Mezclado

code will be added to the requisition.

To locate a category (this may be the best method to locate an asset category), it is possible for requesters to access the category tree using the caret (small triangle) on the left of the heading, Browse Category Tree, at the bottom left of the screen. This will open the category tree where Capital Asset and Non-Capital Asset nodes are visible. Then drill into the appropriate category tree. Select a category from the lowest possible level (the folder icon will not contain a plus symbol).

Note: Do not copy and paste an account code into the Account field on a requisition, it will not signal the correct information to the system.

Supplier ID (10 characters) The supplier’s ID number as assigned by the financial system.

• Always use the magnifying glass (search) icon to select the supplier for a requisition.

• There are three things to verify about the supplier for each requisition: the approval status, the supplier is “open” for ordering (noted with “Y”), and if the location address listed in the line detail is consistent with the location address you selected.

• When looking up a supplier on a new requisition, the results screen also shows a Line Detail icon. If you click on this, you can verify whether the supplier is “Approved” and “Open for Ordering” without going out to the Supplier File to look up this information.

• Search for your supplier on the Requisition screen and view the list of locations like below:

• Click the Line Detail icon to see supplier Approved or Open for Ordering Status.

Standard Purchases (cont.)

• When you have determined that the supplier information is complete for your requisition, click <OK> to return to the list of supplier locations. Select the location and click the <Supplier ID> in that row.

• It is appropriate to check the Supplier record from the EFS home

page if there is a need to research more information about the supplier that cannot be found on this detail screen. Questions about Supplier records should be directed to Disbursement Services. • All supplier locations must be the same on the requisition in order

to produce a single PO. If items on a requisition are from more than one supplier or more than one location for the same supplier, multiple POs will be produced for the requisition. If this is an issue, create a separate requisition for each location or supplier.

• Do not copy and paste the supplier number from one line to another, as it will likely result in the creation of multiple PO’s. • If bidding is not required, a supplier must be selected for each

requisition line. If it is not, a sourcing error will occur. • If bidding is required, leave this field blank.

Supplier Name (50 characters) This field is populated by results of supplier search using Supplier ID.

Supplier Item ID (50 characters) The item’s ID number or description as defined by the supplier. This field is populated by point-and-click shopping from U-Stores (and potentially other suppliers).

Mfg ID (50 characters) The manufacturer’s name. This optional field is for internal use only and does not print on the PO.

Standard Purchases (cont.)

Mfg Item ID (50 characters) The manufacturer’s item ID number or description as defined by the manufacturer. This optional field is for internal use only and does not print on the PO.

Freight Definitions

Understanding FOB (Freight on Board) Terms

FOB terms always identifies where the title passes from the sell to the buyer. It also includes who is responsible for freight.

Shipping Term - FOB (Freight on

Board)

Who is responsible for

freight or shipping costs. Title (Ownership) Passes Who files damages or loss claims

FOB Destination (U of M Preferred

Term)

If there are no other qualifiers, Seller is responsible for freight costs.

Seller owns shipment is delivered/accepted at U of M location. U of M takes title upon delivery.

Supplier files for any damage that occurs before U of M accepts delivery. After delivery, U of M files damage claim. FOB -

Destination - Freight Prepaid

and Allowed

Seller pays freight costs. Freight is included in the

product price.

Seller owns until shipment is delivered/

accepted at U of M location. U of M takes

title upon delivery.

Supplier files for any damage that occurs before U of M accepts delivery. After delivery, U of M files damage claim. FOB Destination

- Freight Prepaid and added

Seller prepays freight costs and adds to submitted

invoice.

Seller owns until shipment is delivered/

accepted at U of M location. U of M takes

title upon delivery.

Supplier files for any damage that occurs before U of M accepts delivery. After delivery, U of M files damage claim. NOTE: Before placing order, clarify with supplier whether the freight/shipping costs will be a separate

invoice line or are included in the quoted product price. NOTE: University does not accept FOB Terms of Collect.

FOB Origin If there are no other

qualifiers, Buyer is responsible for freight costs.

Buyer owns goods from shipping point and in route to U of M location.

Buyer files for any damage that occurs once

shipping starts. FOB Origin,

Freight Prepaid

Buyer paid freight costs. Freight is included in the

product price. FOB Origin,

Freight Prepaid and Allowed

Seller prepays freight costs and adds to submitted

invoice.

Send to Supplier Select as appropriate. Selecting this checkbox causes the contents of the Additional Information field to print on the purchase order.

Show at Receipt It is recommended to always select. Selecting this checkbox causes the contents of the Additional Information field to display at the time of receipt in order to verify that the correct items have been received.

Standard Purchases (cont.)

Show at Voucher It is recommended to always select. Selecting this checkbox causes the contents of the Additional Information field to display at the time of voucher entry in order to verify that the University has been billed correctly for the purchase.

Assets – Definitions and Examples