June 17, 2014 - by
school-bio_purchasing

PURCHASING


 


u   SIMPLE STEPS FOR PURCHASING PROCESS


 


u   PURCHASING POLICIES & PROCEDURES


 


u   PURCHASING CARD


 


u   REQUISITIONS / PURCHASE ORDERS


 


u   RECEIVING PROCESS


 


u   CHANGE ORDERS


 


u   CONFIRMING ORDERS


 


u   INTERDEPARTMENTAL REQUISITIONS


 


u   PURCHASING CONTRACTS


 


u   PURCHASING FORMS


 


u   PURCHASING TRAINING


 


 


Purchasing contacts:



 



 



SIMPLE STEPS FOR PURCHASING PROCESS


 


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


o       Make sure the item being bought is allowable for purchase by the University


o       Purchasing card should be used if possible for the order


o       If purchasing card is not an option, make sure a purchase order has been completed for the purchase


o       When item is physically received by your office, make sure the items match what was on the purchase order


o       Complete the receiving process in OMNI


o       Close the purchase order if all items have been received


o       Make sure an invoice is sent to the Business Office for processing, and all items and amounts on the invoice are correct


o       Review the payment in OMNI to make sure correct payment was processed for the order


 


PURCHASING POLICIES & PROCEDURES


 


·        University policies and procedures for purchasing can be found online at http://www.purchasing.fsu.edu/policies.html 


 


 


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:


o       Office supplies


o       Computer supplies


o       Subscriptions


o       Rentals


o       Repairs


o       List of allowable purchases – http://www.purchasing.fsu.edu/CardInfo/Allowablepurchases.pdf


o       List of disallowed purchases – http://www.purchasing.fsu.edu/CardInfo/DisallowedPurchases.pdf


 


·        Purchases on the p-card are exempt from sales tax.  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:


o       Sign into OMNI Financials 8.9


o       Select Reporting Tools and then Query Viewer


o       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


o       Click Search


o       This will pull up the query for PCARD TRANS FOR AN EMP BY DATE


o       Click on either Excel or HTML


o       Enter Employee ID (9 numbers)


o       Enter Search Date Parameters (From Date and To Date)


o       Click on Search


 


 


REQUISITIONS / PURCHASE ORDERS


 



 



 



  • 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.

 



 


 


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:


o       Increase or decrease quantities


o       Add or cancel items


o       Change the cost of a good or service


o       Cancel the PO


o       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


 


·        A confirming order is the process of requesting goods or services from a vendor, without processing a purchase order.  This violates University policy and can result in a vendor not being paid for the good or service.


 


·        A Confirming Order Form must be completed and submitted with the invoice for the goods or service.  A copy of this form can be found online at http://www.purchasing.fsu.edu/Forms/ConfirmingOrderJustification.pdf


 


 


INTERDEPARTMENTAL REQUISITIONS


 


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


o       FSU Computer Store – computers, toner and related supplies


o       Printing Services – print and copy jobs; supplies


o       FSU Photo Lab – photography services; photos


 


·        The Interdepartmental Requisition Form must be completed and 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


 


·        The University has contracts with certain vendors that must be used for obtaining goods and services.  The contracts can be viewed online at http://www.purchasing.fsu.edu/contracts.html.


 


 


PURCHASING FORMS


 


·        Purchasing forms can be found at http://www.purchasing.fsu.edu/forms_reports.html


 


PURCHASING TRAINING


 


·        All employees with purchasing responsibilities should receive the following training:


o       OMNI purchasing procedures (contact Purchasing Office for course info)


o       Online review of Purchasing policies and procedures http://www.purchasing.fsu.edu/JobAids/Marcietrain.ppt


o       Online review of Purchasing tips and FAQs http://www.purchasing.fsu.edu/tips.html


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