Frequently Asked Questions

What are Open Orders (Non-Stock Orders)?

Open Orders are purchasing agreements negotiated for the university. When provided with an open order release, selected suppliers provide the university with supplies and services at established terms of purchase. The primary objective is to obtain material quickly, keep the ordering process as easy as possible, and minimize ordering costs.

What are some of the advantages of ordering?

• An expedient way to obtain supplies not available from University Stores stock.

• 200 vendors to choose from.

• Web site access for complete supplier listing.

• Streamlined ordering process with substantial vendor discounts.

• No vendor invoice reconciliation or payment/credit problems.

• Easy expenditure tracking–e.g., locate items on your monthly Stores billing statement.

• An experienced team of product specialists to assist you with your purchasing needs.

Are there limits or restrictions on open orders?

• There is a $2,500 limit on orders with some exceptions.

• There are a number of local suppliers with requirements or restrictions.

• If you are ordering from a supplier for the first time, a call to Open Orders at (517) 353-5392 may save time.

• Refer to the Manual of Business Procedures for more information on open order policies.

Who should I contact to obtain an open order (non-stock) release number?

• Local suppliers: Release numbers can be obtained online or by calling (517) 353-5392 or      (517) 884-6241.
• Out-of-town suppliers: Release numbers for out-of-town suppliers, regardless of value, can be obtained online or by faxing or sending a Non-Stock form to University Stores, Attn: Open Orders.

How do I cancel an open order?

• Local suppliers: Contact the company directly to cancel an order and then notify Open Orders about the cancellation.
• Out-of-town suppliers: Contact Open Orders and the cancellation will be done for you.

What do I do with the packing slip delivered with my order?

• Local suppliers: Return packing slips to:
  
  University Stores
  101 Angell Building
  East Lansing, MI 48824
  Attn: Open Orders
  
  Make sure your release number is on the packing slip. When auditing invoices, the Open Order staff refers to the packing slip for receipt verification.

• Out-of-town suppliers: It is not necessary to forward your packing slip; Open Orders has the receipt of your item on record.

How do I change my original order?

• Local suppliers: You can change your original order by contacting the company directly. Please notify Open Orders of the changes so the necessary billing corrections can be made.
• Out-of-town suppliers: Contact the Open Orders staff and they will contact the supplier to make the necessary changes.

How do I return an item?

• Local suppliers: Local supplier returns may be done by your department.
  • Obtain a copy of the credit and send or fax to Open Orders with the release number.
  • Contact Open Orders to verify the item you are returning.

• Out-of-town suppliers: All returns for out-of-town suppliers, regardless of value, must be processed through Open Orders on a Material Return form.

For more information about Open Order returns, please refer to the Open Order Returns page.

How do I know if a supplier is participating in the Open Order program?

A list of current suppliers is published on the Open Orders Web site, or you can request a list by calling (517) 353-5392.

Can gas cylinders be refilled through Open Orders?

All department-owned cylinders may be filled with the exception of liquid nitrogen which must be filled through Stores stock.

Open Order returns:

Immediately contact Open Orders are (517) 353-5392 to report all damages or shortages. If a shipment has been damaged, please keep the original container until the claim is resolved.

• Local suppliers: Local supplier returns may be done by your department.
  • Obtain a copy of the credit and send or fax to Open Orders with the release number.
  • Verify the item you are returning.

• Out-of-town suppliers: All returns for out-of-town suppliers, regardless of value, must be processed through Open Orders on a Material Return form. OfficeMax is the only exception. When returning products to Office Max, customers will adhere to OfficeMax's product return policies.

Questions regarding returns should be directed to:

Nancy Devers
(517) 884-6194
Open Order Office Supply Suppliers

Gwen Smart
(517) 884-6192
Open Order Scientific and Medical Suppliers