Purchasing Services Helpdesk FAQ's

1. How do I obtain access to SRM?
   Visit the Business@Purdue site https://www2.itap.purdue.edu/bs/BPP/index.cfm and select security on the right hand side menu.
   
   
2. How to set user settings in SRM?
   The instructions are on the Helpdesk page of the Purchasing Services Site; the link is:
   http://www.purdue.edu/purchasing/doc/How to set User Settings.doc
   Please update your information, such as name, phone, email address, and fax number.  Please note that phone and fax numbers should be formatted to include the full 10 digits (xxx-xxx-xxxx).   This information is visible on orders to vendors.
   
   
3. What if I change jobs and/or depts. will it affect my access to SRM?
   The new department will need to review the roles you have currently and request to add or delete roles as needed for your position. Please follow the instructions referenced in the question # 1 above, titled "How do I obtain access to SRM?". 
   
   
4. How do I know who the buyer is for a specific commodity?
   The Purchasing Services Website has a listing of the commodities by buyer, the link is:
   http://www.purdue.edu/purchasing/Buying/goodsAndServices.html
   
   
5. How do I know if a vendor is in SRM? If not, is there an alternative?
   There are two ways to search for a vendor:
   
   1) In SRM, click the binoculars and search in the last name field, using asterisks (*) in front and behind partial name.
   2) Run t-code MK03 in R3; search by partial name with asterisks in front and behind name. Verify the Non-entry/Cross Reference Log for alternate vendors. The link is: https://www2.itap.purdue.edu/Purchase/nonentry/
   
   
6. Who should a vendor contact if they have a question about an invoice or payment?
   Please contact Accounts Payable at ap@purdue.edu or 765-494-7370.
   
   
7. How do I add to an order once it is submitted?
   Best practice is to create a new shopping cart for the order.  In some cases adding to an existing PO is an option, with Purchasing Agent approval.  This must be processed in SRM prior to any confirmations or invoices posting to the PO.
   
   
8. How do I fix incorrect pricing on a submitted order?
   Prepare a Form 26, obtain appropriate signature for fiscal authorization, and send to Purchasing/FREH.  This must be processed in SRM prior to any confirmations or invoices posting to the PO.  If a confirmation or invoice has posted, this will fall under the Blocked Invoice process in Accounts Payable.
   
   
9. How do I partially receive an order?
   Enter only the number of items physically received in the confirmation.  If you will not receive anymore, then check the last delivery box.  Only check the last delivery box when you know for sure that you will not be receiving anymore items per line item.  If you check the last delivery box and then determine you need to confirm additional items, contact the Purchasing Helpdesk, (765) 494-7279 or pshelpdesk@purdue.edu for assistance. 
   
   
10. How do I get an order re-sent (that was not received by the vendor)?
    Email or call the Purchasing Helpdesk pshelpdesk@purdue.edu or (765) 494-7279. The Helpdesk will resend the PO to the vendor.  Departments should never send a copy of a shopping cart, nor a copy of the PO that was emailed to them, to the vendor. The internal copy has University account information on it and lacks the Terms and Conditions required for the order to be a legally binding document.  Failure to follow this process may result in a duplication of the order from the vendor. 
     

Revised: 7/16/08