Purchasing products and services through BASS Finlog

All purchases within the university are made through the system BASS Finlog. Be it ordering products or purchasing services. To do this, you enter an order request in BASS. The Purchasing Department then converts this request into an order (purchase order), which is placed with the supplier. This is preceded by financial approval by the general ledger and the budget holder.

Authorisation

To enter order requests in BASS, you need the authorisation ‘Order applicant’. If you do not have this authorisation yourself, you may ask your department's secretariat to enter the order request for you.

Catalogue and non-catalogue requests

There are two types of order requests you can enter:

Catalogue requests: These are orders you make directly through the online shop (also known as punch-out) on the home page of orders in BASS. Think of office supplies at Lyreco, Radboud Merchandise at DressMe or laboratory supplies at VWR. The university has made arrangements with the suppliers in the punch-out. This not only allows you to place an order easily and quickly, but also to benefit from discounts.
Non-catalogue requests: These are order requests for specific products and services that you won't find in the punch-out. Although these products cannot be ordered directly via the webshop in BASS, price agreements have also often been made with suppliers for certain products. The Purchasing Department takes care of these requests. In a non-catalogue request, you can therefore add quotations and web links to make the specifications of the product or service clear.

Directly to BASS

Requesting quotes

For services and goods, it is wise to first request a quote from the supplier. Always include Radboud University's purchasing conditions with your quote request, see below. When requesting a quote for a product, please include the ARIV; for a service, the ARVODI; for an ICT assignment, the ARBIT.

Radboud University's standard payment terms are payment on receipt of invoice, with a payment term of 30 days. If you include the purchasing conditions with the quotation request, the university's purchasing conditions will apply. Otherwise, the supplier's terms and conditions of sale may apply.

Have you received the quotation? If so, add it to your non-catalogue request in Bass.

General Government Purchasing conditions (ARIV)

pdf 1 MB

General Government Terms and Conditions for public service contracts (ARVODI)

pdf 198.18 KB

General Government Terms and Conditions for IT-contracts (ARBIT)

pdf 540.13 KB

Receipt booking and invoicing

After Purchasing Department has placed an order or sent a purchase order to a supplier, the university receives an invoice with the purchase order number. This way, it is clear to Accounts Payable department which order the invoice belongs to.

Before an invoice is paid, receipt of the order must first be registered in Bass. For goods, this is usually done immediately upon arrival at the Logistics Centre or Receiving Goods. For services, you can do this by going to the ‘Receipt’ heading on the Bass home page. Every Monday you will receive a reminder e-mail when you need to register the receipt of an order for which an invoice has arrived.

Does the invoice not match the purchase order? Then the accounts payable department or the purchasing department will contact you. In that case, the invoice is not yet paid.

Faculty-specific information and resources

Faculty of Science

If you want to have goods delivered specifically to the Logistics Centre (LC), please use exclusively the delivery address Toernooiveld 8, 6525 ED Nijmegen. Once goods are registered as received, they are typically delivered to you the same day. Is your order registered as received, but you haven't received anything a day later? Please contact us and don't forget to mention the order number that starts with 062.