Amazon Catalog in UShop Still Tax Exempt

Be aware of new Amazon sales tax policies and how to avoid paying sales tax for your University purchases…

Although Amazon recently announced that beginning January 1, 2017, sales tax will be charged on all orders, the University of Utah has enrolled in the Amazon Tax Exemption Program, so…

All Amazon orders placed in UShop are Tax Exempt! 

University business purchases should avoid sales tax – so when departments purchase from Amazon, it should be done through the UShop punch out catalog.  University departments should no longer be using personal Amazon accounts and requesting subsequent reimbursement. Departments should also eliminate PCard payments on Amazon business accounts.

Recommendations to make your Amazon experience tax exempt:

If you have any issue with sales tax on an order, please contact the Amazon Business Account Customer Service Team by Phone at (866) 486-2360 or if needed, you can also request sales tax refunds by emailing tax-exempt@amazon.com

We also suggest that users ALWAYS review their shopping carts before finalizing any orders – there are a SMALL Minority of 3rd Party Sellers that are not yet enrolled in the Tax Exempt program. However, if a user DOES accidentally place an order with sales tax on it, they can email the Amazon Tax Exempt Inbox (above) with the Order Number and they will receive the tax reimbursement. If a user sees tax from a seller, we recommend buying the item from another seller that is participating in the Tax Exempt program.

If you do not have access to Amazon in UShop, register for UShop Amazon Account Setup here.

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Preventing Automatic PO Distribution in UShop

With the elimination of the PO Distribution Override function in UShop on the horizon, we have created a new, simpler option for those who need to prevent PO distribution.

If a user needs to have a PO created, but doesn’t want the system to automatically distribute the PO, they can use the option highlighted below to accomplish this.

 

 

 

Use the checkbox illustrated below to stop automatic distribution of a PO to a supplier:

It’s located on the Requisition under Billing Options:

NOTE: This option should not be used for items from a punch-out catalog.

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Invoices: How to Trigger AP Payments

What UShop users need to know to trigger Accounts Payable to make a payment:

Punch-out Suppliers: eInvoices are automatic! (most efficient)

  • All of these suppliers eInvoice, which means the invoice is sent automatically and electronically, directly to UShop by the Supplier upon shipment. This means you are done as soon as you place your order.

Renewals & Non-Catalogs: Deliver invoice or attach to direct AP email

  • An invoice is sent directly to AP by the supplier (preferred) or to AP via Campus Mail, or as an attachment to ap@admin.utah.edu.

NoPOs: attach scanned invoice to UShop form

  • This form requires an invoice (AP can’t pay from quotes or statements).
  • Multiple invoices require multiple NoPO requisitions. Forms with multiple invoices  attached will be sent back to the requestor.

Print & Carry: Deliver invoice or attach to direct AP email AFTER purchase transaction with supplier

  • Because the suppliers listed on the Print & Carry form have all agreed to send invoices directly to AP, you do not have to do anything after you place your order.  Other manually distributed POs i.e. for suppliers not specifically listed on the Print & Carry form have the same requirements as a renewal or Non-catalog – send invoice to AP.
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Catering or Conference: Simplified UShop Form

What is new?

We have simplified the UShop process for obtaining a PO for single event catering and conference venues. Typically, users would use the Non-Catalog form to initiate these orders, but the new “Catering or Conference” form will improve departmental efficiency by asking only for information necessary to process this transaction type.

If you have any questions, please feel free to call the Purchasing office at 801-581-7241 or by sending an email to askme@purchasing.utah.edu.

How do I access this new Catering or Conference form?

The Catering and Conference form can be accessed in the Forms section of the UShop Shopping Dashboard – see below:

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New UShop Enhancement: Shopping Dashboard

Introducing the new UShop Shopping Dashboard!

Now you’ll be able to access everything shopping related, as well as search for suppliers and documents, right from the shopping home page. Other features include:

  • A list of helpful links.
  • A summary of your requisitions, POs, and any documents pending your approval.
  • View UShop announcements and breaking news without having to sift through emails.
  • Keep track of your draft carts.
  • New Forms section, where all the forms you need are in one easy, convenient location.

We have put together a reference guide for the Shopping Dashboard, which will also be available on the Online Training & Reference Materials page.

If you have any questions or concerns, please don’t hesitate to contact the UShop Help Desk.

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UShop Cart Message Sent In Error

You probably noticed that some minor changes were made to the UShop interface over the weekend.  You may have also received an email message titled, “Cart Returned for Requisition: 81340282”.  This message was sent to a number of UShop users in error.  Please disregard this message.  On the bright side, the menu bar on the left side of the UShop screen now contains useful descriptions.  You can toggle the old look and the new look by clicking the arrow at the bottom of your screen.

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Coming Soon: ePR!

Yesterday, FBS announced our latest step toward our objective to eliminate paper-based processes…

We have been hard at work in conjunction with UIT developers to design and build a new application we will call “ePR,” as it is an online, electronic Payment Request system.

See the latest FBS News post for a deeper look at what’s to come.

Once we finalize ePR implementation strategies, Accounts Payable will publish a date after which paper forms will no longer be processed.

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UShop Outage – – – Updated – – –

The UShop issues observed yesterday have been resolved. We apologize for the inconvenience. Please contact us if you encounter any issues.

At 10:00am today, October 31, we received reports of problems accessing UShop, and have confirmed that UShop is currently unavailable. We have learned from SciQuest that this is a system-wide outage, affecting all users. We are in close contact with SciQuest and will provide more information as it is known.

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New Sessions Added! – UShop/Amazon Account Setup

Due to popular demand, more sessions have been added through November! Register for your set-up session today…

Learn More about the Amazon Punch-out Catalog, the set-up sessions, and why it’s important to the University that UShop users have access to the Amazon tile in the Marketplace. Nearly 300 users have already completed their Amazon account set-up!

Register Here for your Amazon Account Set-up

(NOTE: The sessions will be held in the Annex and in the Park Building. Users must be either a Shopper or a Requisitioner in UShop prior to set-up for Amazon access.)

You will leave the session ready to shop on Amazon through UShop!

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Attention PCard Users: Use UShop to order from catalog suppliers

UShop now has 17 Punch-out Catalogs!

We are excited about the new UShop Marketplace that has been designed to make purchasing at the University more streamlined. The UShop team has worked diligently to get these 17 specific catalog suppliers set up on the site to help expedite the ordering and payment processes. Efforts continue to add more catalog suppliers to UShop. Orders placed through our punch-out catalog suppliers include these benefits: efficient approvals via GFA, transparent workflow, electronic ordering and invoicing, shipping notifications, source documents directly viewable via Web Management Reports, and no need for subsequent reallocation or reconciliation of transactions.

In the past, it has been common for departments to use a Purchasing Card (PCard) when purchasing from these suppliers. Due to efficiencies when placing orders for these suppliers through UShop, it is required that you make those purchases on the UShop Marketplace via a catalog instead of using the PCard. For example, orders you currently place with WW Grainger, Staples, or Fisher Scientific, using your own account and your PCard, should now be placed via UShop. We will be monitoring PCard transactions for compliance.

An exception to this request could be situations when expedited shipping is requested as those orders may need to be placed directly with the suppliers so special shipping arrangements can be made. A PCard is appropriate in these circumstances if the transaction amount is within the transaction limit of the card. We recognize that you may have questions as your purchases are migrated from PCard to UShop, and we are here to support you and your department as you make this transition. Please contact Perry Hull of the UShop team via email, or call him at 801-587-6280, with any questions or concerns.

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