Recommendations for Placing Animal Orders
via the RIAS Procure to Pay Process
Revised
October 1, 2002
Introduction: The following instructions are designed to help you place an animal order using Rutgers’ new RIAS system. These instructions are not meant to replace RIAS training and support. But we know that animal orders need to be placed in a timely manner, and that people will have difficulty with the new system initially. These instructions will be modified as we gain experience and feedback from users.
The overall procedure remains unchanged, except that you will now prepare blanket orders and one-time requisitions for animal orders using the new system in place of the paper purchase orders. You must still notify the animal facility supervisor of your animal order using the forms in use for each campus. We still recommend at least 2 weeks notice of animal orders unless you have established with the facility supervisor that a shorter period is acceptable. Quick Orders are now approved for animal orders up to $1,000.
Practice: Prior to placing a real order, you can play with the new system in the “sandbox” demonstration site found at: http://rias-pract.rutgers.edu
Access the RIAS Procure to Pay Process at http://riasapps.rutgers.edu
§ You will need:
§ A Rutgers Computing Account (e.g. rci, andromeda or crab) with a
§ user name and
§ password
§ to be a “preparer” in the procurement system.
§ ACFC Notice of Approval for an Animal Protocol
§ An animal vendor catalog or web site
§ Click Home Page
§ Click Create Non-Catalog Request
After you have submitted a requisition on the RIAS system
(Note: Newark Campus users should submit orders to the Reseach Animal Facility office as you have been doing)
1. Non-Catalog Request window
§ Select Billing Method (accept default)
§ Select a Supplier
§ Enter the name if you know it
§ Use wild cards to get a list
§ E.g. “%Charles%” to find Charles River Laboratories 01”
§ Selecting from a list will insert Site and Supplier Address
§ Describe your item
§
Category
– Enter “Animals” or click the search icon flashlight 
and “Animals” will be the first category on
the list
§ Item Description Give as complete a description of your purchase as possible that will allow you to distinguish this order from other orders(e.g. Species Strain Protocol Date)
§ Unit of measure select the default “each”
§ Quantity: Enter the number of animals
§ Estimated Unit Price: enter the price from vendor catalog
§ There is currently no provision for including shipping and crate charges for animals. Supposedly these will be added automatically when the vendor invoices the University. More on this later.
§ Click “Add to Cart”
2. Special Item Information window
§ Protocol review number Protocol information can be found on the Approval Notice sent by the Animal Care and Facilities Committee to the Principal Investigator for the protocol.
§
Protocol
expiration date
§
Species
§ Account to charge animal per diem (note account numbers have been changed. The Natural Account (the former “Object Code” + a trailing zero) for animal per diems is 32900)
§
Strain/stock/breed
§ Enter the name of the strain you want. We recommend you use the official vendor strain designation (e.g. “Crl:CD (SD)IGS BR” not “Sprague Dawley”. This information will also be used by LAS to complete cage cards. This is also what you should use in describing your animals in peer-reviewed publications!)
§ Sex: Enter M, F, Either, Not specified, etc as used in the vendor catalog
§ Weight: Enter the weight range if appropriate. Use the exact weight range as in the vendor catalog. See “Age and/or Birth date” below.
§ Age and/or Birth Date”: Generally you will enter either “Weight” or “Age”. Many vendor catalogs include a table which shows typical weights for animals in an age range. Ordering by weight does not guarantee animals will be within that age range. If one or the other is very important, include this in your Note to Buyer and Note to Approver.
§ Preferred Faciltiy and Room #: Enter the animal facility and room number you wish to have the animals housed in. If you do not currently have animals on census in this room, you should contact the LAS Supervisor for that building
§ Animals per cage: This will determine how your animals are housed when received by LAS.
§ Jackson Lab Stock #: for orders from Jackson Labs only. JAX has a unique Stock Number for every strain. Given the large number of similar strains they carry, this helps assure the proper animals
§ Principal Investigator/Contact Person: Enter the PI for the protocol listed above. If there is a person who is the contact person for everyday issues, list additionally. This may be a Co-PI, a grad student or a technician. This information will be on the cage card. (e.g. Watson/Crick)
§ Work Phone number: a number to contact. This information will be on the cage card.
§ Emergency Phone Number: where LAS can reach someone in the event of an animal health problem or a facility problem affecting your animals.
§ Click “Done”
3. Shopping Cart Contents window
§
Special Info:
PO:-Animals Click here to
view the Special Item Information
if you need to review the animal information you just entered or
to make changes. Use the Back Key in
your browser to return to the order.
