BIORESCO
Background: BIOmedical REsearch Supply COre (BIORESCO) is a non-profit entity that is
supported by the University of Maryland, School of Medicine. They purchase supplies
wholesale and sell them to members of the university system at-cost, and supply free
shipping from UMB’s campus.
o Accounts are set up by project account number, and faculty or a designated
lab staff member place orders directly
o Order confirmations are sent to the PI, designated lab staff, and
Administrative Office
Objective: This document will instruct the user on how to open a new BIORESCO account,
how to process orders, and how to process the monthly invoice.
Person Responsible: Administrative Coordinator
To open a Bioresco Account:
 A Bioresco account will be set for all awards that have supply funds.
 Complete the Bioresco Account Activation form, found in the BO-drive in the Bioresco
folder:
1. Add full account number, PI name, lab room number, phone number, per
instruction
2. Have PI sign form, either hard copy or digitally
3. PI’s UMCES Email Address
4. Submit form and the start and end dates of the project via email to
[email protected].
5. NOTE: Additional users are added by the individuals directly into the Bioresco

system online, this is not completed on the Account Activation Page.
Account will be activated within 2 business days. A confirmation is sent to the PI and the
IMET admin group. If you do not receive a confirmation within 2 business days, follow
up.
How to encumber a Bioresco Order
As described above, lab faculty and staff place their own orders directly in the Bioresco system.
The IMET Admin office processes only the financials for these orders.
Upon receiving order confirmation:
1. Print Bioresco order via the live link “Tip: Save this email. Click Here to check your Order Status
Real-Time without logging in.” - do not print the email. Some pricing may change for a
variety of reasons. The link has the most accurate price and is more printer friendly:
.
2. Run the IT Works Major code report for that account to ensure that funds are available. If
they are not, contact dept. administrator and the PI on how to proceed (See IT Works
manual)
3. Create new Transaction in IT Works and encumber using the following information:
o
o
o
o
o
Ref1: Order number (W123456)
Ref2: Full Account number(0712345)
Purchase type: RSTARS
Vendor: BIORESCO
Description: PI Last Name: copy/paste line items, or state “Custom Primers”
when applicable. Line items will look like AAaaccTT
4. Note that it’s been encumbered on the printout (write ITW)
5. If order price is $0- flag to follow up after 2 business days, and encumber correct price
when it is listed on the live page, accessed via the link in the email
6. File in chronological order based on order confirmation date
One to Two times per week
 Collect packing slips from mailbox on ground floor and labs
 Match packing slips with order print out
 Double check prices for any orders that were originally listed as $0
 Contact PIs and/or lab staff to confirm receipt of any orders missing packing slips
 Run the major code report for each account, notify administrator of any overspent supply
funds ASAP
Monthly- Upon receipt of Monthly Invoice from Bioresco Staff (Sanjay Uchil)
1. Save Excel invoice and pdf Bill in bo drive in the Bioresco Folder, creating a new folder
for that month
2. Edit Excel file- Add columns “TOTAL” , “ACCOUNT TO CHARGE”, and “SUBCODE”
then highlight in aqua to the right of AMOUNT. Use SUM formula for TOTAL of each
account
3. Put order confirmation print- outs and packing slips in the same order as the orders
listed in the invoice
4. Confirm ITWorks encumbrances match the prices on the invoice
5. Confirm that Account to charge field is correct
6. Check using ITWorks if an order is to be split between 2 or more accounts, if so, create
new rows in Excel sheet to separate the amount to charge each account
7. Confirm that totals column = the total amount of the invoice
8. Run the ITW Major Code Report for each account to confirm that funds are available
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

Email Invoice and Bill from Central Billing to Administrator (Monica Chacon), confirming
that the Bioresco bill is ready for payment via RSTARS and that the accounts to charge
are highlight on the excel sheet. State that all charges should use subcode 3914
Administrator will review invoice, bill and all backups
Once payment has been submitted to the RSTARS Coordinator at Center Admin (Susan
Collins), print 1 invoice for the Bioresco file, and 1 invoice, 1 bill and 1 copy of the email
sent to the RSTARS Coordinator per account for reconciliation.

File invoice, order confirmations, and packing slips in top drawer of filing cabinet in office
G031.