Ordering Supplies

Ordering Supplies, Equipment, & Subscriptions

MIMPO	Blanket Purchase Orders
Ordering supplies	Definition
Equipment purchases	Using a blanket PO
Software/Computer purchases	Request a blanket PO
Change an order
Rush orders	Subscriptions/Memberships
Pick up items from a freezer	New/Renewals
Cancel an order
Return or exchange items	Article Reprints

Ordering Supplies

Log on to MIMPO - https://mim.po.northwestern.edu/
Select new order
Choose a vendor
- If the vendor you would like to use is not listed, please select ADD VENDOR from the top of the menu. Put the company name and phone number in the comment field.
Enter quantity
Select a unit (i.e. EA-each, BX-box, CS-case, etc.)
Enter item # - catalog number
Enter description.
Enter size (if necessary)
Enter unit cost of the item
Enter discounts, quotes, vendor promotions, and/or ‘Rush’ information in the comment field. Please specify how soon you need the order, (i.e. next day, second day, etc). Please note most vendors charge a premium for this ‘Rush’ service and you will be charged an extra $10-$50 per request per vendor.
Select the Order Method. Please use Fax by University.
Enter shipping costs, if you know what it will be
Select account number(s)
Enter amount(s) to charge each account.
Click Verify Order
- Review it for accuracy
Click Submit Order

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Equipment Purchases

Enter your order in MIMPO as instructed below. After entering your order, bring the written quote from the vendor, to Iris in the Business Office Ward 6-315. If you are ordering equipment that is over $25,000 you will need to complete a Single Source Justification form and bring this form to the office along with your written quote.

http://www.univsvcs.northwestern.edu/Purchasing/docs/SSJ-1.doc

Log on to MIMPO - https://mim.po.northwestern.edu/
Select new order
Choose a vendor
- If the vendor you would like to use is not listed, please select ADD VENDOR from the top of the menu. Put the company name and phone number in the comment field.
Enter quantity
Select a unit (i.e. EA-each, BX-box, CS-case, etc.)
Enter item # - catalog number
Enter description.
Enter size (if necessary)
Enter unit cost of the item
Enter discounts, quotes, vendor promotions, and/or ‘Rush’ information in the comment field. Please specify how soon you need the order, (i.e. next day, second day, etc). Please note most vendors charge a premium for this ‘Rush’ service and you will be charged an extra $10-$50 per request per vendor.
Select the Order Method. Please use Fax by University.
Enter shipping costs, if you know what it will be
Select account number(s)
Enter amount(s) to charge each account.
Click Verify Order
- Review it for accuracy
Click Submit Order

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Software/Computer purchases

If you are ordering a computer or software, please see the Computer Technical Website.

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Changing an Order

Only order that have not been processed by the office can be changed. If the order has already been processed by the office, contact Iris @ 3-1423 in the office with your change request. We will contact the vendor to see if the order can be changed. If the order can not be changed we will contact you with alternative options.

To edit an order that has not been processed you will need to:

Log on to MIMPO - https://mim.po.northwestern.edu/
Go to View Orders tab
Click on the date of order you need to edit
Click Edit Order (found at the bottom of the page) and make any changes you would like (change of quantity, add an item, change catalog number, etc).
Click on Save Edits

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Rush Orders

All ‘RUSH’ orders need to be entered prior to 12:00 pm. Enter in the comment field that you will need the items the next day. If it is after 12:00 pm, stop by the office to see Iris. Please note most vendors charge a premium for this ‘Rush’ service and you will be charged an extra $10-$50 per request per vendor.

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Freezer Orders

Log on to MIMPO - https://mim.po.northwestern.edu/
Select new order
Choose a vendor from the list below
Enter quantity
Select a unit (i.e. EA-each, BX-box, CS-case, etc.)
Enter catalog/item number
Enter description.
Enter size (if necessary)
Enter unit cost of the item
Type in the comment field that you will pick up the item(s) from the freezer
Enter discounts, quotes, or vendor promotions in the comment field.
Select the Order Method. Please use Pay Invoice.
Enter shipping costs, if you know what it will be
Select account number(s)
Enter amount(s) to charge the each account.
Click Verify Order
- Review it for accuracy
Click Submit Order

Once you receive an e-mail approval you can go pick up your supplies. The e-mail will have the PO number to write on the order form in the freezer.

Freezer Vendors	Location
Invitrogen	Lurie 5-206
Fisher/Promega	Ward 9-321
Bio Rad	Searle 6-140
Sigma	Tarry 8-714
Roche	Tarry 8-714
Fisher/Pierce	Tarry 7-745
VWR	Ward B 652
Fermentas	Tarry 15-710

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Cancel an Order

To cancel an order that you will need to:

Log on to MIMPO - https://mim.po.northwestern.edu/
Go to View Orders tab
Click on the date of order you need to cancel
At the bottom of the orders there is a section to Request a Cancellation
- Briefly describe why you would like to cancel the order
Click Cancel Order

Once the Office receives your request, we will let you know if it can be cancelled or if you will need to bring the item(s) to the office so we can return them.

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Return or Exchanging an Order

If you received a product that is not correct or not the item you needed, bring the item down to the business office. We will contact the vendor and let them know that the item is going to be returned and/or exchanged. Please note the vendor may charge a restocking fee. The office will send back the wrong item(s).

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Blanket numbers and how they are used

Blanket numbers are used in lieu of traditional purchase order numbers. They are used to order high volume, low cost items. The office will generate a blanket number (one per vendor) and give that number to the lab to use for all orders related to that vendor. This includes internet, phone, or freezer orders placed with the vendor. The lab is responsible for ordering supplies from this vendor using the blanket number and tracking the amount of money that is spent. These orders should not be entered in MIMPO. The lab will receive invoices in the lab mailbox to sign and verify that the items have been received. Please return the signed invoices to Iris for payment.

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Requesting a blanket number to use

If you have many low cost items that you order frequently (i.e. daily, or weekly) from a vendor, stop by the business office and speak with Iris regarding the vendor, what you will be ordering, and how often. If the order meets the criteria of the blanket, the office will issue you a blanket number for that specific vendor.

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Subscriptions and Memberships

Complete the new/renewal subscription or membership form.
Bring the form to Iris

The business office will request a check and mail the check along with the subscription /membership form to the company.

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Article Reprints

Complete the Article Reprint form including:

Title
Manuscript number
Year
Volume
Issue

Once the form is completed, bring the form to the business office and give the form to Iris. Once the official NU Purchase Order is received, Iris will fax it to the vendor with the order form. A copy of the official NU Purchase Order will also be placed in your mailbox.

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