In the design course your team will be ordering the supplies you need to build a prototype of your device. You will be responsible for selecting your parts, contacting the companies and filling out the appropriate form to place the order.   

If you purchased supplies on your own (with prior permission only!), go here for reimbursement information .

Once the teams are formed, two people from each team will need to provide their net ID to Dr. Oden.  These students will have access to a website that will allow them to create purchase orders.

FOLLOW THESE INSTRUCTIONS OR YOUR PART WILL NOT BE ORDERED

Creating a Purchase Order:

Step 1: Figure out what you want to order and find a vendor.

Step 2: Contact the vendor and determine:

–Is item in stock?
–Minimums for orders? Total price or total number of an item
–Remember that Rice University does not pay tax on purchases;  the tax ID number for Rice University is on the Purchase Order form if needed
–What are the delivery expectations, cost?
–Some vendors may send free samples of some components- you can ask
–Try for “one stop shopping”; if you can get all of your parts from one vendor, it helps. If not, then you will need to create a new purchase order for each vendor.

Step 3:  Authorized users can log onto the Rice University Central Authentication Service website at:

https://netid.rice.edu/cas/login?service=http://bioeadmin.rice.edu/login/index.cfm

The login screen looks like this:

Your net ID and password will allow you access to create a purchase order which looks like the following:

Please note that the pull-down menu is set to “Oden Lab for Student” next to the “Start PO” button.

By clicking the “Start PO” button, the following screen will appear:

You will need to provide the following information:

1. Estimated shipping charges
2. Justification (why do you need these items)
3. Buyer phone number
4. Vendor name
5. Vendor Phone number
6. Vendor email if available
7. Vendor account number, if available

Continuing down the page, you will find the area for the items to be purchased:

You will need to provide the following information:

1. Vendor item #
2. Description of the item(s)
3. Quantity desired
4. Cost per unit
5. Note the fund/org pull-down menu; you will need to select the proper number to use which will be team specific
6. The percentage box should be equal to 100%; if using multiple funds, then the total would add up to 100% (i.e. 25% to one fund, 75% to another, etc.)
7. Please check the “yes” box on ordering on a Rice credit card
8. Once everything has been entered, click on the “Confirm Order” button

This will open up the next screen:

Note that all of the information that you provided is now reflected on the form, including items to be purchased.  At this time, please verify that everything is correct.  If so, then you can click the “Continue” button at the bottom of the page, otherwise, click the “Back” button to make any corrections.

Once you click “Continue”, the system will then assign a Purchase Order Number which is in the upper right hand corner of the document in red.

This will be the Purchase Order number that will be unique to your order.  Please write it down or print out the document for your records.

Step 4:  You will need to email that number to Dr. Oden and Carlos Amaro and let them know that you have created a Purchase Order in the system and it needs approval.  Once the order has been approved, it will be placed and paid for.  Make sure that Dr. Oden and Carlos Amaro have all pertinent contact information to be able to let the team know when the part(s) arrive.

All parts and supplies for senior design projects are to be ordered in this manner.  If some unforeseen circumstance arises and both students who are responsible for ordering are not available, then an exception may be granted and the PO form will be filled out by someone else.