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Purchasing Annual Seminar 2014
When using a Visa card to make a purchase which shipping address do you use?
A. PurchasingB. Canal StreetC. School / Department
1.
C. School/Department
When does an employee sign the Visa log sheet when using a school Visa card?
A. After the card is returnedB. Before the card is checked out
and after the card is returnedC. Never
2.
B. Before the card is checked out and after the card is returned
What object code is used for e-books?
A. 520B. 360C. 642
3.
A. 520
What object code is used for e-books purchased for the media center?
A. 520B. 612C. 360
4.
B. 612
What object code is used for purchasing apps for Ipads, nooks and other electronic devices?
A. 692B. 642C. 530
5.
A. 692
What is the next step after a project is entered on a po request that needs to be project released?
A. Contact PurchasingB. Contact Project ManagerC. Contact Accounts Payable
6.
B. Contact Project Manager
Can a Visa card be used to purchase gas when an employee is using their personal vehicle?
A. YesB. NoC. Either
7.
B. No
Are food purchases allowed when an employee travels?
A. YesB. NoC. Sometimes
8.
B. NO
When are food purchases allowed?
A. Need documentation for approved
food purchasesB. NeverC. Bookkeeper makes the decision
9.
A. Need Approved Documentation
What are the procedures for invoices to be signed?
A. Never need to be signedB. When a Visa card in the School’s
Name is used the invoice needs to be signed by the employee making the purchase and given to the bookkeeper. Administrator signs the invoice or coding sheet
C. Sometimes
10.
B. When a Visa card in the School’s Name is used the invoice(s) need to be signed by the employee making the purchase(s) and given to the bookkeeper. Administrator signs the invoice or coding sheet
Can an employee use a Visa card that is issued in another employee’s name?
A. SometimesB. YesC. Never
11.
C. NEVER
What are the procedures when a Visa card needs to be increased or single transaction limit removed?
A.Call Purchasing requesting the card to be increased
B.Email Purchasing the request indicating card name, last four digits of card #, amount, vendor, and reason for increase or single transaction limit
C.Call SunTrust requesting card to be increased
12.
B. Email Purchasing requesting the card to be increased or the single transaction limit removed indicating the card name, last four digits of card #, amount, vendor name and reason. Copy email to your Administrator
What is the procedure for canceling a card?
A.Call Purchasing requesting the card to be closed
B.Call Accounts PayableC.Email Purchasing requesting the
card to be closed, card name, last four digits of card #, and reason. Copy email to Administrator.
13.
C. Email Purchasing requesting the card to be closed, card name, last four digits of card #, and reason. Copy email to your Administrator
Is it a priority for payment to be received in Accounts Payable by the date indicated in the download email?
A. SometimesB. NeverC. Always
14.
C. ALWAYS
What is the correct procedure for a purchase order to be increased over $250?
A.Change the amount of the po and send to Accounts Payable
B.Complete Change Order Form - Write “increase approved and the amount” on the pay authorization, Administrator signs next to the increased amount, send change order form and pay authorization to Purchasing to increase
C. Send only Change Order form to Purchasing
15.
B. Complete Change Order Form – Write “increase approved and the amount” on the pay authorization, Administrator signs/initials next to the increased amount, send change order form & pay authorization to Purchasing to increase.
What color paper is used to send in partial payments for purchase orders?
A. YellowB. BlueC. White
16.
C. White
What color paper is used to send in final payments for purchase order?
A. RedB. YellowC. White
17.
B. Yellow
Should purchase orders and invoices be stapled together before sending to Accounts Payable?
A. YesB. SometimesC. No
18.
C. No
Does Accounts Payable accept quotes as invoices?
A. SometimesB. YesC. No
19.
C. No
Is it recommended to use Visa after March for projects ending June 30th of the physical school year?
A. SometimesB. NoC. Yes
20.
B. NO
Does Accounts Payable have a weekly deadline for Purchase Orders to be paid?
A. YesB. NoC. Occasionally
21.
A. Yes
Can a partial payment be made on a purchase order with multiple budget lines if the budget line(s) are not indicated on the pay authorization to use for payment?
A. NoB. YesC. Sometimes
22.
A. No
Is it encouraged to send In-County Travel monthly?
A. NoB. SometimesC. Yes
23.
C. Yes
Should you check the invoice remittance address to the vendor screen in 3270?
A. SometimesB. YesC. No
24.
B. Yes
Can invoices be paid that are sent via email attachment from the company or Accounts Payable?
A. NoB. SometimesC. Yes
25.
C. Yes
Is it okay to send faxed invoices with Pay Authorization for payment to Accounts Payable?
A. YesB. NoC. Occasionally
26.
B. No
NOTES FROM ACCOUNTS PAYABLE
Every attempt will be made to pay invoices/purchase orders and travel as soon as possible. If Accounts Payable receives invoices/purchase orders by noon on Monday and travel by noon on Friday, those items should be paid on the subsequent Friday. Items received after those deadlines are not guaranteed to be paid on schedule.
Although we make every attempt to have a quick turnaround for payment, unexpected circumstances and/or volume of invoices received for payment may sometimes cause a delay. If you have need for an emergency type payment, please contact the Accounts Payable department and they will assist you. If you are sending invoices/po’s or travel through the Courier services, please check their schedule for your school to be sure items will arrive timely for payment.
Accounts Payable is unable to load purchase orders for payment on the date they print. The system will not allow! Please allow an extra “print date” when reviewing payment due schedule.
Purchasing & Accounts Payable are always available to assist you………
THE END.THANKS FOR JOINING US!
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