Prerequisites:

  • Ensure you are working with an approved vendor, If you are not, please contact Jennifer Laddaga to onboard this vendor.
  • You have a quote or receipt as documentation for pricin


Step 1: Go here to start the form.


Step 2: Describe your purchase




Step 3: Fill out the Order Details and Vendor Information

  • SHIP TO: Select the location the item will be shipped to. If the item is NOT something to be shipped (e.g. Electronic Software License or a Service to be received), simply indicate the campus that this PO will be for.
  • SPECIAL INSTRUCTIONS: enter any important handling information once received at the Ship To location
  • PAYMENT METHOD:Select the Payment Method from the dropdown. Please read the options below carefully on how your Purchase Request will be routed.
    • TERMS (30/40/60/90) - RECEIVE NOW / PAY LATER  - This is the traditional PURCHASE ORDER method of payment. Selecting this indicates that we will receive Goods or Services FIRST. The vendor will then send [email protected] an Invoice to Pay for the Goods and Services. Ingenium will have a terms set with the vendor to agree to pay within 30 days, 40 days, 60 days, or 90 days)
    • DUE ON RECEIPT - RECEIVE NOW / PAY NOW - Similar to TERMS, we receive Goods or Services First, however this time we will pay immediately. Usually the Goods or Services received will be accompanied with an Invoice that will be processed.
    • PAYMENT IN ADVANCE - PAY NOW AND THEN RECEIVE - The Vendor requires payment BEFORE they send the goods / services. Selecting this payment method will trigger an Invoice to Accounts Payable to pay. Once paid, via Check, a Goods and Services Received Note will be generated to document Goods / Services have been received. Do not use this option to pay by Credit Card
    • EXPEDITED (CC) - PAY NOW BY CREDIT CARD AND THEN RECEIVE - The Vendor requires payment BEFORE they send goods / services. Selecting this payment method require you to ensure that the Executive Credit card is a method of payment in the system already. If this has not happened, you must work with Jennifer Laddaga to get this set up beforehand.
  • VENDOR: Choose your vendor from the drop down menu. (You may start typing the vendor name to search the database).
  • QUOTE / RECEIPT: Attach the Quote or Receipt
    • The following is acceptable as a quote or receipt
      • Formal Quote with Quote Number from Vendor
      • ScreenShot of your cart that shows cost of each line item
      • Separate Screenshots of items in catalog
  • QUOTE NUMBER: If the Quote has a number, enter it here.


STEP 4: Fill out Items to be purchased

This is an itemized list of items to be purchased. To create a new line, click "Add New Row"


  • DESCRIPTION: Clear description of the item (think 4 W's: Who, What, Where, Why) - Note:  Please don't simply copy line items in a cart, inputing vague descriptions may slow down the process.
    • Acceptable: Student Chromebook Refresh / Replacement at IBOCS
    • Not acceptable: Chromebooks at BOCS
  • UNIT PRICE: Cost per unit - Please figure the tax and shipping into each unit item
  • QTY: How many?
  • TOTAL: [AUTOCALCULATED] Qty x Unit Price
  • LOCATION, OBJECT, RESOURCE CODES: Please see this AP document for Coding Definitions
  • DEPARTMENT CODE: The department budget that this line item will be deducted from
  • PROCUREMENT HELPDESK: [HELPDESK PROCUREMENT USE ONLY] Ticket # (digits only) of procurement ticket in FreshService. This will link the Purchase Request to the Helpdesk Ticket.


STEP 5: Verify the Department and Site Budget Allocations

This section adds up the allocations for each CMO department and Site. Amounts in these areas will trigger approvals from the department heads of each of these departments.

  • Verify the total qty of items ordered.
  • SELECT THE FISCAL BUDGET: What FY budget will this hit?


STEP 6: SUBMIT


STEP 7: CHOOSE YOUR OWN ADVENTURE (based on the Payment Method you selected above)

  • TERMS (30/40/60/90) -  NEXT STEP - CLICK for APPROVALS
  • DUE ON RECEIPT - NEXT STEP - CLICK for APPROVALS
  • PAYMENT IN ADVANCE - Click here to continue your adventure
  • EXPEDITED (CC) - Click here to continue your adventure