From Robin

Revision as of 12:27, 21 March 2017 by Yngveha (Talk | contribs)
Jump to: navigation, search

All purchases we do must be done according to the Norwegian Law of Public purchases, UIO guidelines and routines. . Here i will list some basics of this process, in order to help those wanting to purchase something to decide on Method and what you can do yourself in the process.

Basic principles of purchases

  • All purchases on UiO have to be approved by someone with the BDM role "Budsjettdisponeringsmyndighet";
    • BDM in ifi is our Chief of Offices (Cecilie) and the Head of the Department (Ellen).
    • Normally approval is granted before the purchase.
  • All purchases need to be funded on a Budget or project
    • All budgets and project have a (six digit) code
  • Purchases should normally be done by a Purchaser (Yngve, Mats)
  • Purchases should normally be done using the purchasing system.
    • All purchases using the purchasing system needs that the supplier is added to the list of suppliers in the purchasing system.
  • We are obliged to use standing agreements for UIO ("Rammeavtaler") whenever they apply.
    • Certified purchasers (at least) have access to the list of agreements: [1]
  • UIO does not normally pay in advance
    • Basically UIO need net30 terms, handling invoices is a slow and complex task.
  • We are bound to keep track of all goods received
  • IFI purchasers can only purchase on IFIs budget.

The ideal purchase in the UIO system is performed by a purchaser using the purchase system towards a supplier that has their catalog connected to our purchasing system. When the requestor (usually the purchaser) has filled in the requisition it is sent through the system to BDM, which approves the purchase and so the purchase order goes (back) to the purchaser that now can send the purchase order to the deliverer using the system. When the goods are received, the purchaser checks both the delivery note and the actual goods, and then uses the purchase system to receive the order. The invoice for the goods is sent to our invoicing section ("fakturamottak") as a pdf on email, and is matched automatically with the purchase order, and payment is issued with few delays.

Normal purchases for ROBIN is not governed by any "Rammeavtale", except for cakes, computers and computer equipment. Normally our stuff is not in shops connected to the purchase system, which means the process of purchasing is slightly more tedious.

If possible:

  • Plan you purchase well ahead and send the full list of each purchase the purchaser on email.
    • Please state how urgent this is
    • If you are a student, put your supervisor on CC, so that the purchaser knows that this is approved.
    • Please also note your source for funding (Project name, and or 6 digit code)
    • Please add link, price and part number to each object (as a parity check)
  • Find your goods at a well-known Norwegian supplier such as:
    • Imento, RS-components, Elfa-Distrelec, Farnell, Mouser, MPX,
    • If none such are available, please find a suppliers that accept net 30 terms.
      • New suppliers will have to be added to the purchase systems register as stated here [2]

Adding new suppliers require some interaction with the supplier before the purchase order can be made. This can be a frustrating wait period for everyone, and although some suppliers respond quickly, not all understand why and how they can fill in the forms required for new suppliers (even though the attached letter "følgebrev" is quite clear on procedure). Experience has shown that the process can range from a blazing two hours to a whopping two weeks or more with several emails being sent involving several persons.

In certain cases UIO may allow things to be pre-paid. This is mostly unchartered territory, so expect that this will take extra time since it involves the economy-administration currently situated at the faculty. The economy-administration is normally service-minded, but experience has shown that they can be hard to get to (large stacks of work?), so interaction may be slow.

As a last resort, you may buy things yourself, using your own credit card. Normally you will get your money using the standard travel reimbursement form. Note however that you are the one taking the risk that way, and you will not get your money unless you both get approval for spending it, and it can be verified that you have both received the goods and paid for it. Add to this that no one can require you or anyone else to take this type of personal risk, and normally the best is to plan something that does not require the use of credit cards.

After reception

  • Serial numbers must be kept track of.
  • Costly equipment must be marked.
  • All items that goes on the network (PC's 3D printers etc) should be added to the ifi machine database.
  • All chemicals
    • must be added to ecoonline or stock updated
    • must be risk assessed in ecoonline.
    • should be kept in a locked container when not in use
    • need an MSDS available to the user.
      • This CAN be in ecoonline, but this requires that the user knows and uses ecoonline.
Personal tools