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2007 Supply Management Services News
New suppliers in e-SHOP!
In preparation for this fall's roll-out, your e-SHOP team has been busy adding multiple suppliers. Among the recent additions:
- York Telecom (Univisions)
- Gholkars
- The Presenation Source
- Fastenal
- Audio Video Corporation
- The Computing Center
- S&B Computer
- Office Equipment Source
- Right Price Companies
All the above suppliers may be accessed from your product search screen. Watch for more additions!
View all suppliers in eSHOP  
-October 26, 2007
New Procurement Process Changes for Bids and DQOs
The following changes to the procurement process will be implemented on Monday, July 2, 2007.
1. Increase the bid threshold for all purchases at Cornell from $5,000 to $10,000
- The change was approved by the Division of Financial Affairs, with input from the Senior Financial Group, the University Audit office, and the BSC Directors in early June 2007
- This policy will apply to all purchases with the exception of orders using state-appropriated funds
- The formal bid policy will apply for purchases above $10K
- Orders below $10K can now qualify for Department Quick Orders (DQOs) with the exceptions outlined in the next section
- Blanket renewals under $10K will follow the new policy as well
- Single/sole source justifications and competitive bids are NOT REQUIRED for orders under $10,000. Units should continue to get valid quotes from vendors, but they will not be reviewed or approved by Purchasing
- Attachments or notes are not required for Purchasing review for orders under $10K
- Units can continue to route orders to Purchasing for review or request competitive bids for low-dollar purchases, if they so desire
- This change does not impact the pcard limits. Changes to the BSC pcard limit will be communicated separately as and when they are made
- The vendor should provide poof of adequate insurance when services are performed as part of the purchase. A list of vendors is available on our Web site. Please contact Purchasing if the vendor is not on the list
- Single/sole source justifications are not required for purchases under $10K
- Competitive bids are not required for purchases under $10K. This applies to blanket renewals, as well
- No paperwork needs to be routed to Purchasing for approval if the order is a DQO
- Depts/units can continue to send orders to Purchasing review (as non-DQOs), if they so desire. In that case, attachments should be sent, as needed
- Proof of vendor insurance is still required if services are performed as part of the contract. Regarding the question on additional record retention responsibilities for the BSCs:
- Since sole source justifications or competitive bids are not required, no paperwork is required as part of the purchase. Units should keep valid quotes as part of their purchase record (as they do today for any DQO)
- If the department does not want to process orders between $5K and $10K as DQOs, they can send it for Purchasing review along with the paperwork
2. Increase scope of Department Quick Order (DQO) eligibility
- The following orders will now qualify for DQOs:
- Blanket orders under $10K
- Orders with attachments or notes
- The following will continue to be DQO disqualifiers:
- Orders with vendors that are not in APPS
- Orders for commodities or vendors on agent review
- Orders with checks
- Orders with no vendors specified
- If the department chooses to send orders as non-DQOs
Thank you for your support as we roll out this new policy in an effort to streamline procurement processes at Cornell, and to give the units more flexibility to make procurement decisions.
As always, our department is available to answer questions or to address any concerns or to provide assistance as needed.
- July 2, 2007
Blanket Expiration Reports Available Online!
Effective Tuesday, July 17, 2007, invoice error notifications resulting from blanket order expiration/overruns will be replaced by electronic blanket expiration reports.
Updated blanket expiration reports are readily available to the BSC staff, which means that invoices and payments can be managed proactively, rather than when problems arise. As a result, vendors will get their payments in a timely manner without having to call Cornell to inquire about their invoices.
(View the BSC Directors in February 2007 containing the details and the analysis behind this recommendation. Our apology for the delay in implementation, but the extra time was needed to ensure that the blanket order management process could be made easy and efficient for the BSCs.)
The following modifications will be made to the blanket invoice management process:
- Blanket expiration reports will be available on the Purchasing Web site. In departments, access to reports will be limited to APPS coordinators and will require the VMID of the coordinator
- Each month, Purchasing will send an e-mail to APPS coordinators advising them that new reports are available for review
- Blanket orders will not purge from the reports until action is taken on them
- Units will no longer receive invoice error notification e-mails for blankets out of money and expired blankets. Invoices for these blankets will automatically go to pay
- Invoice errors related to pricing, and other problems for blanket and standard orders, will continue to be sent by e-mail
Resources available here  , on our Web site include the following:
- Blanket expiration reports, by department, updated monthly, on blankets running out of money and blankets with imminent expiration dates.
