PROCUREMENT: HOW DO I PURCHASE ALCOHOL FROM THE UNIVERSITY S CENTRAL STORE?

Transcription

1 PROCUREMENT: HOW DO I PURCHASE ALCOHOL FROM THE UNIVERSITY S CENTRAL STORE? Introduction Yeshiva University s Albert Einstein Alcohol Program is located in Room B-12 in the Belfer Educational Center for Health Sciences on the Jack and Pearl Resnick Campus. Hours of operation for pick-up are Monday through Friday from 9:00 A.M. to 1:00 P.M; the Store s phone number is NOTE: All alcohol containers must be picked up in person at the Central Store location. The only exceptions are the delivery of alcohol to Price Center and Kennedy Center in the Bronx, and Yeshiva University s Manhattan location at 40 Laurel Hill Terrace. Alcohol may be ordered from the Central Store in the following concentrations (proof) and container sizes: CATALOG NUMBER QUANTITY DESCRIPTION x1 GAL (CASE) x1 PT (CASE) 4x1 GAL (CASE) ETHANOL PURE 190 PRF 1 GAL CONTAINER / CS HAZARDOUS MATERIAL ETHANOL ALC 190 PRF 5 GAL SPGT CONTAINER HAZARDOUS MATERIAL ETHANOL PURE 200 PRF 1 PT CONTAINERS / CS HAZARDOUS MATERIAL ETHANOL PURE 200 PRF 1 GAL CONTAINER / CS HAZARDOUS MATERIAL ETHANOL ALC USP 200 PRF 5 GAL SPGT CONTAINER HAZARDOUS MATERIAL IMPORTANT NOTE: Under no circumstances may tax-free alcohol be withdrawn as part of this procedure and used for beverage purposes, food products, or in any preparation used in preparing beverage or food products. In addition, tax-free alcohol may not be sold or used in the manufacture of any product containing tax-free alcohol. Tax-free alcohol or products resulting from the use of tax-free alcohol may not be removed from the permit premises unless specifically authorized by the terms of their permit or permission has been obtained from the appropriate University officer. Persons who use taxfree alcohol in any manner prohibited as described above become liable for the tax on the alcohol and will be confined to the premises under the control of the State of New York. December 3, 2010 PROCUREMENT How Do I Purchase Alcohol from the University s Central Store? 1

2 Completing the Purchase Requisition To place an order, the Lab Technician obtains the vendor s order form (Figure 1) from the Purchasing Clerk in the Central Store and writes the quantity next to the item description on the form. Figure 1 Note: Fisher is the University s sole supplier for alcohol. December 3, 2010 PROCUREMENT How Do I Purchase Alcohol from the University s Central Store? 2

3 After the order form has been filled out, the Lab Technician brings it to the department s Secretary. The Secretary logs onto the Purchase Requisition On-Line System (Jacada), brings up the Purchase Order System Menu screen, and performs the following steps: Select the Requisition Menu option and click Ok (in the far-left column). Figure 2 The Create Requisition screen is displayed. Figure 3 December 3, 2010 PROCUREMENT How Do I Purchase Alcohol from the University s Central Store? 3

4 Select the appropriate Req/Po Type from the drop-down menu (for this procedure, FREEZER/ALCH is selected). Figure 4 Note: QUICK or RUSH orders are not applicable when ordering alcohol from the Central Store. Type the General Ledger Number and click Ok. Figure 5a Note: If the requisition has more than one G/L number associated with it, they should be listed in sequence on this screen. If additional screens are needed to list G/L numbers, change More GL No. to Yes. December 3, 2010 PROCUREMENT How Do I Purchase Alcohol from the University s Central Store? 4

5 Figure 5b Note: An error message will appear if an invalid G/L number is entered (Figure 5b) or if the G/L number entered is for a funded project that has a zero or negative net free balance and a continuation of funding has not been approved. The Update Ship to Information screen is displayed. Figure 6 December 3, 2010 PROCUREMENT How Do I Purchase Alcohol from the University s Central Store? 5

6 Select the appropriate destination and address from the Ship To drop-down menu. Figure 7 Select the name of the person to whom the freezer supplies are being delivered on the Attn. Name drop-down menu. Figure 8 December 3, 2010 PROCUREMENT How Do I Purchase Alcohol from the University s Central Store? 6

7 The following screen illustrates the fields that should be displayed. If the information on the screen is correct, click Ok. Figure 9 The Update Requisition Header screen is displayed. Figure 10 December 3, 2010 PROCUREMENT How Do I Purchase Alcohol from the University s Central Store? 7

