Purchasing and Distribution Services Procurement Updates FAR Meeting
Purchasing and Distribution Services Procurement Updates FAR Meeting – May 25, 2016
Purchase Order Encumbrance Review • Departments encouraged to run open encumbrance reports to view balances on PO’s. • Queries to run: • UTS_PO_OPEN_ENC_BY_CC – PO Encumbrance by Cost Center • UTS_PO_OPEN_ENC_BY_DEPT – PO Encumbrance by Department • UTS_PO_OPEN_ENC_BY_PROJECT – PO Encumbrance by Project ID • Send list of PO’s to be closed to the Purchasing Office email at purchasing@utsa. edu. • Focus on encumbrances for Budget Year 2016 only.
Requisition Workshops – Copier Orders • Purchasing will be conducting hands on workshops for copier renewals, tentatively set for June or July. • Workshops will provide demonstration and walkthrough on creating requisitions for copier renewals ONLY. • Departments seeking new leases should contact Purchasing Office – Purchasing will provide template of information necessary for copier companies to include in their quote – Outline/Instructions for creating new copier requisition • Training Dates will be released soon
Service Based Purchase Order • Requisitions for services are classified in two ways – 1. Set quantity and price • Requisition should be created with a quantity at set price • Ex. 8 Hours of Service at $20. 00/hr, 6 weeks of service at $140. 00/hr – 2. Undefined quantity with set price • Requisition should be created with quantity of 1 and total cost identified • Ex. Qty. 1 at $4, 000. 00 for total cost of job, or Qty. 1 at $20, 000/year
Service Based Purchase Order Cont’d • Undefined Services with multiple payments – 1. One time payment – this is a single payment for the total cost of job – 2. Multiple payments – these are multiple payments to be drawn off the total value of the PO or line, as services are completed. • Contact Purchasing to set to PO Amount Only (phone call to Procurement Specialist or email Purchasing Office) as soon as PO is received by email • Note: This option allows DTS to pay multiple invoices against same PO, no receipt required, and this process is only reserved for service with undefined quantities.
Contact Information • Primary: send an e-mail to Purchasing at purchasing@utsa. edu • Contact department assigned Procurement Specialist (click here for list) • Contact Front Desk at ext. 4060
Resources: • Purchasing Website: http: //www. utsa. edu/purchasing/index. cfm • Purchasing People. Soft Forms: http: //www. utsa. edu/purchasing/PS_Purch_Forms. cfm • Purchasing People. Soft Instructional Guides: http: //www. utsa. edu/purchasing/PS_Purch_How. To. cfm
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