The purchasing process

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Here, you can read about different steps in the purchasing process, such as who does what, order system, delivery, registration of chemicals and fixed assets.

Who does what?

The KC purchasing group handles the purchasing of:

construction services (for installations, furnishings)
laboratory equipment
consumables
IT equipment
chemicals including primers
gas
office supplies
products where the price exceeds 100 000 SEK excluding VAT. The process for purchases over 100 000 SEK shall be documented. A market survey must be done and evaluated. When a decision on the supplier has been made and a contract may have been written, a "direct procurement template" must be completed, documentation must be attached, and all documents must be recorded.

The divisons handle the purchase of:

catering
DNA sequences: Registered directly by the customer into the supplier’s web shop
conferences: Request an e-invoice in the first place! If only credit card payment is possible, contact the Purchasing Group
travel and accommodation
service of instruments/equipment

OSYS - order system

OSYS is the order system used for the divsion’s orders.

You will find the Guide to OSYS manual in the Purchase folder - Department of chemistry sharepoint (login with Lucat).

Delivery

Delivery of orders made by the central purchasing group at the Department of Chemistry is handled as follows:

Deliveries regarding orders made by KC Purchasing Team, arrive at the group’s unpacking room (Orders made by other persons may also be delivered to KC Purchase).
A delivery note is sent by email from OSYS to the customer.
The ordered items are picked up by the customer in the unpacking room.
Temperature sensitive products (e.g., fridge storage or frozen products) can be stored in a fridge/freezer in the unpacking room. Products that require very low temperature, like -80 degrees, should be picked up immediately.

Registration

Registration of chemicals

Chemicals should be registered in the chemical management system called KLARA, by the purchasing group upon arrival. The chemical will be labelled with a barcode.
Safety data sheets should be scanned and saved into KLARA.

Fixed assets - registration and inventory

Fixed Assets is a purchase which exceeds 25 000 SEK excluding VAT.
Registration of a new asset is made by the Finance group, while the purchasing group provides information about the asset.
An inventory is made by a finance officer together with the department.