INFORMATION FOR ORDERING AND RECEIVING SUPPLIES

 

Ordering Supplies

1.         Recent orders can be found in the purchasing folders on the shelf in the main lab.  The forms are kept alphabetically by manufacturer/company they were ordered from.  Refer to the previous order forms for any special price quotes.

*We can purchase many of our office supplies and general lab supplies on campus from Vet Med Central Services or the Storehouse.  Vet Med can be reached at 2-0157 and is located in Haring Hall.  Directions to Vet Med are on genome-lab website under protocols.  The Storehouse catalog can be found on the UC Davis website (www.ucdavis.edu) by searching under “storehouse”.

2.         Fill out a Purchase Order Request for the items that you would like to order.

*Completing the order (On-line or calling in yourself):  Take the completed Purchase Order form to Norma Andrews in the Business Office.  She will keep one copy and return the
  other copy to you with the PO number.  Use this number when filling out the on-line billing information or when phoning in the order.

*Or, take the completed Purchase Order form to Norma Andrews in the Business Office.  She will phone in the order for you and return a copy of the Purchase Order to the lab.

*NOTE:  If several items are being ordered from the same company, place all items on one Purchase Order.  Check with other lab members before you complete the order to see if
  others need items from that company before you complete the order.

3.         Keep track of all orders purchased on each separate account number in an Excel database.  Currently, these account databases are in Lab 20/ Lab Documents / John / Lab Accounts / Current.

            Example:

            Account 627Y Do Not Exceed $5000 1/24/06

                        Item     Catalog Number    Quantity      Company     Phone Number    $ Amount     Contact Person     Date Ordered

4.         File the Purchase Order copy and place in “Orders Not Yet Received” folder in the Main Lab. 

                         

Receiving Supplies

1.         If box is labeled “Freeze Upon Arrival” or “Refrigerate Upon Arrival”, make sure to unpack it immediately.

2.         Label packaging slip with your initials (make sure that they are legible), the date, and the word “received”.  Place the packaging slip in the slot labeled on the main shelves above the phone with the red label. 

3.         Remove the Purchase Order Request from the “Orders Not Yet Received” folder in the Main Lab and file it under the Company Name in the Purchasing notebooks (red notebooks) above the phone in the Main Lab.