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Filling Out Purchase Order Form

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					      PURCHASING OVERVIEW

                GUIDE TO FILLING OUT
                   REQUISITIONS
             PURCHASING GUIDELINES AND
            PROCEDURES FOR REQUISITIONS

7/15/2010
             TABLE OF CONTENTS
•   Authority to Purchase                 Page   1– 4

•   Identifying Requirements              Page   5

•   Quote and Bid Thresholds              Page   6

•   Rules for Bid Thresholds              Page   7

•   Creating Quotes, Bids and Proposals   Page   8

•   Exemptions from the Bidding Process   Page   9

•   Starting the Requisition Process      Page   10
    (Note: Change Order Process)

•   Logon Screen Reviews                  Page   11

•   Beginning your Requisition            Page   12
                TABLE OF CONTENTS
                    CONTINUED
•   Required Fields on Requisition     Page   13

•   Initiator Lookup Screen            Page   14

•   Vendor Lookup                      Page   15 – 16

•   Central Receiving                  Page   17 – 19

•   Approvals Lookup                   Page   20 – 25

•   Accounts Payable (AP) Type         Page   26

•   Requisition review                 Page   27

•   Inserting Line Items               Page   28 – 30

•   Inserting Line Item Descriptions   Page   31 – 38
                TABLE OF CONTENTS
                    CONTINUED
•   Requisition Printed Comments           Page   39 – 40

•   Requisition Printed Comments Example   Page   41

•   Requisition Printed Comments           Page   42

•   Requisition Comments                   Page   43

•   Requisition Done                       Page   44 – 45

•   Retrieving your Requisition Number     Page   46

•   Requisition Inquiry Screen             Page   47 – 51

•   Purchase Order Inquiry Screen          Page   52 - 54

•   Requisition Inquiry Screen             Page   55

•   Requisition Register                   Page   56 – 64

•   Check Request Vs Requisitions          Page   63
 AUTHORITY TO PURCHASE
• Per adopted College rules, the College’s District
  Purchasing Department is responsible for
  purchasing ALL materials, supplies and
  equipment and/or services.
• Exceptions to this policy have been specifically
  delegated in some instances to expedite
  purchases or for the efficient purchase of small
  dollar Items. These exceptions include petty
  cash and credit card purchases, library materials
  and agreements for services.
                         1
AUTHORITY TO PURCHASE
• Departments may not order goods or services without
  the issuance of a valid purchase order unless they
  have been issued a Purchasing Card (P-Card Visa)
  authorized by their Dean and Campus President.
  Departments are not to pledge College resources or
  to order in advance with the promise of a purchase
  order to follow.
• Committing the College to a future obligation to pay
  for goods or services without the benefit of a
  purchase order or payment by a P-Card may result in
  disciplinary action to the individual and a loss of
  Purchasing privileges to a department.

                         2
 IDENTIFYING REQUIREMENTS

1. What product or services do you need?

2. Do you know who provides the product or
   services you’re looking for?

3. What is the cost of those products and
   services?

4. How soon do you need the product or to have
   the service done?
                        3
 QUOTE AND BID THRESHOLDS
• Requisitions under $5,000 are at the Buyers discretion to obtain the
  best value.

• Requisitions between $5,000 and $25,000 require 3 written quotes
  and are to be coordinated with the Purchasing Department.

• Requisitions over $25,000 require sealed bids or proposals from
  potential vendors.

• All products and services over $25,000 must be coordinated with the
  Purchasing Department regardless of exempt or non-exempt status.
  Grant Funds are no exception. Products and services being
  purchased through Grant Funds still require the same quotes, bids
  or proposals per Florida regulation.



                                   4
 RULES FOR BID THRESHOLDS
• Purchases over $5,000 should not be split
  in to multiple requisitions to the same
  vendor or different vendors to avoid the
  quote or bid process.

• Purchases over $10,000 should not be
  split to avoid sending it to the next
  appropriate approval level.
                     5
 CREATING QUOTES, BIDS AND
        PROPOSALS
• The following are required in order to generate the
  quotes, bids or proposals.

      1. List of products required with applicable part
         numbers.
      2. Specifications on the products or services
                 required.

• The Purchasing department will assist you in crafting bid
  specifications or statements of work to ensure that your
  department receives the products or services required at
  the best value for the college.
                             6
     ITEMS GENERALLY EXEMPT
    FROM THE BIDDING PROCESS
ITEMS ON:

•   State contracts for products or services.