§ You can update the quantity here. Click Update afterwards to see new totals
§ Check the Quick Orders box. (highlighted in red) Quick Orders are now allowed for animal orders up to $1,000. If you don’t check this box, your requisition will be routed first to a Purchasing Buyer. Quick Orders do not require a Buyer approval.
§ Click “Proceed to Checkout”
4. Enter Delivery Information window
§ When do you need by: Most vendors have a delivery day of the week and a cut-off time for placing orders for that date. Enter the date you want the animals delivered by. If the order will be placed by someone outside your lab, whether a departmental person of a Purchasing Buyer, we suggest letting the “buyer” know the vendor cut off date.
§ Who is requesting the items?: Enter the person requesting the item. This is generally the Principal Investigator or a designated person in the PI’s lab (You are the “Preparer” as the person logged on to the system. A “Preparer” cannot approve his or her own order. Only an “Approver“ can approve an order.)
§
Where
are the items going?
§ Assuming all animals are going to the same location (they should), click “Continue”
5. Enter Billing Information window
§ Click “Continue”
6. Review Charge Accounts window
§ If you need to edit the Charge Account, click on the link
§ Converting old accounts numbers to the new account format
§ Fund Source = old 6-digit account number with no hyphens
§ Organization = new 5-digit code for your department
§ Natural Account = old 4-digit Object Code with an additional trailing zero (Supplies Animals = 22900)
§ Future fields = these need to have the correct number (6 and 3) of zeroes
§ Departmental Activity = these are for your use and are optional
§ Click “Continue”
7. Enter Notes & Attachments window
§ Requisition description: write something that will uniquely describe this order so that you can distinguish it from other orders you create. Having entered a meaningful description in the Non Catalog Request window, you can click the link and paste the description here.
§ If Check Request, … ignore this
§ Note to buyer: If the order will be placed by someone outside your lab, whether a departmental person of a Purchasing Buyer, we suggest letting the “buyer” know the vendor cut off date.
§ Click “continue”
8. Review Approver List and Enter Justifications window
§ Your requisition will be routed to your departmental approver (e.g. business manager, department chair).
§ Click “Continue”
9. Review and Submit Requisition window
§ Review your order and make changes as necessary
§ Click “Submit”
10. Submit Confirmation window
§ This window gives you a unique Requisition Number.
§ The Requisition Number will be followed by a Purchase Order Number only after all approvals have been made
§ You cannot expect a vendor to approve a purchase with a Requistion number. You need a PO Number.
11. Monitoring the status of your requisition
§ You can monitor the status of the your requisition by clicking on the Requisition Status tab in the RIAS procurement program.
§ When your requisition is approved, you will be given a Purchase Order number.
§ See After you have submitted a requisition on the RIAS system
12. Wasn’t that easy?
After you have submitted a requisition on
the RIAS system.
1. Submit an Animal Care Request Form to the animal facility to which the animals will be delivered. On Cook and Busch Campuses, this procedure remains unchanged. (In Newark, the animal facility will place the order as it has in the past.)
2. If you have an approved blanket order with a vendor or if you have received confirmation of your one-time order, the order must be placed with a vendor.
§ If the order was a Quick Order, the investigator or a designee must place the order with the vendor in the usual manner. Laboratory Animal Services will not place the order for you!
§ If the order was not a Quick Order or was for more than $1,000 a buyer in Rutgers Purchasing will place the order. This is a new procedure, and LAS recommends you avoid this for now. Rutgers Purchasing is to designate a buyer for animal orders, but LAS has no control over how these people are trained, what provisions will be made for coverage for vacations, illness, etc. and it will remain a new procedure for awhile. Our recommendation is to break up large orders to keep them under $1,000. If you do place an order that goes through a Rutgers buyer, it is essential that all information be complete and that all special requests are clearly stated in placing the order through the new RIAS system.
BLANKET ORDERS
(Note: Newark Campus users should submit orders to the Reseach Animal Facility office as you have been doing)
1. Non-Catalog Request window
§ Select Billing Method
§ Click Select for option 2. “Goods or Services …”
§ Select a Supplier
§ Enter the name if you know it
§ Use wild cards to get a list
§ E.g. “%Charles%” to find Charles River Laboratories 01”
§ Selecting from a list will insert Site and Supplier Address
§ Describe your item
§
Category
– Enter “Animals” or click the search icon flashlight and “Animals” will be the first category on
the list
§ Item Description Give as complete a description of your purchase as possible that will allow you to distinguish this order from other orders(e.g. Species Strain Protocol Date)
§ Estimated Amount: enter the amount of your blanket
§ Click “Add to Cart”
2. Special Item Information window
§ Protocol review number Protocol information can be found on the Approval Notice sent by the Animal Care and Facilities Committee to the Principal Investigator for the protocol. Note that some of this information (e.g. species, strain/stock/breed, number of animals, etc.) is designed for one-time purchase orders. Enter “N/A” or “Various” in these fields. There should be at least one valid protocol listed.
