Purchasing Guidance

Be cautious of suppliers who:

• Call about renewing orders your department never placed
• Request copier or printer model numbers
• Offer “unbelievable” discounts or “last-chance” pricing
• Send questionable invoices for goods never shipped – DO NOT PAY IT
• Pressure you to make quick decisions or share payment details

• Never share P-Card information over the phone or by email unless you initiated the contact.
• Do not prepay for toner or office supplies.
• Avoid giving equipment details to unfamiliar vendors.
• Request a purchase order number if someone references a “renewal.”
• Decline unsolicited shipments or invoices from unknown suppliers.
• Do not agree to “send an invoice” just to end a sales call.
• Be cautious of blocked or unfamiliar caller IDs.
• Be cautious of unfamiliar invoices or order confirmations, calls requesting equipment or payment details, and offers that sound too good to be true.

Scammers often pose as office supply companies requesting copier model numbers, claiming to confirm an order or prevent a price increase. They may then ship and bill your department for toner you never ordered. Companies known for questionable practices include:

• Acme Company
• Advanced Imaging Systems
• Angeles Distribution Company
• ARS Networking
• Atlas Business Supplies
• Benchmark Supply
• CCM Supply
• Central Distribution, Inc.
• Certified Supply Center, Inc.
• Commercial Office Systems, Inc. of Tarzana, CA.
• CopyCom
• Corporate Advantage, Northridge, CA
• Corporate Business
• Corporate Products
• Corporate Services
• Corporate Solutions
• Corporate Supply, Chicago
• Datatech Services
• Distribution Service Center
• Distribution Warehouse Center
• District Distribution Corporation
• General Mercantile, CA
• Global Micro Experts
• GT Toner Supplies
• IDCServco, Culver City, CA
• Imagetek Distribution (aka IDC Servco)
• Intercoast Supply Center
• Internal Business Systems, Inc; Florida
• International Supply Center
• International Supply Service
• Interstate Distribution, Culver City, CA (also known as IDCServco)
• IT Solutions, Los Angeles, CA
• Laser Imaging
• Lasertech
• Micro Experts
• Microtech Solutions, Montana
• National Supply Center
• National Systems Imaging, Los Angeles, CA
• Network Imaging, Westminster, CA
• Premium Marketing Services, Los Angeles, CA
• Premium Distributors Center, LA, CA
• Reliable Shipping
• Regional Distribution Center
• Regional Supply Center, Inc.
• Resource Data Services, Alsip, IL
• Supplies Distribution Network (SDN)
• Supply Information Center
• Supply Services, Atlanta, GA.
• Supply Support Network
• Systems Warehouse
• Upstate Supply, Inc.

Some marketing firms send deceptive invoices for “directory listings” or “online ads.” These may appear legitimate and even use names like “Yellow Pages” or “Business Directory.” 

How to Spot Them:

• Always verify legitimacy before paying or responding.
• The invoice may include small print stating “This is a solicitation.”
• The “walking fingers” logo or “Yellow Pages” name can be used by anyone—it is not trademark-protected.

Carefully review any documents from the following firms:

1. In Workday, create a new supplier request.
2. Obtain the vendor’s W-9 prior to submitting the request and attach it to your submission to complete the request (required).
3. Tips when submitting:
   • Before entering a new vendor, check both active and inactive vendor files
   • Check the spelling of the vendor
   • Obtain the supplier business size and any business classifications
   • Do not include “The” in the title of the company
   • Do not use any punctuation (i.e. hyphen, dash, period) in the supplier name. Should you need to direct a PO to a specific individual at the supplier, please enter their name in the description field of the PO.
   • Do not set up a new vendor to pay an invoice only. Use the existing address.

Contact Supply Chain Management to update a current vendor’s address, email, classification, or payment terms. If vendor banking information needs to be updated or added, please contact Accounts Payable to receive the appropriate vendor form.

Supply Chain Management and Accounts Payable continue to screen the Suppliers Vendor File for duplications and address discrepancies.

Learn how to create purchase requisitions, purchase orders, change orders, process receipts, and match exceptions for supplier invoices with a Workday Procurement Reference Guide. 

The use of a blanket order is most appropriate under the following conditions:

1. The monthly payment of services rendered, such as:
   • copying services from a Xerox Copy center
   • monthly Cost-Per-Copy program
   • monthly coffee service
   • monthly bottled water service. The key element is that there is a known price for the service, but an unknown monthly quantity. The Blanket Order should specify the pricing details.
2. The coverage for minor purchases in categories such as:
   • fleet services (repairs, gasoline)
   • facilities (minor hardware supplies, tools, electrical/plumbing supplies)
   • printing services (business cards, letterhead, excluding Custom Forms)
3. Maintenance/Service Agreements
   • Blanket orders reissued for the new fiscal year must reference the previous blanket purchase order number.
   • Blanket orders are not to be used for suppliers competitive with Washington University Preferred Suppliers.

In certain situations, suppliers will not accept purchase orders or will require a deposit or pre-payment prior to shipment of goods or performance of services.

There are two policies to review to determine the proper method to use:

• SIR Policy
• CWO Check-With Purchase Orders Policy Statement

A “Check with PO” should only be used when a payment or a down payment must be made in advance in order for products or services to be provided.

Do not use “Check with PO” to pay an outstanding invoice. If products/services have already been received, and the PO is after the fact, place an order online as a “telephone order” (TO). Once the PO number is assigned, record the PO number on the invoice and submit it to Accounts Payable for normal processing. Please note that Telephone Orders do not print, so a hard copy will not be sent to the vendor.

Creating Purchase Orders that require a deposit or have multiple payment periods (i.e. 20% deposit; 30% upon installation; balance upon acceptance) should be entered in a specific format to facilitate proper handling and disbursement by Accounts Payable. Contact your Accounts Payable representative with questions.

Use the Create Supplier Invoice Request process to enter supplier invoice information into Workday.