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