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I need to cancel a purchase order or make a change.
Who do I contact?
E-mail the Expeditor with the purchase order number and the
requested change or reason for cancellation.
The vendor I want to use on a purchase request is not
listed in the database. How do I get the vendor added to
the list?
Contact accounts payable and request a number but remember
this is only good if a vendor is sole source. Then contact
Purchasing with the vendor’s address and phone number. They
will add them to the mailing list for bids in their field.
Hopefully they will return the bid information and be
awarded soon.
What’s
the difference between an awarded vendor, a vendor on a
vendor list and a registered vendor?
A vendor that says they are
on our vendor list has simply called us and requested they
be added to our mailing list. The Purchasing department
will send them a bid the next time we have one that pertains
to their product/services. A registered vendor is one that
has returned the paperwork needed for our vendor fair and
can be used with activity money. An awarded vendor has been
awarded a contract with the district.
Which vendors can I use for purchase orders?
Purchase orders should be issued to awarded vendors on bid.
Not all vendors listed in the On-Line Purchasing database
are awarded. The vendor discount report lists most awarded
vendors. You may use your activity money for those vendors
not awarded.
Why hasn’t my purchase request received a purchase
order number?
If you haven’t received an e-mail from the purchasing
department about a specific problem, check to see if the
request has been finalized and approved at level one or
routed to someone at level two.
Do purchase orders print at a certain time each day?
Purchase orders print twice daily (approximately 10:00am &
2:00pm). If you have an emergency order, contact the
purchasing department with the request number so it can be
processed immediately.
If the vendor report says there is a sole source
letter on file, how do I find out if the items I want to
order are included in the sole source letter?
Sole source letters can be found in your e-mail public
folders/all public folders/purchasing/sole source letters.
If your items are not listed, please contact the vendor and
request an updated sole source letter.
When should a purchase order be delivered directly to
a school instead of the Alief ISD warehouse?
The following items should be delivered directly to a
school: magazine subscriptions, newspapers, lumber,
live/dead or parts of animals/plants, furniture, chemicals,
items that have installation fees included in the price,
large fragile items (ie: display cases) and stringed musical
instruments.
I need to send an attachment with a purchase order.
What is the proper procedure?
Send the original attachment and two additional copies to
the purchasing department. Be sure to note the request
number on the attachments.
How do I print vendor reports?
To print the short version of the report:
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X – On Line Purchasing |
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M – System Maintenance |
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M21 – Vendor Reports |
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Discount/Freight Per Purchase Order
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To print a more comprehensive report (Note – this is quite
lengthy):
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X – On Line Purchasing |
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M – System Maintenance |
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M21 – Vendor Reports |
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Vendor Discounts – Alpha Listing or
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Vendor Discounts by Category |
The vendor will not take a P.O. What can I do?
If the vendor will not take
a P.O., then they are not an awarded vendor. Please use
only awarded bid vendors for purchases. .
How do I put in a PO when I need to go pick up the
items at the store.
In the “Deliver To” field
on the purchase requisition, type “PU”. Also, type
your extension in the printed comments and the name of the
person that will be completing the receiving report in the
Receiver field. When you pick up the P.O. from the
Purchasing Department, you will receive a pink receiving
report. After you pick up the goods, fill out the receiving
report and return it to Purchasing along with the receipt.
If you do not know the exact amount of the purchase, do the
P.O. for the estimated amount & type “P.O. not to exceed
$XXX in the Description field.
It’s an emergency-I need these items
immediately. What can I do?
First, keep in mind the
Purchasing Department mails out all P.O.’s within a 24 hour
time period. They can also fax the P.O. rather than mail if
you ask for this in the printed comments & provide the
vendor’s fax number. If it is a true emergency, the
Purchasing Department will rush print the P.O. & fax to the
vendor.
This is the only place that I can purchase these
items.
Have the vendor fax a sole
source letter to the purchasing department (281-498-8071).
I’ve checked with all the awarded bid vendors & their
price is much higher than this vendor that I want to use.
The district is under
contract to purchase from the awarded vendors. Please
notify purchasing you would like this vendor added to the
mailing list. Purchasing will send them a bid when one is
available. This does not mean that they will be awarded!
We always give each teacher an allowance of $25 to
spend for miscellaneous classroom items each year. They
make the purchases & we do a check requisition to reimburse
them.
Reimbursements for small
dollar purchases such as this will be made on check
requisitions. The limit is $25!
I had
to do a check requisition-it was past the deadline to enter
P.O.’s.
The deadline for entering
P.O.’s is established each year to ensure that all goods
ordered are received prior to the year-end. The deadline
for entering P.O.’s is the deadline for purchasing tangible
goods. PLEASE PLAN AHEAD!
I
didn’t know the rules. I ordered the items on the
phone/internet & have already received the items & a bill.
First time this has
happened? Ask your administrator/principal to e-mail the
Purchasing Director explaining why proper procedure was not
followed. Second time this has happened?-return the items
to vendor or pay from the campus faculty activity account.
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