Visit the help document page: How to View Limit Orders – Summary Level for a detail explanation on running the Purchasing Document Lifecycle report to view Limit Order balances.
Close Old/Unwanted Purchase Orders
Do you have Purchase Orders with open commitments that will no longer be invoiced against? You may email email@example.com to have the orders closed. Closing the PO will release the open commitments on your budget. Please write “PO Close Request” in the subject line of your email message and list the Purchase Orders to be closed in the body along with a confirmation that no further invoices are expected.
Thank you for reading this month’s Sourcing Training Newsletter. Stay tuned for the next issue of Training News for Tips for New Hires/Users
Frequently Asked Questions
Visit our Frequently Asked Questions page to receive answers to common inquiries and to be directed to help guides that addresses each. If you have any questions about these guidelines or do not see an answer to your question, please contact us at firstname.lastname@example.org.
Upcoming Shopping Cart Training Sessions
Sourcing & Procurement offers regular training sessions. These sessions are intended to help new and existing Boston University employees navigate ordering goods and services through BUworks Procurement. Below are links to the Training Calendar with all the available sections. Click on the link of the session you would like to attend.
Your thoughts and comments are very important to us. Please take a moment to share any ideas or questions you might have about this monthly newsletter. Click here to be directed to the online survey.
Stay tuned for the next issue of Training News for news on Leveraging the calendar year end to get additional discounts and planning for intersession.
Click here for archive of past Training Newsletters.
Subscribe to Sourcing News!
Would you like to receive notification of the latest Sourcing news and announcements? If so, visit this page and fill out the form to subscribe to our news blasts.