Content Comparison

Ordering Supplies

• Check office supplies weekly 

• Each Wednesday, send a reminder email to core staff to submit requests for office supplies by Friday.

• Check list: weekly and add the links to what we need on the https://urldefense.com/v3/__https://docs.google.com/spreadsheets/d/1YoOFApsdPCl3ziGeBpDNACfG5-C9tmdIfEovuCD1kjY/edit*gid=163969387__;Iw!!K-Hz7m0Vt54!n70WyQUv_HGWOPVmt2aKFBR6TqmNTiYDozfRN3Djr5OoPJJ-MRqBAiXmrf4Yw0fEebHc-LyMZ8qTW-kKXWw2ZPIFWA$

• Submit office supplies order each Friday, or whenever we are running low on an essential item (IE paper).

Get Approval

1. Email link to https://urldefense.com/v3/__https://docs.google.com/spreadsheets/d/1YoOFApsdPCl3ziGeBpDNACfG5-C9tmdIfEovuCD1kjY/edit*gid=163969387__;Iw!!K-Hz7m0Vt54!n70WyQUv_HGWOPVmt2aKFBR6TqmNTiYDozfRN3Djr5OoPJJ-MRqBAiXmrf4Yw0fEebHc-LyMZ8qTW-kKXWw2ZPIFWA$ with Kim. She will reply with an approval.

Create Requisition 

1. Click on “Ariba Login” 

2. Log in using your personal UW log in 

3. Make sure you’re on the “Home” tab

4. Type “Office Depot” in the keywords search bar.

5. Click on “Buy from supplier”

6. Order items from Purchase Request Form for item, 

   1. match quantity of item on purchase Request form 

   2. Make sure that price is correct and matches what is on the purchase request form. If the price varies off a few cents it's okay due to the discount UW gets for having Office Depot as supplier with UW. 

   3. Printing paper must be: Boise Aspen 100

      1. [Order prior midterm and finals weeks] 

      2. It takes 2 box to fill up the cabinet

      3. Only order for AA office; students goes under different budget  

   4. Expo markers are always needed

7. Fill out information:

   1. Title: “Budget, Name of Person Creating Purchase, Supplier, Date” - EX: 75-1010, Clarice Mauer, Office Depot, 06.20.21

   2. Place contact info on telephone line; use front desk office phone number 206-543-1950

   3. Exception item → No

   4. Health info → No

   5. Select all items 

   6. Click on edit 

   7. Commodity code → “Office Supplies”

   8. M & E item → No 

   9. Account code → “Office Supply” (may not be needed, it auto populates to the correct object code)

   10. Budget Number →  75-1010 (it may change) 

   11. Add Task Code (either Administrator task code or create task code for front desk)- speak to Rachel about this 

   12. Project → “OFFSUP”

   13. Ship to → GUG Hall

   14. Deliver → Gug 211/name

   15. Repeat step m and n on summary page of requisition when completing editing of line items 

   16. Add comment→ business purpose: EX: “Office Supplies restock  for A&A front office and Department Operations.” For paper towels:  “To replenish inventory of necessary consumables in the kitchenette for general use of faculty and staff to maintain cleanliness.”

   17. Attach purchase Request Form and Approval

   18.  Review Requisition information and click yellow “Submit” button

Receiving supplies

For each item on packing slip/ Invoice check that it is in box and then put a checkmark next to that item on the paper

1. The person checking the delivery should not be the same person that placed the order

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Once all items have been confirmed initial and date packing slip/Invoice

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Scan the packing slip 

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name the doc as “EI##### packing slip” (“delivery receipt” if appropriate.) 

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Login to Ariba

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Enter the PO# from the receiving/shipping docs

1. Search for EI# in Ariba procurement tab and click purchase order link that pulls up when searching 

2. Click on Invoice tab 

3. click on Invoice number 

4. Click on Order tab 

5. Attach Packing Slip by clicking on “Attachment Entire Direct Order” 

6. Search for Packing slip and click upload 

If this was a gas delivery 

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You did not receive it or physically process it, so don’t /check/initial/date. Just scan delivery receipt and upload

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• Each week send a reminder email to core staff from the front desk email address.

• An email is automatically sent to Amy where she makes sure everything looks reasonable and forwards to Rachel who approves and sends to Aerobuy.

• Add the items to a Purchase Request Form  and send to Rachel for approval and a budget number.

• Send the completed form and written approval to aerobuy@uw.edu.

• The Office Manager will check supplies levels and order additional supplies on a weekly basis, or as needed.

• The Office Manager will send a Purchase Request form to the Administrator for approval. Once approved, the Office Manager will order the supplies with their ProCard.

• Others may request special supplies with Office Manager/Front Desk, who will make a note to add it to the next week’s supply order. When the requested item arrives, the Office Manager will notify the requestor.

Receiving supplies

Check that each item on the packing slip is is in the box. Once confirmed, write “received” and sign and date the packing slip. Place signed slip in the tray in the package room. Put away supplies ordered for front desk/main office. If ordered for someone other than front desk, place either in their mailbox or package room, and email them to let them know it arrived.

Supplies Email Template

To aa-corestaff@uw.edu.

Re: Weekly Supply Order

Hello all,

We will be placing a supplies order this Thursday. If you have any special requests or supplies you would like to order, please enter them into this form.

Image Added

Office Supply List for Staff docs.google.com

Please check the ‘Inventory’ tab on the spreadsheet to see if we already have an item before requesting it with this form.

Kind Regards,

Front Desk Staff