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Purchasing Procedures

The new purchasing system introduced in May 2009 is hosted on the following site:

http://helpdesk.bcs.uwa.edu.au/physics

Please log in and create an account.  You will then be able to make purchases through the School.  Old procedures listed below will gradually be adjusted and amended.

* Note these are purchasing procedures for the School, however your own individual Research Groups would have different guidelines which need to be adhered to before we come to any of the below stages. Please ensure that you understand and adhere to them before proceeding with any of the following

Ordering:

  • Email the purchasing officer with the supplier name (including email contact if possible), item description and part number, quantity required, PG to be charged and attach quotation if applicable. Please include the website link if an online credit card purchase is required.
  • The purchasing officer will email you if there are any problems with availability and to inform you that the order has been processed.
  • When the goods arrive, the purchasing officer will email you to inform you to come and collect the goods from the shelves in the basement (the purchasing officer will include details of back ordered items in the email also).
  • It is important to check that the contents of the delivery match the invoice/packing slip before signing for the items and placing the invoice/packing slip in the tray located on the collection shelves.
  • PLEASE NOTE: if you are awaiting an urgent delivery and the purchasing officer is away you are welcome to check the basement for your package but it is extremely important that you sign the paperwork that came with the delivery and leave it on the purchasing officer’s desk otherwise she has no way of tracking that goods have been received. It has been requested that all packages are now to be delivered to the basement and on the odd occasion that they are delivered upstairs-they will be brought down to the basement by the purchasing officer i.e. the Admin Office on the 4th Floor (4-3) will not be a collection point for packages

Travel:

  • After you have arranged your flights with Kistend (9215 9052), Tertiary (ext 2721) please email the purchasing officer the itinerary and the PG to be charged. the purchasing officer will then liaise directly with the travel company to provide payment information, and will copy you in on any correspondence.
  • Please note, the travel agent will inform you that in order to confirm the prices, the Purchase Order will need to be issued by the end of the day. This is a standard notification they give to everyone who makes a booking. The School will in most cases not be able to issue an immediate Purchase Order. These will normally be processed within 24 hours.

Accommodation Bookings:

  • Email the purchasing officer the website link for the online booking and include all necessary information in your email e.g. hotel name and address, smoking/non-smoking room, name of guests, double/single room, check in/check out dates and times etc.
  • Don’t forget to include the PG to be charged in your email.

Stores:

  • To gain access to the locked store you can either ask the purchasing officer to open it for you or one of the workshop staff if the purchasing officer is not there. Alternatively there is now a key located in a combination box on the wall outside the locked store. If you wish to record the combination for your use please ask the purchasing officer and keep it confidential.
  • Please sign out all items you take from the locked store on your group’s page in the locked store black file on the small desk in the store area.
  • Please sign out all items you take from the workshop compactus shelves on your group’s page in the workshop compactus black file on the small desk in the store area. Please take care when filling in the details, as many mistakes have been made in the past.
  • It is vital that you provide as much detail as possible when giving the description of the item you are signing out otherwise you may be charged the incorrect price. PLEASE NOTE: you do not need to fill out the $ column in the file.
  • If you notice an item is running low either in the locked store or workshop compactus please email the purchasing officer or place a note on her desk.
  • PLEASE NOTE: The Purchasing Officer is not charged with responsibility of locating items within the compactus

Personal/Miscellaneous Deliveries:

  • If you have personally ordered or are expecting a delivery whether it be for work or personal purposes it is vitally important that you email the purchasing officer to advise that a package will be arriving, and which company it is from and that no payment need be arranged. A large amount of time is wasted opening parcels that are not concerned with purchasing.

Invoices for Payment:

  • Please place all hard copy invoices for payment in the purchasing officer's pigeonhole with the PG number to be charged clearly marked on the invoice so she can process it for payment.
  • If you have an electronic copy simply forward it as an attachment in an email to the purchasing officer with the PG to be charged.

Conference Registration Payments:

  • Email the purchasing officer the website link if online registration is available and include all necessary information in your email e.g. meal preferences, symposia you wish to attend, accommodation requirements, scanned copy of student card if necessary etc. Don’t forget to include the PG to be charged in your email.
  • If online registration is unavailable place the completed hard copy registration form with PG to be charged in the purchasing officer's pigeonhole.

Sending Packages:

  • If you need to send an item for repairs or for another reason please leave the package on the purchasing officer's desk marked "for despatch" and email the purchasing officer with the following information so a mail despatch request form can be completed to be sent with the package to the mail room:
    • PG to be charged for delivery costs
    • Address and phone number of company goods are to be sent to
    • whether insurance is required (1% of value of goods) minimum charge $75
    • details of contents
    • value of contents
    • reason for sending

PLEASE BE PATIENT. THE PHYSICS PURCHASING OFFICER IS CURRENTLY A 0.9 FTE POSITION. WHEN AN ORDER IS EMAILED ALL ENDEAVOURS WILL BE MADE TO PROCESS IT WITHIN ONE WORKING DAY.
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