Complete guide for online orders and picking goods
In order to facilitate as much as possible the management of online orders and the
reception of the goods requested, this guide is made to clarify any doubts that the
investigators may have when making or receiving an order.
If you have any questions that don’t appear in this guide, please contact Miguel
Antonio Socias Masferrer of the Administration Department, from 12:00h to 14:00h.
Making a purchase on the web:
1) Enter the ICMAB purchase website: http://icmab.es/compras/ and log in with
your username and password (the same you use to log in at the Intranet or at
your webmail).
2) Go to "Solicitud de compra".
3) In the following screen, enter the following data to save the header of your
purchase:
* ICMAB User: Name of the person requesting the purchase.
* ICMAB IP: Name of the person who will validate the purchase request.
* Proveedor: Name of the company supplier. NOTE: If your provider does not
appear, go to Questions and Doubts.
* ICMAB Project: The project that pays your order.
* Oferta: Attach here any documents that must be submitted with the request:
offers, quotation, meetings and conferences sheet, models for manufacturing
an object...
* Moneda: By default, this will be the euro, but the exchange must be indicated
in the case of purchases abroad with different currency.
* Observaciones: Write here, if necessary, a short text to inform the ICMAB IP
or Administration Section of any peculiarity about the order: delivery place other
than ICMAB, presence of a document in section Offer, Fisher Start up accounts,
hand-delivery orders, postage, if the order is especially heavy, specific storage
requirements such as low temperatures…
4) Press the button Guardar cabecera, which takes you to the next screen:
*SOLICITUD DE COMPRA ####: The number of your request.
*Referencia: The code that the supplier gives its product.
*Concepto: The product name. Whenever possible, enter the exact name
given by the provider.
*Unidades: The unit of measurement of the product: meters in the case of
tubes, hours in the case of using a microscopy from external service...
*Precio: The amount of money that costs a SINGLE UNIT without VAT NOTE:
You don’t have to put the exact price if you don’t know how much it costs, but
since this is the amount of money that the researcher authorizes to spend, is
strongly recommended to be as close as possible. Never introduce an item with
a price of 0.0 euros, as it can lead to errors.
Cantidad: The amount of product you want. IMPORTANT: If the product is a
pack, enter the number of packs, not the number of total units (For example, if
you want to order 8 rolls of paper, which are served in packs of 2, ask 4 units).
** Añadir artículo: Click here to finish entering data of an item. You have to
enter all the previous data for each item. Once you have pressed this button, a
message will appear in a yellow box and the item will appear on the screen like
this:
After being introduced, the item can still be edited by pressing EDIT or deleted
by pressing Delete. If you are editing an article, simply press Añadir artículo
once you have made the corrections. Note that you can also modify the order
header if there is any mistake. To do this, simply make the appropriate
corrections and click Guardar cabecera.
5)
When you finish your order, click anyone of the two buttons FINALIZAR
PEDIDO. Then, the following screen will appear over your Order history:
The message in the yellow box informs you that your application has been
approved, but not yet validated by your researcher. The message in the green
box informs you that an email has been sent to the person who was introduced
as ICMAB IP to validate your purchase. He or she can decide to change the
project in which the cost of the order is charged, as well as decide whether to
authorize the purchase or not.
Once the order has been validated and forwarded to the supplier, you will receive a
copy of the mail for your personal tracking. It is important that you review the order
form in order to detect any possible errors that may have occurred.
Peculiarities of some orders:
* Inventory Material: Your order must include an attachment with the quotation or
offer.
* Orders to restaurants or catering services: You must include Meetings and
conferences Document with the purpose of the meeting and the list of attendees duly
signed by the ICMAB IP.
* Posters: you must specify on the concept the congress which you need the poster
for.
If these orders don’t include this specific required documentation they won’t be
processed.
*Low-temperature storage products: If you order some article that require such
condition, you must specify it on the section Observaciones, so that Reception staff be
aware. They will be notified of the income of a cold-storage product by Adminitration in
order to prevent the product from not being detected and lose its properties as a
consecuence of that.
Order validation (For ICMAB IPs)
As soon as someone in your group makes an order that you must validate, you will
receive the following email in your personal mail:
You have to click the link in the email, and once on the web, click on APROBAR
SOLICITUD. Then, for each order your validation is required, you will see the following
data:
In the dropdown, select the project (if you own two or more of them) where the cost of
the order must be charged, and press SAVE PROJECT.
Check out carefully the order details before authorizing the expense. Press the green
button to authorize it or the red one to cancel it. In both cases, a message will appear:
green if it has been approved or blue if it has been canceled:
Receiving orders:
Once your order arrives, the Administration Department will contact you by phone (from
12:00h to 14:00h). If you are not found, the person who picks up the phone will be
asked to inform you or an email will be sent to you informing about the delivery. Orders
should be collected from 12:00 to 14:00h. It is important to do so, if possible, on the
same day of the call in order to avoid accumulation of orders. In case of returning an
order, please do not expire the term of return.