- A tutorial on how to process a change-order if any action needs to be taken to manage the blanket orders and prevent invoice errors. To help manage invoices on blanket orders, the following options will continue to be available:
- An "IPS" queue in APPS to look up pending invoices by department
- Payments can be held or denied at the receiving stage, since invoices for blanket orders need to be received before payments can be processed
- Departments can activate an e-mail notification within APPS to be alerted when an invoice is entered into the syste
- Look up "Blanket invoice search" on "APPS on the Web"
We appreciate the support that you have extended to us as we implement the process enhancements. Please feel free to contact us at 254-5300 if you have any questions.
Go to Blanket Reports
-July 17, 2007
New Cornell Terms and Conditions Header
Effective this morning, Thursday June 14, all orders placed through e-SHOP will have the standard Cornell Terms and Conditions applied (with the exception of the Net 30 days payment, as the payment is done on a credit card). Suppliers will see this note as part of the order acceptance:
CORNELL UNIVERSITY TERMS AND CONDITIONS OF PURCHASE (UPDATED SEPTEMBER 1, 2006) SHALL APPLY. A COPY IS AVAILABLE FROM THE CORNELL UNIVERSITY OFFICE FOR PURCHASING SERVICES' WEBSITE, WWW.PURCHASING.CORNELL.EDU, UNDER THE "FOR SUPPLIERS" MENU TAB, OR BY CALLING 607-255-3804.
-June 14, 2007
ID Booth Added as New eSHOP Supplier
We are happy to announce that ID Booth, a local supplier for Plumbing and Electric supplies, is now available on e-SHOP as a Catalog supplier. Enabling ID Booth on e-SHOP underscores our commitment to providing access to local businesses that provide the Quality Service and price that Cornell customers expect. You can search ID Booth's catalog by key word search, or by going to "Browse by Supplier" from your e-SHOP home page and selecting ID Booth.
-June 11, 2007
Million Dollar Milestone for eSHOP!
Spending through Cornell’s new online purchasing tool, e-SHOP, is about to reach an important milestone -- one-million dollars!
As of yesterday, Wednesday June 13, the total spend on e-SHOP was at $936,288! Since more than 95 percent of this spending is with preferred suppliers with negotiated pricing for Cornell, we can claim with confidence that “ the more you e-SHOP, the more you save”!
As a token of our appreciation to you for adopting e-SHOP and supporting our effort to
make it a success, we are commemorating this special event by offering special prizes to the individual and department that put the total e-SHOP spending over one million dollars! The countdown to the million-dollar goal will begin at $990,000.
Prizes will be awarded to the following:
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The individual requisitioner whose
purchase puts total e-SHOP spending over the million-dollar mark
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The business service center that approves the above order
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The department that places the order for the most amount of money
between now and the million-dollar mark
Prizes and prizewinners will be announced once we reach the milestone. Thank you for your support.
Please let us know if you have any questions or comments.
-May 24, 2007
Pendaflex Mailing Goes Electronic June 4, 2007!
Certain information included in the pendeflex mailings is available in APPS, and can be retrieved and printed by the units as necessary. Therefore, effective June 4, 2007, to reduce the unnecessary production of paper and the time required to file, mail, and transport paperwork in the purchasing processes, the BSC Directors and the Office for Purchasing Services have agreed to eliminate the pendeflex mailings, which include following three items:
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Copies of department purchase orders
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Reports of pending payments
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Confirmations/acknowledgements from vendors that are not part of the contract or negotiated terms and conditions
To help you retrieve the above information from APPS, we have created short tutorials, which are available on our Web site at the following:
By joining us in this effort to reduce paper production, you will help eliminate the printing of over 60,000 sheets of paper annually.
Please feel free to contact the APPS Helpline at 254-5300 if you have any questions or concerns, or are having trouble accessing the tutorials.
-May 24, 2007
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