District Budget Accounts Introduction to Purchase Orders Purchase

District Budget Accounts Introduction to Purchase Orders

Purchase Orders: Definitions/Terms n n AS 400 – Purchasing Operating System WWW – Internet Purchasing System Fiscal Year – School Year (08 -09) Calendar Year – Regular Calendar (2008)

Purchase Orders: Definitions/Terms n n RPO - Requisition Purchase Order APO - Actual Purchase Order (APO 08) 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. n n 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. n n 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 5. 2. Verify Vendor is online 3. Verify Staff Member has enough money in their budget

The Creation of the P. O: The Pieces of the Puzzle 1. You create/requisition the purchase order on the AS 400 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 copies of the Purchase Order to the District Office for Payment. The yellow copy will be returned to you stamped paid. 3. The vendor fills the order and ships it to you

Purchase Orders: Copy Distribution Accounts Payable Copy School White Copy Requisition Purchase Order Vendor Origianl School Yellow Copy

Purchase Orders: Organization of Paperwork 1. RPO A place holder waiting for APO 5. Paid PO Filed for your records 2. APO With RPO attached 3. APO OUT FOR PAY. RPO - A place holder waiting for Paid PO 4. Record total paid in 5. budget book

Purchase Orders: The EPO on the WEB

Questions n When do you create an Electronic (EPO) vs. an (RPO/APO) on the AS 400? Answer: If the vendor is currently on the district Electronic System

Questions n n 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 AS 400 Assignment selection. . . 1 Assignment Title 1. 2. 3. 4. Work Area Yr Client PURCHASE REQUISITION ENTRY MENU PURCHASING & FINANCIAL LOOKUP MENU FMSMGR 08 08 09 09 WAWM

Purchase Orders: The RPO on the AS 400 Assignment selection. . . 1 Assignment Title 1. 2. 3. 4. Work Area Yr Client PURCHASE REQUISITION ENTRY MENU PURCHASING & FINANCIAL LOOKUP MENU FMSMGR 08 WAWM 09 WAWM

Purchase Orders: Looking up PO’s (APO & EPO) Assignment selection. . . 1 Assignment Title Work Area Yr Client 1. PURCHASE REQUISITION ENTRY MENU 2. PURCHASING & FINANCIAL LOOKUP MENU 3. PURCHASE REQUISITION ENTRY MENU 4. PURCHASING & FINANCIAL LOOKUP MENU FMSMGR 08 WAWM 09 WAWM

Questions n How do you find a Vendor? Answer: The AS 400 1. 2. 3. 4. PURCHASE REQUISITION ENTRY MENU PURCHASING & FINANCIAL LOOKUP MENU FMSMGR 08 WAWM 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. 301 L

Questions n 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 n 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 n 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 n 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 n 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.

Questions n n Call us!!! “The Business Office” Accounts Payable – Linda – 3033 Purchase Order Creator/Mailer – Deb G. – 3030 Account Number Questions – Sharon – 3032 Special Approvals – Deb Rouse - 3031