Supplies Ordering

Office Supplies (catalog # starts with the prefix GS)

Writing Instruments (catalog # starts with the prefix GS)

Ergonomic & Furniture Products ( cat. # starts with the prefix GR)

Forms (catalog # starts with the prefix GS)

Audiovisual & Photographic Supplies (cat # starts with the prefix AV, PH)

Food Supplies (cat # starts with the prefix GC)

Electrical (cat # starts with the prefix GE)

Hardware (cat # starts with the prefix GH)

Custodial (cat # starts with the prefix GC)

1. Ordering On-Line from U Stores
Once you are in U Stores Home page menu list, click on "Place An Order". Now you are in LOGIN Screen. Key in User ID and Password. Click LOGIN button. Now you are on "Customer Number" screen. Key in the customer number and click the ENTER button.
Now you are in "University Stores Online Order Entry Screen". This screen will display all the accounts you've established for the department (e.g., 556-1000, 556-1120, etc). Click the account you want to use for this order.
Now you are in "Ship-To Address" screen. Click the appropriate ship-to address. (Every time you click on an item, that particular item along with the previously entered information will be displayed at the top left-hand side of the screen.)
Now you are on the "Additional Information Screen". Key in only the following information: Ordered By (key in the name of the person ordering) Phone (612 tab 626 tab 1861) Press Enter.
Now you are in a screen with two options: 1) CREATE ORDER 2) CANCEL ORDER Click "Create Order" button.
The cursor will now be blinking in a box next to the "ADD" button. Key in the catalog number in this box (no hyphen, coma or space). Click "ADD" button.
Next screen will display the details of the item. If the item seems to be the one you are looking for, key in the unit (each, dozen, case, etc.) from the drop down box; highlight the object code description (if more than one) and click "SAVE". This will bring you back to the next item to be ordered (blinking cursor stays in the box next to "ADD" button).
When you finish ordering all your items, click "SEND ORDER" button; the screen will display all items you ordered with the total amount. The system will prompt you to print this screen by going to the FILE menu to select "Print" option.
Now the system message will tell you that the order has been processed and whether you want to process another order. Click "NO" option and this will bring you back to the "U Stores" home page.
Usually, the order will arrive one day after placing the order. Check the packing slip against the printed copy of your order. If there is any discrepancy, call U Stores.
2. Ordering by Phone from U Stores
Call the U Stores order desk at 612-624-4878. Provide them with the same type of information required on the on-line system, including a description of what is being ordered.
3. Ordering from External Vendors
For purchases under $10,000, use the Purchasing card where possible, or issue a POT in Financial Forms Nirvana (FFN). See also Paying Purchasing's Invoices for more details.
4. Receiving Supplies
All supplies received in should be given to the Assistant to the Director.
For deliveries from U Stores, the items received are compared to the items listed on the packing slip. Any discrepancies or damaged items should be reported to U Stores at 612-624-4878. Follow the U Stores return process where needed.
For deliveries from external vendors, compare the items received to the purchase order that ordered the items. Report any discrepancies to the vendor. Hold the invoice from payment until everything is resolved.
5. Returns to U Stores
If the item(s) you've received is damaged or wrong, call U stores to get a return authorization. Attach a copy of the packing slip with the merchandise (highlighting the item you're returning); U Stores delivery people will pick up the item(s) from the reception area.