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With Free Description - Registered Supplier

Shoppers can create shopping carts where they can type the description of the product that they want to buy.  This is called "free description". Free description shopping carts are intended for orders that cannot be completed through catalogs. Shoppers type the description of their need and provide a supplier that they would like to use in the internal note. Shopping carts that have items with free description that are over $5k need to have a quote attached. Shopping carts that have items with free description that are over $25k need to include a sole source justification or competitive bids. For the most up-to-date policies, review http://www.bu.edu/sourcing/policies/.

ADVANTAGES

  • Provides shoppers flexibility that allows them to type anything that is not found on catalogs

INSTRUCTIONS
  1. Click on Procurement, Place and Manage Orders, and Shopping Cart.

  2. Click on Set Values and open the search in the product category field. Describe the item that you want to purchase, encased in ** (e.g. *lab* shown below), and click Start Search.
    Note: Setting the values for product category will default for every line added to the shopping cart.  Update the product category for each line as needed.

  3. Click on the name of the product category that best fits your item.
    Note: If the dialog box does not close, highlight the line and click OK.

  4. Click on Account Assignment and enter your Assign Number.

  5. Click Internal Note if you need to add a comment regarding this shopping cart.  This will only be visible by internal Boston University users. Click on Delivery Address / Performance Location.
    Note: The information in Internal Note does not get printed on the purchase order, therefore the supplier will not see it.

  6. Click on the search in the Name field. Type your address, encased in **(e.g. *72* shown below), and click Start Search. Click on your ship to address.
    Note: If the dialog box does not close, highlight the line and click OK.

  7. Type the remaining delivery address information and click OK.
    Note: Do not type over Boston University in the Name field.

  8. Click Add Item and then With Free Description.

  9. Type the Description, Quantity, Unit, Price, and Delivery Date and then click Add to Item Overview.

  10. Click on None in the Supplier Field.

  11. Click on the search box in the Supplier field. Type the name of the supplier, encased in ** (e.g. *LEICA* shown below), in the Name 1/last name field and then click on the name of the supplier.
    Note: If the dialog box does not close, highlight the line and click OK.

  12. Click Assign Supplier then Check.

  13. Click on Details to review the information in the Item Data tab.

  14. Review all of the highlighted tabs to make sure that the information in the Shopping Cart is correct.

  15. If the Shopping Cart has no errors, click Order.

SUMMARY

Shoppers can submit shopping carts to suppliers that have not been set up with a catalog. Always remember to assign the supplier and reference the supplier in the internal or approval note.


See also