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Purchase Orders:Definitions/Terms
AS400 – Purchasing Operating System WWW – Internet Purchasing System Fiscal Year – School Year (08-09) Calendar Year – Regular Calendar (2008)
Purchase Orders:Definitions/Terms
RPO - Requisition Purchase Order APO - Actual Purchase Order (APO08)
Automated Purchase Order EPO - Electronic Purchase Order Blanket PO – All inclusive larger
purchase order for reoccurring and frequent purchases (cannot use for EPO purchases)
Purchase Orders:Definitions/Terms Cont.
Purchase Order Form – The original hand written request from teachers/staff
Vendor – The company you order from Approval – District Office Approves your
purchase before turning RPO to an APO Encumbrance – Money set aside
(promised) already spoken for a purchase
Purchase Orders:Definitions/Terms Cont.
Backorder – Items that have been purchased but not in stock. Items promised for a later delivery
Packing Slip – A slip of all items purchased included with a delivery. Usually does not include any prices.
Statement – The bill for items received with the total dollar amount due. No itemized prices.
Itemized Invoice – An invoice with individual items listed with the individual price of each item and the total amount due
Purchase Orders:First Steps
1. Purchase Order Form
Received From Staff Member
4. Pencil in amount of order in Budget Book
3. Verify Staff Member has enough money in their budget
2. Verify Vendoris online
The Creation of the P.O: The Pieces of the Puzzle
1. You create/requisition the purchase order on the AS400 or Online.
2. The District approves the purchase order and prints out 4 copies of the Purchase Order and forwards one copy to the Vendor to be filled. One copy stays at the district office and the white and yellow copies get sent to you.
4.You verify the order is complete and send the white and yellow copiesof the Purchase Orderto the District Office for Payment. The yellowcopy will be returned to you stamped paid.
3. The vendor fills the order and ships it to you
Purchase Orders:Copy Distribution
SchoolWhiteCopy
VendorOrigianl
SchoolYellowCopy
AccountsPayable
Copy
RequisitionPurchase
Order
Purchase Orders:Organization of Paperwork
1. RPOA place holder
waiting for APO
5. Paid POFiled for
your records
4. Recordtotal paid in
budget book
3. APO OUT FOR PAY. RPO - A place
holder waiting for Paid PO
2. APOWith RPO attached
Questions
When do you create an Electronic (EPO) vs. an (RPO/APO) on the AS400?
Answer: If the vendor is currently on the district Electronic System
Questions
Who are the vendors that support an order electronically?
Answer: Corporate Express (EWAY) Office Max
School Specialty (JUNEBOX) For Vendor Suggestions refer to Linda
Staats beginning of the year memo.
Purchase Orders:User Assignment on the AS400
Assignment selection . . . . . . . . . . . . 1 Assignment Title Work Area Yr Client 1. PURCHASE REQUISITION ENTRY MENU FMSMGR 08
WAWM 2. PURCHASING & FINANCIAL LOOKUP MENU FMSMGR 08
WAWM 3. PURCHASE REQUISITION ENTRY MENU FMSMGR 09
WAWM 4. PURCHASING & FINANCIAL LOOKUP MENU FMSMGR 09
WAWM
Purchase Orders:The RPO on the AS400
Assignment selection . . . . . . . . . . . . 1 Assignment Title Work Area Yr Client
1. PURCHASE REQUISITION ENTRY MENU FMSMGR 08 WAWM
2. PURCHASING & FINANCIAL LOOKUP MENU FMSMGR 08 WAWM
3. PURCHASE REQUISITION ENTRY MENU FMSMGR 09 WAWM
4. PURCHASING & FINANCIAL LOOKUP MENU FMSMGR 09 WAWM
Purchase Orders:Looking up PO’s (APO & EPO)
Assignment selection . . . . . . . . . . . . 1 Assignment Title Work Area Yr Client
1. PURCHASE REQUISITION ENTRY MENU FMSMGR 08 WAWM
2. PURCHASING & FINANCIAL LOOKUP MENU FMSMGR 08 WAWM
3. PURCHASE REQUISITION ENTRY MENU FMSMGR 09 WAWM
4. PURCHASING & FINANCIAL LOOKUP MENU FMSMGR 09 WAWM
Questions
How do you find a Vendor?
Answer: The AS400
1. PURCHASE REQUISITION ENTRY MENU FMSMGR 08 WAWM 2. PURCHASING & FINANCIAL LOOKUP MENU FMSMGR 08 WAWM 3. PURCHASE REQUISITION ENTRY MENU FMSMGR 09 WAWM 4. PURCHASING & FINANCIAL LOOKUP MENU FMSMGR 09 WAWM
MENU PURNTR: PURCHASE REQUISITION ENTRY MENU 1. Purchase Order Requisition Input . . . . . . PUR.420 2. Print Purchase Order Requisitions . . . . . . PUR.530 3. Maintain Vendor Records . . . . . . . . . . PUR.301L
Questions
What if you still can’t find the vendor?
Answer: Try using “DBA”
I Vendor Number: Lookup Index End Index: 3 1 = Vendor By Name: 2 = Vendor By Number. 3 = Vendor By Category: DBA
Questions
Can you add a Vendor?
Answer: Can you find the same item from one of our current vendors at a cheaper price, then no.
If not, does the vendor accept purchase orders from a school district, if so, then yes.
Questions
How do you add a Vendor?
Answer: By using a purple Vendor Maintenance Form, (½ sheet form). Make sure it is completely filled out!
Questions
Which PO’s do you hold for an invoice?
Answer: Invoices that are largely supported by the district that automatically bill us monthly such as Elliott’s Ace Hardware, Majdecki’s Sentry and EPO Vendors.
Questions
Which PO’s do you send up for payment as soon as the shipment has been received?
Answer: All other individual orders that do not normally invoice us monthly. When in doubt please call. Most invoices are generally sent directly to Accounts Payable.