•   City and County contracts.

•   University, College and School Board contracts.

•   General Services Administration (GSA) contracts or bid awards of other
    agencies resulting from competitive bids.

•   Technology - computers, peripherals, hardware and software.

•   However, departments still must coordinate in advance with Purchasing. It
    may be determined that quotes, bids or proposals are needed even if an
    item is exempt.


                                         7
     STARTING THE REQUISITION
            PROCESS
•   Logon to Datatel.

•   Click on APP at the top of the screen and change to CF if it’s not already
    there.

•   Click on PU – Purchasing.

•   Click on REQ – Requisitions then click on REQM – Requisition
    Maintenance.

•   Note: Increase and decreases to outstanding purchase orders require
    Purchasing to do a “Change Order”. The increases require a requisition be
    created and approved at which time the Purchasing Department will go in
    and make the increase to the PO and delete the requisition. The PO is
    printed and mailed to the vendor. Decreases require only a memo from the
    department requesting a decrease. Once completed the PO will be printed
    and mailed to the vendor.


                                        8
LOGON SCREEN VIEWS




        9
BEGINNING YOUR REQUISITION
• To begin a new
  requisition enter “A” to
  add. If you are working
  with an existing
  requisition, enter the
  requisition #.
• In the next screen, simply
  click OK. This will assign
  the requisition number
  automatically.


                               10
 REQUIRED FIELDS ON REQ.
• Requisition date - Date
  automatically added.



• Initiator – Type in your
  user ID or last name. If
  you use your login ID, it
  will simply populate the
  field with your name, if
  not, go to next page.


                              11
 INITIATOR LOOKUP SCREEN



• Enter the number to
  the left of the name in
  the Controller Lookup
  Resolution box.
• When the number is
  entered click Save
  Box.

                            12
            VENDOR LOOKUP
• To lookup a vendor, you
  need only to type a
  portion of the name or all
  of it in the Vendor ID box.



• In this example I typed
  “Fisher Sci;” these were
  the vendors that were
  listed. Use the scroll bar
  to see additional vendors.

                                13
                  VENDOR LOOKUP
•   If the vendor address does not match
    your address, simply Detail on the
    address line to see more addresses
    for that vendor.

•   If you cannot find the vendor in the
    vendor database, you can manually
    type it in starting with the Name box.
    Please input the data in the correct
    fields.

•   New vendors must complete a vendor
    registration and W-9 form before a
    purchase order can be issued to them.
    They can find these online at
    Purchasing’s web address:
    http://www.hccfl.edu./purchasing/vena
    pp.htm or they can contact the
    Purchasing Department for a vendor
    registration and W-9 forms.


                                             14
           CENTRAL RECEIVING
•   All products being shipped to the College must go through Central
    Receiving except for the following:
          A.       Products that are being installed by
                   the vendor.
          B.       Office products that are ordered
                   from your Blanket Purchase Orders.
          C.       Emergency items that impact the
                   safety of the students and staff.

•    Duplication of Orders - We occasionally get duplications on orders. This
    is due to staff members placing the order before or after the PO has been
    issued. The vendor receives the PO and also fills the order placed over the
    phone by the staff member. Departments should not order items. Items are
    ordered via the purchase order being issued by the Purchasing Department.
    If you want to know about your order status, please contact Purchasing
    Staff, who will follow up with the vendor. If you place an order over the
    phone, you must give the vendor the PO number, with a warning not to
    duplicate the order upon receipt of the hardcopy PO.

                                      15
       CENTRAL RECEIVING
          CONTINUED
• DO NOT CHANGE THE DELIVERY
  ADDRESS BY PHONE FROM CENTRAL
  RECEIVING TO YOUR OFFICE. This
  causes a delay in the payment process to
  vendors and creates unnecessary paper
  work for your office and Accounts Payable.
  Goods ordered on a Purchase Order that
  starts with the letter P must be shipped to
  Central Receiving.
                     16
              CENTRAL RECEIVING
                 CONTINUED
•   In the event the Ship To must be
    your address you can input “SA”
    (See Above Text for Delivery) in
    the Ship To box or enter a “…” to
    do a lookup to see if your address
    is listed.


•   If your address in not listed use
    the “SA” (See Above Text for
    Delivery) for your delivery
    address. Your name and address
    must be typed into the Printed
    Comments box on the requisition.
    This will be covered later in the
    training. Enter your selection and
    click Save.



