Transcript DO AND DON’T ON PURCHASING September 2013

DO’S AND DON’T OF PURCHASING
September 2013-August 2014
Felix Lopez, Purchasing Agent, Ext: 4553
[email protected]
Edward Romero, Buyer Ext: 4589
[email protected]
Amelia Mendoza, Purchasing Clerk Ext: 7089
[email protected]
Rachel Morales, Purchasing Clerk Ext: 7022
[email protected]
Things to Remember
• One thing to remember is that you always need to get
an approved Purchase Order before you buy anything.
• Purchases without an approved Purchase Order are
not allowed
• The District has the option of not paying for materials
and supplies if a Purchase Order was not approved
• The District does not allow on-line purchases of any
kind
• The District uses 3 on line Vendors
Office Depot, Lakeshore, School Specialty
Purchases
• If you are buying supplies and materials that
cost less then $5,000 dollars then 3 quotes are
not needed (only 1 quote w/ order details).
• If you are buying items that cost more than
$5,000 dollars you are required to get 3
different vendor quotes.
• Make sure the items being quoted are the
exact same size, quality, and quantity.
• The exception to this is if you are buying from a
vendor that is listed as a member of a
Co-operative.
(Co-operatives are also referred to as an
Approved Vendor)
• Examples of Co-ops are Buy Board, TxMAS, TCPN,
Region 20, US Communities. A complete listing of
Co-ops is on the Purchasing website.
• If the amount being purchased exceeds $50,000
dollars then Board approval is required before
the purchases is made.
Other Purchasing Methods
• A Sole Source Letter is a Purchasing method that can
by used to buy goods and services without quotes.
• It can only by used if the product you are buying has a
copyright, patent or is not made by any other company.
• A Sole Source Letter must:
a. Be on company letterhead
b. Have a current date
c. Must be signed by a person in the organization
d. The Sole Source Letter is good for only 1 year
Open PO’s
• Open PO’s are Purchase Orders that extend longer than one
month. Open PO’s are no longer allowed. The only six
department allowed to do open PO’s are:
• Food Service
• Maintenance
• Transportation
• Athletics
• Superintendent
• EISD Board
All other departments can do PO’s but only for the month that
they are needed.
Consultant on an annual contract are allowed annual PO’s
• A W-9 Form is required for all new Vendors. We use the W-9 to set
up Vendors on our Vendor Master File.
• If a vendor has a change of address then a new W-9 is needed
• Email all W-9 to Edward Romero. He has responsibility for inputting
W-9 Forms
Office Supplies and Small Office Equipment
• Do not combine office supplies with items that need to be tagged
by inventory on the same requisition coded 6395.
• Chairs, filing cabinets, desk and other small equipment need to be
on a separate requisition.
• These small equipment requisitions will be shipped to our
receiving department for inventory tagging.
Miscellaneous Information
• There is a distinct difference between a Requisition number and a
Purchase Order number.
• A Requisition number is a 6 digit number that begins with a 05
(Ex: 050200).
• This requisition number is assigned by TxEIS when you click on submit
• A requisition has not been approved by the Administration.
• A Purchase Order number is also a 6 digit number beginning with a 18
(Ex: 184985).
• A PO number is assigned when it has gone through the approval process
• If asking Purchasing to research a requisition always give us the
requisition number. The requisition number is how we locate it in TXEIS
• If asking Accounts Payable to research and item they need to know the PO
number
• When the 6 digit Purchase Order number is assigned; you
will receive an automated message from TxEIS in your
outlook e-mail inbox.
– Notify Purchasing if you are not receiving the e-mail notification.