---+!! Instructions for how to request a purchase for lab items

First step: figure our what you need and where to buy it

See below for a template email to send to Eddie to request that he complete the transaction.
  • We archive all purchase orders by CC'ing the order email to . You can log into this account and search it to find part numbers from previous orders. See matt for the password (same as the generic wiki password). If you are trying to find the part number for an item that we've ordered before (or to restock an item) this is the easiest way to do it.

Extra info on purchases for Adam & Eddie

Anytime the pcard is used to purchase an item the following form must be filled out: go to tiny url under label /DobbsExpenses (had to remove link because wiki spam filter hated it) https://docs.google.com/forms/d/1c-Sj3kd75HaXxP6CiXkBXQ1K6m51Z2UcYDamzY0Gf_M/viewform?hl=en&key=p0sceqSGMKCU8Nq_CMo92TA

Request the Purchase by email

Cut and paste this form into your email and send it to Eddie with CC to matt.dobbs@mcgill.ca AND winterlandpurchaseorders@gmail.com . If Eddie is ounavailable, you can ask Matt or John Smeros to place the order.

Subject: YYYY-MM-DD Please purchase ITEMS from VENDOR for Dobbs Group.
-----------------------------------------------------------------------
How urgent is this?:

Where to buy?:
    html address for online vendor, or instructions for phone purchase.

What to buy:
   Quantity      Part Number           Brief Description              Price Each

Which project or account number is this for?: (you can say "I don't know")
   e.g. EBEX, APEX, POLARBEAR, general lab stock, etc.

Special Requests:
------------------------------------------------------------------------

Here is an example of a request to purchase two dsub connectors from digikey:

Subject: 2009-12-09 Please purchase Cables from L-com.com for Dobbs Group.
-----------------------------------------------------------------------
How urgent is this?: I need this within two days... please order it today!

Where to buy?: 
        www.l-com.com

What to buy?:
   Quantity      Part Number           Brief Description              Price Each
       2            A7FXG-1510M-ND    15 pin dsub cable             $24.20

Which project is this for?:   EBEX

Special Requests:
    Please phone to ask if the item is in stock. If the item is NOT in stock, do not buy anything and call me. Thanks!
------------------------------------------------------------------------

If you are placing an order for the Dobbs group using a McGill PCARD, here's how to do it.

  • ( it is really important that Matt receives a copy of your purchase invoice (either electronically by email or else on paper). He has to account for all purchases that are made... if somehow an invoice goes missing, it costs hours of time to appease the bureaucrats on it. Please don't waste everyone's time by missing this.)
  • Go online and order the item.
  • IMMEDIATELY (or else you might forget) send a copy of the order confirmation (either forward the confirmation email or print the confirmation browser screen to pdf and forward it as an email) to BOTH matt.dobbs@mcgill.ca and winterlandpurchaseorders@gmail.com .
  • Fill out the google form at: http://spreadsheets.google.com/viewform?key=p0sceqSGMKCU8Nq_CMo92TA&email=true
    • Matt will reply right away to your email with the fund number that you can use to reconcile your pcard when the charges appear. If everyone does this religiously, we won't have to hunt each other down at the end of the month when it is time to reconcile the charges!

Shipping and Credit Card Address

Shipping Address:
   Matthew Dobbs
   Rutherford Physics Bldg.
   McGill University 
   3600 University Street 
   Montreal, QC   H3A 2T8 
   Tel: 514-398-6500 begin_of_the_skype_highlighting              514-398-6500      end_of_the_skype_highlighting

Credit card address: 
   3465 Durocher St., Room 216 
   Montreal, QC   H2X 2C6 
   Tel: 514-398-1518 

Our fedex account is:
   www.fedex.com
   Username:   WinterlandCosmology
   password:  (same as the wiki page)
   Our Fed-ex shipping account number: 352037826
       PLEASE DO NOT USE NEXT DAY PRIORITY UNLESS YOU REALLY NEED IT. International Economy is usually the best choice and takes 2-3 days.


This topic: Internal > WebHome > HowToPurchase Topic revision: r28 - 2020-02-24 - JoshuaMontgomery
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