                                         17
           APPROVALS LOOKUP
•   All requisitions must be approved
    by a Budget Officer for your
    department. Other approvals are
    required if the requisition amount
    exceeds your supervisor’s
    approval authority.

•   Managers, Deans, Directors and
    Officers have approval authority
    up to $10,000.

•   Campus Presidents and Vice
    Presidents have authority up to
    $25,000.

•   The College President must
    approve all requisitions over
    $25,000.

                                         18
                APPROVAL LOOKUP
                   CONTINUED
•   Grants, Student Government
    Association (SGA), Unexpended Plant
    and Lab Fee Funds must be approved
    by the following personnel:

    A.   Grants – Fund codes
         21, 24 and 26 by Jana
         Irvine.

    B.   SGA – Fund code 23
         by Teshia Minnifield.

    C.   Lab Fees - Funds 14 by
         Rhonesia Dennard

    D.   Unexpended Plant Funds -
         71, 72, 73, 74, 76, and
         77 by Sandra Colon and
         David Cabeceiras


                                          19
          APPROVAL LOOKUP
             CONTINUED
• To put your Budget
  Officers on the Next
  Approvers’ list, click
  on the Detail Icon to
  the right of the
  Approval Box.




                           20
           APPROVAL LOOKUP
              CONTINUED
• The left side of this
  screen will list the Budget
  Officers that have
  approved the requisition.

• The Right side is where
  you will input your Budget
  Officer. You can type in
  your Budget Officer’s
  Datatel Login ID or do a
  “…” to lookup your
  Budget Officer.

                                21
         APPROVAL LOOKUP
            CONTINUED
• Enter the number to
  the left of your Budget
  Officer into the
  Controller Lookup
  Resolution and Click
  Save button.




                            22
                   APPROVAL LOOKUP
                      CONTINUED
•   Continue this process until you have all of
    the appropriate Budget Officers listed per
    the requirements previously laid out for
    requisition approval.

•   Once all names are entered click the “Save”
    button. You will then get a pop up with these
    choices; “Update” “Cancel” and “Return”.
    Click on “Update”. This will return you to
    the main requisition screen.

•   If you input the Budget Officer on the left
    side of the screen it should come back and
    ask for a password. If it does not and puts
    the Budget Officer in the approval box the
    Budget Officer has not set up his/her
    Password and must do so right away. For
    instructions on setting Budget Officers’
    passwords see Budget Officer requisition
    training presentation on Purchasing’s Web
    Site under Faculty Staff Information.




                                                    23
ACCOUNTS PAYABLE (AP) TYPE
• The AP Type will
  always be the same
  “111” until it is
  changed by the
  Budget Office. 111 is
  entered in the AP
  Type box. You can do
  a “…” lookup to see
  the codes but “111” is
  the one we’re
  currently using.
                           24
       REQUISITION REVIEW
 We have the requisition date assigned automatically.

 We put our name in the Initiators Box.

 We selected a vendor from the vendor file.

 We set up the Ship To information.

 We put our Budget Officers in the “Next Approvals” box.

 We entered the AP Type which is “111”.
                            25
       INSERTING LINE ITEM
• Detail into line items.




                            26
        INSERTING LINE ITEM
• This is the RGIL Screen
  “Requisition Item List”.
  This screen will list all the
  line items you put in once
  you have completed
  inputting them.
• From here you want to go
  to the RQIM Screen
  “Requisition Item
  Maintenance” Click the
  detail button.

                                  27
           INSERTING LINE ITEM
•   When filling out this screen you
    must give a complete description
    of the product or service you
    which to purchase.

•   If you are requesting products,
    please give a complete description
    of the product with a part number
    for each item.

•   If you are requesting a service
    such as repair or installation of
    equipment, please provide a
    complete description of what is to
    be done. If you have obtained a
    quote for a service of less than
    $5,000, please provide
    Purchasing with a copy of the
    quote.

                                         28
           INSERTING LINE ITEM
              DESCRIPTIONS
• Incorrect Description                • Correct description
  A. Food                                A.   Blanket Purchase
                                              Order for catering
                                              of SGA Welcome
                                              Back event to be
                                              held on 9/1/06.


