On-Campus Purchasing

Vendor ID: 50233714

Note: The PCard may be used at the  https://www.astate.edu/bookstore. To order using your PCard, send and email to bookstore@astate.edu or rwilson@textbookbrokers.com or call 870-933-9191. The Bookstore staff will prepare your order and have it ready for you to pick up. 

1. Initiate an online non‐confirming requisition to Textbook Brokers of Jonesboro.  
2. Enter the following in Document Text:  
   1. Contact person
   2. Department contact phone number if different than initiator
3. Override the default Commodity Code description with the specific description and item number of the product being ordered. 
4. Any additional information for line items should be entered in Item Text. 
5. Enter quantity and amount. 
6. Use Tax Group ‘U’. 
7. Procurement will process the requisition and complete a purchase order. Procurement will email a PO to Textbook Brokers. 
8. Once the event has occurred or goods delivered, the requesting department must  receive the items in Banner. 

Vendor ID: 5006182 

Use the following Commodity Code:

Rent-Building/Rooms - 97167

1. For rate information, please contact the ASU Alumni office at alumni@astate.edu or call 870‐972‐ALUM (2586) to make an appointment for a visit. 
2. Initiate a confirming requisition. 
3. Enter Vendor ID. 
4. Enter the contact person and phone number in the Document Text block if different than initiator. 
5. Enter Commodity Code. 
6. Override the default Commodity Code description with the specific description of the rental information. 
7. Use Tax Group ‘NT’. 
8. Enter quantity and amount. 
9. Write the requisition number at the top of the quote if provided. Email or fax a copy of the quote to procurement@astate.edu or 972‐3834. 
10. Procurement will process the requisition and complete a purchase order. 
11. Procurement will email a copy to the department and an email attachment to the initiator. 
12. Once the event has occurred or goods delivered, the initiator must receive in Banner. 
13. Cooper Alumni Center will send the invoice to Accounts Payable where the payment will be processed. 

Vendor ID: 50591696

Use the following Commodity Codes:

Campus Card Tap Reader - 20405
Campus Card Badges and Temporary Cards - 08080
Campus Card Express Dollars - 96110
Campus Card Faculty Staff Meal Plan - 96112

1. Request a quote via e-mail from Campus Card Center.
2. Initiate an Order Requisition.
3. Enter Document Text if additional information is needed about the purchase or the contact person is different from the initiator.
4. Override the generic Commodity Code Description with the specific description starting with a noun.
   1. Enter Item Text if additional information is needed about the commodity
5. Tax Group 'NT' is defaulted in, do not change it.
6. Enter Quantity and Amount. 
7. Repeat steps 4-7 for each additional item.
8. Write the Requisition Number at the top of the quote received from Campus Card Center.
9. Send the quote to procurement@astate.edu.
10. Do not forget to initiate a Receiving Document.

Vendor ID: 50545085

Sign Shop:

Commodity Code - 08030 - Facilities Management Sign Shop Supplies
Account Code - 711311 - Other Supplies and Materials
Address Type - PO Sequence 4

Warehouse/Central Receiving:

Commodity Code - 64565 - Facilities Management Warehouse Supplies
Account Code - 711302 - Office Supplies
Address Type - PO Sequence 5

Zone Maintenance:

Commodity Code - 91041 - Facilities Management Zone Maintenance
Account Code - 710401 - Buildings and Grounds Repair and Maintenance
Address Type - PO Sequence 6

Projects:

Commodity Code - 91042 - Facilities Management Projects
Account Code - 710401 - Buildings and Grounds Repair and Maintenance
Address Type - PO Sequence 3 or PO Sequence 9 for Construction Projects

Lock Shop:

Commodity Code - 91043 - Facilities Management Lock Shop
Account Code - 710401 - Buildings and Grounds Repair and Maintenance
Address Type - PO Sequence 1

Landscape:

Commodity Code - 91044 - Facilities Management Landscape and Grounds
Account Code - 710401 - Buildings and Grounds Repair and Maintenance
Address Type - PO Sequence 7

Planning, Design, Construction:

Commodity Code - 91045 - Facilities Management Planning, Design, Construction
Account Code - 710401 - Buildings and Grounds Repair and Maintenance
Address Type - PO Sequence 9

Motor Pool:

Commodity Code - 96217 - Bus Services
Account Code - 711701 - Other Expenses and Services
Address Type - PO Sequence 11

1. Request a quote via email from servicing department in Facilities Management.
2. Initiate a non-confirming requisition.
3. Enter Vendor ID and select the appropriate PO Address Type for the servicing department.
4. Select Document Text from the Related menu and enter the following:
   1. Enter the name of the servicing department employee that provided the quote.
   2. Enter the contact person, phone number, email address, and location (building and room).
5. Enter Commodity Code from the list above.
6. Enter the specific Description beginning with a noun (Example: Paper copy 8.5x11-10 reams).
7. Select Item Text from the Related menu to enter additional information about the commodity.
8. Tax Group 'NT' is defaulted in, do not change it.
9. Enter the Quantity.
10. Enter the Amount from the quote.
11. Repeat steps 5-10 for each additional item. Each item will need a separate Commodity record.
12. Write the requisition at the top of the quote received from Facilities Management via email.
13. Send quote to procurement@astate.edu.
14. Procurement will process the requisition and complete a purchase order. The PO will be sent to Facilities Management and the initiator.
15. Once the servicing department provides the good or services, the Work Order Center submits a work order as an Invoice to the department and Accounts Payable (AP).
16. The initiator will verify the Invoice information and process a receiving document for the item(s) in Banner.
17. Accounts Payable will process the payment to pay the servicing department in Facilities Management.

For related questions, please see the Facilities Management web site or contact the Work Order Center at x2067.

For any Procurement related questions, please contact Procurement Services at x2028.

Vendor ID: 50005471 

Use the following Commodity Codes:  

Rent-Building/Rooms – 97167
Sodexo Catering ‐ 96117 

1. Initiate an online confirming requisition to ASU FNB Arena. 
2. Override the default Commodity Code description with the specific description and item  number of the product being ordered. 
3. Any additional information for line items should be entered in Item Text. 
4. Enter quantity and amount. 
5. Use Tax Group ‘P’. 
6. Procurement will process the requisition and complete a purchase order. 
7. Procurement writes the PO number on the requisition, and then forwards the  requisition and back-up documentation to Accounts Payable for payment. 

Vendor ID: 50186110

Use the following Commodity Code:

Printing Services - 96677 

1. Request quote from Publications and Creative Services.
2. Initiate a confirming requisition.  
3. Enter Vendor ID.
4. Enter the contact person and phone number in the Document Text block if different than initiator.  
5. Override the default Commodity Code description with the specific description of the work requested. 
6. Use Tax Group ‘NT’. 
7. Enter quantity and amount. 
8. Write the requisition number at the top of the quote. Email or fax a copy of the quote to procurement@astate.edu or 972‐3834. 
9. Procurement will process the requisition and complete a purchase order. 
10. Procurement will email a copy to the department and an email attachment to the initiator. 
11. Once the event has occurred or goods delivered, the initiator must receive in Banner. 
12. Creative Services will send the invoice to Accounts Payable where the payment will be processed.