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Purchasing

Purchasing. Guidelines and Instructions. Agenda. One. Two. What do I do if I need supplies?. Approval Path - Step by Step Requisition Training. Questions/Review. Receipt of Supplies. Three. Four. What do I do if I need supplies?. Classroom supplies, textbooks, services.

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Purchasing

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  1. Purchasing Guidelines and Instructions

  2. Agenda One Two What do I do if I need supplies? Approval Path - Step by Step Requisition Training Questions/Review Receipt of Supplies Three Four

  3. What do I do if I need supplies? Classroom supplies, textbooks, services • Step 1:  Is the item available through the District’s supplies? • If the District has already purchased the item; it is stocked in the office supply closet or district storage. Contact campus secretary for information. • Step 2:  Is the item or service available through a District contract?  The Business Office has established a variety of annual bids covering many of the products and services required by campuses and departments. All relevant statute and policy requirements have been met by Purchasing in establishing these bids/contracts. Purchases can be made utilizing a purchase requisition – step by step instruction will be covered later. High School – Brenda Drazic Elementary – Julie Gee Business Office/Purchasing – Christy Akin Contact Dawn or Christyif you are unsure about a vendor

  4. What do I do if I need supplies? • Step 3:  Is the item or service available through an inter-local contract or cooperative agreement?The District has established a number of inter-local agreements with other entities that provide items and services for school districts.  If the item or service has been competitively bid by the same requirements the District must follow, the item or service may be purchased through this method. • Step 4:  Is the item or service only available through a sole source provider?For a purchase to meet the requirements of sole source, it must meet the legal and policy requirements, and Sole Source documentation must be secured. (this would be a new vendor – Business Manger will have to enter into the system) You can access the most up to date vendor list on the Region 18 website. www.esc18.net Email Dawn Wyatt to add new vendor at dwyatt@rankinisd.net

  5. Requisitions • The District utilizes the purchase order document as the official contract for purchasing. You start the process by submitting a requisition in the TxEIS system. Once approved by various levels of authority it is forwarded to the Business Office, where it is assigned a purchase order number, encumbered, and officially designated as a “Purchase Order”.

  6. Teacher Aides/Campus Secretaries/Teachers - Approval Path .

  7. Maintenance, Technology, Food Services, Business Office Staff, Athletic Director, and Campus Principals .

  8. Step by Step Instructions • Log on to Rankin ISD (www.rankinisd.net) and Click on the TxEIS link

  9. Enter in your user name and password. (Contact Barrett Kelley for user name and password issues)

  10. Select Purchasing link

  11. Select Maintenance then select create/modify requisition

  12. Select Add-Clear All Tab

  13. Select Sort Key/Vendor Name Icon (grey square)

  14. Enter in vendor name and select search / then select vendor by clicking on the highlighted number (vendor name and number will self populate once selected)

  15. A – Fill in reason • B – Bid number (if vendor is part of Region 18 coop) C – Catalog number (If applicable) D- Description A B a a a a C D

  16. E – Unit of Issue •  F- Unit Price • G – Quantity •  H – Discounts (if applicable) a a a a E F G H

  17. I – Freight Amount (if known) J- Long Description (enter in detail information about the purchase)K- Vendor Notes – Tell the Business office how to process the order (fax PO, I will purchase Item, Send me Check , Payment due date, etc. )L– Enter Campus number (801-Elem, 001 HS, 701 Admin)M- Save RequisitionN- Requisition number will self populate after save (write number on blue sheet)O– Submit requisition M L O N K I J

  18. Blue Sheet – Requisition Attachment Form 1. Do not forget to forward your blue sheet with your receipts to the Business Office. 2. Important Change- You no longer need to get the Principal’s approval signature. 3. Send via inter-campus mail or deliver in person to Christy Akinat the Administration Building

  19. Receipt of Supplies/Orders • All Supplies/Orders are shipped to the Administration Building. • Business Office will have packages delivered to your campus where you will be notified by campus secretary that they arrived. You are responsible to insure order fulfillment and send packing slip with a Blue Sheet (with REQ #) over to the Business Office stating “ALL RECEIVED.” • If all was not received, the please contract the Christy Akin at the Business Office withany issues with your shipment.

  20. QUESTIONS??? You can always call the Business Office and ask Dawn or Christyfor help!

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