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Ordering Guidelines

Online Purchase Order request

First time users must read below before choosing a Purchase Order authorisation request.

Note: If you are the authoriser or representative choose yourself to place the order (exception: Helen Dinh who may enter them directly into SAP. Other SAP qualified personnel are still to place an online order for record keeping).

Choose an *asterisked option below to place your Purchase Order request:

P.S. If you fill in a form for the wrong lab, the person you choose will receive your request for authorisation and question your motive of mental stability.

PATHOLOGY AND IMMUNOLOGY

MEDICINE, MICROBIOLOGY & SURGERY

All goods and services must be ordered through the Managers office, the Manager or Administrative Officer will then issue a written order to the supplier on receipt of an authorised requisition.

We have a list of ordering days, every lab should have one; It's very simple to remember, there are only two days except for some Radioisotopes*:

TUESDAY for any ITEMS ON DRY ICE
THURSDAY for Amard/Dupont products

All goods are to be ordered on departmental requisitions and placed in the tray in Room 135. It is essential that prices be obtained from suppliers before the requisitions are given to supervisors/laboratory heads to authorise. Most items are costly and your supervisor will need to decide if they are within the budget for the group, also we need accurate prices before an order can be placed A copy of the requisition is retained by the individual and filed in the laboratory folder. This copy must be presented if there are any queries about the order.

ASAP / URGENT ORDERS

In the section "When are goods required?" a date is essential. The terms "A.S.A.P." "Urgent" or "Yesterday" in this section are not acceptable. If you have an order to be ordered as soon as possible this most likely means that there has been an organisational breakdown; this may or may not be your fault but please state a reasonable time for the product to be ordered in by.

If you have an urgent order, please remember that we do have a lot of other urgent things to do than to place orders all day and be sure that the reason for the urgency is not just as in the above ASAP case.

-GET EXACT PRICES WHICH EXCLUDE GST

We will be charged with GST initially and then claim it back so the ex-GST price is what we ultimately pay.

Quote delivery charges if applicable; not necessary for standard suppliers

FOOTNOTES:

A purchase order is a legally binding document and when it is issued the department is responsible for the payment of all goods on that order. Once issued a purchase order cannot be cancelled except with the mutual agreement of both the supplier & the department. If, for any reason, the goods need to be returned this must be arranged via the Manager's office.

Orders are placed with most suppliers every week and are consolidated whenever possible, this saves time and money for the department. Considerable savings could be made if more orders were consolidated i.e. larger sizes of frequently used items shared or several items ordered from one company at the same time. Most waste occurs when "urgent" items are ordered. This means that a single item must be sent by courier and the cost of this can be between 20 - 40 dollars per delivery. Since this can happen several times in one week the cost can run into thousands of dollars over a year. Since it takes 30 - 40 minutes to process an order it is also an inefficient use of time.

*Radioisotopes

Orders for some radioisotopes must be placed with suppliers by noon on Wednesday for delivery the following Tuesday. These goods are imported from the U.S.A. and this deadline is not negotiable.