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PURCHASING SEMINAR SEPTEMBER 14, 2012
PURCHASING REFRESHER
DID YOU KNOW?
WE ALL HAVE QUESTIONS MOST PURCHASE ORDER AND VISA
QUESTIONS CAN BE ANSWERED BY USING THE PURCHASING WEBSITE, YOUR VISA MANUAL AND THE PURCHASING MADE EASY MANUAL.
BEING AWARE OF WHERE THE INFORMATION CAN BE FOUND IS ALWAYS YOUR FIRST STEP TO FINDING YOUR ANSWERS.
PURCHASING DEPARTMENT “SCHOOL AND DEPARTMENT INFORMATION WEBSITE”
IF YOU HAVE QUESTIONS YOU SHOULD CHECK OUT THE PURCHASING WEBSITE BEFORE CALLING.
YOU WILL FIND THE FOLLOWING INFORMATION:CURRENT BIDSTELEPHONE REPAIRSCELLULAR PHONESCOMPUTER CABLINGCOPIERSFORMSINTERNATIONAL CALLSON LINE ORDERINGPROCUREMENT CARDPROPERTY CONTROLPURCHASING PROCEDURES-SPECIALRENTAL VEHICLESSURPLUS WHSE & TEXTBOOK DEPOSITORYTEXTBOOK (PLACING EARLY ORDERS)
SOURCE FOR PURCHASING INSTRUCTIONS
PURCHASING MADE EASY MANUAL VISA MANUAL NEW VENDOR & BIDDER REGISTRATION SALES TAX CERTIFICATE SURPLUS SALES PROPERTY CONTROL & CENTRAL
RECEIVING DOING BUSINESS WITH SCHOOL DISTRICT
PLEASE USE THESE TOOLS
COPIER PURCHASE ORDERS
RFP, BID OR STATE CONTRACT NUMBER YEAR OF THE CONTRACT/LAST PO NUMBER MAKE, MODEL & SERIAL NUMBER BREAK DOWN EACH ADDITIONAL ITEM
SUCH AS FINISHER, CABINET, ETC. COST PER COPY INFORMATION MONTHLY
IN ARREARS FUNDS FOR ESTIMATED COPY PAYMENT
FOR THE YEAR: EX: JULY 1, 2012 – JUNE 30, 2013
LOCATION OF THE COPIER USE 390 AS THE OBJECT CODE
ENTER THE FOLLOWING INFORMATION ON YOUR COPIER PURCHASE ORDERS:
INCREASING PURCHASE ORDERS
COMPLETE THE PURCHASE ORDER CHANGE FORM FOUND ON THE PURCHASING WEBSITE.
ATTACH THE PURCHASE ORDER WHICH NEEDS TO BE INCREASED.
REMEMBER - YOU CAN INCREASE UP TO $250 BEFORE SENDING P.O. CHANGE ORDER TO PURCHASING
CROSS OFF THE AMOUNT IN THE BUDGET LINE AND CHANGE THE AMOUNT IN RED TO THE NEW INCREASED AMOUNT.
CROSS THRU THE FINAL AMOUNT & CHANGE THE AMOUNT IN RED.
REMEMBER, THE PURCHASE ORDER MUST BE SIGNED BY THE ADMINISTRATOR “INCREASE APPROVED”, BEFORE INCREASE CAN BE DONE.
IT IS ALL IN THE DESCRIPTION!
Please add descriptions to your po requests to aid us in determining the correct object codes. For example:
1. If it is attached to a building it would be coded differently than if it were not attached.2. When you key in “See attached list” Type in what type of textbooks, software, library books, etc.3. If it is an online service – Type in this info 4. Put bid numbers and quote numbers on your requests. 5. Codes do change so always use your REDBOOK and code descriptions to determine what code is appropriate for your request.
RADIO REPAIRS WITH E-CON-OTEL V# 9192
CREATE A BLANKET PURCHASE ORDER EACH YEAR TO RUN FROM: Example: 07/01/012 – 06/30/13
REPAIRS ARE TO BE IN OBJECT 350 PURCHASE OF RADIO EQUIPMENT WILL BE
OBJECT 642 PARTS WILL BE IN OBJECT 510
NEW VENDORS THE INPUT OF VENDOR APPLICATIONS
WILL BE FOR VENDORS WHO DO NOT ACCEPT VISA OR A PURCHASE ORDER
ALWAYS CHECK WITH THE VENDOR TO SEE IF THEY WILL ACCEPT VISA
USE THE PORTAL TO MAKE PURCHASES UNDER $999.50
IF THEY MUST BECOME A VENDOR YOU CAN DOWN LOAD THE APPLICATION FROM THE PURCHASING WEBSITE AND SEND IT TO THE VENDOR. BE SURE TO ENTER THE REQUESTING SITE INFORMATION, OR THE VENDOR APPLICATION WILL NOT BE PROCESSED.
PROJECT RELEASES ASK FOR PRE-APPROVAL AND SUBMIT YOUR
PAPER WORK TO THE PROJECT HEAD BEFORE THE PURCHASE IS MADE.
AS PROJECTS ARE CONSTANTLY BEING ADDED TO AND CHANGED; PLEASE MAKE SCREEN PRINTS FROM THE “GENERAL SUPPORT SERIES” OF THE PROJECTS YOU ARE INVOLVED WITH. THIS SCREEN WILL GIVE YOU THE BEGIN DATES, END DATES AND HEAD OF THE PROJECT.
MAKE SURE VISA REQUESTS THAT HAVE SPECIAL PROJECTS HAVE BEEN RELEASED IN A TIMLEY MANNER SO PAYMENT WILL NOT BE DELAYED.
INSTRUCTIONS ARE FOUND IN THE “PURCHASING MADE EASY MANUAL” ON PAGE 28
PORTAL VENDORS IF YOU HAVE PROBLEMS WITH A VENDORS
PORTAL PLEASE CONTACT THE REPRESENTATIVE LISTED ON THE INITIAL PORTAL PAGE.
BID & QUOTE AMOUNTS RAISED IN 2009
IT IS STATE LAW & SCHOOL BOARD POLICY TO SOLICIT COMPETITIVE SEALED BIDS OR RFP’S FOR PURCHASES WHICH EXCEED $50,000
BOARD POLICY REQUIRES INFORMAL QUOTATIONS FOR PURCHASES OVER $12,500
WE MAY “PIGGY BACK” OTHER GOVERNMENTAL ENTITIES BIDS
PLEASE CONTACT US IF YOU DO NOT FIND YOUR ANSWERS ON OUR
WEBSITE.
OR HAVE AN UNRESOLVED PROBLEM DEALING WITH OUR DEPARTMENTS SUPPORTED CONTRACTS SUCH AS:
COURIER SERVICETRASH REMOVALCOPIER CONTRACTVISA
WE ARE HERE TO HELP YOU! 983-5130 EXT 302 BRENDA 983-5130 EXT 303 SANDY
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