8 Select the arrow in the Suggested Vendor field. The Select EPS Vendor pop-up screen is displayed. Type the Vendor s name ( FISHER ) in the text field and select the Search button. Figure 11 Select the vendor s name from the Select EPS Vendor pop-up screen. Figure 12 December 3, 2010 PROCUREMENT How Do I Purchase Alcohol from the University s Central Store? 8

9 Select ALCOHOL, TAX FREE from the View Commodity Groups for a Vendor pop-up screen. Figure 13 Note: The vendor number is displayed in the Po Vendor field after the vendor is selected. The following screen displays the vendor s name and the commodity that was selected. If the information on the screen is correct, click Ok. Figure 14 December 3, 2010 PROCUREMENT How Do I Purchase Alcohol from the University s Central Store? 9

10 The Update Requisition Items screen is displayed. Figure 15 On the first row under the column headings, click the area in the Catalog Number column to activate the Text field; an arrowhead button appears in the column, to the right of the field. Figure 16 Note: The item s catalog number (from the vendor s form) may be typed in the Text field (Figure 16a). By typing the catalog number first, the item s information will be displayed at the top of the list; therefore, it will not be necessary to scroll through the vendor s Central Store catalog to locate the item. December 3, 2010 PROCUREMENT How Do I Purchase Alcohol from the University s Central Store? 10

11 After typing the catalog number in the Text field, click the arrowhead button to display the item s information. Figure 16a Click the arrow to display the Pick Catalog Item pop-up screen displaying the Central Store catalog for that vendor. Figure 17 December 3, 2010 PROCUREMENT How Do I Purchase Alcohol from the University s Central Store? 11

12 Select the container(s) of alcohol from the list. Figure 18 In the Ord Qty column, click next to the item s Unit Price to display a Text field box. Figure 19 December 3, 2010 PROCUREMENT How Do I Purchase Alcohol from the University s Central Store? 12

13 Type the quantity of the item being ordered in the Ord Qty Text field. Figure 20 In the Chem column, click next to the item s Ord Qty to display a drop-down arrowhead button. Click on the button. Figure 21 December 3, 2010 PROCUREMENT How Do I Purchase Alcohol from the University s Central Store? 13

14 Select Yes on the drop-down menu if the item is a chemical; choose No if it is not. Figure 22 Verify that the information displayed on the Pick Catalog Item screen is correct, then click Complete at the bottom of the screen. Figure 23 December 3, 2010 PROCUREMENT How Do I Purchase Alcohol from the University s Central Store? 14

15 The Update Requisition Items screen is displayed with the item(s ) order information. Figure 24 If the information on the screen is correct, select Yes in the Create Requisition option and click Ok to create the Purchase Requisition. Figure 25 December 3, 2010 PROCUREMENT How Do I Purchase Alcohol from the University s Central Store? 15

16 After the Yes option is selected to create the Purchase Requisition, the Select User screen is displayed. Figure 26 Type the last name (surname) of the person approving the Purchase Requisition in the User Name field and select the Search button. Figure 27 December 3, 2010 PROCUREMENT How Do I Purchase Alcohol from the University s Central Store? 16

17 Jacada displays the full name of the Approver. If the name is correct, double-click the box in the Select User column next to the Approver s name and click Ok. Figure 28 Note: Send To Purchasing is an Approver field; this box should not be selected by the Requisitioner. Jacada asks for confirmation that the Purchase Requisition is to be sent to the person (Approver) whose name appears in the User Name field. If the Approver s name is correct, select Yes and click Ok. Figure 29 December 3, 2010 PROCUREMENT How Do I Purchase Alcohol from the University s Central Store? 17

18 This screen confirms that a Purchase Requisition was created and forwarded to the Approver (in this example, Anita Butta). The Requisitioner can view or print the Requisition for their records. Figure 30 The Change Header/Enter From Mail screen is reviewed by the Approver. The Approver clicks the Yes button and Ok to approve the Purchase Requisition. Figure 31 December 3, 2010 PROCUREMENT How Do I Purchase Alcohol from the University s Central Store? 18

19 The Approver double-clicks the box next to Send to Purchasing, then clicks Send to Purchasing. Figure 32 The Central Store Purchasing Clerk receives the approved Purchase Requisition via Jacada. The Lab Technician (or their designee) brings a copy of the Purchase Requisition to the Central Store to take the item(s) back to their lab. The Purchasing Clerk logs the container serial number on the Purchase Requisition and the Purchase Requisition number into the log book. The Purchase Order is created in Jacada from this information, the Lab Technician (or designee) signs the log book, and the Purchasing Clerk fulfills the order. December 3, 2010 PROCUREMENT How Do I Purchase Alcohol from the University s Central Store? 19