|
|
FAQ's for University-wide Contract Suppliers
General Information
What orders are affected?
- University-wide contract VIP orders. Specifically, VIP
orders placed via the phone, fax, email/internet or person-to-person.
Why is this happening?
- To ensure that Yale University purchasing activities comply
with federal regulations
- To improve internal control
When is this happening?
- Most departments (Science Hill and Medical School): November 30, 2006
- All other departments: January 1, 2007
- Suppliers must stop accepting VIP Orders and invoicing on January
1, 2007.
^TOP
What do purchasers need to do differently?
- Use Yale's recommended buy/pay approach (For details, see new
Yale
University Buying Guide.)
- Most supplies:
- 1st choice) Yale PO from our electronic purchase order
delivery solution, (SciQuest)
- 2nd choice) Yale Purchasing Card
- 3rd choice) Yale PO (paper req to Purchasing Services)
- Travel and most other services:
- 1st choice) Yale Purchasing Card
- 2nd choice) Yale PO (SciQuest or paper req to Purchasing
Services)
- Miscellaneous needs:
- 1st choice) Yale PO (SciQuest or paper req to Purchasing
Services)
^TOP
Who can I contact for additional information?
^TOP
Where can I get more information regarding this initiative?
Which suppliers are affected?
^TOP
ORDERING
What do I tell a customer if they want to use a VIP number?
- I am sorry. After January 1, 2007, placing an order with a VIP
number is no longer an acceptable method of purchasing. Acceptable
ordering methods include Yale Purchase Order or Yale Purchasing
Card. If you have any additional questions, please contact your
business office for assistance.
^TOP What do I do if a customer
is not setup in the electronic purchasing system and does not have
a credit card?
- Advise the customer to submit a paper requisition through Purchasing
Services or advise the customer to contact their business office
for assistance.
^TOP
Who do I contact about including my company in Yale's electronic procurement system?
^TOP
What are the benefits of registering as a supplier within Yale's electronic procurement system?
- Individual Purchase Orders are sent for each purchase with internally
pre-validated charging instructions. Purchases are invoiced against
this unique PO number directly to Accounts Payable, resulting
in efficient payment to suppliers.
^TOP PAYMENT
How will this initiative affect electronic billing?
- Suppliers who can send electronic PO-matched invoices will see
no change. Those suppliers not yet set up for PO-matched
invoicing may see a delay in payment due to manual handling of
invoices.
^TOP How will this improve the payment process?
- Since charging instructions will be validated before orders
are placed, fewer invoices will be placed on hold. Payments should
be processed much faster.
^TOP What happens if someone at my company does take a VIP order?
- This is not an acceptable supplier procedure after January 1, 2007. This will slow the payment of your invoices and they may potentially be returned and not paid.
^TOP
|
|
