Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

PURCHASING
70.35
Revised 5-13
University Stores
335-4592

University Stores

PDF link

FUNCTION

University Stores' function is to provide commonly-used items and services at competitively low prices in support of the missions of the University.

Quantity Buying

University Stores purchases commonly-used items in quantity and passes along the savings to University departments.

In order to maximize the benefits associated with quantity buying, University offices and departments should purchase from University Stores those items that are listed on the University Stores ordering system website.

STOCKED ITEMS

Items stocked by University Stores are described on the online University Stores Ordering system website. Prices include applicable tax. Delivery is free to all WSU locations statewide.

Users may view, search, and submit orders for items by going to the online University Stores Ordering system website at:

https://webapps.wsu.edu/ais/centralstores/default.aspx

Nonstocked Items

University Stores readily obtains nonstocked items at competitive prices through a network of established suppliers.

Contact University Stores personnel for assistance in locating items not found on the University Stores Ordering system website.

UNIVERSITY STORES ORDERING ONLINE

To purchase items from University Stores, employees place orders through the online University Stores Ordering system. University Stores Ordering is a browser-based system which links internally to the mainframe Administrative Information Systems (AIS) application, SCBAIMS. This link allows the University Stores Ordering System to verify that the employee is authorized for University Stores purchases. See 85.33 to obtain authorization.

Employees may view, search, browse, and submit orders for available items, through University Stores Ordering website, at:

https://webapps.wsu.edu/ais/centralstores/default.aspx

Customer Roles

Orderer

Any employee who has a Network ID may submit an order for approval by a designated departmental approver.

Approver

An approver is defined as a person who has expenditure authority to approve departmental purchases. (See 70.02.) An approver may approve her or his own orders. See also "Authorization" below.

Query Functions

Employees having Network IDs (see 85.37) may access several functions in University Stores Ordering that provide important information about the items listed in the University Stores catalog.

Online users may access the following query functions:

Departmental personnel with or without AIS User IDs may browse for items electronically through the University Stores Ordering website.

Ordering Procedures

Authorization

An approver must receive specific authorization from University Stores to approve online orders on behalf of a department. Refer to 85.33 for access and authorization procedures.

Order Requests

Departmental staff may use the online catalogs at the University Stores Ordering website to generate order requests which may be submitted by e-mail to the designated departmental approver. The approver processes the order request.

The website also allows the orderer to save an order request and continue to add items to the request until the order is submitted to the approver for final processing.

Order History

Users may request order history information using a variety of selection criteria. If the user supplies no selection criteria, the system displays all completed orders placed by the user.

Users may add all orders in Order History to the current cart and modify the orders as needed.

RETURNING ITEMS

To return items, contact University Stores for pickup; telephone 335-4592.

Receiving Credit

Returned Within 60 Days

Departments may return certain items for full credit within 60 days from date of purchase. Departments may return items which are damaged, defective, or can be resold.

University Stores may prorate credit based on usage for the return of certain products, even if the items are returned within 60 days of purchase date.

Returned After 60 Days

University Stores evaluates items returned after 60 days from date of purchase to determine whether full, partial, or no credit is warranted.

If the item can be resold, University Stores issues full credit to the customer.

If the item is found to be defective or damaged after 60 days from date of purchase, generally University Stores does not give credit to the customer. In such cases, University Stores is usually unable to receive a credit from the supplier.

If the supplier issues a full or partial credit to University Stores, then University Stores will issue a full or partial credit to the customer.

If the supplier charges University Stores for the restocking of a returned item, University Stores normally passes the charge on to the customer.

Product Expiration Dates

Suppliers closely monitor shelf life dates and are reluctant to issue credit for items returned after expiration of the shelf life date.

Avoid buying excessive quantities of any item with a printed expiration or "use by" date. University Stores recommends departments purchase quantities of dated items that can be used within a 30 to 45 day period.

Questions

Contact University Stores with questions concerning returning items. University Stores personnel make every effort to ensure that fair and equitable solutions are worked out for every customer.

FORMS

Forms used by all or most departments are purchased centrally. Some of these forms are distributed by University Stores. Forms distributed by University Stores are listed in the General--Miscellaneous--Miscellaneous section of the online University Stores Ordering website under "Office Supplies."

User departments are not charged for such forms.

Include requests for forms with orders for other supplies.

The Office of Procedures, Records, and Forms provides a list of forms distributed by University Stores in the Forms Index section of the Business Policies and Procedures Manual. See 04.01.