Faculty of Science

Department of Food Science & Technology

[FST RESTRICTED]
NOTE: PLEASE DO NOT DISTRIBUTE TO OUTSIDE FST DEPARTMENT

4 Jan 2021

To: All Staff and Students in Department of Food Science & Technology,

Introduction
1) Along with the Organisational Excellence (OE) initiative, the university has internally
developed several electronic systems in an effort to provide a one‐for‐all procurement
and safety inventory platform for the whole university:
Name Purpose Owner
Laboratory Materials Purchase Procurement system for all Central
Requisition System (LMPRS) staffs and students to raise Procurement
purchase requests for Office (CPO)
chemicals directly online
Laboratory Material Management Chemical inventory data Office of Safety,
System (LMMS) system for the whole Health and
university. With this Environment
inventory, OSHE will be able (OSHE)
to oversee and manage
chemical license
compliances more
effectively

LMPRS: https://aces.nus.edu.sg/prs/
LMMS: https://aces.nus.edu.sg/lmms
2) These two newly developed electronic systems will be linked to the current university
systems ‐ Sesami and SAP. Sesami is used to issue Purchase Orders to vendors. SAP is
used for finance purposes.
3) LMPRS was designed to complement LMMS. This is the reason why LMPRS is only able
to handle chemicals but not non‐chemicals.

Chemical purchases
1) OSHE requires all chemical purchases to be done through LMPRS. This is to facilitate
them on managing chemical inventories of the whole NUS. All items bought using
LMPRS will be automatically inventorized into LMMS upon goods receipt. For
chemicals that are brought into NUS bypassing LMPRS (eg. donation, transfer from
outside NUS) will need to be manually added into LMMS by the users.

2) OSHE decides what items are considered chemicals (to be bought through LMPRS) and
what items are not (bought as non‐chemicals). According to OSHE, the items in the
table below are exempted as chemicals and can be purchased as non‐chemicals.

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No. Products Examples

a. Oligonucleotides, primers, restriction enzymes
Items relating to molecular biology/ b. Antibodies (monoclonal/ polyclonal/ recombinant)
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genetic modification c. Vectors, plasmids
d. Culture media, Buffer solutions
2 Molecular assay kits
3 Materials used for filter and
Silica gel, zeolite, molecular sieves
4 chromatographic purification
5 Liquid nitrogen
6 Dry ice
Commercial products exempted by Lubricant, paints, hand sanitisers, over‐the‐counter
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regulators medication, health supplements
a. cells, tissues, parafilm sections, genetic material,
All biologicals/ biologically derived proteins/ peptides,
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materials
b. microorganisms (viruses, bacteria, etc).
All radiological materials /
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radioisotopes

2FA
1) In order to access LMPRS and LMMS, users will have to have 2FA in order to login. For
those who don’t have 2FA yet, you may register at https://2fa.nus.edu.sg/. You will
need to download the app ‘VIP Access’ on your mobile or laptop. All staffs and
students should be able to register for 2FA. However, most visitors will not have 2FA
access. Hence they cannot use LMMS and LMPRS. Visitors will have to find other users
in their lab to assist them in purchasing chemicals using LMPRS. Purchasing of non‐
chemicals shouldn’t be affected (no need 2FA) as non‐chemicals are purchased directly
through CPO.
2) When you register for 2FA, you will need to use your phone number for verification.
Some students didn’t register their phone number in NUS system. You may login to
EduRec to update your contact details.

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LMPRS
1) In order to login to LMPRS or LMMS, you have to be registered under a lab. For FST
users, please email any of the Department Administrators to register if you are not
yet registered (after you have passed department safety test, FST6000 in LUMINUS
and uploaded the safety documents).

2) In your email you should indicate your full name, your PI name and your NUS user id.

The Department Administrators are:

Name Email
8 Lew Huey Lee hueylee@nus.edu.sg
9 Lee Chooi Lan chooilan@nus.edu.sg
3) All Researchers/Lab Administrators can only view chemicals in their own lab. Only
Department Administrators have the right to view chemicals in the whole
department. If you need assistance to search chemicals availability from other labs,
you may approach any of the Department Administrators for assistance.
4) In LMPRS, there is an option for PI to select a delegate. This delegate have the same
access as a PI. He/she will be able to approve all the Purchase Requests etc acting as
PI.

5) Go to LMPRS > New Request > Purchase Request (EPV <= $5,000).
6) Enter CAS Number.
7) Enter Manufacturer e.g. Sigma Aldrich
8) Click search.
9) When you are submitting a new Purchase Request (PR) on LMPRS, you will need to
do a search for the chemicals you intend to purchase from a list of ‘product items’. It
is recommended to search chemicals using CAS number.

In LMPRS, each of the variations (packing size, concentrations, manufacturer etc) is

treated as a product. If you cannot find the packing size that you want, you can
select the first item (see below picture) that has no details defined. This is
considered a blank. If you select this, you will be able to create a new product with
the packing size you need in the next page.

