FY16 Year-End Purchasing Guide

 

Last Minute Ordering Information

Special Year-End Informational Session

What: Talking ushop / year-end informational Session
 
03/09/2016 - Year-End Slides (.pdf)
03/09/2016 - Talking uShop Slides (.pdf)
Agenda

Recommended Order Dates for 2016

When considering Year-End Lead Times for Fiscal Year-End critical funding, please pay attention to these new guidlelines. The State of NC has imposed new inspection requirements, effectively extending the time before payment can be issued to the vendor(s).

Generally equipment ought to be ordered by March 18th, services by April 1st and supplies  by May 13th.   Be safe and order early!!

There are some custom and extraordinary equipment items that may require even longer lead times. For example off-road vehicles now have a 8-10 week lead time. Click to view a detailed list.

If not, lead time to receive the goods will have to be analyzed closely before the purchase is allowed.   The particular Purchasing Specialist responsible for the commodity for which you may be interested in buying, can assist with those lead times.  For a chart of the Purchasing Specialists and the commodities for which they are responsible please click here.

For assistance call Mary Forsythe @ x 23154, Carol Page @ x23190 or Starkey McGowan @ x23157.

Year End Memo

Entering Future Year Requisitions

Step by Step Instructions for entering Future Year Requisitions

 

Helpful Tips for Purchase Order Management

A: Check out the SSRS Web "Open Encumbrances" report. The report will list your order numbers, vendor names, original amounts and remaining balances. It can be easily exported into Excel for further review. Tip: Users can gain the required access to run the report by completing the Oracle Reporting form, including supervisor’s signature, and forwarding it to John Cooper (cooperj@uncw.edu).

A: Send an e-mail or uShop comment to Purchasing (purchasing@uncw.edu) or Susan Suits (suitss@uncw.edu) requesting the balance be liquidated and the order closed. Be sure to include the PO number(s) and if the vendor needs to be notified (as in the case of a back-ordered item). Tip: Orders with less than $2 remaining open will be closed as part of our routine batch-close process. 

A: Yes! There are four (4) different reports to choose from depending on the information you are seeking. To locate the reports follow the instructions below:

Home/Shop > Document Search > saved searches > Year End

 

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