  B.   Payment to Bill Bird for          B.   Agreement for Services
       services                               to pay Bill Bird to
                                              develop course
                                              curriculum for driver
                                              education program per
                                              agreement AS-05-097



                                  29
           INSERTING LINE ITEM
              DESCRIPTIONS
• Incorrect Description        • Correct description
  C. Skil Saw                    C. Skil Saw – Part Number
                                 SS17583 15amp 240 volt.

  D. Printer repair.             D. Blanket Purchase Order to
                                 repair HP 1200N printer.
                                 Note: If work has been
                                 completed please indicate on
                                 the requisition.

  E. Quote 184596                E. Blanket Purchase Order to
                                 install A/V equipment per
                                 attached quote 184596 dated
                                 8/26/06

                          30
        INSERTING LINE ITEM
           DESCRIPTIONS
• Click detail button on
  description to open
  description screen to
  full size.

• This screen will open
  and allow you to see
  your whole text.


                           31
        INSERTING LINE ITEM
           DESCRIPTIONS
• Once you have
  entered your text click
  the save button at the
  top of the screen.

• Click the “Update”
  button and it will take
  you back to the RQIM
  Screen.

                            32
              INSERTING LINE ITEM
                 DESCRIPTIONS
•   Input estimated Price.

•   Input quantity.

•   Input Unit of Measure if
    Applicable.

•   Input GL Account Code and hit
    “return”. It will automatically put
    the quantity into the Quantity Box,
    then hit “enter” again.
•   Note: GL account numbers must
    be appropriate for product or
    services being ordered. Incorrect
    GL’s will hold up the purchasing
    process causing a delay in the
    process.


                                          33
        INSERTING LINE ITEM
           DESCRIPTIONS
• Click the save Button.




• Click Update.




                           34
        INSERTING LINE ITEM
           DESCRIPTIONS
• Note: The screen has
  refreshed for another
  line item to be
  entered. If you have
  one, enter it. If not
  simply Click the exit
  icon. Then Click
  “Update” which will
  take you back to the
  RGIL Screen.
                          35
         INSERTING LINE ITEM
            DESCRIPTIONS
• Note you now have 1
  item listed. This will
  list all the line items
  you put in. You are
  now ready to exit.
  Click the “save”
  Button and the
  “Update” Button as
  shown previously.

                            36
        PRINTED COMMENTS
• The Printed Comments
  box is used to instruct the
  Warehouse and the
  Vendors on where to
  deliver the product. It also
  provides contact
  information for the vendor
  in the event of a service
  call or equipment
  installation.

• To detail into this screen
  simply click the “detail”
  button.

                                 37
     PRINTED COMMENTS
• Two purposes of the Printed Comments
  Section:
    1. Information so the warehouse can
           deliver it to you.
    2. Information so the vendor can
           deliver it to you, or contact
           information so they can provide
           the service or installation.
                    38
PRINTED COMMENTS EXAMPLE
• Warehouse Info:
  Terry Fryman
  District Office
  6th Floor Room 618
  Ext 7130


• Vendor Info:
  Terry Fryman
  District Office
  39 Columbia Dr.
  6th Floor Room 618
  Tampa, Fl. 33606
  813-253-7130

                       39
      PRINTED COMMENTS
• Once you have the
  correct information in
  the printed comments
  box, click “Update” to
  return to the main
  screen.




                           40
                 COMMENTS
• The comments box is
  used mainly by
  Purchasing for reports.
  You can put information
  in that box for the
  approval process but it
  will be deleted once the
  PO is issued.
• This requires the same
  process as the Printed
  comments; detail in, put
  in your information, click
  “save” Icon and then click
  “Update”.

                               41
            REQUISITION DONE
• Once all of the information is in
  the only thing remaining is to
  change the Requisition Done
  box from “No” to “Yes”. If you
  are missing information that is
  required on the requisition it
  will let you know and will not
  allow you to change the
  requisition to “Yes”, General
  Ledger (GL) Accounts is one of
  those fields. If you are missing
  a GL Account the system will
  not allow you to complete the
  requisition and will keep it in
  an “In Progress” status.

                                      42
        REQUISITION DONE
• Click the save button.




• Click the Update
  Button.



                           43
           RETRIEVING YOUR
          REQUISITION NUMBER
• After you have clicked
  “Update”, a box with your
  requisition number will appear.
  This box will appear whether
  the requisition is complete or
  not. In any case, you have the
  number to track it and to bring
  it back up if it’s incomplete.

• Click the Ok button and the
  requisition maintenance
  screen will refresh so you may
  enter your next requisition.



