iBuy - Completing the Standing Order Form

A Standing Purchase Order (SPO) allows units to purchase goods or services on an as-needed basis, without having to submit additional requisitions through Purchasing. For example, a SPO may be created for medical supplies, maintenance of automated doors, or water cooler service and supplies. The SPO has a commodity description and encumbrance total, but no quantity total.

Limitation on the Standing Order Form:

• Fixed Asset/Equipment Account Codes are not accepted.
• Nonconforming orders should not be placed using this form but should be processed on a Banner requisition form.

Once submitted, the Standing Order Form will route to the appropriate Department Approval queue and then to the associated Purchasing Department via the Standing Order queue. From there, the Standing Order will be reviewed by Purchasing and either approved or returned to the unit.

Steps to Complete the Standing Order Form

1. On the iBuy homepage under the University Forms section, click Standing Order.
2. In the Instructions section, review the instructions. You may access the job aid link for more information.
3. Select Next.
4. In the Supplier section, follow these steps:
   1. Enter the Supplier Name or Supplier ID (@########) in the Supplier field, but do not populate the other fields.
   2. Select Search.
   3. Choose the Business Purchase address using the corresponding Select.
      NOTE: By default, the preferred Business Purchase address will be bold. Unless otherwise instructed, please use this address.
   4. Select Next.
5. In the Form Fields section, no action is required. Select Next.
6. In the Form Fields - Order Details section, answer the following questions about the standing order:
   1. Enter the Requested Term of Service.
      1. Start Date
      2. End Date
   2. Select the number of line items on the Standing Order from the drop-down menu.
      NOTE: Based upon the number selected from the drop-down menu, the form will provide enough fields for up to 10 items.
   3. Enter information in the following fields for each item:
      1. Enter information in the Unit Price (USD) field.
      2. Select from the Unit of Measure drop-down menu.
         NOTE: This is usually EA – Each.
      3. Enter information in the Product Description field.
         NOTE: This should be less than 50 characters to accommodate Banner; avoid unique characters; it is important to match what is provided by the supplier.
      4. Enter information in the Catalog No. field.
         NOTE: It is important to match what is provided by the supplier.
      5. Select the Commodity Code from the search feature.
         NOTE: Select Edit next to the Commodity Code field and enter a partial Commodity Code (example: "640XX") or Description (example: "Bags") and select Search and then choose the Commodity Code using the corresponding Select.
      NOTE: Entering accurate, detailed information on the Standing Order Form is imperative so the vendor’s invoice can be reviewed and matched to the purchase order for payment purposes.
7. Answer the following question about the Freight/Shipping Charges: Does this order contain Freight/Shipping Charges?
   NOTE: Adding freight costs to your order indicates that the University is responsible for payment of Freight/Shipping Charges. Even if the amount entered is an educated guess, it is important to populate this field. If Freight/Shipping Charges are not entered, it is assumed the Supplier invoice will not have freight charges, and the University will not be paying any freight costs. If there are multiple shipping fees, the Freight/Shipping Charges line should be a sum of all shipping costs for this order.
   1. If No, no additional information needed.
   2. If Yes, enter information in the Unit Price field.
8. Once all the required questions in the Form Fields – Order Details section have been answered, select Next.
9. The Form Fields - Purchase Information section will automatically display questions if the order total is $10,000 or greater.
   NOTE: If this purchase is based on a Bulletin posting (for RFP, IFB, Sole Source, Exemption, Cooperative) or Contract, please fill in the Bulletin Number and/or Contract Number in the External Notes and Attachments section of the requisition. This applies regardless of the amount of the requisition.
   1. 1. Were three quotes obtained from different competitive sources? Yes or No.
         1. If Yes, then written, email, or faxed quotes should be attached to the requisition; detail verbal quotes in Internal Notes and Attachments of requisition with date, vendor contacted, and quoted price; Internet searches should identify websites or links providing vendor and pricing.
         2. If No, then indicate the reason why multiple quotes were not possible by selecting the appropriate radio button:
            1. Supply/service is not available from multiple vendors.
            2. Purchase is being made from an awarded contract.
            3. Urgent need for the supply/service that does not allow time to obtain multiple quotes.
            4. Other (Provide Justification Below)
      2. If Yes to first question, Was at least one quote obtained from a diverse vendor? Yes or No.
      NOTE: Please see Certified BEP Directory.
10. Once all the required questions in the Form Fields - Purchase Information section have been answered, select Next.
11. The Review and Submit requisition screen will appear. There is no action required. Select Add and go to Cart.
    NOTE: To edit the requisition, refer to the Edit the Requisition Before Submitting the Order instructions below.
12. In the Shopping Cart section, review the cart and make any necessary changes.
13. Enter information or add attachments in the Internal Notes and Attachments section, if needed.
    NOTE: If this purchase is based on a Bulletin posting (for RFP, IFB, sole source, exemption, cooperative) or contract, please fill in the Bulletin Award Number and/or Contract Number in the External Notes and Attachments section of the requisition.
14. Select Place Order.

