Purchasing Tips and Helpful Information. Kanawha County School Purchasing Department

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1 Purchasing Tips and Helpful Information Kanawha County School Purchasing Department Tim Easterday, Presenter August 2011

2 PURCHASING TIPS and HELPFUL INFORMATION The Purchase Requisition Limited Value Pos Receiving Pos Textbook Orders Warehouse Orders New Vendors Contracts PO Quick Reference Chart Reimbursements - discouraged Fixed Asset Inventory System

3 PURCHASE REQUISITION Address Areas A Department: School or office ordering B Date: today s date C Intended use of items ordered: C & I (classroom and instruction), etc. followed by the name of person who will be using items D Type of Order: Routine or Rush E Date needed: Enter date required, ASAP, etc. F Vendor/address: Complete vendor name and address with telphone #, if known G Delivery: Warehouse or school name put attention name here H Charged to budget acc t: Check available balance and use correct budget code; i.e., supplies, equipment, contracted services, etc.

4 PURCHASE REQUISITION Order Information I Quantity: Enter correct quantity J U/M: Enter unit measure of item; i.e., ea., doz. K Item description: Use vendor stock number and complete description of item requested L Est. Unit Price: cost per unit M Est. Total: cost of total quantity of one item N Subtract any discount O Add any shipping/handling charges P Total cost of entire order Q Requisitioned by: Signature of person requesting items R Approved by: Signature of budget manager (principal, administrator)

5 PURCHASE REQUISITION SAMPLE

6 PROCESSING THE PURCHASE REQUISITION KEEP THE PINK COPY FOR YOUR RECORDS!! Forward to Purchasing Yellow copy will be returned to you to confirm that Purchasing received the Purchasing Requisition After the requisition is checked for correct information and buyer analysis, a PO is typed A green copy of the PO will be returned to you with a number assigned for your records

7 PROBLEMS WITH PURCHASE REQUISITIONS No signature No budget sign-off signature No budget code Improper budget code Incomplete item description Quantity not defined Final delivery point not defined Funds not available in budget

8 LIMITED VALUE PO It s Yours!!! All LVPO are issued referencing your location code (i.e. Poxxx) You type, print, and issue to vendor Handle any problems with order Receive on WVEIS If invoice is sent to you, send it to Accounts Payable when items received (always keep a copy for your records) Invoice MUST include your PO# Invoice must match encumbrance total.

9 $DOLLAR & LIMIT ON LIMITED VALUE PO $1,000 limit, including shipping/handling If over $500 and no contract pricing, 3 written quotes must be obtained by fax or . If, in error, a LVPO is typed over $1,000, purchasing must close contact Bobbie , Ext. 105, or bjpauley@kcs.kana.k12.wv.us (cannot be done at school) Cannot be used for computer hardware or furniture

10 RECEIVING POs Items processed through warehouse do not need receiving WHEN TO RECEIVE: If delivery is directly to you (not warehouse) Limited Value PO If you receive a yellow copy of PO marked Receiving Required (keep yellow copy in a pending file and receive on WVEIS when items are delivered)

11 RECEIVING POs Special circumstances: Scholastic and Weekly Reader subscriptions should be received in entirety as soon as you start receiving It is recommended that when ordering magazine subscriptions do as Code O check must accompany order If another department orders an item for you, that department must receive PO on WVEIS (inform them you have received items)

12 TEXTBOOK ORDERS No charge for first year of new adoption books DON T order on WVEIS or your account will be charged Order all other textbooks from ISF textbook account or general fund Exception: new class or increased enrollment (Joe Godish must approve) Account numbers must be on all textbook requisitions

13 WAREHOUSE ORDERS Batch under location code; i.e., 800 Batch cash billings under CSH; on default budget code line put CASHBILL Exit program as soon as order is placed; if not, system is tied up Returns: Roger Vance to pick up items (include your name, school, item); attach a copy of requisition with items highlighted to be returned NO RETURNS after 30 days; check deliveries ASAP When ordering supply items that are available through the Crede Warehouse they MUST be ordered from the Warehouse

14 CONTRACTS Numerouse contracts in place, including computers, TVs, furniture, etc. Check with purchasing for better pricing before issuing any PO Check Web/Intranet contract listings

15 NEW VENDORS To add a new vendor: Vendor must fax or mail a letter on their company letterhead to Purchasing requesting to be added to KCS vendor list Problems include: ** Vendor must be on WVEIS File to do business Audit violation if vendor is not on file

16 Schools doing business with individuals: Contract individuals that want to do contracted services must complete W9 form if they are not put on file IRS violation for KCS (i.e. fund raisers, disc jockeys, etc.) They have to have a contractual agreement on what services they are going to perform They must complete a vendor registration form. Individuals are classified as 1099 IRS.

