You know, I have written a lot about how bad BAMN was, but Odin’s Eyepatch! I’m having nearly as much fun with plain old Aggie-Buy!
Whenever she wants to order something, she first has to figure out what it is. She has several old removable racks for the dishwasher that each hold approximately a squillion test tubes. The racks are getting a little rusty, so she wants to replace them, but what should they be called? Dishwasher racks? Inserts? Or are they regular test tube racks that can go in the dishwasher? She knows they originally came from the Vendor Who’s Responsible, but the search feature on their website chokes and dies on multi-word searches. I guess she’ll have rusty test tubes until she figures it out.
And what about the small, rimless, printing-less test tubes that Intro Bio uses as cuvettes in the spectrophotometerizers? Is she looking for “cuvettes” or “test tubes”? Or maybe “sample tubes”? Flint glass or borosilicate? Disposable or washable? Case of 1,000–or maybe fewer? She doesn’t know the product number because she doesn’t have the records of previous orders and because the ones she has, being printless, don’t have the product number on them, do they?
Aggie Buy also does delightful things like urp up “your PO has been approved for distribution,” two months after the goods have been received.
The human female needed catechol for just one lab during the entire semester. Usually, she orders a bottle of dry powder. The bottle looks empty—adding water to the minute amount of power inside and shaking yields about 20 ml of usable solution. This year, when she ordered, the Purveyor of Squiggly Things (and Occasional Non-Squiggly Things) agreed to substitute two small bottles of pre-mixed catalase and charge her just the original item’s price for her inconvenience. It came in good time and was used to good effect. All was well until it was time to pay the invoice. Then the snowstorm of comments started (and keep in mind that each comment generates an email telling the human female that she has a comment and she has to log in to Aggie Buy and open the program and click through to see the comment. When she responds, she gets another email telling her her comment has posted) :
- Bean Counter #1: The department ordered 1 for PO Line Item 7 but the vendor is billing for 2. If the second item has been received and the department is going to keep the item, please create another receipt for the additional item so this invoice can finish routing for approval. If the vendor missed billed, has the vendor been contacted about a credit memo. Please provide an update.
- Human female: We ordered 1 of a dry powder preparation of the chemical. The supplier could not ship in time for our needs, so they substituted 2 of a liquid preparation of the same chemical, which gave us about as much as the dry powder would have made. Okay to pay as invoiced.
- Bean Counter #2: line item 7 needs a receiving of one done to match the vendor billing. thanks
- Human female: Yesterday Bean Counter #1 said they were billing for two. Which is it? One or two? What actually happened is that the vendor shipped two but said they’d bill for one (or for the original price of the powder) to make up for the inconvenience of being out of what we ordered. (Original product was not available to ship on time, so they subbed.) If they billed for one, great, we got something free. If they billed for two, it’s all right to pay for what they shipped.
- Human female: Okay, looking at the invoice, they billed for what was shipped, not what the Carolina account rep said they were going to bill. But we DID receive what was billed, it just doesn’t match the original PO because the vendor could not supply the original item. (Different form of the same chemical.)
- Bean Counter #2: so will you be correcting line item 7 to match the billing so we can move this invoice forward? thanks
- Human female: Do I need to go to the PO and change things? Where am I supposed to correct line 7?
- Bean Counter #2: You need to go to the PO and do a receiving of one for line item 7-thanks
- Human female: Okay, though I don’t see how that will fix the problem since they billed for two of a different item.
- Bean Counter #2: if you did not get two for line item seven do not do receiving, I thought you said you received everything they billed they just billed from a different quote, if you did not get 2 for line item 7 contact the vendor for a credit. thanks
- Human female: I did get two, but NOT two of what the PO shows. I keep trying to explain. They subbed two of a different product (liquid) that was roughly equal to the amount the powder I ordered would have made. On the packing slip sent to Anita Luna, I marked that I received the two they shipped and billed for. (And apparently I *can’t* do receiving in AggieBuy. I was never given that ability.) They are only asking payment for what they sent, which was a SUB for something they didn’t have. Anita has a digital copy of the packing slip.
- Bean Counter #2: Bean Counter #3, please look at this and see the human female’s response in comments
- Bean Counter #1: Human female, PO Line Item 7 was created for 1 @ 10.25. I do realize the vendor sent and is invoicing for a substituted item and is billing 2 @ 9.23 for a total of $18.46. Since 1 was ordered and the vendor is billing for 2 and if they department received all of the item on line 7 and agrees to pay the overage, then another receipt will need to be created and receive 1 more for line item 7 since the vendor invoice a quantity of 2. Please let me know if you have any questions or if this doesn’t make sense. Thank you.
- Human female: I don’t think I have the ability to do receiving. I scan the packing slips and Bean Counter #3, in our Bio Dept. does the receiving. I was never enabled to do it, I don’t think.
- Bean Counter #2: Bean Counter #3, since the human female cannot do receiving can you receive one on line item 7- you can see comments on this document. thanks
- Bean Counter #3: Done.
Ah, yes. Done. The human female is done. So very, very done.