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Northern Arizona University
Purchasing Policy and Procedure

University Stores

POLICY:

University Stores is the warehousing facility of Purchasing Services. As such, it is not a retail operation and may not sell to private individuals, faculty, staff or students. Stores is a convenient way for departments to obtain supplies, with stock merchandise delivered within 24 hours at no additional charge. Merchandise ordered by the pallet will not be delivered without prior arrangement with the ordering department.

University Stores carries an extensive inventory of frequently used supplies and equipment. There is a catalog available upon request; however, up to the minute information is available through Advantage. Stores will add inventory items at the request of departments with frequent requirements for those items. University Stores will also special order items that they do not carry as stock. Stock and non-stock items should not be mixed on the same order form.

PROCEDURE:

Departments have a number of options for ordering from University Stores. The preferred method is an on-line order through the Advantage inventory system using a Stores Requisition (SR) document. The advantage of this system is that stock availability and pricing can be verified prior to placing the on-line order, and, if stock is available, a pick ticket is automatically generated in Stores, making this a very quick, automated and efficient process.

Orders may also be placed using a Stores order form (Campus Supply Forms page). Completed order forms may be faxed (3-1774) or mailed (PO Box 6042) to Stores and are processed on a first-come first-served basis. Those requiring additional assistance, or who prefer to pick-up their merchandise, may visit University Stores, which is located in the Facilities Management Building.

DISCREPANCIES OR RETURNS

If there is a discrepancy with any Stores order, or if the incorrect goods have been ordered, this must be reported to Stores within ten (10) days following delivery. All orders are considered final after ten days. Stores returns must be accompanied by a Return Request Form (Campus Supply Forms page). Non-stock items which have been ordered incorrectly will be subject to a restocking fee.