Next to each attribute of the account string is a magnifying glass. Selecting this link will transfer you to a page where lookups can be performed. If the magnifying glass was selected next to the account then the account lookup will be performed, if selected next to the object code then the object code lookup will be performed, etc. Use the * wildcard as a substitute for a string of unknown characters in any search field.
The requisition must be processed with an IU account number. Funds will have to be transferred from the Foundation account into the IU account.
You may have typed the number incorrectly, or selected the wrong chart. To verify the chart and account: Clear all the accounting fields, click the magnifying glass to the right of the Acct field, enter your Account Number in the associated search field and click search. When the search returns your account, click “Return this Value”. The valid chart and acct number will automatically appear on the requisition.
Contact Accounts Payable 812-855-4004.back to top
Follow these steps:
Due to budgetary, legal, and health issues, a three-step procedure must be followed:
Indiana University has contracts with several approved document destruction vendors. You may work with these vendors directly.
Per Indiana University Policy 14.1, departments are individually responsible for insuring that no sensitive or confidential data can be recovered from their computers. After properly wiping the hard drive, contact the IUB Surplus Store. The Surplus Store will take additional steps to wipe the hard drive to Department of Defense standards. The Surplus Store may resell computers that have been successfully wiped. All other computers will be shredded and will receive a certificate of destruction. View additional hard-drive destruction details.back to top
All eDoc contract templates are available on the “eDoc Contracts” tab in KFS.back to top
Contact Karin Coopersmith at 812-855-3198 or email email@example.com.
The Purchasing Department and the University Architect's office are both available to assist with your office furniture needs. View the step-by-step process for ordering office furniture.
Fill out the Request for Marker board/Corkboard form.
We are pleased to announce that Chair Demonstrations have moved from the Purchasing Department to the Office of Environmental, Health, and Safety. This move benefits employees in several ways:
The Office of Environmental, Health, and Safety
1514 East Third Street
A and C Permit parking is available behind the building (no street parking)
Monday and Wednesday 9-11 AM
Tuesday and Thursday 2-4 PM
No reservations required
For questions, contact Carol Baynes at 855-6311back to top
Visit the Contact page of the Procurement Services website, and click the “Listserv Sign Up” link for your campus. An email message will be automatically generated; send this message to complete your subscription request.back to top
Complete the Moving Request for Contractors form. Quotes from four moving companies with whom IU has pricing agreements will be sent to the individual who is relocating. Once a vendor has been selected, submit all quotes and a requisition to Purchasing. Contact Dawn Bodle at 812-856-6715 or firstname.lastname@example.org for assistance.
Community Information:back to top
Contact your Purchasing department for help.
Search for the Payment Request (PREQ) using the “Search for Documents” page in KFS. Open the PREQ, click the “Hold” button, and add an explanation to the notes tab for that order. When the issues have been resolved, remove the hold by returning to the PREQ and clicking the “Remove Hold"” button..
A note should be added to the requisition indicating that payments must be paid via Wire Transfer. This note should be added during requisition processing, prior to any purchase order being issued.back to top
The browser's print function can be used to print KFS screen shots. Report objects have also been created in IUIE to print both purchase orders and payment requests. These report objects are titled Print Purchase Orders and PREQ Printout.
If the order is an Automatic Purchase Order (APO) then the initiator of the requisition or any purchasing staff member can print the document. If the order is not an APO the document must be printed by a purchasing staff member. Contact the individual listed in the Contract Manager field of the Purchase Order of their associated support staff for assistance.back to top
If the requisition status is “In Process” then the document can be canceled. If the requisition status is “Awaiting. Approval” then the approver can disapprove the document. If the requisition status is “Closed” then a Purchase Order has already been generated. Contact the purchasing department to void the PO..
If the status of a purchase order is “open”, it is not a “Shop Contracts” (B2B) order (created using the “Shop Contracts” link in KFS) and the PO has been previously printed or faxed to the vendor; then the order can be retransmitted. If the order is an APO (Automatic Purchase Order), then the initiator of the requisition and all purchasing staff members will see the “retransmit” button. If the order was not an APO then only purchasing staff will see the “retransmit” button. If you do not see the “retransmit” button, contact the individual listed in the Contract Manager field of the Purchase Order or their associated support staff for assistance.
