PURCHASING SEMINAR SEPTEMBER 14, 2012 PURCHASING REFRESHER

DID YOU KNOW? 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 BIDS TELEPHONE REPAIRS CELLULAR PHONES COMPUTER CABLING COPIERS FORMS INTERNATIONAL CALLS ON LINE ORDERING PROCUREMENT CARD PROPERTY CONTROL  PURCHASING PROCEDURES-SPECIAL RENTAL VEHICLES SURPLUS WHSE & TEXTBOOK DEPOSITORY TEXTBOOK (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. 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 $  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 SERVICE TRASH REMOVAL COPIER CONTRACT VISA WE ARE HERE TO HELP YOU! WE ARE HERE TO HELP YOU! EXT 302 BRENDA EXT 302 BRENDA EXT 303 SANDY EXT 303 SANDY