Office supplies

Task	Day
Send core staff reminder email	Tuesday
Send approval email and check for low supplies around office	Wednesday
Place order	Friday

Ordering Supplies

Check office supplies weekly
Each week, send a reminder email to core staff to submit requests for office supplies.
- Send on Tuesday afternoon shift
- Email Subject: M/YY Supply Order
- Send to: aa-corestaff (the core staff listserv)
Check list: 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 on designated day (check laminated checklist), or whenever we are running low on an essential item (IE paper).

Ordering:

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 Amy. She will reply with an approval.
Forward Amy’s approval and a link to the supply list to Khalid, who will purchase the items. This may change as they are still deciding how much access the front desk will have to Workday.

Old Method through Ariba

Create Requisition

Click on “Ariba Login”
Log in using your personal UW log in
Make sure you’re on the “Home” tab
Type “Office Depot” in the keywords search bar.
Click on “Buy from supplier”
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
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

The person checking the delivery should not be the same person that placed the order
Once all items have been confirmed initial and date packing slip/Invoice
Scan the packing slip
name the doc as “EI##### packing slip” (“delivery receipt” if appropriate.)
Login to Ariba
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
1. You did not receive it or physically process it, so don’t /check/initial/date. Just scan delivery receipt and upload
2. Identify the recipient of the delivery and send them a notice of delivery. Remind them that they will need to add a comment in Ariba when it is received from the gas shed.