District Budget Accounts Introduction to Purchase Orders.

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District Budget Accounts Introduction to Purchase Orders

Transcript of District Budget Accounts Introduction to Purchase Orders.

Page 1: District Budget Accounts Introduction to Purchase Orders.

District Budget Accounts

Introduction to Purchase Orders

Page 2: District Budget Accounts Introduction to Purchase Orders.

Purchase Orders:Definitions/Terms

AS400 – Purchasing Operating System WWW – Internet Purchasing System Fiscal Year – School Year (08-09) Calendar Year – Regular Calendar (2008)

Page 3: District Budget Accounts Introduction to Purchase Orders.

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)

Page 4: District Budget Accounts Introduction to Purchase Orders.

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

Page 5: District Budget Accounts Introduction to Purchase Orders.

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

Page 6: District Budget Accounts Introduction to Purchase Orders.

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

Page 7: District Budget Accounts Introduction to Purchase Orders.

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

Page 8: District Budget Accounts Introduction to Purchase Orders.

Purchase Orders:Copy Distribution

SchoolWhiteCopy

VendorOrigianl

SchoolYellowCopy

AccountsPayable

Copy

RequisitionPurchase

Order

Page 9: District Budget Accounts Introduction to Purchase Orders.

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

Page 10: District Budget Accounts Introduction to Purchase Orders.

Purchase Orders:The EPO on the WEB

Page 11: District Budget Accounts Introduction to Purchase Orders.

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

Page 12: District Budget Accounts Introduction to Purchase Orders.

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.

Page 13: District Budget Accounts Introduction to Purchase Orders.

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

Page 14: District Budget Accounts Introduction to Purchase Orders.

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

Page 15: District Budget Accounts Introduction to Purchase Orders.

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

Page 16: District Budget Accounts Introduction to Purchase Orders.

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

Page 17: District Budget Accounts Introduction to Purchase Orders.

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

Page 18: District Budget Accounts Introduction to Purchase Orders.

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.

Page 19: District Budget Accounts Introduction to Purchase Orders.

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!

Page 20: District Budget Accounts Introduction to Purchase Orders.

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.

Page 21: District Budget Accounts Introduction to Purchase Orders.

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.

Page 22: District Budget Accounts Introduction to Purchase Orders.

Questions

Call us!!! “The Business Office”

Accounts Payable – Linda – 3033Purchase Order Creator/Mailer – Deb G. – 3030Account Number Questions – Sharon – 3032Special Approvals – Deb Rouse - 3031


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