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10) For chemicals that you cannot find at all (No records found), these are not in the
system. You will need to login to LMMS to raise a New Product Request. After
OSHE’s approval, you will be able to find it in the search list in LMPRS.
11) It should be noted that manufacturer and supplier is different. Supplier is the actual
vendor to which you place the order to. Manufacturer is the brand/manufacturer of
the chemical product. If manufacturer is unclear, you may select ‘NOT APPLICABLE’.
12) GL Account (General Ledger) is for finance purposes. Most research labs chemicals
will be under 710221 – Consumables. For teaching labs, you may choose 710201 –
Teaching Materials.
13) WBS is the grant number. For research grants, if you type ‘R’, a list of your research
grants will be populated for you to choose. For Department grants (C or N), you will
have to type in the full WBS number. If you wish to use C or N accounts, you may
contact Lee Chooi Lan for further details.
14) Please take note that for all chemicals and gas delivery, the billing address is to
Department of Food Science & Technology:
National University of Singapore, Department of Food Science & Technology, 2
Science Drive 2, S14 level 5, Lower Kent Ridge Road, Singapore 117542

For all deliveries, please put your own lab as delivery address instead.

15) The flow of Purchase Requests submitted through LMPRS will be:

PR submitted ‐> Safety Regulatory Officer ‐> WBS Owner (PI) ‐> CPO ‐> PO issued

16) Note that once PR is being submitted, you cannot edit it. If the PR is being rejected,
you can search the rejected request in LMPRS and click copy request. In the copy
request, just edit the details you wanted to change and resubmit again. Another new
PR will be submitted for approvals.

17) You will be able to find a detailed user guide in the LMPRS home page.

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LMMS
1) LMMS is designed to help users to keep track of all the chemical inventories. You are
able to add, edit, search and dispose chemicals using LMMS.

2) Take note that for all chemicals that were migrated from ePIS to LMMS, the barcode
number will have an extra prefix ‘99’. This is because LMMS has a 10 digit barcode
system whereas ePIS has an 8 digit barcode system. For example, if the ePIS barcode
is ‘1234567’, the barcode migrated into LMMS will be ‘9912345678’. All new barcodes
issued for LMMS will have 10 digits.

3) You will be able to find a detailed user guide in the LMMS home page.

Purchase of chemicals from Chemistry Lab supplies store in LMPRS

Detailed step‐by‐step instructions as below:

1) Go to LMPRS > New Request > Purchase Request (EPV <= $5,000).
2) Enter CAS Number.
3) Enter Manufacturer as ‘NUS CHEMISTRY LAB SUPPLIES STORE’.
4) Click search.
5) You may now see all the grades of the chemical that Lab Supplies sells:

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6) Click Add on those items that you wish to purchase and click Next. Note that you can add
multiple items in one Purchase Request, just type a different CAS Number and click search again before
clicking Next. Please submit only one Purchase Request per lab per day.
7) Enter the Quantity, Unit (EA) and Unit Price as indicated in the price list. Please make sure the
price is correctly entered.

8) Please do not fill in anything in Additional Charges.

9) Select the Chemical Storage Location and Inventory Owner.
10) For GL Account, please select ‘791407 – Expenditure‐Inter‐Dept (For Lab Store)’.
11) Select WBS and Approver.
12) Select Supplier ‘NUS CHEMISTRY LAB SUPPLIES STORE’
13) Upload the price list
14) Put your lab address as Billing Address
15) Enter your phone number in Requestor’s Phone
16) Put NIL in Quotation Reference Number
17) Instruction to Supplier, please enter the number of TG bottles to return and number of other
bottles to return (including all the other glass bottles and plastic bottles). Important: Please enter in
the format:
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TG:3;Other:5

This means you return 3 Technical Grade bottles and 5 other non‐Technical Grade bottles.
18) Submit the Purchase Request for approvals.

The PR will be routed to Ms Lew Huey Lee and PI for approvals before reaching Lab Supplies. If
everything is done correctly and Lab Supplies have the items in‐stock, Lab Supplies staff will verify the
order on LMPRS. You will receive an email on the verification confirmation (or rejection if something is
wrong). You may only come to Lab Supplies to collect at the stipulated time if you receive the
confirmation email.
NOTE THAT LAB SUPPLIES WILL PROCESS ALL ORDERS AT 11.30am EVERY DAY. All orders
received after 11.30am (means PI approve after 11.30am) will be processed the next working day.

Collection timings:

Tuesday and Friday – 3pm

After collection, Lab Supplies staff will indicate items collected in LMPRS. You will receive an email on
the confirmed collection and the chemicals will be immediately transferred from Lab Supplies LMMS to
PI LMMS. You can then tag the barcodes on LMMS for your items.

Collection of delivered items

1) For chemicals bought through LMPRS, you would have to do goods receipt on LMPRS.
Users will have to insert barcode number into LMMS.

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Tagging chemicals in LMMS

1) Log into LMMS

2) Click “Search Inventory”
3) Click “Without Barcode”
4) Type in the “Purchase order number’ if you know it or type in the Owner’s name (It will be the PI’s or
Lab supervisors name)
5) Click “Search”

6) Tick the box of the chemical you need to tag

7) Click “Tag Container with barcode“

8) Type the 10 digit barcode number

9) Ignore the “Transfer To” function

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10) Click “Submit”

11) Done!

Leave blank

Invoice and Delivery Orders

12) All Invoice and Delivery Orders should be submitted in order for Finance to process
for payments. Please submit the hardcopy to S14 level 5 Locker one, outside food
processing lab corridor.

13) All delivery orders should be signed by staff.