purchasing:start - Tate Lab Wiki

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====== Purchasing supplies ======

===== Companies we order from =====
  *[[http://www.chemistry.oregonstate.edu/chemstores/|Chem Stores]] - Chemicals eg. Acetone, Ethanol, liquid nitrogen, & Dry goods eg. gloves, plastic hose, connectors, beakers. Located on ground floor of the Chemistry building. Closed for lunch. Click the link for the catalog of things available there.
  *[[http://www.industrialwelding.net/|Industrial Welding Supply]], Corvallis, (541) 752-8686. Rep is Jerry Seeley (5/2011) cell 541-740-9112.   Grade 5 Argon $75.46 per cylinder, Grade 5 Hydrogen $93.22 per cylinder, Standard grade Helium $57.00 per cylinder, Nitrogen (regular and high pressure N2 to run the Peltier cooler), Compressed air. Gas regulators.
  *Air Gas - KrF premix.  Adam Richmond (Adam dot Richmand at Air Gas dot. Com) handles specialty gas orders.  Specialty gases generally take ~3 weeks to ship.
  *[[http://www.lesker.com/newweb/index.cfm|Kurt Lesker Comapany]] Vacuum parts, TK pump oil.
  *OSU Bookstore. refilled printer cartidges. To make purchases at the OSU bookstore, get an account index from Janet and take your OSU id card.
  *[[http://www.rdmathis.com/|R.D. Mathis]] - Evaporation Boats
  *[[http://www.oringswest.com/|O-rings West]]  O-rings 
  *[[http://www.www.parker.com|Parker O-rings]]  O-rings (nice handbook!)
  *[[http://www.aoptec.com/index.htm|AOP Technologies]] O-rings (Parker's closest distributor, based in Eugene). Orders should be here within two business days.  
  *[[http://www.swagelok.com/|Swagelok]] – Gas flow handling
  *[[http://www.tedpella.com/|Ted Pella]] - microscopy related lab supplies (eg. silver paint, diamond scribes, graphite & mica substrates)
  *[[http://www.edwardsvacuum.com/|Edwards]] - Vacuum pumps, valves, oils, etc.  The Edwards distributor closest to us is Joe Gray (ph: 206-679-5721).  If you want to place an order, it seems best to go on the web and get the Edwards part number, then call Joe.  He will call Edwards HQ and get a price quote, which will typically meet or beat the Edwards Web Price, then call you back and tell you where to fax the PO.  If you call Edwards HQ directly, the price will be the list price, minus 10% educational discount.  NOTE: this seems to be the best place to obtain Krytox 1506 for the Edwards roughing pump.
  *[[http://www.ramzfab.com|Ram-Z Fab]] - Local company that does good machining and repairs pumps. s.ramsey@ramzfab.com
  *[[http://www.mtixtl.com|MTI Crystal]] - Substrates (single crystal SrTiO3, ITO-coated glass); plastic sample carriers; tweezers //etc.//
  *[[http://www.gmassoc.com/|GM Associates]] - Fused quartz slides
  *[[http://www.universitywafer.com/|University Wafers]] Si, sapphire, other wafers in small quantities
  *[[http://www.wafernet.com|Wafernet]] - Raj Solanki suggested as a source for silicon wafers.

===== Ordering =====
These instruction apply to everything under $5000.  [[http://en.wikipedia.org/wiki/Purchase_order|Purchase orders]] (POs) are the preferred method to order items.  The main advantage of using Purchase Orders is that if the item received is damaged or you were sent the wrong item it is easier to get a refund and/or return. 
  - Find the item that you want. If you are not sure that you have a good price, get 3 different quotes. Some companies have price lists on the web, other companies you will have to phone or email to get a quote.
  - Ask the company if you can pay by [[http://en.wikipedia.org/wiki/Purchase_order|purchase order]] (PO).

