How to Use Red Dragon Depot

1. Login via myRedDragon (Faculty/Staff tab)
   1. Right-hand column, Important Links, under myRedDragon Resources, click Red Dragon Depot (Purchasing)
      
      

1. Catalog – 2 types:
   1. Hosted – lives on our system (Central Stores, NYSPSP)
   2. Punchout – takes you to their website to shop and then back to RDD to checkout.
      1. Use P-Card for Amazon & Staples
      2. Use PO for WB Mason
2. Non-Catalog (all other vendors – PO only)
   1. Searching for Vendors under Non-Catalog Items
   2. Under Search Bar, Go to: Non-Catalog Items
      
      
      1. Type part of the vendor’s name
         1. Less is more and don’t use punctuation.
            
      2. Can’t find your vendor?
         1. Request a W-9 from the vendor and send it to Purchasing.

1. Non-Catalog Item (Catalog steps are similar, but skip to Checkout after punching out to website)
   1. Search & select vendor
   2. Add Item(s)
      1. Fill out left side:
         1. Item/Service
         2. UOM = EA
         3. Qty
         4. List Price
      2. Click Add to Cart
         
         
      3. Add more items, if needed.
      4. Proceed to Cart & Checkout
         
         
   3. General Details Tab
      1. Payment Form = PO
      2. Add Account Code 1 and Account Code 2 (if splitting accounts, not common)
      3. Add OGS Contract #
      4. Add Vendor Quote # 
         1. Continue
            
   4. Delivery Details Tab
      
      1. Select Central Receiving (and confirm the attention to is correct for Central Receiving to deliver to you on campus)
      2. Continue
   5. Billing Details Tab
      
      1. Select Accounts Payable
      2. Continue
   6. GL Details Tab
      
      1. Enter Account # in the favorite’s Bar or click on the + symbol to search for Account #(for 1st time using an account #)
         
      2. Apply
      3. Continue
   7. Line Item Details Tab
      
      1. Notes & Attachments
         
         1. Can add Internal Note and/or Attachments on the Line Item itself or off in the right-hand column
            
   8. View Workflow Details Tab
      
      1. Shows approval status (if you don’t see your approver listed, contact Casey Avery prior to submission).
      2. Click Submit

1. 1. Email from [email protected]
      
      
      NOTE: PO is not immediately sent to vendor
      
      
      1. Purchasing must first encumber funds in the SUNY system and then the Purchasing AA will email or fax PO and cc: PO requester.

1. 1. If you see the Pending Transaction(s) banner, you have not submitted your order yet.
   2. Click on the banner to select the PO
      
      
      1. If you no longer need the order, you can click on the icon and delete the transaction.

1. 1. Search orders (old & new) – by requestor, PO#, vendor, etc.
      
      1. View Workflow – see dates approved or who with currently
         
         1. Active = current approver PO is with
            

1. 1. Once item/service is actually received, immediately go into RDD to receive it.
      
      1. Once order is completely received or confirmed nothing more to receive, Close order.
         
      2. To Receive:
         
         1. Select your PO
            
            1. Under Line Item Details Tab, receive either against the Quantity or Dollars and click Update
               
               
               NOTE: AP cannot pay invoice until the item/service is received in RDD.

1. 1. Must add “Standing Order” verbiage in the Item/Service Description
   2. Qty should = 1 with total estimated dollars to spend over the FY (can always add funds with a CO)
      
      1. Receiving against Dollars as invoices come in

1. 1. Used to increase or decrease PO amounts
      
      1. Complete the Change Order Request Form

1. 1. Immediately notify the Associate Director of Purchasing and Accounts Payable (Casey Avery) of the following changes:
      
      1. Location on campus changes
      2. Approver changes
      3. Name changes

1. 1. First Name will be your first and last name
   2. Last Name will be your location on campus
      1. DO NOT change this as it affects your POs and items may not be delivered to the correct place from Central Receiving.

1. 1. DO NOT upload invoices to RDD (unless approved as an NOR – see NOR Policy)
      
      1. Purchasing without a PO in place bypasses the purchasing process and could result in having to use other funding sources to pay invoice.
   2. Invoices should be emailed directly to [email protected].
      
      1. AP will not see an invoice attached to a PO after the PO has already been approved.

Training Manuals:

• User Manual
• Order Summary
• Approver Manual
• Receiving Manual