Prior to retransmission, the “PO Transmission Method” needs to be selected. The options are “Fax” and “Print”. If “Fax” is selected then the “Vendor Fax Number” also needs to be entered.. Usually the number is already populated, but if not, enter the fax number using the XXX-XXX-XXXX format..
The “PO Header” drop down defaults to “RETRANSMISSION OF PURCHASE ORDER”, but “PURCHASE ORDER” can be selected instead. This is the title that will appear on the transmission. It may be important to use the “RETRANSMISSION OF PURCHASE ORDER” header to prevent the vendor from duplicating the order. Finally, the line items to appear on the order need to be confirmed. The “select all” button will include all line items, or specific line items can be selected individually.
If “Fax” is selected the retransmitted PO will automatically fax to the vendor. If “Print” is selected a PDF will open in the browser, allowing the document to be printed and mailed. Alternatively, save the PDF to your local drive and provide an electronic copy to the vendor.
This indicates that the order has not been transmitted to the vendor. “Unapproved” is prominently displayed so that anyone viewing the order knows that the PO number should not be given to the vendor. If the status is “Pending Print,” then you can use the “transmit” button found at the bottom of the screen to print the Purchase Order. (The “PO Status” is located directly beneath the PO number in the upper right-hand corner of the window.) If the transmit button does not appear, contact the individual listed in the Contract Manager field, or their associated support staff, for assistance.
If final payment has already been made, you should see a Close Order button at the bottom of the Purchase Order (locate the Purchase Order by clicking Search for Documents in KFS and selecting the Purchase Order tab). Click the button to close the order.
If no payment has been made, the Purchase Order cannot be closed. Contact the individual listed as the “Contract Manager” or the “Initiator” on the PO to request the order be voided. For APOs, contact any member of purchasing staff.
It a purchase order has already been generated, click “Search for Documents” in KFS and locate the PO. For help with this PO, contact the staff members listed in the “Contract Manager” or “Initiator” fields.
If this is an Automatic Purchase Order (APO), or if a requisition has not yet been processed, use the buying page on the Procurement Services website to determine the best contact for the commodity in question.
If a good contact cannot be determined, email your question to email@example.com.
Yes, however the DV will route to purchasing for approval.
No, these are optional fields.
The Shipping Title identifies ownership during shipment.
Shipping Payment Terms identifies who pays for shipment.
Yes. IU enjoys contract pricing through an agreement with E&I Cooperative consortium.
Someone from the Purchasing Department. Please direct all event-related contract questions to Deb Richards at 574-520-4580 or firstname.lastname@example.org.
All documents should be forwarded to purchasing, referencing the corresponding requisition for the payment. It is also helpful to indicate in KFS notes that a supporting document is being forwarded to purchasing (indicate person, if known) via fax, campus mail or email (your choice). This helps expedite the execution of both the contract and the purchase order.
For further information please see Signature Authority and Delegation.
Once a contract is in place with a vendor committing funds for product or services, the department may sign off on art proofs for advertising or promotional materials, acknowledgements of orders placed (be sure to reference your purchase order and compare), or change orders that do not affect the pricing or terms for the product or service. If you are unsure, do not hesitate to contact Purchasing for clarification.back to top
Due to potential safety and structural integrity issues, banners or signs must receive prior written approval from the University Architect's Office. However, the acquisition of all banners still occurs through the Purchasing Department. See our banner guidelines and procedures for more information.back to top
Manually enter as much information about the vendor as possible such as name and address. The requisition will route to purchasing after it has been approved at the account level. If purchasing determines that the vendor is the best provider for the requested goods or services, they will obtain the documentation from the vendor and add them to the vendor system.
The vendor may be a DV (disbursement voucher) type vendor or the vendor may be inactive. If the vendor is a DV type vendor contact your purchasing department for help.
If the order is an APO then the initiator of the requisition or any purchasing staff member can print the document. If the order is not an APO the document must be printed by a purchasing staff member. Contact the individual listed in the Contract Manager field of the Purchase Order for assistance.
The vendor tab on the requisition has a field titled “Notes to Vendor”. Additional information about the order can be included here. This field is not available on requisitions that have been created through “Shop Contracts” (B2B). “Shop Contracts” orders are typically automated and processed quickly. If an order requires any special instructions, you may wish to contact purchasing staff or IU’s vendor representative for assistance..
Contact Laurie Sylvester at 855-8752 or email@example.com.