Betty Sandifer
Director
University Purchasing and Accounts Payable supports the university community through purchasing all goods and services, providing expertise and guidance to customers and vendors and paying vendors and employees promptly. Purchasing and Accounts Payable is a part of Finance and reports to the Chief Financial Officer.
SIGN UP FOR PURCHASING UPDATE E-MAILS In an effort to keep our customers better informed, we are now sending out e-mail updates two or three times each week to Business Managers and Administrators across campus. We include “need to know” information, updates on new Statewide Term Contracts, news items, highlights of policies and procedures, etc. If you are not receiving our e-mails and would like to, please send your e-mail address to Betty Sandifer, Director, at sandifbw@musc.edu. We will be happy to add you to our list.
UNIVERSITY PURCHASING UPDATE-RECEIVERS NEEDED REPORT:
As a result of customer input, we have revised the information available to you in WebAps (the “Money Bag icon”) for the Receivers Needed Report. If you go to the “Money Bag icon” for MUSC Financial Reports and click on it you will have a menu of report areas to choose from. Select Purchasing. There are three button options for Purchasing Reports: - Outstanding Requisitions
- Outstanding Purchase Orders
- Receivers Needed.
You can choose to run a report by Unit Number or by Project Number.
We have updated the Receivers Needed Report to now include the following: PO #, PO Line #, PO Date Created, Vendor, PO Amount, Invoice #, Invoice Date, Invoice Line Description, and Invoice Line Amount. This should give you all the information you need to do a receiver, instead of having to drill down in SmartStream to find this information. Customer input is invaluable to us. If you see ways we can better serve you, please let us know. Our responding to your suggestions could be a great help for a lot of other customers, too. We are always open to input from you. | UNIVERSITY P-CARD UPDATE – WEEKLY UPLOADS TO SMARTSTREAM:
Beginning July 8, 2008, all P-Card transactions that have been allocated and signed off on will be closed and sent to Smart Stream each Tuesday morning at 7:30 AM. Transactions that are still in your “transactions requiring sign off” queue will not be affected in the weekly Tuesday closings. At the end of the billing cycle, all transactions from the “transactions signed off” and the “transactions requiring sign off” queues will be closed in WORKS and sent to SmartStream for the end of the month reports. It is more important than ever that you allocate before the month end closing date. Transactions that have not been allocated and are still in the “transactions requiring sign off” queue will be uploaded to your default account and will require journal entries to correct.
Remember to sign off only transactions with the UDAK validated. Be sure there is not a red X in the comp/val/auth column of WORKS.
This new procedure will allow us to update AVAILABLE BALANCE in the MUSC Financial Reports system weekly which will enable Departments to better track their expenditures. If you allocate and sign off daily, you will see your transactions through Friday in AVAILABLE BALANCE on Wednesday of each week. ALL transactions that were not in the weekly uploads (from the beginning of the billing period until the closing date) will be uploaded on the monthly closing date. Sharon Ford, our P-Card Administrator, is preparing a calendar of FY09 monthly billing end dates, Tuesday uploads, and end of the month uploads for the billing period. The calendar will be distributed soon to all business managers and card holders.
Send Your Purchase Requisitions by E-mail
Beginning June 12, 2008, University Purchasing will accept Purchase Requisitions by e-mail. Just scan your Purchase Requisition and all of your backup documentation and e-mail it to Be sure that you include all backup that you would normally send by campus mail and that all the necessary signatures appear on the scanned copies. Keep the originals in your department; do not mail a second copy.
We will print your e-mailed documents, enter the requisition in SmartStream if required, assign them to a buyer, and begin work immediately.
All Purchase Requisitions, except reimbursements and travel which require original receipts, can be scanned and e-mailed to purchasing@musc.edu. If the requisition can be direct paid, we will approve it and send it to Accounts Payable for you. You no longer have to use campus mail to send your requisitions. We will be checking the new e-mail box throughout the day. This will enable us to receive your documents in a much more efficient manner. We are striving for EXCELLENT CUSTOMER SERVICE! | |
