General FAQ's for Using the Computer Equipment and Supplies Web Site

General FAQ's for Using the Computer Equipment and Supplies Web Site

GENERAL FAQs

  1. What is the Computer Equipment & Supplies site?

    The Procurement Department in collaboration with the ITS Department, are responsible for the development of the Computer Equipment & Supplies site. This web site utilizes the Internet to purchase goods and services for Yale University from several premier vendors that supply computer hardware, software and peripherals. The premier vendors presently are Lenovo, Apple, Dell, CDW-G and Softmart.

  1. Why use the Computer Equipment & Supplies site?

    Yale Procurement has negotiated special contracts with our premier vendors to provide more competitive pricing and value for the products you purchase using the Computer Equipment & Supplies site. In most cases, there will be no shipping charges for routine deliveries.

  1. What are the Computer Equipment & Supplies site's features?

    The Computer Equipment & Supplies site is a secured, web-based site that offers convenient shopping 24-hours a day. In addition, you can use a Yale University Purchasing Card with all of these vendors. Some vendor-specific features include the ability to store and forward quotations, store information on multiple Purchasing Cards and store multiple shipping addresses. YAD PC's are also available through the Computer Equipment & Supplies site. (See our web site for specific details.) Finally, you also have the ability to track and obtain the status of on-line orders.

  1. Who can use the Computer Equipment & Supplies site?

    Yale faculty and staff can make institutional as well as personal purchases. Students can make personal purchases only.

  1. Will I need training?

    The Computer Equipment & Supplies site is designed to be easy to use with little training necessary. It is similar to many other tools that allow you to shop over the Web so for many, its use will be intuitive. To make a purchase through this self-serve application, you access a common Yale web site that displays the links to the vendor web sites for easy access. A variety of help and guiding features will also be available.

  1. Do I have to use the Computer Equipment & Supplies site to place an order for computer equipment?

    No, it is simply an alternative to phoning or faxing an order. The vendor sites will give you catalog information along with Yale pricing.

  1. What do I do if an item does not appear in the online catalog?

    You will need to call the specific vendor for further information. Phone numbers and contact information are available online through the Computer Equipment & Supplies site.

  1. Will I get special Yale pricing using the Computer Equipment & Supplies site?

    Yes. Yale's negotiated competitive pricing will automatically display when you access vendors through the Computer Equipment & Supplies site. There is no need to call the vendor to find out Yale's pricing or look up pricing. All the items in the vendor catalogs are easily accessible online with Yale's pricing. Most vendors provide photographs and detailed descriptions of the items they sell.

  1. Can I save an order in the Computer Equipment & Supplies site similar to Web Requisition's functionality?

    Yes, in most cases you can save quotations from a vendor. Certain vendors also allow you to forward quotes via email for review by other individuals.

  1. May I combine orders for shipping purposes?

    No, you can only ship to one shipping location at a time per order.

  1. Is there a dollar limit on orders?

    No. The only limit imposed will be that of your Yale Purchasing Card or your personal credit card. We advise that you consult with the Purchasing Department before making any high dollar purchases.

  1. May I use the Computer Equipment & Supplies site for personal use?

    Yes. You may personally take advantage of Yale's competitive pricing. To do so, you will need to change your Shopping Role to "personal" when you enter the Computer Equipment & Supplies site and use a personal credit card to pay for your order.

  1. Can I create an order template to order frequently purchased items?

    No. At this time, none of the computer vendors offer this functionality.

COMMITMENTS

  1. Will an automatic commitment be generated when I use the Computer Equipment & Supplies site for a Yale purchase?

    No. Yale Purchasing Card transactions do not generate commitments. They are actuals that straight through to the general ledger similar to an accounting transfer.

CREDIT CARDS

  1. Can I use multiple charge cards with vendors in the Computer Equipment & Supplies site?

    Yes. However, this does not hold true for every vendor accessible through the Computer Equipment & Supplies site at this time. Please see the matrix, Vendor Features (need link) to determine if this feature is available for the vendor in which you are interested in placing an order.

  1. Will my credit card information be secured?

    Yes. Your credit card information is going through secured vendor sites. To verify this, look for a "padlock" in the lower left corner of your Netscape screen or a "key" if you are using Internet Explorer. For more information contact cesmail@yale.edu.

DEPARTMENT APPROVALS

  1. What should I do if my department requires internal approval on an order that I place with a vendor using the Computer Equipment & Supplies site?

    Computer Equipment & Supplies site premier vendors have varying capabilities for storing and forwarding quotations to other individuals. Please check the "Vendor Features" matrix located on the Computer Equipment & Supplies home page under the link for the FAQs to determine each vendor's store and forward capabilities. Note that this is a department requirement, not a university requirement. Please check with your business manager to find out if this is an extra step you need to take.

CUSTOMER SERVICE

  1. How do I get help if I cannot find an answer to my question in the FAQs or Help documentation online?

    2. Each vendor has an (800) number listed in their web site. For your convenience, we have listed these on the Vendor Features matrix located on the Computer Equipment & Supplies home page under the link for the FAQs.

  2. Where can I see demonstration products here at Yale?

    3. Prior to purchasing a computer, a personal digital assistant, or a printer you are invited to visit the Technology & Business Center at 221 Whitney Avenue for pre sales consultation. The Center is open 1PM - 5PM Monday through Friday.

REQUISITION NUMBER

  1. Do I need to use a Requisition number when ordering using the Computer Equipment & Supplies site?

    No. This is not required but you may if you so choose. You may choose to use your own numbering format, the vendor order number, or a Transaction Control Number (TCN). Please contact your business manager for the preferred method of numbering in your department.

SOLE SOURCE

  1. Will I need a sole source statement if I use the Computer Equipment & Supplies site for orders over $2,000.

    No. You will not need a sole source statement and three bids if you use the vendors in Computer Equipment & Supplies site for goods over $2,000 because you will be using the University-wide contract which are pre-negotiated.

SPLIT CHARGING

  1. Can I use split-charging in the Computer Equipment & Supplies site?

    No, you will need to place individual orders but we are looking into this capability..

VIP

  1. Can I use a VIP Number in the Computer Equipment & Supplies site?

    No. This feature is not supported by the Computer Equipment & Supplies site.

FINANCING

  1. Will computer financing still be available?

    Yes. Institutional financing only will be available for computers according to the following procedure:

  • User configures computing equipment to determine base cost.
  • User downloads financing form (PDF) from the YAD Financing site found on the Computer Equipment & Supplies tool bar to the right of Help ? in a pull-down menu and forwards request online to Procurement.
  • Procurement validates the information on the form (PTAEO, signature, etc.) and sends to Capital Management.
  • Capital Management performs account setup in their system. (The Medical School has a different procedure here.)
  • Capital Management sends account number and PTAEO to Procurement for Capital Projects and notifies the user of financing.
  • Procurement buys equipment with Central Purchasing Card from preferred vendor.
  • Procurement charges back via JSA transfer from Capital Projects.

EQUIPMENT RENTALS

  1. Will the Laptop Rental program still be available?

    Yes. Laptop rentals are now available from Media Services. Please see their Laptop Rentals page at www.yale.edu/ms/laptop.html for more information.