Aurora University
Mailroom
Mailroom Requisition Instructions
Account Number - Please enter the account number
to be charged for the supplies you are ordering.
Department Name - Please include the department
the supplies are to be charged and delivered to.
Date of Request - Please enter the date of your
request (the date it is sent to the Mailroom).
Date Supplies Needed - Let us know the date you
need the supplies. Please keep in mind that supplies are no longer
ordered on a daily basis. We have been asked to keep to a minimum
of $75 per order. Supplies are delivered the day after they are ordered
(if merchandise is in stock - will need to request expected delivery
date for special orders) but usually not until the afternoon. Please
consider this when planning your needs. Supplies that are regularly
used (i.e. tape, staples, paper clips, note pads, some toner cartridges)
are kept in stock in the Mailroom and may not need to be ordered.
Name of Person Requesting - Please include the name
of the person requesting the supplies.
Extension - Please include the extension of the
person requesting the supplies (just in case there are questions).
Vendor Catalog - Please include the name of the
vendor (i.e. Office Depot) from whose catalog you selected the supplies.
Keep in mind that the university periodically bids out the office
supplies to get the best pricing available. Because of this we try
to limit our purchases to the supplier who wins the bid. If you want
the supplies purchased from a supplier other than we currently do
business with you may have to allow for a longer lead time to receive
your supplies (if the university has an active account with the company
you are requesting your purchase from).
Quantity - List the quantity you are ordering as
sold in the catalog (i.e. if you want one dozen please note whether
the item is sold by a dozen, or individually, and note quantity as
needed).
UOM - Unit of measure. Supplies are sold in specific
units (i.e. each [ea], box [bx], pack [pk]) and must be purchased
in the quantities indicated. The unit of measure is listed next to
the item number column, before the price (in most catalogs). If you
are unsure of what the unit of measure is for the product you wish
to purchase, please call the Mailroom for assistance before placing
your order.
Item Number - The item number is the vendor's number
for the product (i.e. Office Depot uses a six digit number with a
hyphen after the first three numbers). This is different from the
manufacturer number and is specific to the office supply vendor.
Description - Please include a brief description
of the item you are ordering (i.e. 1/3 cut manila file folders, ½" transparent
tape, etc).
List Price - Please enter the price listed in the
catalog for the item you are purchasing.
Our Cost - This is for Mailroom use. This will show
the difference between the list (catalog) price and our cost.
Total Cost for Item - This is also for Mailroom
use. This is a total of your cost for this item (i.e. if a quantity
of five are being purchased the total cost will be the UOM multiplied
by Our Cost to get the total cost for the item).
Total Cost - This will be the total cost of your
order (total of Total Cost for Item column).
Authorized Signature - There are requirements set
by the PEC regarding budget managers' signature being required for
purchases exceeding a certain total. Please contact the Business Office
if you are not familiar with these requirements. Failure to do so
will slow down your order processing.
More information:
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