Purchase Orders

BuySite Purchase Order (Electronic Purchasing Ordering System)

It is the responsibility of the department who issues a BuySite Purchase Order (also known as “W” Order) directly to Suppliers, to reconcile all problems related to this type of order. Some problems may consists of the following:

• Duplicate shipments
• Incorrect material received
• Damaged goods

Follow the steps given on how to reconcile departmental purchase order problems. If you need assistance you can contact Client Services Help Desk as listed below and talk with the representative assigned to the specified Supplier after you have exhausted all possibilities.

Has a purchase order number been assigned to my purchase requisition?

This information can be obtained by accessing the APS-PO system Screen 76:

76 – REQUISITION DISPLAY/MODIFY/DELETE

Note: some areas of operation must use screen 23 to obtain this information.

Enter requisition number — if the purchase requisition has been processed and a purchase order number assigned then a Purchase Order Number will be supplied.

I need to check delivery status of a “U” Purchase Order, what should I do?

Contact Client Services Help Desk as listed below, to expedite delivery information, or, contact the Supplier’s Customer Service Department making sure that the purchase order number is furnished to the Supplier.

I received a duplicate shipment on my “U” Purchase Order and I need to return one, what should I do?

Contact Client Services Help Desk as listed below, immediately to expedite a return goods/material authorization or RMA. If the Supplier acknowledges the error and error was made by the Supplier, then the Client Service Representative will expedite the return and issue a RMA number to the department. The requisitioning department must supply the following information to the Client Service Representative:

• Purchase Order Number
• Supplier’s order number; this number is usually located on the packing slip.
• Date the overshipment or duplicate shipment was received.

I received a duplicate shipment on my “U” Purchase Order and I need to return one, but the error was made by our department what should I do?

Contact Client Services Help Desk as listed below,immediately to expedite a return goods/material authorization or RMA. If the Supplier acknowledges the error and it indicates an error was made by the department, the Client Service Representative will expedite the return and issue a RMA number to the department. The requisitioning department must supply the following information to the Client Service Representative:

• Purchase Order Number
• Supplier’s order number; this number is usually located on the packing slip.
• Date the overshipment or duplicate shipment was received.
• NOTE: on duplicate shipment (s) if the error was made by the requisitioner, in most cases a restocking charge will apply.

I received the incorrect material on my “U” Purchase Order, how do I get the Supplier to send the correct material?

Contact Client Services Help Desk as listed below, immediately to expedite a return goods/material authorization or RMA. Requisitioning department must supply the following information to the Client Service Representative.

• Purchase Order Number
• Supplier’s order number (usually indicated on the packing slip)
• Date the incorrect material was received.

I received a duplicate shipment on my “U” Purchase Order and would like to keep both shipments, what should I do?

Contact Client Services Help Desk as listed below. The Client Services Representative will work with the Buyer to request a change order — also known as an “add on.” This process is required in order to pay the Supplier’s invoice.

I received Damaged Goods on my “U” Purchase Order. How do I handle damage goods after they have been received?

Contact Client Services Help Desk as listed below immediately, it is vital for all incoming goods to be inspected by the receiving area (if applicable) or the user department. This helps to avoid any unnecessary disputes relative to damage goods. Client Services will initiate a claim as soon as the call is received. However, to insure proper procedures for the Supplier or the Shipper, follow these steps at the time of delivery:

• Step 1: Visually verify case counts. Note all shortages on shipping documentation and have the driver sign. In some cases however, this will be handled by the receiving area.
• Step 2: Examine each carton for obvious damage. Most importantly, keep all damaged cartons.
• Step 3: Open every carton to check for hidden damage. This must be done no later than one week of receipt of material.

IF THE DAMAGE IS OBVIOUS

• Step 1: Indicate all damages or losses on the freight bill and receiving documentation.
• Step 2: The receiver and driver must both sign the receiving documentation — bill of lading.
• Step 3: Retain all material in the condition and the carton in which it was received.
• Step 4: Notify the Client Service Representative by phone. This is crucial.

IF THE DAMAGE IS CONCEALED

• Step 1: Upon verification that the damage is indeed concealed, the Client Service Representative must be notified by phone immediately.
• Step 2: Do not remove packing materials — materials must be in the exact condition as it was received.

It is the responsibility of the department who issues a Buysite Purchase Order (also known as “W” order) directly to Suppliers, to reconcile all problems related to this type of order.

Follow steps given on how to reconcile “U” Purchase Order problems. If you need assistance you can contact Client Services and talk with the representative assigned to the specified Supplier after you have exhausted all possibilities.