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Purchasing & Receiving Training Materials

Job aids, handouts and training guides are the latest versions of materials used in OBFS training courses. For your convenience, documents will open in new browser windows. Most documents are in the Acrobat (PDF) format. Please choose the course name:

• Purchasing on the Move
• Receiving (RC 101)
• Requisition Processing (PO 101)
• UPS CampusShip
• Procedure to Renew or Establish Annual Orders in Banner for FY 2013

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Purchasing on the Move (currently at the Chicago campus only)

This is a 90 minute session developed for new employees, business administrators, or personnel involved in the procurement process.  The session provides an overview of Purchasing’s role; an overview of the regulatory framework applicable to the purchase of goods and services within the University; basic procurement requirements; the MAFBE program and sourcing;  and tips to help make the procurement process go smoother. 

Participant Guide

• Purchasing Quick Reference Guide (PDF)

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Receiving (RC 101)

This course covers the receiving process, including how to do adjustments, overrides, and returns. How to query in Banner, to view the receiving status and the resources available to departments to appropriately receive and log-in purchases, is also delivered in the course.

Job Aids

• Basic Receiving (PDF)
• Deleting an Incomplete Receiving Document (PDF)
• Receiving Adjustment (PDF)
• Return Process (PDF)
• Tolerance Override Process (PDF)

Participant Guide

• Receiving (RC 101) (PDF)

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Requisition Processing (PO 101)

This course provides instructions and practice on several topics relating to the purchase requisition process including creating, canceling, querying and printing requisitions. The approval process is covered as well as reports and receiving goods and service.

Job Aids

• Approval History Form (PDF)
• Approving a Requisition (PDF)
• Canceling a Requisition (PDF)
• Copying a Purchase Order to a Requisition (PDF)
• Copying Banner Purchase Orders for Renewal Orders (PDF)
• Creating a Requisition (PDF)
• Deleting an Incomplete Requisition (PDF)
• Document Approval Form (PDF)
• Document Approval History Form (PDF)
• How to Search Payment Status by Vendor ID (PDF)
• Querying a Vendor (PDF)
• Querying Additional Information on Vendors (PDF)

Participant Guide

• Requisition Processing (PO 101) (PDF)

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UPS CampusShip

This training will instruct Campus Users how to use UPS’ CampusShip web-based system for shipping.  The system features P-Card payment, one screen shipping information, and displays University discounted prices.

Tutorial

• CampusShip Video Tutorial

Participant Guide

• CampusShip User Guide (PDF)

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Procedure to Renew or Establish Annual Orders in Banner for FY 2013

This document details requirements for annual orders, procedures and deadlines for FY 2013 renewals, establishing new annual orders, purchase recommendations for Board of Trustees approval and FY 2012 encumbrances. This information is for all personnel involved in establishing new annual orders or renewing annual (including multi-year) orders.

Job Aid

• Procedures and Deadlines for Renewing or Establishing Annual Orders in Banner for FY 2013 / FY 2012 Encumbrances (PDF)

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Please send questions or comments regarding training to the OBFS Training Team at obfstrainingteam@uillinois.edu.

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Last updated: May 7, 2012