*** Attention Suppliers: Fraudulent Purchase Order Email Activity!!! Click here for details. ***

News Updates


  • August 11, 2014 Welcome Vendor Maintenance Analyst Jean Nagler Sharp



    Jean Nagler Sharp joins The Ohio State University Purchasing Department (PRSMS) team as a Vendor Maintenance Analyst. Jean has responsibility for the daily operational tasks and the coordination of vendor management processes associated with the UNIV vendor database.

    Please join us in welcoming her!

  • July 2, 2014 Vendor Inactivation Process



    The OCIO's annual process to identify vendors with inactivity for a period of 18 months occured in June 2014. If you experience any vendor related errors, please contact Vendor Maintenance.

    As a reminder, you can find many frequently asked Vendor Maintenance questions on the purchasing website: forms and resources bubble.



  • June 19, 2014 Inbound Freight Cost Reduction Initiative- Resources



    INBOUND FREIGHT COST REDUCTION INTIATIVE
    VANTAGE POINT LOGISTICS & THE OHIO STATE UNIVERSITY

    A Contract Book page has been created to assist departments with questions regarding Vantage Point Logistics (VPL), the supplier being used to reduce inbound freight costs and audit freight charges listed on invoice.

    You must use your valid OSU login to access the Contract Book.

    We appreciate your support and your comments for this initiative. Please send concerns or comments to Terry Tyler or Russell Chung

    Note: This has no impact to our current Outbound shipping program with UPS.



  • June 18, 2014 Vendor Maintenance FAQ's update



    Do you have questions about Vendor Maintenance? The Vendor Maintenance Update document has recently been revised to include additional frequently asked questions. You can also view other Vendor Maintenance resources on the Purchasing website, Forms and Resources bubble.


  • May 21, 2014 FY15 Blanket Order Season Reminder- UPDATED!



    Please see tips below regarding Blanket Purchase Orders

    Blanket Orders are used for transactions that occur very frequently (daily or multiple times a week) have a high variation of product types, undetermined timing and not available in eStores. As a general rule, transactions = a minimum of 48-52 transactions per year.

    Now is the time to review current Blanket PO Release Forms with Blanket Order managers to decide if the order needs to be renewed. See the Blanket PO guidelines below:

    *Run the Purchase Order Report (POB101DW) to review the list of outstanding purchase orders with summary and detail information.
    *Review your department’s PO activity via the tools on the Procurement Inquiry Homepage in the Financial System.
    *Each blanket order Requisition created should only be ONE line.
    *Create only one blanket order per vendor per Organization-Fund combination.
    *Change the Accounting Date field to 07/01/14 to future date your requisition or purchase order.
    *Start your description field with “Blanket order for ________(INSERT SPECIFIC PRODUCT OR SERVICE YOU ARE PURCHASING).” This has changed from previous years! PLEASE DO NOT CREATE DESCRIPTION WITH “BLANKET ORDER AS FOLLOWS…”
    *Enter the value of 06/30/2015 in the Due Date field.
    *Communicate new purchase order numbers with Blanket Order managers and suppliers to ensure a smooth transition.
    *Once the old blanket orders are expired and no further activity is expected, submit an on-line PO Closure Form via Controller’s web site or your Service Center (if applicable) to close these orders.
    If you have questions about blanket purchase orders, contact a central buyer in the Purchasing Department.

  • May 5, 2014 Inbound Freight Cost Reduction Initiative



    INBOUND FREIGHT COST REDUCTION INTIATIVE
    VANTAGE POINT LOGISTICS & THE OHIO STATE UNIVERSITY

    A cross functional team, working with Purchasing, launched a pilot in November 2013 with Vantage Point Logistics (VPL) www.vantagepointlogistics.com to reduce inbound freight costs and audit freight charges listed on invoice.

    The pilot which began in November has run with approximately ten suppliers and included the School of Medicine, Office of Health Sciences and Student Life. The goals were to provide better visibility into our inbound freight charges and save money for our internal customers and researchers. Similar programs have been launched at Emory University, UC Berkeley and UCSF with Vantage Point Logistics.
    VPL- NAEP Journal Spring 2014

    The results of the pilot show a reduction of 40% - 50% on inbound freight costs. We have also found “buried” fees that suppliers have hidden in their freight charges, such as handling and packing fees. Purchasing will pursue these fees, now that they have been identified, for elimination or reduction.

    After six months of actual usage, we are preparing to expand the initiative from 10 suppliers to 100 suppliers across the University due to the outstanding results thus far and take advantage of our 50% OSU discount with Fed Ex.

    VPL may have contacted suppliers on our behalf in preparation for the larger program roll-out. If you receive calls from suppliers, please assure them Vantage Point Logistics (VPL) is operating jointly with Purchasing.

    We will be working with respective Service Center staff to provide on-site review and demonstrate the value of this program with Vantage Point Logistics.

    We appreciate your support and your comments for this initiative. Please send concerns or comments to Terry Tyler or Russell Chung

    Note: This has no impact to our current Outbound shipping program with UPS.

    Thank you – Russell Chung, Director of Purchasing



  • April 7, 2014 Purchasing Department Updates


    The Purchasing Department has re-organized to a "commodity based" structure. This restructuring will help focus and streamline Central Purchasing activities to better serve their customers. The Category Buyer Listing and the department Organization Chart have been updated to reflect the changes. The Strategic Purchasing Teams document has also been posted. All documents can be found on the About Us tab on the Purchasing website.


  • March 26, 2014 Vendor Maintenance FAQ's update


    Do you have questions about Vendor Maintenance? The Vendor Maintenance Update document has recently been revised to include additional frequently asked questions. You can also view other Vendor Maintenance resources on the Purchasing website, Forms and Resources bubble.

  • February 26, 2014 Waiver of Competitive Bid form update


    The Request for Waiver of Competitive Bidding and the Instructions for Request for Waiver form have been revised to reflect recent changes in the process for approval of consulting contracts over $50,000. The President’s Cabinet will now approve any consultant contract over $50,000 replacing the Integrated Financial Planning Committee process that previously existed. Consulting contracts specifically for staff augmentation will not be sent to Cabinet for approval (e.g. large IT projects). There is also a new form, President's Cabinet Approval form that will be used to submit such requests. All of these documents are available on the Purchasing website.

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