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Skyward Purchasing

Skyward Purchasing. Who What When Where Proof of Co-op status: Region 7 TCPN Buyboard TXMAS (State) Term Contracts (State) DIR (State) Other: Sole Source Bid (Minimum of 3 quotes from non co-op vendors). Requirements for a Purchase Order. Proper Documentation to attach to Request.

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Skyward Purchasing

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  1. Skyward Purchasing

  2. Who • What • When • Where • Proof of Co-op status: • Region 7 • TCPN • Buyboard • TXMAS (State) • Term Contracts (State) • DIR (State) • Other: • Sole Source • Bid (Minimum of 3 quotes from non co-op vendors) Requirements for a Purchase Order

  3. Proper Documentation to attach to Request • Registration Form • Mileage (Mapquest) • Quote from vendors • Travel Request Form • Hotel/Auto/Flight Confirmations • Minutes for Student Activity Acct (865) • Any type of backup that shows the (4) W’s and why you are doing a request in the first place. • Emails • Web printouts

  4. FIVE IMPORTANT THINGS TO REMEMBER •  The district will not be financially responsible for a purchase that was made without an authorized purchase order in place before the order for goods or services is conducted.  This applies to every service and all materials and goods that the district will acquire. • The district has many purchasing cooperatives we are members with.  We will need to use the vendors associated with these purchasing cooperatives unless it is a professional service or sole source.  Please see the legal policy concerning sole source purchases. SEE BUSINESS OFFICE WEBSITE. • We require all purchase orders to be properly received into the Skyward receiving system.  Effective, September 1 we will not accept emails as confirmation of goods and services. •  District purchases will not be shipped to any address except the district.  • Only district personnel are authorized to place orders for goods and services with an authorized purchase order executed through the Skyward purchasing system.

  5. Entering a POClick on PurchasingClick on Requisition

  6. Click on the Apply Filter Button

  7. Click on the Add Button to Enter a new Request

  8. Fiscal Year: On the pull down list choose the appropriate year

  9. Click on the Vendor pull down list and begin typing your vendor in

  10. Ship To: Should be your dept/campus which will go to 1400 Silver Falls Road

  11. Invoice To: Leave Blank

  12. Attention: Should be filled automatically for you

  13. Leave Due Date and Ship Date with the current dateShip Via: Type in Best Method

  14. CHOOSE P-CARD UNDER PROJECT/GRANT WHEN USING DISTRICT CREDIT CARD

  15. Click on Save and Add Detail

  16. Line Number begins with 100 and you can have as many as you needIf there is a line number for each item; we can verify that we received the entire order

  17. Line Type: Merchandise when ordering items

  18. Line Type: Narrative if you need further explanation; there is NO Qty or Unit Cost associated with Narrative

  19. Quantity: How many of each items you are buyingUnit of Measure: Ex: Each, Miles, Boxes

  20. Unit Cost: How much each item costsTotal Amount: Is automatically calculated by Skyward

  21. Hit the Save Button

  22. Click on Add Requisition Accounts

  23. Choose the appropriate account and click on the Selected BoxThe amount remaining has to be 0 before you can click Save Account Distrib

  24. Click on the Notes

  25. Click Add

  26. Click Note Category pull down arrow and choose the appropriate item; ex Region 7 Coop Expiration DateIn the Note box put the expiration date; ex 8/18/12

  27. Click on the Back Button

  28. Click on Attachments

  29. Click on Add File

  30. Click on the Type: pull down arrow and choose which type

  31. Must have a description of the attachment

  32. Click on the Attached File and find the location where you scanned the backup for the request and choose the file; click on Open and the item will be attached in SkywardClick on the Save button to finish the attachment process

  33. Click on the back button to get back to the submit screen

  34. Here you can click on the Submit For Approval to begin the process of obtaining an authorized purchase order.If you are not ready to submit then click on Save and Finish Later and the request will go into your WIP (Work in Progress) status, and will not affect your budget.

  35. You have now concluded the Purchasing aspect of Skyward and you will receive an email when the request is approved and the Purchase Order can be printed.Click the back Button to be taken to the Main Screen

  36. Purchase Order Printing

  37. Step 1: Click on My Req Approval Hist

  38. Step 2: Click on Apply Filter

  39. Step 3: Highlight the appropriate request that you want and click on Print

  40. Step 4: Type REQ into the Password box and hit Submit

  41. Step 5: The Print Queue will run and once the status has completed you just need to hit the Display Report

  42. Step 6: Your Purchase Order will be ready to print and send to the vendor because you will see Judy Downing’s signature on the bottom.

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