June 17, 2014 - by

business_purchasing




SIMPLE STEPS FOR PURCHASE PROCESS


PURCHASING POLICIES & PROCEDURES

PURCHASING CARD

REQUISITIONS / PURCHASE ORDERS

RECEIVING PROCESS

CHANGE ORDERS

CONFIRMING ORDERS

INTERDEPARTMENTAL REQUISITIONS

PURCHASING CONTRACTS

PURCHASING FORMS

PURCHASING TRAINING

Purchasing contacts:



SIMPLE STEPS FOR PURCHASING PROCESS



  • Following these steps should ensure a smooth process for purchasing items for your department:

    • Make sure the item being bought is allowable for purchase by the University
    • Purchasing card should be used if possible for the order
    • If purchasing card is not an option, make sure a purchase order has been completed for the purchase
    • When item is physically received by your office, make sure the items match what was on the purchase order
    • Complete the receiving process in OMNI
    • Close the purchase order if all items have been received
    • Make sure an invoice is sent to the Business Office for processing, and all items and amounts on the invoice are correct
    • Review the payment in OMNI to make sure correct payment was processed for the order




PURCHASING POLICIES & PROCEDURES





PURCHASING CARD



  • Purchasing cards should be used when possible for the purchase of small dollar items. Examples of items that should be purchased using the P-card are:

  • Purchases on the p-card are exempt from sales tax within Florida. Make sure the clerk knows this before processing the payment.
  • Instructions and forms for obtaining and using the purchasing card can be found online at
    http://www.purchasing.fsu.edu/pcard.html
  • A report (FSU_PCARD_TRANS_BY_EMP) can be run in OMNI that shows all P-card purchases made by an employee. Following are the instructions for this report:

    • Sign into OMNI Financials 8.9
    • Select Reporting Tools and then Query Viewer
    • In the query viewer, go to the Search By and make sure Query Name is showing. Type in FSU_PCARD_TRANS_BY_EMP in the begins with text box
    • Click Search
    • This will pull up the query for PCARD TRANS FOR AN EMP BY DATE
    • Click on either Excel or HTML
    • Enter Employee ID (9 numbers)
    • Enter Search Date Parameters (From Date and To Date)
    • Click on Search




REQUISITIONS / PURCHASE ORDERS



  • All purchases of goods or services from vendors outside the University must be processed on a Purchase Order through OMNI. University guidelines related to purchases of goods and services can be found online at
    http://www.vpfa.fsu.edu/policies/bmanual/purchasing.html
  • How to Create a Requisition for Goods, Services, or Blanket orders (Job Aid) –

    http://www.purchasing.fsu.edu/Training.html
  • Requisitions go through three levels of approval before the PO is sent to a vendor. The three levels are Business Office, Department Head, and Purchasing Office.
  • Vendor information can be added or updated in OMNI by contacting the Purchasing Office at 644-9721.
  • Purchase orders and change orders can be viewed online using Hummingbird DM. Instructions for viewing these documents can be found at

    http://dm.oti.fsu.edu



RECEIVING PROCESS



  • Goods and services ordered using a PO must be received in OMNI before an invoice can be paid. The receiving process is done to create an online record of the receipt, which is then matched to an invoice before it is paid.
  • Receipts should not be entered until the good or service has been actually received by the department.
  • Receiving instructions (Job Aid) –
    http://www.purchasing.fsu.edu/Training.html



CHANGE ORDERS



  • A purchase order is a binding contract between a vendor and the University. This purchase order can only be changed by requesting a Change Order through the Purchasing Office. A Change Order is required to:

    • Increase or decrease quantities
    • Add or cancel items
    • Change the cost of a good or service
    • Cancel the PO
    • Extend the dates of service

  • Instructions for creating a change order can be found online at
    http://www.purchasing.fsu.edu/Forms/ChangeOrderForm.pdf



CONFIRMING ORDERS



  • Do not use. A purchase order should be approved before a purchase is made.




INTERDEPARTMENTAL REQUISITIONS



  • The following goods and services can be obtained from the University:

    • FSU Computer Store – computers, toner and related supplies
    • Printing Services – print and copy jobs; supplies
    • FSU Photo Lab – photography services; photos
    • Union Copy – printing and copying/graphics
    • Campus Services – paper, other office supplies

  • The Interdepartmental Requisition Form must be completed (including the pricing and account code) and signed by department head before being sent to the Business Office for processing. A copy of this form can be found online at

    http://bservices.fsu.edu/images/IR.pdf



PURCHASING CONTRACTS





PURCHASING FORMS





PURCHASING TRAINING


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