PURCHASING

Let us help you help us!!!

Purchasing Department

Shelley VineyardExecutive Director, Financial Services Operations

Melinda SappingtonAssistant Director, Purchasing281-641-8999

Catherine Dalles Buyer281-641-8994

Monica ComeauxBuyer281-641-8993

Dawn DavisonPurchasing Specialist281-641-8992

NEW VENDOR Vendor Request forms must be filled out

completely and emailed to: purchasing@humble.k12.tx.us

Dawn Davison enters new vendors twice a week. Her normal work schedule is Tuesday and Thursday.

Make sure you are submitting the most current W-9 dated August 2013 (can be found on the purchasing website).

The signed W-9 must be within 18 months of the date received, if not please request a current one before you send it over to be entered.

OBJECT CODES - 6399 & 6499 6399 – General Supplies

Normal, everyday use Necessary for instruction process and/or administration Consumable teaching and office items Workbooks Audio-visual aids

6499 – Miscellaneous Operating Costs Fees (not associated with travel or membership) Graduation Expenses Awards Specific Event Use (e.g., Meetings & Celebrations)

Food/Refreshment Plates, napkins, cutlery, tablecloths Balloons and other decoration

COPYING REQUISITIONS

Please DO NOT copy a requisition older than last year.

Make sure to delete all general notes and vendor sourcing notes.

Verify the PO delivery method did not default to print. (Three boxes right under the vendor name and address.)

If you pull up a requisition and then decide to use a different vendor, the vendor number must be changed on all line items or the PO will not successfully submit to your vendor.

NIGP COMMODITY CODES Always use correct commodity codes for

each item you are purchasing. A complete listing can be located at the

following: http://www.window.state.tx.us/procurement/com_book/commall.php

For commodity codes please refer to the “Frequently used Commodity Code List” located on the purchasing webpage.

VENDOR SOURCING NOTES

Why do I need vendor sourcing notes? To identify our legal method of purchasing. Every requisition must have a vendor sourcing

note. Where do I find the vendor sourcing note?

Commodities and vendors that are approved through a District bid can be imported directly from the vendor listing when you use the import tab while in the vendor sourcing notes page of your requisition entry screen.

What about sole source, non-biddable, student activity purchases and open market? All of these references are loaded into the vendor

sourcing notes page for you to import.

VENDOR SOURCING NOTES CONT. What if I can not locate my vendor under the

vendor sourcing notes import page?

If you are using a vendor from a District approved cooperative, you will need to manually enter it into the vendor sourcing notes page. When manually entering you will not select the import tab you will select the add (+) icon. A blank screen will appear. Please type the approved cooperative vendor like the example below:

Buyboard Contract # 203-12 Expires 7/15/17

When adding sourcing notes manually make sure to click the print on PO tab so the reference will print on the PO for the vendor to see.

QUOTES If you are referencing a quote or a quote

number on your requisition- you MUST attach it.

If you received a quote please make sure to attach it.

SHIPPING CHARGES Every requisition must address shipping

charges. Shipping line items do not require a

Commodity Code. If you do not know if there are shipping

charges, ASK YOUR VENDOR Is shipping included?

Yes- indicate free shipping with your vendor sourcing notes.

No – Add a line item for shipping charges. Pre-Pay and add – If they indicated pre-pay and add

make sure you have a line item for shipping. The amount may be undetermined but it will be charged.

COOPERATIVES A list of approved cooperatives can be

found on the Purchasing website. When obtaining a quote make sure they

are referencing the cooperative contract number on the quote and always attach the quote to your requisition.

If you are going to use a vendor under a cooperative, be sure to ask the vendor for the cooperative pricing. Prices are not always the same as what is found on their website.

OPEN MARKET PURCHASES

Open market purchasing should be used as a last result. Many items can be located under our approved vendors or approved cooperatives.

Open market purchase requisitions will take longer to process.

Evaluate what you are purchasing: Is it a sole source item A small aggregate purchase An infrequent purchase

In the near future our process will change for open market purchases. A list will be generated of specific items that will be acceptable to be purchased as open market.

E-SCHOOL MALL The following companies are part of the E-School Mall program:

ABC School Supply (School Specialty) Carolina Biological Supply CDW Inc. Dell Demco Educators Outlet Fisher Scientific Frey Scientific Independent Stationers Lakeshore Learning Moore Medical Nasco Office Depot Office Max Quill Sargent Welch School Specialty SHI Troxell Communications

COPIER REQUISITIONS

Detailed instructions can be found on the Purchasing Website under Purchasing Procedure Memos.

To lease or purchase new copier machines contact Kathy Fontenot. (It is best to start working 2-3 months before your lease expires.)

All in one machines – Work with Technology Department to make sure you are getting one from their approved list.

TRACKING REQUISITIONS Find the Requisition you want to track

Select the word Approvers (the last box at the bottom right of the main page)

Under the word step there are arrows ( ) click on the arrow (where the status shows In Progress) and it will display a list of names. A status of current indicates whose queue it is in. The steps below current show the approvals still pending.

TRACKING PURCHASE ORDER CHANGE ORDERS

Use the same process as tracking Requisitions.

Accounts Payable can not view Purchase Orders in a change order status.

PURCHASE ORDER CHANGE ORDERS (POCO)

Purchase order change orders are not re-printed and are not automatically sent to the vendor.

The POCO image will not be visible in Munis under the camera icon if it was not re-printed and sent to the vendor.

If the vendor is requesting the amended PO to be sent please make sure to send an email request to Melinda Sappington.

COPY OF POCO FOR YOUR RECORDS

If you only need a copy for your record, follow the following instructions:

1. Find your PO in POCO2. Select the word file at the top of the

page a drop down box will appear3. Select PDF a record of the change will

appear.4. Print this document for your records.

T-SHIRT ORDERS Requisitions must to be entered for the

correct amount and quantity of shirts you plan to purchase. You may not issue a requisition to the vendor for shirts in the amount of $1.00.

If your quantity increases you may do a purchase order change order prior to ordering or accepting additional quantities.

Re-visit the website and make sure you are familiar with the IRS Taxable Fringe Benefits guidelines before making purchases for staff members.

CONTRACT NUMBERS When entering a requisition that has a

contract associated with it please make sure to note the contract number or state contract in process under your vendor sourcing notes.

Your requisition can be entered before your contract is approved, but will not be converted until the contract has been fully reviewed and approved.

TRAINING Feel free to call Catherine, Monica or

Melinda if you need assistance with purchasing. We are always willing to assist you. If you are not sure who to call check out our who to call page on our website.

If you feel you need one on one training please contact Renee Beck and she will be happy to coordinate it.

PURCHASING WEBSITE Here are a few helpful things you can find on the

Purchasing website:

Who to call for help Approved Vendors for Goods and Services Purchasing Procedures New Vendor Forms District approved Cooperatives American Express Information And much more…..

To ensure you are always using the most current forms, download the form directly from the website.

Please make sure to check the website often for any changes or additions. We are always updating information to help you help us!!!