The purchasing process

Who does what?

KC Purchasing handles the purchase of:

• Chemicals
• Biological and biomedical products
• Lab products (glass, plastic, etc.)
• Laboratory equipment
• Gas
• IT products (computers, computer accessories, etc.)
• Office supplies
• Coffee, tea, milk, cocoa powder, etc.
• Furniture and furnishings
• Service for instruments/equipment over 100,000 SEK excluding VAT, where the supplier requires a purchase order with a PO number.
• Products or services exceeding 100,000 SEK excluding VAT. The procurement process for purchases over 100,000 SEK must be documented according to the Public Procurement Act. 

How to do this is described under Purchases above 100,000 SEK and Purchases above 700,000 SEK. 

Books are ordered through the Kemicentrum library. 

Get assistance in buying books for your research - Library of Science (lu.se)

Divisions/Units at the Department of Chemistry handle the purchase of:

• Oligos, primers, probes, peptides – Ordered via the supplier's website (e.g., Eurofins Genomics, GenScript, IDT)
• Service for instruments/equipment (if needed, contact KC Purchase for assistance)
• Catering
• Fruit – Fruit basket subscription
• Conferences
• Travel and accommodation
• Freight services 

Note that these invoices are handled by the divisions/units and not by KC Purchase. Therefore, providing the correct invoice reference is important when placing an order. Contact the division/unit administrator for more information.

OSYS - Order System

OSYS is the order system used for orders. A manual can be read and downloaded from the Department oc Chemistry's Canvas page. Access to the system is obtained by visiting KC Purchase's office for a brief introduction. 

Manual OSYS (in English) – The Department of Chemistry's Canvas page  (login with Lucat)

Delivery of Orders

Orders placed by the KC Purchase are handled as follows:

• Delivery is made to the KC Purchase's goods reception.
• Gas is delivered and stored next to the Caretaker's Office.
• Temperature-sensitive products are stored in refrigerators/freezers. Products requiring storage at -80 degrees should be picked up as soon as possible.
• The user/researcher receives an email via OSYS when the product has arrived.
• The user/researcher or representative collects the product in the goods reception/gas stores.

Other Delivieries

Other deliveries to the Department of Chemistry are also handled by KC Purchase and scanned into the package tracking system TRAXsuite. As soon as it is scanned, an email is sent to the recipient. The recipient/user or representative collects and signs for the delivery in the goods reception. 

Deliveries to private companies are collected at the Caretaker's Office.

Registration in KLARA

The KC Purchase registers ordered chemicals, biological products, biomedical preparations, and gases in the University’s chemical registration system KLARA. The products are labeled with a barcode label. 

Observe that the department must move the product to the appropriate storage space in KLARA after registration.

Facility Assets - Registration and Inventory 

• Facility asset refers to a purchase where the purchase amount exceeds 30,000 SEK excluding VAT and has a duration of at least 3 years.
• Registration of new assets is done by the finance group; the KC Purchase provides information about the asset.
• Inventory is conducted by the economist in collaboration with the division/unit.