GEARS TRAINING PROCURE TO PAY PTP EXPRESS PURCHASE

• GEARS TRAINING • PROCURE TO PAY (PTP) EXPRESS PURCHASE ORDERS • DEPARTMENT OF PROCUREMENT, CONTRACT, & GRANT ADMINISTRATION • ROBIN SMITH • VALERIE L. MITCHELL

AGENDA How to enter an express purchase order How to cancel an express po Creating a change order Adding a contract to dispatched po

PROCURE TO PAY: HOW TO ENTER AN EXPRESS PO • An express PO is a purchase order created for items less than or equal to $2500. • They are required for Judiciary Blanket contracts. • The express PO must be set up in the order goods and services are to be received. • Goods/Services at the same unit cost should be quantity. • Service(s) with varying price should be “amount only. ” Unit of Measure (UOM) for amount only should be AMT. • Always know the correct budget code (PCA) for your transaction.

4 CREATING AN EXPRESS PO

5 CREATING AN EXPRESS PO CON’T.

6 CANCELIN G AN EXPRESS PO The express PO was entered by mistake The express PO is a duplicate The express PO is required to be cancelled by the purchasing organization. Can only be canceled in approved and dispatched status with no activity.

7 CANCELLING AN EXPRESS PO CON’T

8 CREATING A CHANGE ORDER FOR AN EXPRESS PO Updating a PO that has been dispatched will create a change order Updates include increase/price amount or quantity, Add a line to the PO or change distribution or shipping information Changes to the po may require resubmission for approval, budget check and dispatch.

9 CREATING A CHANGE ORDER CON’T

10 ADDING A CONTRACT TO A DISPATCHED PO • The association of the contract gives the judiciary the ability to accurately track expenses against contracts.

11 ANY QUESTIONS? Please feel free to contact us: Robin Smith, 410 -260 -1421, Procurement Officer Valerie L. Mitchell, 410 -260 -3591, Procurement Officer Daniel Mays, 410 -260 -1594, Director Whitney Williams, 410 -260 -1581, Procurement Manager Kevin Jones, 410 -260 -1411, Deputy Director