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PURCHASE ORDERS TRAINING & PROCEDURES

PURCHASE ORDERS TRAINING & PROCEDURES. Presented by: Ms. Conchita Beltran, Coordinator II Miami-Dade County Public Schools Intergovernmental Affairs and Grants Administration. PURCHASE ORDERS PROCEDURES. Prior to processing a requisition, verify available funds for specific object code.

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PURCHASE ORDERS TRAINING & PROCEDURES

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  1. PURCHASE ORDERS TRAINING & PROCEDURES Presented by: Ms. Conchita Beltran, Coordinator II Miami-Dade County Public Schools Intergovernmental Affairs and Grants Administration

  2. PURCHASE ORDERS PROCEDURES • Prior to processing a requisition, verify available funds for specific object code. • When preparing a requisition, verify approval chain • Monitor requisition approvals • If a requisition is denied by any of the persons in the approval chain or for any other reason stated in the notes line, make the correction and re-route the requisition. (Enter letter C (for change when re-routed) • This process should take approximately 3-5 work days

  3. SAMPLE MSAF SCREEN OF PURCHASE REQUISITIONS REQUISITION WHEN ROUTED

  4. SAMPLE MSAF SCREEN OF PURCHASE REQUISITIONS REQUISITION DENIED – TO BE CORRECTED AND RE-ROUTED

  5. PURCHASE LINE RECEIPT INSTRUCTIONS • Purchase Requisition PLR Function:This function will advise you of the status of the requisition; if it is still in process or unopened • To use this function, go to MSAF - Financial System #14 Purchasing, then using Next Function enter PLR • On that screen, enter Purchase Order Number using Buyer’s code and the requisition Number, then indicate line # • When the purchase order has been opened you will receive a hard copy within a week. At that time you may start contacting the vendor for an estimated delivery date

  6. SAMPLE MSAF SCREEN OF PURCHASE ORDER PROCESS 316 MESSAGE – PURCHASE ORDER NOT FOUND

  7. SAMPLE MSAF SCREEN OF PURCHASE ORDER PROCESS NEXT FUNCTION . . . . ENTER PLR

  8. SAMPLE MSAF SCREEN OF OPEN PURCHASE ORDER STATUS LINE INDICATES PURCHASE ORDER IS OPEN AND READY TO MAIL TO VENDOR

  9. ON-LINE RECEIVING & PAYMENT PREPARATION • When the order is received online, send the signed invoice or packing list to Accounts Payable using mail code 9141 Room 602, • Payments can be monitored by: • Checking on your Open Purchase order listing

  10. OPEN PURCHASE ORDER & REQUISITION LIST SAMPLE THIS LIST INDICATES PURCHASE ORDER AND PAYMENT STATUS

  11. MSAF PAYMENT SCREEN SAMPLE STEP 1 - VERIFICATION OF PAYMENT STATUS

  12. MSAF PAYMENT SCREEN SAMPLE STEP 2 - VERIFICATION OF PAYMENT STATUS

  13. MSAF PAYMENT SCREEN SAMPLE STEP 3 - VERIFICATION OF PAYMENT STATUS

  14. MSAF VERIFICATION OF PAYMENTSAMPLE SCREEN Current Action Inquiry 85 Vendor Paid Status ADDRESS: 8930 State Road 84 #332 Vendor Name: QUATRO INC OPT2: A 4/25/03YA ZIP 33324 Invoice P.O. Inv Date TYP Amount Pd Check Ck Date STAT 200335 D02069372 08/04/03 1035.00 00404923 09/05/03 PAID 200330 E02081960 07/14/03 396.96 00404923 09/05/03 PAID 200213 E02079642 06/12/03 434.08 00400028 07/11/03 PAID STEP 4 – FINAL CONFIRMATION OF PAYMENT

  15. Questions Contact Information: Ms. Conchita Beltran, Coordinator II Miami-Dade County Public Schools Intergovernmental Affairs and Grants Administration (305) 995-1501

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