§
Protocol
expiration date
§
Species Enter one or more species for
your blanket
§ Account to charge animal per diem
§ Enter “N/A”
§
Strain/stock/breed
§ Enter “Various” or list the strains you will use.
§ We recommend you use the official vendor strain designation (e.g. “Crl:CD (SD)IGS BR” not “Sprague Dawley”. This information will also be used by LAS to complete cage cards.
§ Sex:
§ Enter “N/A”
§ Weight:
§ Enter “N/A”
§ Age and/or Birth Date”:
§ Enter “N/A”
§ Preferred Faciltiy and Room #:
§ Enter “N/A”
§ Animals per cage:
§ Enter “N/A”
§ Jackson Lab Stock #:
§ Enter “N/A”
§ Principal Investigator/Contact Person: Enter the PI for the protocol listed above. If there is a person who is the contact person for everyday issues, list additionally. This may be a Co-PI, a grad student or a technician. This information will be on the cage card. (e.g. “Watson/Crick”)
§ Work Phone number: a number to contact.
§ Emergency Phone Number:
§ Enter “N/A”
§ Click “Done”
3. Shopping Cart Contents window
§
Note that the Amount you entered is shown as the Quantity with a value of $1.00
§
Special
Info: PO:-Animals Click
here to view the Special Item Information
if you need to review the animal information you just entered or
to make changes. Use the Back Key in
your browser to return to the order.
§ You can update the quantity (i.e. amount for a blanket) here. Click Update afterwards to see new totals
§ Check the Quick Orders box. (highlighted in red) Quick Orders are now allowed for animal orders up to $1,000. If you don’t check this box, your requisition will be routed first to a Purchasing Buyer. Quick Orders do not require a Buyer approval. (Frankly, I am not sure you can use a Quick Order for a blanket.)
§ Click “Proceed to Checkout”
4. Enter Delivery Information window
§ When do you need by: Enter a date in the 30-JUL-2002 format
§ Who is requesting the items?: Enter the person requesting the item. This is generally the Principal Investigator or a designated person in the PI’s lab (You are the “Preparer” is the person logged on to the system. A “Preparer” cannot approve his or her own order. Only an “Approver“can approve an order.)
§
Where
are the items going?
§ Assuming all animals are going to the same location (they should), click “Continue”
5. Enter Billing Information window
§ Click “Continue”
6. Review Charge Accounts window
§ If you need to edit the Charge Account, click on the link
§ Converting old accounts numbers to the new account format
§ Fund Source = old 6-digit account number with no hyphens
§ Organization = new 5-digit code for your department
§ Natural Account = old 4-digit Object Code with an additional trailing zero (Supplies Animals = 22900)
§ Future fields = these need to have the correct number (6 and 3) of zeroes
§ Departmental Activity = these are for your use and are optional
§ Click “Continue”
7. Enter Notes & Attachments window
§ Requisition description: write something that will uniquely describe this order so that you can distinguish it from other orders you create. Having entered a meaningful description in the Non Catalog Request window, you can click the link and paste the description here. The description should include the PI, protocol number(s) and species.
§ If Check Request, … ignore this
§ Note to buyer:
§ Note to approver
§ Click “continue”
8. Review Approver List and Enter Justifications window
§ Your requisition will be routed to your departmental approver (e.g. business manager, department chair).
§ Click “Continue”
9. Review and Submit Requisition window
§ Review your order and make changes as necessary
§ Click “Submit”
10. Submit Confirmation window
§ This window gives you a unique Requisition Number.
§ The Requisition Number will be followed by a Purchase Order Number only after all approvals have been made
§ You cannot expect a vendor to approve a purchase with a Requistion number. You need a PO Number.
11. Monitoring the status of your requisition
§ You can monitor the status of the your requisition by clicking on the Requisition Status tab in the RIAS procurement program.
§ When your requisition is approved, you will be given a Purchase Order number.
§ Process your approved blanket order as any other. Refer to the RIAS procedures for details.
§ See After you have submitted a requisition on the RIAS system
12. Wasn’t that easy?