How To Make a Dell Purchase under $5,000
Steps 1 through 5 will typically be performed by the Tier 1, step 6 is for the person who has the authority to approve purchases (typically the business manager) and steps 7 – 11 will be performed by the person in the department that has the ability to purchase items under $5,000 with their PCard.
1.) Navigate to the OU-Tulsa Dell Departmental Purchasing Page Under $5,000. This link can be found by following these steps: a. Go to http://tulsa.ou.edu/it b. Click the Technology Purchases link on the left side of the page c. Click Dell’s website link in the middle of the page Or you can navigate there by using this address: http://tulsa.ou.edu/it/purchasing.htm 2.) Once you click the link it may ask you for your Dell Premier Login information. If you have a password please use it, if not you will need to create an account at this time. You only have to fill in the information once from your computer. It will remember you after that. If you log in from another computer you will need to retrieve your profile. 3.) When you get into the site you will have a menu bar that looks like this:
You will use this menu bar for most of the operations contained in this site. You will notice several tabs along the top of the bar. The system defaults to display the “Standard Configurations” tab on login. The standard configurations are bundles that have been put together for simplicity of ordering. If you would like to order something other than the standard configurations simply click the “Systems” tab and you can configure from all of the items Information Technology has approved through Dell. 4.) Once you have decided upon the configuration you need to click the green “Add to Cart” button to the right. You will then be viewing “My Cart”. It will look something similar to this:
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From this screen you can change and update quantities and when you are finished you can “Save as E-quote” or “Checkout”. If you have a PCard issued in your name you can go ahead and checkout, but if not simply save it as an E-quote. You will be asked to fill out some information (see below) that will make this E-quote specific to you and complete the “Authorized Buyer” fields to have the configuration sent to the person in your department who holds the approves orders. This is typically your business manager. Once completed click the green “Continue” button at the bottom of the page. If you are not finished with your E-quote, simply do not fill in the “Authorized Buyer” information and an email will not be sent to them to place the order. When you are finished with the E-quote and ready for your buyer to purchase, then go back into the E-quote and fill out the “Authorized Buyer” information which will then send an email to them notifying them you are ready for this purchase to be made.
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5.) The next page will look similar to this:
Your job as the person configuring this purchase is done. You can either “Continue Shopping” or “View E-quote” if you like or you can quit completely. 6.) After step 5 has been completed, your business manager will receive an email containing your E-quote. Your business manager can then forward their approval to whomever in your department who has the ability to order items up to $5,000 with their PCard. (This scenario will vary as departmental business processes vary) This step does not have to require a log on. The email contains all the pertinent information. 7.) The person who has the ability to order with the PCard can log on to the site also in the same manner as listed above. Once they are logged they can click the “E-Quotes” button on the main menu bar. They will then see a listing of ALL the E-quotes contained in the system. In other words they will see everybody on campus’ E-quote. They also have the ability to delete quotes at will. We are all on the honor system to only delete our own E-quotes. The E-quote page looks like this:
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As you can see, if you name it properly you can find your quote very easily. E-quotes are kept on this page for 30 days, so you can go back and refer to them as you wish. Also, if you are done with an E-quote, please delete it so the page can stay as clean as possible. 8.) Once the PCard buyer has located the E-quote simply click the Number link. It will bring up a screen exactly as described in step #4. The quantity can be changed if need be and other alterations to the configuration can still be made. When they are ready to place the order click the green Checkout button in the lower right corner. The next screen will look like this:
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There are a few things the PCard holder must do on this page: 1. The Contact Information will be pre-populated with the information of the person who is logged in. If you want other individuals notified of an order acknowledgment, order confirmation and shipment notification via e-mail you must check the box next to “Check and receive a confirmation email” and add their e-mail address in the appropriate field. 2. In the Ship To section of this page you will only see one address. Tulsa has asked for this so we can receive the computers first to load the software that the department has requested. Currently there is no way to ship to another address for specific items. All items must be shipped to Tulsa-IT for the time being. 3. You will not need to change anything in the Shipping Method section unless you want to pay for faster shipping which does not really speed up delivery since most items ship from Austin. In other words, expedited shipping is not worth it. 4. In the Tax Exempt Status section you do not need to change anything. 5. In the Export Compliance section you must choose the “I WILL NOT” radio button. 6. Click the green “Continue” button to proceed to the next section. 9.) The next section is the final page that requires any input. It looks like this:
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1.) The Order Details section summarizes your purchase amount. If it contains any taxes or is over $5,000 you might need to go back and make sure everything is correct on your order. 2.) In the Card Information section simply fill out the blanks as you would for any other PCard transaction. Toward the bottom of this section you will see a Purchase Order Number field. For IT tracking purposes, please enter the name of the person for who this purchase is made or a specific department name as the PO name, but it must NOT contain any spaces. It is simply a tracking and/or reference number for you to reference if there is any shipping, billing or return issues. This number will follow this transaction from beginning to end. Please try and make it unique for each purchase. The final part of this section is a check mark to “Save credit card information”. It is OK to click this. 3.) The final section on this page is the Card Billing Information. You do not need to change the information in this area. It is for reference purposes only. Click the green “Continue” button when you are done with this page. Purchasing/Legal has approved the Terms and Conditions on purchases from Dell in this manner so reading the conditions clause is not necessary. 10.) We are now on the final page of the transaction. It will look similar to this:
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You can simply print this page as it is, or you can click the link “View/Print as Purchase Order” and print a copy that is a little cleaner. Also on this page, you can click the box “Update my current user profile with the changes I entered while completing this order” if you made any changes to your profile during this transaction. When you are completely satisfied with your order click the green “Submit Order” and you are done. 11.) In the next five minutes after you submit the order the person who entered the PCard information and any other people listed in Step 8 will receive an Order Acknowledgement from Dell. This e-mail simply states that the order has been placed. Dell will also send out an Order Confirmation when that order has been scheduled for production. This email will contain a Dell order number to help you track the order if you wish. The final email you receive is the Shipment Notification when the product gets the final scan at the factory. 12.) After you have received your Dell order confirmation email, you will need to navigate to the Tulsa-IT homepage to fill out the information we need to setup your computer with the proper settings and software. Go to http://tulsa.ou.edu/it/purchasing.htm , and scroll down to the end of the page where “Software Checklist” is underlined. Click on Software Checklist. Please fill this form out and send to Tulsait-helpdesk@ouhsc.edu .
Thank you for making your technology purchases through the website provided by Dell and Tulsa-IT.
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