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Tips for Purchasing

Looking up the status of a purchase order (for requisitioners)

The following is the path in PeopleSoft to look up a PO:

1. Requisitions Items
2. Inquire
3. PO Cross Reference; then enter the requisition number and click OK
4. A PO number will appear. If it is a new vendor, it will take longer for the PO number to appear. If you do not see a PO number, contact us to inquire.
5. Proceed by clicking Go
6. Administer Procurement
7. Manage Purchase Orders
8. Inquire Purchase Order; then choose any option listed

The Header panel will show the status of the order. The following are the status categories:

• Dispatched means that the order has been placed and entered into PeopleSoft.
• Approved means that the buyer is still working on the order, or that the order has been placed, but not yet entered into PeopleSoft.
• Complete means that the vendor has been paid.

The Header Panel also shows receipt status. The following are the receipt status categories:

• Partial means that the order was received (in full or in part), but payment has not yet been made. For those at USU, this generally means that the item is at the USU receiving dock.
• Received means that the order was received and payment was made.

The Comment panel will show any notes you typed into the requisition, as well as any notes the buyer typed. You will be able to see how the order was placed, the estimated delivery date, etc.

Sigma orders

Please be sure to note the sizes of the requested items on the requisition. Catalog numbers are identical for all sizes, so please be sure to note sizes to ensure that you receive the correct items.

Shipping charges (for requisitioners)

HJF Purchasing Department staff will enter the shipping charge on the PO, so you do not have to enter it on a requisition line. If you want to note the shipping charge, you can enter it in the Comments section.

Number of vendors per requisition (for requisitioners)

Please remember that there should be only one vendor per requisition.

Free stuff

The general rule of thumb is, "If it's fun, it's probably not allowable." If there is a vendor who is offering something free, check with us for allowability before accepting it.

Allowable free stuff (for requisitioners)

You do not have to enter free materials that are allowable on a requisition line. Just enter the requested items in the Comments section.

Vendor accounts (for requisitioners)

Not all of the vendors in our database accept purchase orders. If necessary, Purchasing Department staff will contact the vendor to set up an account.

Paperwork for orders (for requisitioners)

If you have paperwork to fax to us, please note this in the Comments section so we know to look for it. When in doubt, if you have paperwork, fax it. This especially applies for new vendors.

Rush orders

If you have a rush order, please email us at purchasing@hjf.org. This email account is monitored continuously and messages go to all Purchasing staff. Because of the volume of phone calls we make and receive, this is often the fastest way to reach an available purchasing agent.

Note RUSH ORDER in the subject line of the email. Also, in the body of the message, please specify whether or not you are willing to pay extra shipping charges.

PO-only requests

If you need a PO number to place the order yourself, please type comments to that effect on the requisition. If Purchasing Department staff gives you the PO number, they will not contact the vendor.

Be sure to give the vendor the HJF billing address: 1401 Rockville Pike, Suite 600, Rockville, MD 20852.

Consolidating orders to save freight charges

The system allows you to enter one requisition with multiple cost centers. Please contact the Purchasing Department for instructions.

Purchasing@hjf.org

This email account is monitored continuously and messages go to all Purchasing staff. Because of the volume of phone calls we make and receive, this is often the best way to reach an available purchasing agent.

You are, of course, welcome to call the Purchasing Department (301-294-1231) if you prefer. We respond to all email and voicemail messages as quickly as possible.