Completing the Material Order Form

AggieSupply Material Order Form (MOF) Completion Instructions

The Material Order Form can be used to order goods not in stock at AggieSupply. We encourage you to visit our store at 430 Crocker Lane on the UC Davis campus to see if the item(s) you want are in stock first. Or, give us a call at 530-752-1511 , and we'll be happy to assist!

Definitions

MOF – Material Order Form
QTY – Quantity of goods needed.
UNIT – Unit of measure in which the goods are to be purchased. Some examples are: EA (Each), LG (Length), FT (Feet), PL (Pale), GA (Gallon), CN (Can). ** Field limited to 2 character spaces.
PART NUMBER – Vendor’s identification number for the goods.
PRIORITY – Classification used to determine timeline need.
SSO – Shared Services Organization
PO – Purchase Order

Requester Instructions

Required Information – Failure to properly complete will result in MOF being rejected for re-processing. *** If a Vendor Quote is provided, this can be submitted in place of the MOF, but the required pieces of information must still be provided.
- Today’s Date – Date of Request
- Requested By – Requester’s Name
- Approved By – Designated Shop Approver’s Name
- Work Task # – Work Task Number ** A VALID/IN PROGRESS number is needed to place an order
- Priority – Signifies the expected delivery time
  - HIGH – EMERGENCY – Goods are needed within 1 to 4 Business Days
  - MEDIUM – URGENT – Goods are needed by a specific date – Tied to a specific Job start/end date or Needs to be placed by “X” due to specific Vendor lead times. Time frame is 5+ business days, anything under 5 would be considered a HIGH Priority.
    - Justification is needed for HIGH and MEDIUM Priorities
  - LOW – ROUTINE – Goods are not needed until 7+ Business Days and not tied to a specific date to complete a Job within scope (specific date needed would fall under MEDIUM priority).
  - HIGH/MEDIUM Justification – Reason your order needs to be a rush/urgent order. Justification should be in line with the following examples. Specific detail is required (What/who is affected and how).
    - Life threatening situations for human and/or animal life
    - Catastrophic events such as, flood, fire, earthquake or other natural disasters that pose a threat to human and/or animal life, adversely affect the university mission, or threaten university property
    - Critical equipment failure, either on or off campus, that seriously increases the risk exposure of the university or may cause an extraordinary impact on funding
    - Weather conditions affecting agriculture, human and animal shelter, and construction
    - Public safety incidents that seriously increase the risk exposure of the university or threaten life or property
    - Time restraints (FOR MEDIUM ONLY), like short lead time work orders, specific time frame to place order with Vendor. Absolute date product is needed to complete job or avoid work stoppage.
  - Date Material Needed – The requested delivery date of goods
  - Vendor Name – Name of the Vendor/Company requested
  - Material/Goods Information
    - QTY – Quantity you want ordered
    - Unit – Unit of measure the goods/item is packaged in
    - Part Number – Vendor Part number assigned to the goods/item you need ordered
    - Item: Name, Manufacturer, and Description. Service: Type of service
      - Detailed description of goods/items/services desired for purchase. Maximum detail is strongly encouraged to avoid any delays.
    - Service: Type of service, Scope of work, Location and Contact name
      - Detailed description of goods/items/services desired for purchase. Maximum detail is strongly encouraged to avoid any delays.
    - Unit Cost – Cost per individual unit
  - Quote Information – Indicate if a quote is accompanying the order.
    - Quote is REQUIRED for ALL Service requests. Hard copy can be turned in or e-mailed, ensure delivery method is noted on the MOF.
    - Quote is optional for Material requests. Hard copy, e-mailed or even phone quotes are acceptable. Note delivery method on MOF. If phone quote, note contact name and number.

SUBMISSION – After the MOF has been completed, please email it to fac-purchasing_accountspayable_expediting@ad3.ucdavis.edu; the AggieSupply Purchasing Coordinator and their back-ups will receive the request. If a hard copy was used, the completed MOF can be turned into the in-box located at AggieSupply in the Purchasing Coordinators office.

Purchasing Coordinator & Designated Back-ups

MOF Compliance – The Purchasing Coordinator (or designated back-up) will check the submitted MOF to ensure all required information has been entered. If any required information is missing, the form will be returned to the requester for proper completion.
Placement/Completion – The Purchasing Coordinator (or designated back-up) will create the order based on the information provided in the MOF. Once the PO has been created, an e-mail notification will be sent (regardless of submission type) to the requester. The notification will state the status of the order and the assigned PO number attached to it, along with any other detail relevant to the placement (CMS Ticket Number, Aggie Enterprise Order Number).