If the company accepts a PO number as payment:
  - Get a PO form (three pages, white, yellow and pink) from Weniger 301 (as 6/13 Talley Richardson is the contact). Pick up a copy of the instructions and read them.
  - Add the two-digit fiscal year prefix in front of the PO number. It is currently 14 (between July 15 2013 and July 14 2014). 
  - Fill out vendor, telephone # (vendor's #), Fax No. (vendor's fax), Ordered By (that's you; could also put YourName/Tate), phone (your #), email (your e-mail), and date.
  - You must search for the Catalog No. for the device you are purchasing, give a brief description, quantity, and unit price.
  - Talk to Janet for confirmation on order, index No., and P.I. approval, and get her signature. You keep the pink page from the PO, file it in the 487 filing cabinet once the order is complete.
  - Call a sales representative and make your order. Tell him or her the PO # (upper right corner of PO form, e.g. 12-1236) and what you are purchasing.  Ask whether the item is in stock, and specify delivery (UPS ground, UPS 2-day, Fed-Ex etc).  Agent may want you to fax the PO - do so from Weniger 301.
  - Send your white and yellow PO pages via campus mail to Verna Paullin-Babcock, ASBC (Arts and Sciences Business Center).  Or put it in the "Completed Purchase Orders" box in Weniger 301 to be mailed to ASBC.  DO NOT wait to receive item before doing this.
  - **When the order arrives**, check that nothing is damaged or defective.
  - Find the packing slip and write on the packing slip "OK to pay.  Your name, Tate Lab, date received: mm-dd-yy". Mail the packing slip to Verna or Monica in ASBC immediately. Or put it in the "Completed Purchase Orders" box in Weniger 301 to be mailed to ASBC.
  - If it is a new chemical, the MSDS folder and [[http://oregonstate.edu/ehs/inventory.php|lab inventory]] must be updated. Login and password info is on the group T: drive (not yet ..).


If the company accepts only credit card orders (rarely):
Talley Richardson is now the department contact for Credit Card Purchases. She is in the Physics office in the morning and in Chemistry in the afternoon.  When you wish to  make a purchase please send an email to Talley Richardson (talley.richardson@oregonstate.edu) with the following information:
 
  - Link to the item
  - Quantity to order
  - Short description of the item
  - Index number to charge against
  - Preferred shipping method
  - Any special information regarding the order
 
Talley will email you after the order has been placed and will include confirmation numbers.
 

===== Orders $5,000 - $25,000 =====
More expensive items get special treatment. Verna (the department accountant) will do most of the paperwork. The standard rules about getting 3 quotes are listed on the website of the [[http://pacs.oregonstate.edu/procurement/start/start.cfm|procurement office]].

===== Orders above $25,000 =====
Big ticket items get special treatment from the [[http://pacs.oregonstate.edu/procurement/start/start.cfm|procurement office]]. There are auditing requirements that must be fulfilled to prove that the purchase was done responsibly.


===== Who's who in the zoo =====
The purchasing system at OSU has several facets.

All purchases except Chem Stores need the PI's signature.  PI = principal investigator, and that's Janet.

The ordering is done by the purchaser (you), or by the departmental secretary if it's a credit card.  Janice Nave-Abele as of 2010.

The processing and payment is done by ASBC (Arts and Sciences Business Center), but you have an important role.

YOU must log the purchase in our internal records (store in a folder in Wngr 489), send the POs to ASBC IMMEDIATELY the order is placed, send the signed packing slip to ASBC IMMEDIATELY the goods are received.  Put the relevant items in a campus mail envelope, and write "ASBC - attn Verna PB" or "ASBC - attn Monica D".  Verna-Paullin-Babcock and Monica Deignan are the ASBC people who deal with Physics.  Info about [[http://oregonstate.edu/fa/bc/artsandsciences/|ASBC]]
Trace: • vacuum_maintenance • thermalcond • gashandling • groupmeet • opticalspectrometers • thermal • manuals • cleanroom • safety
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