Editing the Requisition Before Submitting the Order

1. Under Supplier Details on the Shopping Cart page of the requisition, select the Standing Order link.
2. Navigate to the section of the form you need to edit by selecting the section name from the menu.
   NOTE: Much of what is editable is within the Order Details section.
3. Edit the necessary information and select Save Progress.
4. Select the Back to Cart link in the upper left corner of the Standing Order.
   NOTE: Do not select Next and continue through the form because you could duplicate the line items on the order.

Editing the Requisition Before Submitting the Order

1. Under Supplier Details on the Shopping Cart page of the requisition, select the Standing Order link.
2. Navigate to the section of the form you need to edit by selecting the section name from the menu.
   NOTE: Much of what is editable is within the Order Details section.
3. Edit the necessary information and select Save Progress.
4. Select the Back to Cart link in the upper left corner of the Standing Order.
   NOTE: Do not select Next and continue through the form because you could duplicate the line items on the order.

Using an Alternate Shipping Address

1. Under the Freight/Shipping Charges section, select Edit (pencil icon).
2. 3. Select Save Changes.Enter the appropriate address by applying one of the following options:
      1. Option 1: Choose from Your Addresses
         1. Select the radio button next to the address from the address options previously added.
            NOTE: Refer to the Setting Up and Using Ship To Addresses job aid to add additional address options to your profile.
      2. Option 2: Select a New Address
         1. In the search box below the list of current Ship To set up, enter a portion of the Banner Ship to Code or a portion of the address and select Search.
         2. The address(es) will populate within your current address list and you may select the radio button of the address you want to use.
         3. Enter the ultimate destination in the Location field.
            NOTE: Information must be entered in the Location field. This can be a specific room number, campus mail code, or an email address.
      3. Select Save Changes.

      Editing FOAPAL Codes

      1. Under the Accounting Codes section, select Edit (pencil icon).
      2. Enter the appropriate accounting code by applying one of the following options:
         1. Option 1: Select from your code favorites by hovering over the right-hand corner of the pop-up window and select Favorites (heart icon) and then select from the list of saved nickname codes.
         2. Option 2: Search by Value or Description. Select the arrow within the box of the accounting code you need to change. You can type the number in the box, select from the values that are saved, or select Search to search by number or Description, or a portion of either Value or Description. Select Add Split (plus sign) to split FOAPAL codes and repeat steps 1-2 above.
            NOTE: Please note you cannot select a second favorite when splitting a FOAPAL. You must manually enter the second FOAPAL string. For more information, see the Splitting FOAPAL Codes job aid.
      3. Select Save Changes.

      Notes and Attachments

      • Internal Notes and Attachments will not go to the Supplier or Banner and can be shared between departments.
      • External Notes and Attachments will go to the Supplier, and External Notes will go to Banner.
        • External Attachments must be in PDF format.
        • The documents added as External Attachments do not need to be added as Internal Attachments.