Supporting Documentation for Requisitions

In order for the Purchasing Office to process requisitions in a timely fashion, it is imperative that all necessary sourcing backup documentation get routed to the appropriate buyer. To enhance the delivery process, the Purchasing Office has implemented a document management system that utilizes the fax server technology.

The fax server eliminates paper and inter-office mail, provides automatic routing to the buyer handling the order in the Purchasing Office, and maintains electronic versions of backup documentation for reference by everyone in Purchasing.

With this technology, departments have two options for sending documentation to the Purchasing Office:

• Through a Fax Line at 854-2699 (Must use the Purchasing Fax Coversheet)
• By emailing purchsrv@columbia.edu

To fax a document to Purchasing, users must use the appropriate Purchasing Fax Coversheet, which automatically creates a barcode based on the requisition number the user enters in order to improve routing accuracy. All faxes should be faxed to (212) 854-2699.

To email a document to the fax server, just send an email to purchsrv@columbia.edu. Note that the subject line must include the requisition number only in order to ensure proper routing.

Upon delivery of either the fax or email, the fax server will process the documentation accordingly and route a copy to the appropriate buyer, while at the same time saving an electronic version into a database.

For more information on utilizing the fax server to deliver sourcing backup documentation, please contact purchasing@columbia.edu .