July 17/98

Let

Purchasing
show you
its best!

vendors and thousands of products in
their system. They know how and where
to get what you need, and as members of
the Educational Cooperative Purchasing
Group, which includes 18 colleges and
school boards, they can buy in bulk. “We
can offer some basic supplies at a far
better rate than most retailers,” says
Peter.

Plan ahead

The Purchasing department processes
$5-6 million dollars worth of orders each
year, and upwards of 2,500 requisitions.
Generally, they operate on a first-in,
first-served basis, but give priority during
periods of high demand (usually March/
April and July/August) to purchases for
classrooms/students, then to faculty and
finally to support and administration.

During these busy times, Peter
Says it can take up to 45 days to get
to a requisition, so planning ahead is
Vital.

Save time and
frustration

Save yourself time and frustration
next time you order something:
¢ complete the requisition form
* use the entire 12 digit expense
code, e.g.: 10-13210-6116-0
¢ have it signed by the appropriate
person(s)
* provide detailed descriptions. Old
purchase order numbers or brand
names are also time savers
¢ include your name and extension
number on the requisition
¢ identify the building and room

number where your goods are to be
delivered

¢ do not send subscription renewals
to Purchasing. Fill out a cheque
requisition and send it directly to
Accounting.

An additional time-saving process
includes taking advantage of the
Colleague Computerized Financial/
Purchasing System, which allows
Purchasing staff to look up old data
quickly.

College standards

Another way that the Purchasing
department saves money and time is
by establishing standards for a
number of commonly used products.
This is essential for the following
reasons:
1. It’s expensive and time consuming
to test products.
2. Safety is important. Less expensive
or substandard items may
compromise personal safety.
3. Too many variations in color and
style would detract from the overall
appearance of the College.
4. Vendors keep a stock of standard
items in their inventory, thereby
improving our delivery times.
5. Volume purchases reduce costs.

A copy of the College Approved

Standards can be found at:

hNusers\forms\CAS\cas.htm. (Use
Netscape to access.)

Let us show you our best! Involve
the Purchasing department early in
your planning process and we will be
able to support you better.

Submitted by Peter Beckett

Purchasing Support Group

Peter Beckett, senior buyer
‘Robert McKee, buyer
_ Patty McKee, storekeeper
Leslie Noble, clerk typist (temp)
Erica Hatswell, clerk typist (temp)
Marianne Ketchen, clerk typist
(on leave)