17 PO QUICK REFERENCE CHART When to use PURCHASE REQUISITION Ordering from an outside vendor Item exceeds $1,000 Want competitive price Want convenience of not administering LIMITED VALUE PURCHASE ORDER Ordering from an outside vendor for items under $1,000 The school/location wants to administer the PO (should still check with purchasing for contracts in place0 Sending to Purchasing Yes No No SCHOOL-BASED PURCHASE ORDER Paying from school s general fund Funds used County money (ISF, IEF, Staff Development, Etc.) Budget Account County Money (ISF, IEF, Staff Development, Etc.) Budget Account School general fund Limit Receiving required on WVEIS Send original invoice to Accounts Payable None, but must have funds available in budget Yes, if items sent directly to school/location No, if items processed through the warehouse $1,000; if item(s) not on contract, documented faxed, e- mail or written quotes must be obtained, if over $500. Yes Always Yes Yes No None, but if over $1,000 and not on contract, 3 bids must be obtained and kept for audit purposes No

18 REMEMBER!!!!! Reimbursements CANNOT be paid to school employees from county funds only to schools and with proper documentation. REIMBURSEMENTS ARE DISCOURAGED THEY ARE NOT A RECOMMENDED PRACTICE!

19 FIXED ASSET INVENTORY SYSTEM Required by WVDE What is a fixed asset? Item with a single unit cost of $5,000 or more and a useful life greater than 1 year Capital Improvements Improvements over $100,000 Construction and renovations Ground improvements HVAC Infrastructure, facility improvements How are fixed assets acquired? County purchase order Donation

20 Tracking Fixed Assets ACQUISITION FORMS When fixed asset is shipped or donated directly to school or location: A. Complete Acquistion Form (blue form, stock #149604) B. Attach fixed asset inventory tag to top front or right of item (you can acquire tags from the Purchasing Dept.) C. Receive PO you will be prompted for the fixed asset inventory tag number D. Send blue Acquisition Form to Vonda Middleton, Purchasing

21 Tracking Fixed Assets ACQUISITION FORMS When fixed asset is received and processed through the Warehouse: A. Tags and forms are completed by Supply Management B. School/location should verify that tag is in place on equipment

22 Tracking Fixed Assets DISPOSITION FORMS When fixed asset is disposed of by trade-in, transfer, or retirement: Complete Disposition Form (yellow form, stock #149605) and send to Purchasing within 5 days Form is not required when transfering within the same school or department Complete a Work Order for Maintenance to pick up when sending items to surplus

23 Tracking Fixed Assets REMEMBER Fixed assets cannot be disposed of by directly selling or discarding QUESTIONS? Call Vonda Middleton, Purchasing, , ext. 100 or

24 HOW TO CREATE A LIMITED VALUE PURCHASE ORDER On WVEIS find Purchase Order Input Type the corresponding number in the Option or Menu Item (as above) ENTER

25 HOW TO CREATE A LIMITED VALUE PURCHASE ORDER "A" for add Type in vendor number "POxxx" (xxx = location number) ENTER

26 HOW TO CREATE A LIMITED VALUE PURCHASE ORDER

27 HOW TO CREATE A LIMITED VALUE PURCHASE ORDER Make note of PO# Enter the order information ENTER After you have completed do an "E" to end

28 HOW TO RECEIVE A PURCHASE ORDER Your sceen may look different. Find Receiving Input and input the number in the Option or Menu Item Find Receiving Input Type the number in the Option or Menu Item ENTER

29 HOW TO RECEIVE A PURCHASE ORDER A to add Enter PO# And POXXX ENTER

30 HOW TO RECEIVE A PURCHASE ORDER Check screen to make sure everything is correct ENTER

31 HOW TO RECEIVE A PURCHASE ORDER Tab down to the item you wish to receive and type "C" for Change ENTER NOTE: SHIFT F9 WILL RECEIVE ENTIRE ORDER.

