General Procedure

You must request a quote and then upload it to the lab’s order board.

The quote must include the following: Adresse de livraison: SORBONNE UNIVERSITE - TOUR 32/33 - 5EME ETAGE LABORATOIRE JEAN PERRIN UMR8237 4 PLACE JUSSIEU 75252 PARIS CEDEX 05 France

Adresse de facturation : SORBONNE UNIVERSITE - AGENCE COMPTABLE COMPTABILITE FOURNISSEURS 4 PLACE JUSSIEU 75252 PARIS CEDEX 05 France

If your order concerns an item stored in Room 504, write the product name on the whiteboard and Nicolas Fix-Boulier will handle it (or contact him by email: nicolas.fix_boulier@sorbonne-universite.fr).

Orders are placed by Malika on Thursdays and Fridays. Only requests received before Wednesday evening are considered (except in urgent cases, such as equipment repair).

Upon Delivery Once your order arrives, you must sign and date the delivery slip and place it in the tray in Malika’s office (just to the left upon entering).

Signing this slip confirms receipt and allows the supplier's invoice to be paid.

⚠️ Without this delivery slip, the invoice will not be paid. Delays in payment may result in blocked future orders from certain suppliers.

Other Key Information

A Quote Is Required Every order must be accompanied by a quote. A quote guarantees a fixed price for a certain period and ensures Sorbonne University won't face price changes between order and payment.

To obtain a quote

Some websites generate quotes after checking out a cart.

Sometimes you must contact a sales rep by email.

To learn more about quote procedures depending on the supplier, consult this page.

Important: Every quote must mention “Sorbonne Université”. Other info (lab name, delivery/billing addresses) is optional.

Using a Framework Agreement ("Marché")

Most purchases fall under a framework agreement (negotiated rates between Sorbonne University and suppliers).

To check current agreements, visit: List of current framework agreements

Using UGAP automatically uses the framework agreement.

NACRES Code

A NACRES code is a classification like XX.00 (e.g., MA.46 for a microscope filter, NB.02 for pipette tips).

A full list is available here.

Advantage of using UGAP: NACRES codes are included in the quote

Orders Over €3,000 Purchases over €3,000 are considered investments. Before sending the purchase order, you must request investment approval, which can take time.

Example:

Buying 5 laptops at €1,000 each = €5,000 total: Not an investment (price is per item).

Buying a microscope + modules totaling €5,000 = Investment (they form one inseparable system).

Ordering with the Lab Purchase Card

For urgent online orders or when card payment is the only option (e.g., conference fees), you can use the lab’s purchase card. Check with Malika.

Adresse de livraison: SORBONNE UNIVERSITE - TOUR 32/33 - 5EME ETAGE LABORATOIRE JEAN PERRIN UMR8237 4 PLACE JUSSIEU 75252 PARIS CEDEX 05 France

Adresse de facturation : SORBONNE UNIVERSITE - AGENCE COMPTABLE COMPTABILITE FOURNISSEURS 4 PLACE JUSSIEU 75252 PARIS CEDEX 05 France

(include order reference: 4500 XXXXXX) → No Chorus Pro code is needed

Billing for CNRS: CNRS - SCTD – (2415) 2 allée du Parc de Brabois TSA1 (31001) 54519 VANDOEUVRE-LES-NANCY Cedex → Chorus Pro CNRS DR2: 18008901303282

Accounts on Supplier Websites Most suppliers allow quote generation via their websites (requires account creation). Accounts already exist for:

Fisher Scientific – www.fishersci.fr

SU and CNRS accounts exist.

For SU: Fill your cart, proceed to checkout, select quote (not order), and enter dummy info like “xxx” where Chorus Pro is asked.

A quote request is sent to Fisher, who responds within 24h to Maxime Deforet’s email. Ask Maxime or email Fisher to get it.

Merck-Sigma – sigmaaldrich.com/FR/fr

You can use Nicolas Fix-Boulier’s account (ID and password are on the lab’s private site or ask him).

Fill the cart, click “Request a Quote”, download the quote, and upload it to the lab's order board.

Or, create your own account and link it to the lab’s client number (ask Nicolas for a previous order to find this info).

Lab’s private ordering page: https://www.labojeanperrin.fr/?orders

Cheapest Options

For plasticware, lab and office supplies, UGAP is strongly recommended for cost efficiency. Also consider a visit to the SIARE chemistry store.

Supplier Verification

To check if a supplier is already in the database, use SIFAC. Adding a new supplier can be time-consuming (requires financial details, etc.). If your supplier isn’t listed, try to find an alternate reseller.

SU Accounting Hotline

Need accounting help? HOTLINE: 01.44.27.43.79 (Available daily from 2 PM to 4 PM) More info: SU Supplier Accounting

Ordering a Plasmid

Website: Addgene Contact: Nicolas Biais (has an account) Email: nicolas@mechano-micro-biology.org