Forms

The Catering Contract Form must be used for all catering provided by Clark Dining Services (Harvest Table). The catering form will create a purchase order (PO) within SmartBuy Plus and Banner. Once the event is complete, Harvest Table will issue an electronic invoice against the PO.

Please note that Clark Dining Services needs all catering events to be processed using the Catering Contract Form in SmartBuy Plus as they are now invoicing us electronically and need a purchase order to be generated in SmartBuy Plus for them to bill against and for them to know the event has been approved.er

The process below should be completed before the event occurs. If, for some reason, the quote/contract is not submitted before the event, you still need to complete the steps below in order for Clark to get invoiced.

Please follow the steps below when placing catering orders:

1. Prior to placing your order, please contact Kim MacElroy at extension 7124 to discuss your catering needs.
2. Once you have determined what you would like to order for your event, Kim will email you a quote/contract.
3. Review the quote/contract to make sure it is correct and reflects the pricing you discussed with Kim. Save the PDF file of the contract and remember the location you saved it at.
4. In SmartBuy Plus, open the “Catering Contract Form”
5. Complete the form, required fields are indicated in bold print.
6. In the Description field, please enter the “Event Number” that appears in the quote/contract
7. Please make sure “Quantity” is set to “1”.
8. Click on “add attachment…” under “External Attachments” and upload the PDF file of the quote/contract that you saved above. You do not need to print out the PDF, sign it, and scan it back in – by submitting the PDF file via SmartBuy Plus, you are providing an “electronic signature”.
9. Once the form is completed, select “Add and go to Cart” from the dropdown list at the top of the page and click on the “Go” button.
10. Proceed to checkout and process the cart like you would any other SmartBuy Plus transaction. When complete, the quote/contract will be sent to Clark Dining Services electronically.
11. Once your event is complete, create a “Cost Receipt” indicating the final cost of the event.
12. Clark Dining will then invoice Clark for the event electronically – there is nothing you need to do to approve an invoice. Do not submit the quote/contract again as a Direct Pay Invoice or else it could get paid twice.

Use this form for creating a purchase order to purchase meals at the Higgins Cafe (Dining Hall).

1. Click on the “Dining Hall Meals Form”
2. Indicate number of meals you are ordering.
3. Complete the required fields at the bottom of the form.
4. Select “Add and go to Cart” from the drop down menu at the top of the form.
5. Complete the checkout process (or assign the cart if you are a shopper).
6. In a couple of minutes, a Purchase Order will be created (see “My Recently Completed Purchase Orders” from the menu when you click on your name at the top of the screen). Please allow time for additional processing if your order is subject to additional approval, or if you are a shopper and need to submit the order to a Requestor.
7. Once the PO has been created, open the PO and select “Print Fax Version” from the “Available Actions” drop-down list and then print out the resulting PO.
8. Bring the PO with you to the Dining Hall as payment for the meals.
9. As with all other orders, you must create a receipt after you have received the meals. In this case you will create a “Quantity Receipt” confirming the number of meals you received. (See Instructions)
10. Clark will be electronically invoiced for these meals.

This form is used in the following circumstances to request payments to vendors when an invoice is provided and the purchase does not require a purchase order.

Please note: Purchase Orders should be created in advance for most purchases. Direct pay invoices should be infrequent exceptions.

1. If you did not receive an electronic copy of the invoice (PDF, etc.), scan the invoice and save it in a convenient location.
2. Click on the “Direct Pay Invoice Form” link under the “Miscellaneous Services” section on the main SmartBuy Plus page.
3. Enter the name of the vendor you are paying. Search for the vendor by entering the beginning or part of the vendor’s name. The list will populate with likely matches as you type. Select the vendor you want from the list. If the vendor’s name doesn’t appear, you can click on the “vendor search” link to search again. If the vendor’s name still doesn’t show up, please view the vendor information instructions.
4. Enter the invoice number provided by the vendor. If no invoice number has been provided, follow the instructions for creating an invoice number as indicated.
5. Using the calendar button provided, select the invoice date.
6. Just below “Attach Invoice Here,” select the “add attachment” option and browse for the previously scanned invoice. This is a required step. The form will not be submitted without this attachment.
7. Enter the Product Description. Please accurately describe the goods/services being purchased. This text is limited to 37 characters and appears on the check stub that is sent to the vendor with payment.
8. Under Invoice Amount, enter the full amount of the invoice. Do not include a dollar sign ($) (i.e. 43.28). If the invoice needs to be adjusted, enter the full unadjusted amount of the invoice here and see #10 below.
9. “Invoice Description” is optional and can be used to provide additional description of the goods/services being purchased. This is not sent to the vendor but is used for internal purposes only.
10. Use the “Special Instructions” area to optionally provide any special instructions for the accounts payable office.
11. If the invoice needs to be adjusted (for example if we were billed for sales tax and it should be removed from the invoice), enter the amount of the adjustment/credit and indicate using the drop down box if you expect to receive a credit for the adjustment. Also provide and explanation of the credit/adjustment in the provided text box.
12. When all fields are completed, select ‘Add and go to Cart’ from the drop-down menu in the upper right corner and proceed through the normal checkout process.
13. Quantity/Cost Receipts are not required (or needed) for Direct Pay Invoices.

Use this form to order food from local vendors (Fantastic Pizza, Acoustic Java, Blue Jeans, etc.) This form assumes you will be printing out the purchase order and bringing it with you. It will not fax or email the PO to the vendor.

If you need to have it faxed or emailed, you should print out the PO and do it manually.

• All fields are required.
• If you do not know the exact amount of the order, create a “Not-To-Exceed” PO by entering a maximum dollar amount in the “Not-To-Exceed Amount” field. This is most likely what you will be doing in most cases.
• If you know the exact items and pricing you are ordering, you may enter them under “Itemized List”
• Once the PO has been created, find the PO in SmartBuy Plus and select “Print Fax Version” from the “Available Actions” drop-down list and then print out the resulting PO.
• Sign the PO in the space provided toward the bottom of the page. If using a “not-to-exceed amount”, also write the final total cost on the PO.
• Give the signed PO to the vendor.
• As with all other orders, you must create a receipt after you have received the food. For food items, create a “Cost Receipt” indicating the final cost of the order.
• If you receive an invoice for the food, clearly write the PO number on the invoice (or attach a copy of the PO) and forward it to the Accounts Payable office.
• To request additional vendors to be added to this form, please email the Business Manager.