SupplyNet FAQ
Please contact your Supervisor or Academic Department Manager for the "SupplyNet Requester" role.
SupplyNet Access allows you to create and manage Requisitions and Purchase Orders for goods and services and view Preferred Supplier Catalogues.
The "SupplyNet Requester" Role can be assigned to active Employees and Graduate Students.
Click here for details on additional SupplyNet roles.
The basic "SupplyNet Requester" role provides access to the Requester's transactions. The “SupplyNet Global Inquiry” role is for individuals who require broad departmental or central Inquiry capabilities in SupplyNet.
This role provides:
- Inquiry capabilities to all Requester and Approver activities
- Access to all University requisitions, purchase orders and invoices
- Ability to re-assign a purchase order to another Requester
For Global inquiry access download the form and have it signed by your Supervisor or Academic Department Manager. Once the form is complete and signed please send it to the email address at the bottom of the form.
Click here for details on additional SupplyNet roles.
Click here for step by step instructions on creating a requisition from Preferred Supplier Catalogue
Click here for step by step instructions on creating a Freeform requisition or Contract for Services requisition.
Click here for step by step instructions on initiating a change order for editing, canceling a PO or a line on the order.
Yes, if you wish to split a single line into more than one SpeedCodes you can use the green split billing arrow on each line.Click on the double arrow to open a dialogue box where you can identify the billing for each split. You can define the split by dollar amount or by percentage and click on save to update billing changes
Click here for step by step instructions.
Upon typing the supplier’s name in the supplier field, your supplier does not appear in the drop down, this indicates that it is a new supplier.
Cancel the 'Write a Request Window' and download the New Supplier Request and email it to your Supplier contact for completion. NOTE THAT THIS FORM IS MANDATORY AND MUST BE COMPLETED ELECTRONICALLY BY THE SUPPLIER NOT A UNIVERSITY EMPLOYEE. HANDWRITTEN FORMS WILL NOT BE ACCEPTED.
When the completed form is returned to you by the Supplier, initiate the requisition. Type Supplier - new (with spaces) in the supplier field and choose from the drop down. Attach the completed form received by the supplier.
Please note that we encourage using the Corporate Purchasing Card (PCard) for eligible purchases below $5,000 for new Suppliers.
Only proceed with the steps below if a SupplyNet PO is required and PCard is not an option (e.g. Supplier does not accept credit card payments, Contract for Services, restricted or controlled goods - see eligible and ineligible PCard expenses and Benefits of using PCard).
Click here for step by step instructions on multiple ways to receive your order.
Click here for step by step instructions on how to void receipt on your order.
Click here for step by step instructions on receiving an order on behalf of another requester.
Invoices without a PO that do not meet the criteria of Direct Pay will no longer be paid and will be returned to either the responsible department or to the supplier. University purchasing options are either by Purchase Order or Corporate Purchasing Card (PCard). Departments may contact the supplier to pay the returned invoice by PCard. Or, if choosing to initiate a requisition in SupplyNet after the invoice has been received, it will be the department’s responsibility to communicate to the supplier that it is not a new order to be fulfilled (i.e. duplicate order). The department will also be responsible to advise the supplier that the existing invoice will need to be revised to include the PO number and then have the invoice re- submitted, via the invoicing methods indicated on the Purchase order.
It is not possible to have orders delivered to a home address. Vendors deliver orders to the University. Requesters can make arrangements to pick up the delivery at central shipping in the Materials Management building by contacting Dispatch
Yes, orders can be sent to an alternate delivery location on freeform orders and NOT online supplier catalog orders.
Select “Alternate Location” if the ship-to address does not appear in the list of locations.
The requisition will route to a Procurement and Contracts Management (PCM) for review prior to PO dispatch.
Click here for step by step instructions.
A Capital GL Account (507xxx) should only be used for items valued at $5,000 or more per unit and that are expected to last at least 3 years.
See the Guide to Financial Management - Chapter 9 Capital Account Coding for more information.
After a SupplyNet PO has been fulfilled, invoices can be submitted via one of the following three methods
Option 1: Submit Invoices directly from the PO email
Use the "Create Invoice" button provided in the PO email to submit Invoices. Click here for detailed instructions
Option 2: Invoice via the Coupa Supplier Portal
Register on the Coupa Supplier Portal (CSP) to create invoices directly against the PO.
Click here for Information and Tutorials on the Coupa Supplier Portal.
Option 3: Email PDF Invoices to our Drop Box at: invoices@ualberta.coupahost.com
Note : Options 1 and 2 are the University's preferred method of receiving invoices and both options offer faster processing times than option 3 because the submitted invoices are immediately transmitted into our system.