Instructions for using the automated purchase request form and the stockroom receipt form.

The spread sheet has six pages.

1) Instructions
2) Request Form
3) Stock Room Receipt - In place of the two part form in the stockroom
4) Vendor info - to order outside the stockroom (we can always add to this)
5) Stock info - items that have been stocked at one time or another.
6) IDO - Interdepartmental Transfers

In order to get from one sheet to another you need to click on the sheet tab on the bottom of the spreadsheet.

Stock room receipt.

Click on Stock Info, this will be sorted alphabetically. You can scroll through it until you find what you want or you can hit edit, find and enter a word for it to search on. When you find what you want you will copy the stock number to the stock room receipt form. You can do this by writing the number down and just typing it in, or do an edit, copy, then click on the stock room receipt tab on the bottom of the page and then go to the stock number column and hit enter. This should put the stock number in that column. The description, unit and cost (which is subject to change) will automatically be filled in. Now put in the quantity requesting and the extended cost will calculate. Repeat this process until all your items are on the form. If you do not use all the lines there will be a N/A in the remaining fields. If you delete these fields there will be an estimated total cost for you at the bottom of the form. DO NOT SAVE THIS FORM If you do save it, it will ruin the formulas for the next time you use it. Just print it out, get the proper signatures and bring it with you to the stockroom. You can make a photo copy or print a second copy for your records if you need one.

Purchase Request form.

Go to the Vendor info screen this will be sorted alphabetically. Find the vendor you want either by scrolling through is or do a edit, find and enter the name of whom you want. You need to copy the vendor number to the request form either by entering the number or by copying it to the form. You put the vendor number in cell E5, this will automatically fill in the rest of the information on the vendor. (if we do not have your vendor listed just enter the new information in the cells provided) Enter the request date A3, the professors name B3, if it is for a course fee/lab fee account enter the course/lab number E3, then the date you wish to have it here H3 (ASAP is not a valid answer). If you have contacted the vendor enter their name in E10 Go the stock info sheet, if the product is something that we have ever stocked it will appear here. Click on Stock Info, this will be sorted alphabetically. You can scroll through it until you find what you want or you can hit edit, find and enter a word for it to search on. When you find what you want you will copy the stock number to the stock room receipt form B16, 18 etc. You can do this by writing the number down and just typing it in, or do an edit, copy, then click on the stock room receipt tab on the bottom of the page and then go to the stock number column and hit enter. This should put the stock number in that column. The description, unit and cost (which is subject to change) will automatically be filled in. Now put in the quantity requesting and the extended cost will calculate. Repeat this process until all your items are on the form. If you are purchasing items that are not on the stock info sheet just enter the information in the cells provided. You will need to put the manufacturers part number and catalog number instead of the stock number. Enter the description, the unit size, quantity and the unit price. The total cost will still calculate for you. If you do not use all the lines there will be a N/A in the remaining fields. If you delete these fields there will be an estimated total cost for you at the bottom of the form. DO NOT SAVE THIS FORM If you do save it, it will ruin the formulas for the next time you use it. Just print it out, get the proper signatures and bring it with you to the stockroom. You can make a photo copy or print a second copy for your records if you need one.

Enter you name as requestor, and phone number (extension) in case we have any questions. Print out the form and get proper signatures. Bring the form to the stockroom for processing.

IDO Form

Same principle as the others. Always call to confirm that we have it. Change the date to todays date. Enter your department name. Enter your professors name, and the account number you are charging the items to. Go the stock info sheet, if the product is something that we have ever stocked it will appear here. Click on Stock Info, this will be sorted alphabetically. You can scroll through it until you find what you want or you can hit edit, find and enter a word for it to search on. When you find what you want you will copy the stock number to the IDO form B25, B26 Etc. You can do this by writing the number down and just typing it in, or do an edit, copy, then click on the IDO form tab on the bottom of the page and then go to the stock number column and hit enter. This should put the stock number in that column. The description, unit and cost (which is subject to change) will automatically be filled in. Now put in the quantity requesting and the extended cost will calculate. Repeat this process until all your items are on the form. If you do not use all the lines there will be a N/A in the remaining fields. If you delete these fields there will be an estimated total cost for you at the bottom of the form. DO NOT SAVE THIS FORM If you do save it, it will ruin the formulas for the next time you use it. You can use the preprinted IDO form just pull it apart, determine how to manually feed it in, then print two copies out, get the proper signatures and bring it with you to the stockroom. You keep the yellow and give the white to the stockroom.

Updated 5/23/01