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OFS Home > University Purchasing > Specific goods and services > Repair of equipment

University Purchasing

Repair of equipment

This topic covers:

• Repairs under warranty
• Repairs outside warranty
• Repair of equipment purchased overseas

It includes repair of equipment purchased Overseas. Financial Units are responsible for repair of items "under or outside warranty". Items in need of repair, whether or not under warranty, should be returned by Financial Units directly to the supplier or repair center recommended by the Manufacturer. Consideration should be given as to whether repair is economical or replacement is a more appropriate course of action.

Repairs under warranty

Portable items for repair under warranty. If not covered by on-site warranty, should be returned by Financial Units directly to supplier or repair center recommended by Manufacturer.

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Repairs outside warranty

Financial Unit should return portable items for repair, which is not covered by warranty, directly to supplier or repair center recommended by Manufacturer.

1. The Financial Unit should obtain a quotation for the cost of the repair before any work is carried out.
2. Once the approximate cost of repair is known, a requisition should be entered into the FMIS to commit funds.
3. The Purchasing Office in the normal fashion will raise a university order.
4. When the repair is completed and the item or items restored to satisfactory working condition, the invoice may be authorized for payment by the Financial Unit and forwarded to Accounts Payable for processing.
5. For urgent repairs a requisition can be entered into the FMIS with an estimated cost. The amount committed will be amended to reflect the cost of repair when the invoice is received.
6. The Purchasing Office, on advice by the Financial Unit, will then process the order amendment to reflect the invoice value.

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Repair of equipment purchased overseas

Items for repair, whether under or outside warranty, should be sent to the Purchasing Office for return to the Overseas supplier via our Customs Agent "Johnfletcher International".

Items for repair, whether under or outside warranty, should be returned to the Overseas supplier or repair centre recommended by the Manufacturer, via our Customs Agent "Johnfletcher International".

Items for repair can be returned to the overseas repair centre, properly packed, directly by the Financial Units.

Alternatively, items for repair can be sent to the University Store, properly packed and ready for shipment, with accompanying documentation pinned on the outside of the package.

When returning goods to the Store the following information should be provided:

• Requisition Number (with an estimated value for shipping and Customs Clearance costs)
• Original purchase order number
• Invoice Number
• Details of existing warranty (if applicable)
• Serial number
• Fault report

The Purchasing Office will issue a new order to allow items, on their return, to be received into Store.

The order value will be adjusted on receipt of the final invoice by way of an order amendment.

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