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Task
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Day
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Send core staff reminder email
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Tuesday
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Send approval email and check for low supplies around office
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Wednesday
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Place order
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Friday
Ordering Supplies
Check office suppliesweeklyEach week, an automated reminder email to core staff goes out.
Sent on Tuesday
Sent to: aa-corestaff (the core staff listserv)
Check list:
weekly and add the links to what we need on thehttps://urldefense.com/v3/__https://docs.google.com/spreadsheets/d/1YoOFApsdPCl3ziGeBpDNACfG5-C9tmdIfEovuCD1kjY/edit*gid=163969387__;Iw!!K-Hz7m0Vt54!n70WyQUv_HGWOPVmt2aKFBR6TqmNTiYDozfRN3Djr5OoPJJ-MRqBAiXmrf4Yw0fEebHc-LyMZ8qTW-kKXWw2ZPIFWA$The approvalEach week send areminder email to core stafffrom 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 andcopies Khalid.
Ordering:
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Create Requisition
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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
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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
Search for EI# in Ariba procurement tab and click purchase order link that pulls up when searching
Click on Invoice tab
click on Invoice number
Click on Order tab
Attach Packing Slip by clicking on “Attachment Entire Direct Order”
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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sends to Aerobuy.Add the items to aPurchase Request Formand send to Rachel for approval and a budget number.Send the completed form and written approval toaerobuy@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
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.
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