NOTE: If a package requires cold storage, the responsible will always be notified as
soon as it is received, either from Administration Department or from Reception if the
package arrives when Administration is closed.
When receiving an order, the delivery note must be signed. The signature only means
that the order has been received, so if there is any problem, we can claim the
company. Important: All the delivery notes and invoices must be delivered to the
Administration Department, investigators are not allowed to keep them or copy
them in their office.
If you wish so, there is a copy machine in front of the Administration department where
you can scan your delivery notes and access them from your computer. To do this,
first follow the following instructions tio scan the documents:
-Choose the Scan option in the copy machine
-Choose the folder named ALBARANES
-Place the document in the copy machine and press the green button.
To recover the scanned document from your computer: go to // JUNGLE shared
folders, then SCAN, and finally to ALBARANES folder. NOTE: To facilitate the location
of your delivery notes, we recommend to save your files in the ALBARANES folder with
the following name: CC #### - (project name or the applicant’s name). Examples:
CC1427-AntonioMiguelSocias, CC1427-asocias, CC1427-001FUN. You can freely
choose how to name your delivery notes but please use the same criteria in all your
group delivery notes.
Packages that are not orders will be left in their addressee's locker. If the package is
too large or does not carry identification, it will be left under the lockers, next to the
packages that are for MATGAS or ICN2, in the lockers of PARTICULAR PACKAGES.
Returns:
Whenever you have to return some product, please contact with the Administration
Dept. to avoid billing problems. Do not claim any items on your own. Each company
has its claim period, so it is important not only to pick up the order as soon as possible
to verify possible mistakes but to check the return term deadline.
Check the status of an order:
* If you have not received the copy of the e-mail sent to the supplier, you can check its
status on SOLICITUDES PENDIENTES, in the purchases web:
If your order appears as Orden entrada, it means you did not complete your order.
Select the order for editing, which will take you to the edit screen, and press
FINALIZAR PEDIDO Remember that after this step, it still needs to be validated by the
ICMAB IP.
If your order appears as Pendiente de aprobación, it means the order is accepted,
but the Principal Investigator's has not validated it yet. If the order is urgent, remind
him/her that the order must be validated so that it can be processed.
If your order appears as Petición finalizada, it has been sent to the Administration
Department and is awaiting processing. You can get more information about it in the
History of pending applications.
If you have questions about your order, please ask the Administration Department (give
your order reference number SC####).
*If you received a copy of the mail sent to the supplier with the order form and after a
reasonable period of time you have not received your order, contact with Administration
and give them the number CC #### that appears on the email or in your History of
pending orders and ask Administration to contact the supplier. In any case, at the
beginning of each month, Administration will contact all responsibles of not received
orders with more than a month of antiquity to confirm the non-reception of the order
and to claim the company if necessary .
Doubts and questions:
* What to do if the supplier does not appear on the shopping website? : First,
contact with the Administration Dept. Do not place the order with the name of another
supplier, as you’ll need to cancel it afterwards. Sometimes the problem is that the
provider is introduced in the website with another name or that it is not visible. In case
we really do not have the supplier in the system, as will be the case of any new
provider, you should ask the company for a pro-forma invoice, which must have at least
the following information: Company name, VAT nr. (NIF) or equivalent and e-mail
contact address. We must also be sure that the company accepts our payment
method, which is within 30 days after reception of the order. When possible, try using a
supplier we already have on the system instead of adding a new one. Note also that
some foreign suppliers are cheaper than local, but the price of customs service can
greatly increase the cost of your order.
* Can I group orders to save transport costs?: Generally, orders from different
researchers for the same supplier are not grouped. This is done to avoid problems in
reception and billing. Occasionally, orders made by the same person and charged to
the same account may be grouped by the Administration Dept., but it will always be
after noticing the interested researcher. However, if in your group several people want
to place an order to the same company, you can all agree to make a single order,
bearing in mind that everything will come in the name of the same person.
* What does "Hand-delivery" o “Pedido en mano” mean?: A hand-delivery order is
an order in which the Administration Dept. does not contact the supplier. Instead of
that, the Administration Dept. sends the official order form to the researcher or the
interested person who sends the form to the supplier or provides the supplier with the
order number before the service. Afterwards the researcher can choose to directly pick
the order up or set the ICMAB as place of delivery. Examples of hand-delivery orders
are those made to ICN2 or to the CVC.
* What do you do if you receive an email or an envelope with an invoice? :
Occasionally, some companies send the invoice to the person who placed the order of
sending it to the Administration Dept. If you receive any invoice, please send it
immediately to Administration (Rebeca Herrera or Mar Astillero) in order to proceed
with the payment as quickly as possible.
* What does the blue button on the history next to your order? : This blue button
with a white sheep "clones" the order: it creates a new order with the same data as the
selected (supplier, concept, quantity, price ...). It is especially useful for those who
purchase the same product with recurrence (for example, solvents).