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Supply Chain Key Terms

Master
Content

Account Assignment – Identifies the type of charge source (cost center and/or WBS) for the item ordered. The charge source dictates which funds will be used to pay for the goods/services. Cost Centers hold unrestricted college funds. WBS Elements hold grant funds.

Approved Vendor - A vendor who is in BCM’s vendor master and approved to be purchased from, but does not have an agreement in place

Preferred Vendor - A vendor who is in BCM’s vendor master and has an approved valid, agreement in place

Goods Receipt – Confirmation showing the physical receipt of goods or services within a department unit

Hosted Catalogs - Catalogs loaded into the Supplier Catalogs site by the supplier and hosted on BCM’s website (e.g., Genessee, VWR Stockroom)

Non-Approved Vendor - A vendor who is not approved and in BCM’s Vendor Master; unallowable to purchase from until approved

Punch-out Catalogs - Catalogs maintained at a supplier’s website. (e.g., SHI, Apple, TBS)

Purchase Order – A request to a supplier to buy materials or provide services. It contains information such as the supplier number, the purchase order date, the terms of delivery, the material/service number, and the order quantity. (Purchase orders are created automatically if the shopping carts are from the catalogs; Supply Chain creates purchase orders from other shopping carts)

Purchase Requisition – The shopping cart converts into a requisition. The conversion occurs automatically when the shopping cart receives approval in the department. The purchase requisition is a document used to notify Supply Chain department of goods/services that need to be ordered.

SAP – SAP is our business application for BCM’s business processes. All orders from SRM are eventually fed into SAP. Invoices and confirmations are posted to the purchase order to create a history. Departments can then run reports and track spending for their departments.

Shopping Basket A basket produced from the catalog when placing items in the shopping cart

Shopping Cart – The ordering process begins with the creation of a shopping cart in SRM. A shopping cart lists the goods/services the customer wants to order.

Sole Source Justification - Document required when only one supplier can provide the goods/services needed. Examples of justifications include inadequate competition, a public exigency or emergency, or a federal awarding agency's authorization.

Supplier Catalogs Supplier catalogs are customized shopping environments on contract suppliers’ websites with BCM discounted pricing. These vendors have the College’s highest spend. Some catalogs have advanced features, including customized quotes, support documents, order status checks, etc. You can access the Supplier Catalogs as a full SRM access user or window shopper role only.

Supplier Relationship Management (SRM) – A web-based system that allows BCM employees to initiate the requisitioning process by creating shopping carts for goods and services and confirming receipt of goods and services.

Terms & Conditions - A set of rules and expectations that both the buyer and seller must agree to abide by when acquiring goods or services. This includes a buyer’s obligation to pay (when to pay, what to pay, how to pay); and the seller’s obligations to fulfill the delivery of services or goods (what to deliver, when to deliver, how to deliver). They also state the protocol if goods are damaged in transit, if the shipment is delayed or missed altogether, and duration of warranties.

Workflow Shopping carts are electronically routed to approvers for review and approval/rejection. Every shopping cart will have a different approval workflow, and this can cause turnaround time to be different amongst orders.