Merchandise Order Form-Inventory (MOF)
Policies on Specific Purchases
- 95% and 100% Ethyl Alcohol:
Alcohol is a controlled item. The US Treasury Department
limits a departments accumulation of not more than five
gallons in any one lab or work project area in one day.
If more than five gallons are required on a particular day,
include justification for the extra amount on the Merchandise Order
Form (MOF). Alcohol purchased from Stores cannot be used at
other than approved locations without the approval of the
Director, Bureau of Alcohol, Tobacco, and Firearms. A list of
the approved locations is maintained at Medical/Scientific Stores.
- Supplies for prescription use:
Stores is not authorized to purchase prescription drugs.
Departments that require supplies of this nature should
submit a Purchase
Requisition to the Purchasing Department for
supply action. Do not use Stores nonstock purchase orders for
purchasing prescription drugs.
- Hazardous commodities:
Items such as alcohol and acetone are dispensed from bulk containers.
Customers must provide proper containers (approved safety cans) or
Stores can provide them at an additional cost. Customers that wish
to have these commodities delivered should call 621-7975 and arrange
for pickup of empty containers. The MOF authorizing replenishment
should be attached to the can.
- Compressed gas cylinders:
All "E" type cylinders and acetylene MC, BC and BPOL cylinders
are either sold to the department, or exchanged for an empty
cylinder when gas is purchased. Call Stores for cylinder pickup
as soon as a cylinder is empty, or when there is no longer a need
for the cylinder. The telephone number for pickup is 621-7975.
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Items obtained from Stores, in error, can be returned for
credit. Exceptions to this general policy may apply and each
case will be judged separately. Stores reserves the right to
reject claims received after five days from receipt of shipment.
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To start a new form: In order to get a new Interdepartmental
Billing Form (IBF) number, close the completed form and open another
form from the eForms page.
Several of the fields on this form are self
explanatory, those needing explanation are explained below:
- Account No.: Record the six digit FRS account number to which
the goods will be charged.
- Item No.: Record the eight digit number listed in the Stores
catalog or the order number listed in the EOS catalog for the
item(s) ordered.
- Object Code:
Record the four
digit object code to which the item will be charged.
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- Obtain an authorized signature for the account and any additional
signatures required by your department.
- Fund accountant signature is
required for capital expenses (7xxx) and food purchases (5170 or 5550) on
sponsored project or grant accounts (3-xxxxx - 4-xxxxx).
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- Either fax (621-3533) the MOF to Stores or forward
the original MOF to Stores. If the
MOF is faxed,
the faxed copy will be treated as the original. Do not send
the original because it may result in double shipments. If
the delivery information is left blank, Stores will assume that
the order is to be picked up at the Stores counter.
- When received, the MOF is entered into the Stores computer
and a Picking/Packing list is produced. When the order is filled,
a copy of the Picking/Packing list is sent with the
merchandise to the department. This is the Receiving copy.
Match this to the MOF.
- Stores sends departments a monthly computer printout entitled
Stores Billing Summary. This report lists all of the Stores
transactions for the month. File this report with the
copies of the Picking/Packing List and the Merchandise Order
Forms.
- When you receive your monthly FBM091, Report of Transactions,
the preprinted Merchandise Order number is referenced in the first
reference column preceded by an S.
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