Orders

All orders for materials to be used on your Capstone project need to go through the Capstone office. This ensures that BYU purchasing policies are followed, and allows the office staff to manage the challenges of getting orders placed and received.

NOTE: In order to have access to the online Capstone Purchasing system, you must score at least 90% on the Capstone Purchasing Exam available on Learning Suite. You can take the exam as many times as you would like.
Please refer to Purchasing Qualification Exam for more information.

Please use the following procedures to use your project budget to order materials for your project. Some materials can be purchased from on-campus sources without placing an order (see On-campus Purchases).

All Capstone team orders are started by completing a Capstone Order Request, by clicking on “New Order” at byucapstone.byu.edu/dashboard. The specific information added to the Order Request depends on the type of order to be placed. There are three types of Capstone orders:

Online Orders, where the order will be placed by the Capstone staff by visiting a website and entering order information. Online orders can be placed at both distant stores (e.g. Amazon) and local stores (e.g. Home Depot). The key characteristic of online orders is that the order is placed on a website.
Phone Orders, where the order will be placed by the Capstone staff by speaking to a sales representative over the telephone. Phone orders are only used when neither an online order nor a shop at store order is available.
Shop at Store Orders, where a Capstone team member will visit a store, select the items and go to the service desk, where the store clerk should contact the Capstone office to request a credit card number for the purchase.

In addition to the Order Type, Shipping Method must be determined when an Order Request is placed. There are four Shipping Methods available on the Order Request form:

Ground, which is the cheapest and usually takes 2-7 days, depending on the distance.
2nd Day, which is the best combination of speed and cost. Capstone has an Amazon Prime account, so 2nd Day shipping is free on Prime-eligible Amazon orders.
Ship to Store, which is often used as a free and relatively quick shipping method by vendors that have both online and physical stores, such as Walmart and Home Depot.
In-Store Pickup, which is used for Shop at Store orders and some online orders that offer to hold an item for pickup.

If you need another shipping method such as Freight or Next-day Air, you will enter it in the “Additional Instructions” box on the Order Request.

NOTE: If you are purchasing from a source other than an established business (such as from eBay or a private individual), special purchasing requirements will apply. Please work with the Capstone office before committing to purchase from such a source.

The process for placing a Capstone Order Request is as follows:

Find the item you would like to purchase and the vendor from whom you would like to purchase the item. You may not personally place an order, or even agree to place an order. All orders must be placed by Capstone staff. You can and should request prices and shipping information, and obtain a quote for a phone order.
Create a Capstone Order Request by visiting byucapstone.byu.edu/dashboard and clicking on “New Order”.
Select the vendor from the dropdown list at “Suggested Vendor”. If your vendor is not on the list, click the “Vendor Not Listed” checkbox and type the name of the vendor in the “Other Vendor” box. Note that an order can have only one vendor.
Select the radio button for the appropriate order type and shipping method. Add any necessary shipping information in the “Additional Instructions” box if necessary.
Enter Quote, Sales Rep, and Website information as necessary:
- For online orders, enter the Vendor Website.
- For phone orders, enter a Quote Number, a Sales Rep Name, a Sales Rep email, and a Sales Rep phone number.
- For Shop at Store orders, none of this information is necessary.
Enter information about each of the items on the order. Each item should be on a separate line, and should include the following:
- Part number. This should be the vendor's part number
- Line Item Description. This should be a description of the item to be ordered. If you have a specific URL that leads to the item you wish to order, please paste the URL in the Description field
- Qty. The quantity of this item to order
- Price. The price per unit of the item
- Line Item Total. This value is automatically calculated from Qty and Price

NOTE: For Shop at Store orders with a nominal total cost, it is not necessary to fill in detailed information about the items to be purchased. It is sufficient to indicate the type of materials to be purchased and an approximate total cost. Please estimate a little high, because your purchase CANNOT exceed your estimate.

If you need to give any additional information to help in approving or placing the order, please enter it in the “Additional Information” box.
Click “Add another item” as needed to add additional items.
Click “Submit” to submit the Order Request.
The Capstone purchasing system will send an email to the Coach requesting approval of the order.
Your coach will approve the request or return it to you for modification that will allow approval. After you have modified the request it will be returned to the coach.
Once the coach has approved the request, the Capstone office will process the order indicated on the request form.
- If the order is a Shop at Store order, the Capstone office will let you know when the request has been approved and give you instructions about how to pay for the order.
- If the order total from a single vendor is less than $3,500, the Capstone office will place the order. The vast majority of orders are placed the same day the order is approved by the coach.

NOTE: If the order total from a single vendor is $3,500 or more, the Capstone office will make a purchase request from University Purchasing. Purchasing will then create a purchase order and order the materials from the vendor. Allow ten days to two weeks for a large order to be placed through University Purchasing; shipping time will then be added. Please make your large purchases early to avoid delays on your project.

Shipped items will be shipped to the Capstone office. When the order has been received, you will be notified by the Capstone office.
When a Ship-to-Store order is received at the store, the team will be notified that the order is available for pickup.
When In-Store Pickup is the delivery method, the team will be notified when they can pick up the order at the store.

NOTE: Reimbursements are NOT allowed for purchases from online or phone vendors. See Reimbursement, the last resort for instructions about when reimbursements are allowed and how to obtain them.