Standing Account Information

Stores

Standing Account Information

Standing Account Information

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, 2015 to March 31, 2016 (Fiscal 2015/2016).

New Journal Vouchers will be required for the next fiscal year. These can be brought to Chemistry Stores as early as March 1, 2016.

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

top

Adding/Removing Users from a Current Standing Account

To add or remove a user from a standing account, email Xin-Hui Huang ( ) or fax him at 604-822-5292 with the following information:

Name of Individual  (specify if this person is being added or removed from the standing order)
Name of grant holder
Speedchart
Journal Voucher number (not needed for Chemistry users)

Please note that the email or fax must be sent by either the grant holder, or the contact person for that particular Journal Voucher. 

top

One Time Purchases

If you do not wish to set up a Standing Order, but expect to only purchase items on a one-time basis, you can use a Journal Voucher for a single purchase. Fill out the JV as you would for any other use, making sure it is signed by the grant holder and specifies Chem Stores in the Purchased From field.

top