Purchasing Guidelines and Policies
Purchase Orders
- Accurate, legible and complete descriptions are required. Unit of measure is important. If unsure on units, type “?” in unit field and press Enter to see available list of units.
- More than one account number on a requisition can be used using the distribution screen.
- Always add 8% tax to your orders.
- If shipping cost is unknown, add 15% shipping charge to each item page.
- If a purchase requisition is 15 line items or more, please enter your requisition as “Per attached list”. Please mail original copy to Purchasing, and send a copy via email in case original gets lost and to expedite PO process.
- Please include as much information on your requisition as possible including name of sales rep, discounts and codes, special pricing, quote numbers or freight charges. If you have a formal quote please mail/email a copy to Purchasing. (IE) If the item is a “kit”, you can describe what the kit includes.
- Only Purchasing personnel are authorized to make any change to a purchase order. Please contact the purchasing department for requests.
Open Purchase Orders
- Examples include: JIT/printer cartridges/science/food.
- Authorized signatures and effective dates are required.
- A complete description is important. If a teacher only has an exact amount to spend then type in description area “Not to Exceed P.O. (or dollar) amount.”
- Object Codes
- Account Distribution Screen (Split Screen)
- J.I.T. Orders
- Taxes
- Purchase Order Tracking/Expediting
- Packing Slips
- Quotes
- Confirming Orders
- Vendors
- Internet Purchasing
- Bill To - Ship To
- Field Trips
- Payment Terms
- Site Modification Request Form
- Returns and Discrepancies
- Emergency Rush Orders
- Stores Orders
- Consultants
- Requisition Approvals
- Product Standardization
- ASB/PTA/Boosters/Parent Groups
- Year End Memos/Calendar
- Warranty/ Non-Warranty Repairs for Computers, Printers, AV Equipment
- Hardware, Software, and Grant Approvals