Standing accounts can be set up by anyone having a UBC P/G within our finance system. At this time we do not sell to anyone outside of the UBC account system. These instructions only apply for accounts from outside the Department of Chemistry.

To Set Up or Renew a Standing Account

Fill out a Journal Voucher (JV) per instructions below and deliver the signed top (pink) copy to Chemistry Stores. The standing account will be entered in our system and purchases will be allowed during the current time period: April 1, 2011 to March 31, 2012 (Fiscal 2011/2012).

New Journal Vouchers will be required for the next fiscal year. These can be brought to Chem Stores as early as March 1, 2012.

Please Fill in the Following Sections on the JV:

1. DESCRIPTION OF TRANSACTION

• Write here “Standing Account for Chemistry Stores” and provide an expiry date.
• Please put the grant holder as the first name on the list of authorized users.
• List the authorized users who will purchase items. If there is not enough room, put list in Description field mentioned in #5 below.

2. JOURNAL ENTRY LINES

• For a standing account provide one line only = one SPEED CHART
• In the field called Account, please use only 651169 (Supplies – Stores Stock).
• Please fill in the Fund, DeptID and Project/Grant fields.

3. OTHER INFORMATION

• Enter contact information for standing account
• Complete all boxes
• Mailing address should go in "Deliver to"

4. AUTHORIZATION

• Sign, print name and include the date.

5. DEPARTMENTAL USE ONLY FOR GOODS ORDERED

Description

• (Optional) Add a restriction to what can be purchased by authorized users. Examples: dry ice only, liquid nitrogen only.
• List of authorized users if it did not fit at top of page.

Purchased From

• Check "Other" and write CHEM. STORES

Standing Account Journal Voucher Example [pdf]