Ordering Info - Kortemme-Lab/wiki GitHub Wiki

Last updated 03 Oct 2020

Some other useful pages:

Can I order my item on Bearbuy?

  • Office supplies are different from Lab supplies. You cannot order office supplies using grant codes on Bearbuy. Office supply requests must be directed to our administrative assistant, Hilary Smith Mahon, and are paid for using departmental funding. If you're not sure whether something is an office supply, ask Joslyn Polzien.
  • Examples of office supplies:
    • Spiral notebooks, Sharpies, Clorox wipes (used by Cielito to clean our lab)
    • Anything ordered through OfficeMax or Give Something Back vendors
  • Examples of lab supplies:
    • Lab notebooks, Lab labeling tape

Using Quartzy

  • Person in charge of ordering should be set as Admin
  • Adding a new request
    • If an item has been ordered before, search for the previous order
      • Note that the search function isn't super great, e.g., when searching for paper towel orders, you might search "fold" and get no results, but if you search "trifold" then it will produce the result "PAPER TOWELS TRIFOLD CS25 SCOTT SCOTTFOLD M Towels"
      • Select order name --> select "Request again" --> fill in quantity --> Add request
    • If an item has not been ordered before, start a new request
      • Add request --> Fill in manufacturer name (even if you will be ordering from a different vendor) --> Fill in catalog # (should autopopulate and you can select item from drop down menu) --> Fill in quantity --> Add request
    • Using a quote
      • If you have a quote for an item not on Bearbuy, upload the file to your request.
    • You don't need to fill in the price or grant #.
  • Accepting a cheaper offer from Quartzy
    • Double check the price on Bearbuy. Quartzy doesn't know how much things cost
    • If it's a worthwhile deal from Quartzy, accept the offer
    • Open the Quartzy shopping cart
    • Export the quote pdf file to your computer
    • From Bearbuy, make a non-catalog order (see below for instructions)
    • Quartzy will automatically close your shopping cart once it receives the order through Bearbuy
  • When you place the order on Bearbuy, mark it as ordered on Quartzy
  • When the order arrives in lab, mark it as received in Quartzy

Using Bearbuy

  • Log in from MyAccess (recommend starring it so it's on top of the list next time) and open Bearbuy
  • OR if ordering from Quartzy, there's an option to select "Bearbuy --> " that will launch Bearbuy

Placing an order

  • Add items to cart
  • Click dollar amount of cart (upper right) --> click View my Cart
  • If there are items for different vendors --> select all items from a vendor --> Perform an action --> Move to a new cart
    • One cart per vendor
  • Rename cart "KOR Funding-Source Date LastName Vendor" e.g. "KOR UW-Sloan/Biohub 2022-08-01 Kretschmer FisherSci"
  • Click Update (page will reload)
  • Click Proceed to Checkout
  • Edit Procurement department 334030
  • Scroll down to Accounting Codes
  • Click Edit (white button, right side of window)
  • Enter appropriate Speedtype --> Save (other values will autofill); If using two speedtype, add one with the + symbol and specify the split by %, e.g. 50% in UW-Sloan and 50% in Biohub
  • If different items in the cart have different funding sources, scroll down and click "Edit" next to each item and update its individual speedtype.
  • Assign Cart to Peter Lu. Save him as a favorite the first time you do this.

Checking past orders/carts

  • Click dollar amount of cart --> click "View my Cart" --> click "Open my Active Shopping Cart" --> Select "View carts" or "View orders"
  • From here you have a few options:
    • "Start a new search"
    • Click requisition number to view the details of an old order
    • Add a comment from inside an old order

Receiving items

  • Sign and date the packing slip and put in the box for Hilary
  • Write TK on item in sharpie
  • If quantity > 1, write 1/5, 2/5 etc on all the items in sharpie

Non-catalog Items / Using a Quote

  • If the vendor is in Bearbuy but the item is not; e.g. a Quartzy order. Also useful for random items not listed in e.g. VWR Bearbuy but on the VWR website
  • Email the vendor for a quote (or get Quartzy quote)
  • From the main page of Bearbuy, scroll down to "Frequently Used Forms" and select "Non-Catalog Item"
  • Fill in the vendor name and select from the auto-populating drop-down menu
  • Fill in all details as found in quote
  • Attach the quote (both internal and external)
  • From the top of the window, select "Add item to cart" and click "Go"
  • Proceed with standard checkout.

Split funding for an item

  • If you are splitting funding with a different lab, email the PI for written verification.
  • After you enter the Speedtype as described above, scroll down to the item in question. There is another Edit button next to it. Click that.
  • Scroll all the way to the right and there is text saying "add split". Click that.
  • Select the percent splits you want
  • Fill in the Speedtypes
  • Save
  • Proceed with assigning cart.
  • Attach the PI's email in the comments section of the cart.

Item didn't arrive when expected?

  • Call the vendor and check status
  • Record date of call and PO# - you might need to call again
  • Mark item as backordered in Quartzy if that's the case

Canceling order?

  • Call vendor to cancel
  • Make a comment in Bearbuy with date of call and person you talked to. Hubert Sylvester needs this info to cancel billing.

Vendor not in Bearbuy?