Purpose:
To define the process for procurement of non-inventory goods and services, to include but not be limited to shipping supplies, office supplies, consumables, safety equipment, repair items, tools, equipment purchases and other miscellaneous orders.
Processes:
Shipping Supplies
- List of supplies is maintained by Inventory Control.
- Every week, a full count of the shipping supplies will be done by Inventory Control.
- Inventory Control will adjust the used supplies out of the system and send the counts to Supply Chain Management.
- Supply Chain Management will order supplies once levels drop below minimum for standard goods.
- Any shipping supplies for non-standard goods (i.e. special projects or reworks) require a Supervisor approved NetSuite Requisition and Advantus Purchase Order (PO).
Office Supplies
- Advantus maintains a stock of basic office supplies used on a day-to day basis by employees. List of basic supplies can be found on the wiki:
- If any of the basic office supplies need to be replenished or more is needed, email supplies@advantus.com.
- Additional items not on the basic supplies list require approval from your immediate supervisor before requesting the purchase. The request and approval should be sent to supplies@advantus.com.
- All office supplies are for business use only and should not be removed from the office for non-business use.
Non-Inventory Goods & Services
- Purchases with a value of $5,000 or more must be approved by the responsible EC Member.
- Purchases via contract must be approved by the responsible EC Member. All contracts must be approved by Legal prior to signing.
- Purchases with a line value of $400 or more or a total transaction value of $1000 or more from a non-ADV Vendor – Require a Supervisor approved NetSuite Requisition.
- Purchases with a line value of $400 or more or a total transaction value of $1000 or more from an Advantus Vendor – Require a Supervisor approved NetSuite Requisition and Advantus PO.
- Purchases with a line value of $399 or less and a total transaction value of $999 or less – Do not require a NetSuite Requisition and/or PO. The person or department requesting the item/service is to use the department’s credit card and report the transaction via the established procedures for credit card purchases.
- All McMaster (warehouse vendor) orders, regardless of value amount, require a Requisition and PO.
- In-store brick and mortar purchases do not require a NetSuite Requisition or Advantus PO.
- Recurring services do not require a NetSuite Requisition or Advantus PO.
- Requestor owns all communication with Vendor/Seller, placing the order (online, phone email, etc.) and ensuring the ADV PO is reflected on the order.
- SCM owns assigning PO to applicable Requisitions.
Receipt of Non-Inventory Goods & Services
- Requestor owns ensuring their POs are received in NetSuite upon receipt by Advantus Receiving Department.
- POs that are shipped to an Advantus Receiving Department will be received in NetSuite at the time of physical receipt by that location’s Receiving Department.
- POs that are shipped to a location that is not an Advantus Receiving Department will be received in NetSuite by 12th Street Receiving Department via NetSuite General Task request created by Requestor and assigned to Receiving Lead.