Information Systems:Making IT department purchases

The IT department mostly makes its purchases from the following vendors:

• CDW
• Anisoft

Steps to make a purchase (purchase order)

Prior to proceeding, make sure the  vendor is set up as a partner in ASW.

1. Get approval for the purchase, either through a business case or direct manager approval.
2. Create an PO of type MO (Manual Order) in ASW (i.e. Work with purchase orders).
3. Enter the vendor, F4 to prompt.
4. Enter the warehouse and currency (CAD, USD). For USD transactions, do not worry about the exchange rate, the correct amounts will always be paid according to the invoice.
5. Add lines/items. Things to note about each item/line added:

• The most common item number used for IT POs will be 02000149. In our catalog, this is a fictitious, non-inventory item.
• Use tomorrow's date (MMDDYY format) for the Dispatch date and Request date. These are not significant for IT POs, but the date cannot be today or earlier.
• Use EA for both the Item and Price units.
• Hit Enter or click the green check mark to proceed with adding the line. There will be three checks per item added that need to be worked around:

• ASW will prompt that the item number being entered is "non-standard". Hit the checkmark again to proceed past this warning.

• A following screen will prompt you to enter 'Y' or 'N' for Backlog. Enter 'N'.
• ASW will then warn about an error within the Additional info 1 panel. Navigate there, and enter 'N' in 'Quality ctl'.

• Select the line you just added and click 'Text'. Since the item is a manual item, there is no description or price information, and thus, it must be added in text. It is best to be descriptive since this is the official internal document representing an IT purchase.

1. Click the green check, and verify the lines. Back out of the PO. It should be listed amongst all other purchase orders and be at status 10.
2. Follow the steps to receive the PO.

Steps to make a purchase (expense claim)

Sometimes, it is not practical to make a purchase through a purchase order e.g making a one-off purchase for something that is much cheaper on Amazon. In this case, it may be possible to get approval to make a personal purchase for the good(s) and then have it reimbursed. The steps are:

To be continued...