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Purchasing

FAQs

Q. Is there a walkthrough guide for the DPS (Distributed Purchasing System)?

A. Yes. There are two guides – one meant for authors and another for approvers. 

Q. How do I establish a new vendor in DPS?

A. First, you should verify if the vendor exists in the system. This can be done by accessing “VENINQ - Vendor Inquiry (Order from & Remit to addresses)” on the DPSUSER menu. You can search by vendor name to verify if the vendor exists or you can submit the Federal Tax Identification number or Social Security Number to the Purchasing/Accounting individual located on the “New Vendor Request and Update Form”.

If the vendor is discovered to not exist, please submit the Substitute W9 - New Vendor Request and Update Form  (updated 4/2009) to the vendor. The vendor is to fax the documents to the person noted on the “New Vendor Request and Update Form”. If the RSU employee requesting the vendor has noted their information on the Form where indicated, a DPS vendor number will be forwarded after the vendor has been added to the system.

Q. What is an “Independent Contractor”?

A. An independent contractor is defined by law as one who engages to perform certain services for another, according to his own manner, method, free from control and direction of his contractor in all matters connected with the performance of the service, except as to the result or product of the work. An independent contractor must also have not been under the employment of the University within that last 12 (twelve) months.

Q. How do I establish an “Independent Contractor”?

A. Please see the Independent Contractor Request – Instruction Sheet

Q. How do I check the status of my requisition in queue and/or view the approved Purchase Order number?

A. To Check the Status of a Requisition Still in Queue:

  • Go into REQ - Requisition on the DPSUSER menu as you would when you enter requisitions
  • Hit the F9 key and you will see the list of requisitions you have entered in the past
  • Scroll to the requisition in question and hit Enter to select it
  • Hit the F9 key again and you will see a list of approvers and the current status flag
  • A = approved, P = pending approval, X = will approve

To View the Assigned PO Number on a Requisition:

  • Go into REQ - Requisition on the DPSUSER menu as you would when you enter requisitions
  • Hit the F9 key and you will see the list of requisitions you have entered in the past
  • Scroll to the requisition in question and hit Enter to select it
  • You will now see the more detailed information on the requisition including the different line items
  • Hit Enter again on a line item to select it and at the top left of the screen; you will see "Assigned PO #" with the number listed

Q. I need to buy a technological item; do I need to flag it as a ‘computer’ item so it is routed through ACS’s (Academic Computing Services) approval queue?

A. Typically, any item that involves technology or might attach to a computer should be flagged as a computer item and routed appropriately. Items of that nature include, but are not limited to computers, monitors, mice, keyboards, computer speakers, computer hardware, software, printers, Uninterruptible Power Supplies, computer cables, technological contracts and/or renewals, webinars, telephones, digital cameras, and video cameras. Administrative expendable items that do not need to be flagged include, but are not limited to compact discs, floppy disks, Flash (thumb) drives, and printer ink or toner.

By using common sense and guidelines previously supplied by ACS, department and purchasing personnel should be able to identify items that may be considered technology or technology related.   All uncertainties should be directed to ACS for clarification before the purchase is approved. Once an item is initially identified as being technology or technology related, then each subsequent purchase of the same or similar item should be marked as a technology item.

Q. I need to buy a furniture item; where do I start?

A. If you or your department is currently in need of furniture, including any and all office chairs, desks, filing cabinets, televisions, etc., you need to start by initiating a Capital Request through the Executive Vice President for Administration and Finance. If approved, you can contact the Purchasing office to proceed with locating a vendor and to verify if the procurement should be completed through a competitive bidding process.

Q. Why do I receive two copies of the approved Purchase Order?

A. You are given a “Receiving” and “Vendor” copy. “Vendor” copies are generally meant for faxing or mailing to the vendor to place an order or to indicate intent to pay for the goods/services. “Vendor” copies should NOT be sent to Accounts Payable for payment. The “Receiving” copy should be used for all approvals for payment and sent to the Accounts Payable department for processing. When you have exhausted the funds on the Purchase Order, you should submit the “Receiving” copy to Accounts Payable with a noted ‘OK TO CLOSE’ on the face of the Purchase Order. Always keep a copy for your records if submitting the original for processing.