                                    44
Requisition Inquiry Screen

          RINQ



            45
       Requisition Inquiry Screen
                 RINQ
• This screen is used to
  check the status of your
  requisition. This screen
  will indicate the status of
  the requisition in the
  purchasing process and
  will give you the PO
  number if one has been
  assigned. It will also show
  who has approved the
  requisition.

                                46
      Requisition Inquiry Screen
                RINQ
• Enter the requisition
  number you were
  assigned in the
  requisition lookup
  box.




                          47
        Requisition Inquiry Screen
                  RINQ
• If you cannot remember
  the number you can enter
  the vendor name and do
  a search until you find
  your name as the initiator
  tied to the vendor you
  were looking up.
• Using the scroll bar, scroll
  down to find your
  requisition, enter the
  number to the left of it
  and click the save button.

                                 48
       Requisition Inquiry Screen
                 RINQ
• Requisition status.
• PO number if
  assigned.
• Check who has
  approved.
• Items ordered.
• To view the PO if one
  has been assigned,
  click the detail button
  to the right of the PO.

                            49
   Purchase Order Inquiry Screen
              PINQ
• This will show the PO that
  was created from your
  requisition.
• Date Created.
• If your PO is a P type
  purchase order you can
  see the order status (If
  the product has been
  received or not). Note: On
  this example one item is
  outstanding and one has
  been accepted.
• To see additional line
  items click the scroll bar.
                                50
   Purchase Order Inquiry Screen
              PINQ
• To view the printed
  comments or other
  comments, click one
  of these Buttons.
• To view additional
  information on the line
  items, click the Detail
  button.


                            51
   Purchase Order Inquiry Screen
              PINQ
• Once you’re done
  looking at the PO,
  simply click the single
  X.

• Then click Cancel.
  This will return you to
  the RINQ screen.


                            52
       Requisition Inquiry Screen
                 RINQ
• Once you’re done
  reviewing the
  requisition click the
  single X.

• And click Cancel to
  exit the Requisition
  Inquiry Screen
  (RINQ).

                          53
Requisition Register


      RREG


         54
            Requisition Register
                  RREG
• This is the requisition
  register screen. This can
  be used to pull up
  requisitions that you have
  done. This report can be
  run using various search
  requirements such as
  Initiator, GL account
  number and by vendor.
  We will be discussing the
  lookup by Initiator. This
  will be the main use of
  this screen for the user.
                               55
               Requisition Register
                     RREG
• The range requests that you
  enter a beginning and ending
  figure in the boxes as shown.
  In this case we want
  requisitions from 7/1/06
  through 8/29/06. If you want
  just today’s date then you
  would put today’s date in both
  boxes. The same goes for the
  other boxes.
• The next requirement is the
  Initiator, simply type in your
  Datatel login ID and hit enter.
  The field will populate with
  your name.

                                    56
           Requisition Register
                 RREG
• Click the save button
  at the top of the
  screen.



• Click Update.




                          57
           Requisition Register
                 RREG
• No changes are
  required for this
  screen; click the
  “save” button.

• Click “Update”.




                      58
             Requisition Register
                   RREG
• With this screen you can
  determine how you want
  to view your search
  results. The P shown to
  the right of Output device
  indicates it will go to the
  printer. You can change
  this to an H (Hold) if you
  want to view it on screen.
  To send it to the printer
  do a lookup of the
  printers by typing “…”
  next to Printer and hit
  “enter”.

                                59
            Requisition Register
                  RREG
• This will bring up all of
  the network printers
  currently assigned in
  Datatel. Scroll down
  and select the printer
  in your area. Enter
  the number to the left
  of the printer in the
  search box.
• Click “save” button.
                              60
           Requisition Register
                 RREG
• Once you have
  selected the printer
  click the “save”
  button.



• Click “Update”.



                         61
          Requisition Register
                RREG
• This screen will
  appear. There is no
  input required. Click
  the “save” button and
  click “Update” when
  prompt is displayed.




                          62
  CHECK REQUEST VERSUS
REQUISITIONS FOR PURCHASE
          ORDERS
• The following is a list of requirements that should
  be treated as Check Request and not as
  Requisitions for Purchase Orders.
         Subscriptions
         Memberships
         Travel request
         Reimbursements to Faculty, Staff and Students
         Student housing allowances
         Stipends to Students
         Refunds

                                63

				
DOCUMENT INFO
Description: Filling Out Purchase Order Form document sample