There are currently seven suppliers where you'll have the option to transmit orders via an EDI transmission. When selecting that vendor to create a purchase order document, the transmit flag will default to EDI.
EDI purchase orders only transmit the line item detail. Special messages typed in the body of the document do not transmit with the order. Do not override the ship-to address as EDI suppliers only read the ship-to code, not the typed address.
The Fax Purchase Order program allows Purchasing Services to place verified fax numbers in the FIS vendor file. When you select a supplier that has a fax number on file, the stored fax number is automatically populated in your document and the transmit field default is set to "F" (fax). The fax number in the vendor file is usually the most current. If you feel that the fax number is incorrect, please contact Debbie Marks, Purchasing Services, at 935-5016.
You do have the option to override this fax number should you need to send the order to a specific individual at a different number. However, please be certain of the fax number you enter as most fax failures are those that have been entered to override the number on file.
Also, should you have any back-up that needs to go with the purchase order, be sure to set the "doc with" flag to "yes", note the doc number on the back-up and fax it to Purchasing Services at 935-4395 as soon as possible.
Faxing International Purchase Orders
When sending a purchase order by fax internationally, please type the fax number in the body of the purchase order rather than in the typical fax number field. The fax field can only hold a 10 digit number. International fax numbers are usually 12 digits to accommodate the county code. Be sure the FIS “transmit” field is set to “N”.
Also, Purchasing will attach information about our import broker to minimize problems with the order shipment clearing customs. Once prepared, the purchase order will be faxed manually.
Purchasing Services and Accounts Payable continue to screen the FIS Vendor File for duplications and address discrepancies.
When entering vendor information into a purchase document, please check both the active and inactive vendor files. If you find the correct vendor name but the address appears incorrect, please contact Purchasing Services at 935-5669.
You can create a purchase document without using an existing vendor number, however, note that the process time to set up a new vendor number could delay the processing of your purchase request.
If you are trying to just pay an invoice, it is not necessary to setup a new vendor number just to accommodate a new payment address. Please contact Accounting Services to add the additional "remit to" address.
When setting an individual as a vendor, remember to include their Social Security Number or Federal ID Number on line 13 of your order. New vendor files will not be created without this information.
Purchasing Services should be contacted for name or ordering address changes in the vendor file. New vendors numbers will not be created for these types of changes. Other things to remember: 1) check the spelling of the vendor; 2) do not include "The" in the title of the company; 3) do not use any punctuation (i.e.hyphen, dash, period) in the title. Should you need to direct a PO to a specific individual at the supplier, please enter their name in the description field of the PO.
Reminder: Information typed below line 13 will not print on the PO.
Shouild you have a purchase order that has to be sent the same day, please note that the final purchase order document is not created and the PO number is not assigned until the "print" program is run. Only those documents that are fully approved prior to the "print" program being run are included.
Purchasing Services' last print process of the day is typically run at 3:45 pm. Documents that are fully approved after 3:45 pm are processed the next working day.
Occasionally, "ship-to codes" need to be updated or new codes created. Shipping errors will occur should you type over the ship-to address during the creation of an EDI purchase order. The supplier receives the PO with the address that is associated with the code and not the address that you may type on the document. You must contact Purchasing Services to have your address changed or to add another address.
The last four digits of the code are your department number. The first two digits assign a particular name and/or address within your department.
Examples:
001234 Washington Univ Pathology
7425 Forsyth
St. Louis MO. 63105
Attn: Eric Clapton
011234 Washington Univ Pathology
4942 Parkview
St. Louis Mo. 63110
Attn: Carlos Santana
021234 Washington Univ Pathology
4525 Scott
St. Louis Mo. 63110
Attn: BB King
If you entered an order to an EDI vendor and use your department number 001234, the address on Forsyth will appear. If you want it sent to the address on Scott, you must enter the ship-to code 021234.
Use of the F12 key to save an EDI order for later approval causes FIS to default to a departmental prime address as the ship-to address. This issue may cause orders sent via EDI to be shipped to the incorrect location. It is recommended to use the F1 key to get a document number assigned.
Please contact Debbie Marks in Purchasing Services to update your ship-to codes.
email: debbie_marks@aismail.wustl.edu or call 935-5016.
In certain situations, suppliers will not accept purchase orders or will require a deposit or pre-payment prior to shipment of goods or performance of services.
A "Check with PO" should only be used when a payment or a down payment must be made in advance in order for products or services to be provided. Do not use "Check with PO" to pay an outstanding invoice.
If products/services have already been received, and the PO is after the fact, place order on-line as a "telephone order" (TO). Once the PO number is assigned, record the PO number on the invoice and submit it to Accounts Payable for normal processing. Please note that Telephone Orders do not print, so a hard copy will not be sent to the vendor.
Creating Purchase Orders that require a deposit or have multiple payment periods (i.e. 20% deposit; 30% upon installation; balance upon acceptance) should be entered in a specific format to facilitate proper handling and disbursement by Accounts Payable. Contact your A/P representative with questions.
Screen Print POs -
Do not screen print a PO and send to vendor as an original document. A screen print of a PO is not an authorized purchase document. This may cause confusion at the supplier and may result in a duplicate shipment.
Should a supplier indicate that they have not received your original order, contact Purchasing Services to send a formal "Duplicate Purchase Order". The use of this process protects the university should the supplier actually make a duplicate shipment.
The use of a blanket order is most appropriate under the following conditions:
1) The monthly payment of services rendered. Examples include:
copying services from a Xerox Copy center
monthly Cost-Per-Copy program
monthly coffee service
monthly bottled water service
The key element is that there is a known price associated with the service but an unknown monthly quantity. The Blanket Order should spell out the details of pricing.
2) The coverage for minor purchases in categories such as:
All Xerox Blanket Purchase Orders must have the serial number in the body of the order. The serial number can be found on the card attached to the Xerox machine. Xerox is requiring that purchase orders be worded as follows:
BLANKET ORDER TO COVER PERIOD
07/01/07 TO 06/30/08 IN ACCORDANCE
WITH AGREEMENT BETWEEN WU &
XEROX PER CONTRACT.
MACHINE MODEL #
MACHINE #
MACHINE SERIAL #
CONTACT NAME AND NUMBER
If you should have any questions please call Debbie Marks at 935-5016.