32 HOW TO RECEIVE A PURCHASE ORDER Beside Quantity Received: type in the QTY received (in this case "1") TAB ENTER

33 HOW TO RECEIVE A PURCHASE ORDER This screen will show the item or items you have received ENTER

34 After receiving items ENTER "E" to end, ENTER HOW TO RECEIVE A PURCHASE ORDER

35 HOW TO RECEIVE A PURCHASE ORDER For your records you may want to make a note of the Receiver Number on your Purchase Order you received. Do an "E" to end You have completed receiving the purchase order. If you need assistance, please feel free to call , ext 100

36 CHANGE A VENDOR ON A PURCHASE ORDER In WVEIS find Change Vendor on Purchase Order and type the corresponding number by Option or Menu Item If you accidently enter the wrong order you can change No change can be made after it has been printed ENTER

37 Change a vendor on a purchase order Type in the purchase order number of the PO you wish to change the vendor on, and type POXXX (XXX=location number) Type in the new vendor number ENTER

38 CHANGE A VENDOR ON A PURCHASE ORDER This screen confirms that the change has taken place. ENTER

39 CHANGE A VENDOR ON A PURCHASE ORDER You can go back to Purchase Order Input ENTER type "L" to look

40 CHANGE A VENDOR ON A PURCHASE ORDER You can see that the vendor has been changed ENTER to get to next screen E to exit Enter

41 RECEIVING AN ITEM THAT IS A FIXED ASSET Fixed Asset is any item that is $5, or more

42 FIXED ASSETS RECEIVING AN ITEM THAT IS A FIXED ASSET $5,000 OR MORE Complete Acquisition (blue) Form for the fixed asset you are about to receive. On WVEIS open Receiving Input page "A" to add PO# PO "1" in this case ENTER

43 FIXED ASSETS RECEIVING AN ITEM THAT IS A FIXED ASSET $5,000 OR MORE

44 FIXED ASSETS RECEIVING AN ITEM THAT IS A FIXED ASSET $5,000 OR MORE Tab down to the item you wish to receive and type "C" for change Enter NOTE: SHIFT - F9 WILL RECEIVE ENTIRE ORDER.

45 FIXED ASSETS RECEIVING AN ITEM THAT IS A FIXED ASSET $5,000 OR MORE PLEASE DO NOT PRESS "F12 = CANCEL" - CALL PURCHASING AND SPEAK WITH VONDA MIDDLETON Enter Fixed Asset tag number (starts with a "5") which is located on the Acquisition (blue) Form TAB ENTER

46 FIXED ASSETS RECEIVING AN ITEM THAT IS A FIXED ASSET $5,000 OR MORE This information will be on the Acquisition (blue) Form. COMPLETE To find the description code, category and classification code press F4 for a list. Enter

FIXED ASSETS RECEIVING AN ITEM THAT IS A FIXED ASSET $5,000 OR MORE Complete if necessary This information will automatically come from the purchase order.

47 FIXED ASSETS RECEIVING AN ITEM THAT IS A FIXED ASSET $5,000 OR MORE Complete if necessary This information will automatically come from the purchase order. ENTER "E" TO END Send Acquisition (blue) Form to purchasing. REMEMBER IF THIS REPLACES AN EXISTING ASSET YOU MUST COMPLETE A DISPOSITION (yellow) FORM AND SENT IT TO VONDA MIDDLETON, PURCHASING Questions or assistance call Vonda Middleton, Purchasing, (304) , ext 100

48 INSURANCE REQUIREMENTS FOR FACILITIES USE Interior or Exterior No outside party or organization can use KCS property without liability insurance Liability insurance coverage shall be no less the $1,000, per occurrence and KCS must be named as an additional insurer for the time period used.

49 PROPERTY DAMAGE OR THEFT/BURGLARY Employee or Principal should submit the proper form Claim must be accompanied by a copy of a police report related to the theft/burglary or automobile incident Do not give loss form (claim form) to parents, students or other claimants to complete Personal items are not covered

50 PLEASE POST AND FILE FOR FUTURE REFERENCE: It has been brought to our attention that some schools/departments may be unaware of the procedure for reporting property and/or liability insurance claims. It the event of a property and/or liability claim (burglary/theft, accident to student, etc.) claims procedures are as follows: Necessary forms and instructions for reporting the claim are attached. To expedite the claim, please complete the forms and return to me immediately. The claim estimate and/or any other information not available at that time can be reported as soon as they are available. Completed forms can be ed, faxed ( ) or put in the pony to mail to Vonda Middleton, Purchasing. Please do not give forms to parents, students or other claimants to complete as this slows the reporting process. Please do not call to report personal items, they are not covered. The insurance loss form should be completed by a school employee and sent to Vonda Middleton. Burglary/theft and automobile claims need to be accompanied by a copy of the police report. A photocopy of the student accident form must be submitted with any claim for an injury to a student. If you have any questions, please contact Vonda Middleton at (304) , ext. 100, or at vmiddleton@kcs.kana.k12.wv.us. Tim Easterday

Introduction. Section I State Statutes and Board Policies. Pertinent Oklahoma State Statutes include:

Introduction. Section I State Statutes and Board Policies. Pertinent Oklahoma State Statutes include: Introduction The Tulsa Community College Purchasing Department is administered by a Director. It is the mission of the Purchasing Department to procure needed materials, equipment, and contractual services