How to Order Specialty Gases or Mixtures using the Quantity Based Form


Overview

This article provides instructions on how to order Specialty Gases or Mixtures using the Quantity-Based Form in Oracle.

Essential Information

Next Steps

1. First confirm that the desired mixture or specialty gas is not already listed in the Advanced Search Module. If not in Advanced Search, request a quote from the supplier. 

Airgas

Nippon Sanso Matheson

Note: You will need to add the quote at a later step.

2. Log into Oracle Financials Cloud (OFC).

3. Select Procure to Pay.

4. Select Purchase Requisitions (New).

5. Under Requisition Forms, select Quantity-Based Form.

6. Enter the Specialty or Mix information in the Item Description Box. 

It's important to include the following.

  1. Type of Gas
  2. Gas Components and Percentages
  3. Cylinder Size

Enter Lab Gases as the Purchasing Category.

7. Update the Quantity field to the number of cylinders you are looking to purchase of this particular gas. 

8. Enter the Supplier as either Airgas or Nippon Sanso Matheson, Inc., and then select the Supplier Site. 

If you know the supplier catalog number of the gas you are looking to purchase, please also provide that in the Supplier Catalog Number field. Otherwise, please enter N/A. 

9. Attach the Quote from the vendor to the Attachment Section.

10. Please fill out all other required fields.

11. When you are done, select Add to Cart.

12. Repeat Steps 5-7 for each Specialty Gas you'd like to purchase.

13. When you are finished shopping. Select the Shopping Cart icon located at the bottom left corner of your screen.

14. Now, you will be redirected to the requisition in Oracle. Fill out all required information as follows:

  1. Room Number: Room/Lab/Bay number that you would like your gas cylinders delivered to.
    • Can be accessed by selecting the Pencil Icon next to Requisition Summary.
  2. Where is work performed: N/A - Goods Only
    • Can be accessed by selecting the Pencil Icon next to Requisition Summary.
  3. Deliver-to Location: Building that you would like your gas cylinders delivered to. 
    • NOTE: All cylinders are delivered to your Direct Deliver-to Location regardless of whether you choose your Direct or Preferred Deliver-to Location. Please only choose the Direct Address to help mitigate complications.
    • Can be accessed by selecting the Pencil Icon next to Requisition Summary.
    • If you would like different deliver-to locations for each line, select the Delivery Truck Icon and enter in the deliver-to location manually.
      • NOTE: This will result in separate Purchase Orders for each new deliver-to address.
  4. Project Number, Task Number, Expenditure Item Date, Expenditure Type, and Expenditure Organization.
    • NOTE:  If you are not sure how to fill out the billing section, don't hesitate to get in touch with your supervisor, or your department's financial team.
    • Can be accessed by selecting the Pencil Icon next to Requisition Summary.
    • If you would life different COA's for each line, select the Billing icon and enter in the COA's manually.

15. Once you are done, select Submit at the top right of your screen.

16. After the PO has been approved, it's good practice to reach out to Airgas and Nippon Sanso Matheson to confirm your order.

Airgas

Nippon Sanso Matheson

Supplemental Guides & Information

For more information about Gas Cylinders, please visit out Blink page here. 

Questions?

If you need any additional assistance, please submit a ticket here to Budget & Finance for support.