Purchasing Procedures Manual

Transcription

1 SPRING BRANCH INDEPENDENT SCHOOL DISTRICT Scott R. Muri, Ed.D., Superintendent of Schools Purchasing Procedures Manual PURCHASING DEPARTMENT 1031 Witte Road, Building T-1A, Houston, Texas Phone Fax

2 CONTENT 1. Philosophy Page 3 2. SBISD Purchasing Department Page 3 3. Planning for Purchases Page 3 4. Purchasing Levels and Requirements Page 4 5. Requisition/Purchase Order Procedures Page 5 6. Competitive Procurement Procedures Page 8 7. Enforcement and Criminal Penalties Page Understanding Vendors Page MUNIS Training Guide: How to Enter a Requisition in MUNIS Page MUNIS Training Guide: How to Enter a Central Warehouse Requisition in MUNIS Page How to Correct and Re-submit a Rejected Requisition Page Rush Purchase Orders or Urgent Requests Page Purchase Order Revisions Page After-the-fact Purchase Orders Page 47 Page 2 of 48

3 PHILOSOPHY Children are our strategic national resource. It is our moral, ethical, and fiduciary responsibility to provide them the tools for the very best education possible. The current focus of the education community is to provide every child with a quality education and a safe environment. Our goal as your purchasing and warehousing support group is to provide quality goods and services for a quality education. SBISD PURCHASING DEPARTMENT As a support organization of the District charged with the responsibility of acquiring goods and services requested by Campuses and administrative departments, the Purchasing Department must function in a manner consistent with local, state, and federal ordinances, statutes, regulations, Board of Education policies, and sound business practices. The Purchasing Department shares with the Financial Services Department, all Campuses, Departments, and other Administrative Offices, the responsibility of expending District funds in a manner that will meet all requirements of federal, state, and District procurement regulations. Acquisition of requested goods and services is made only by the issuance of an official, numbered District purchase order (SBISD Board Policy CH Local), unless the purchase is specifically provided for in the request for payment process. Effective purchasing is a cooperative venture between the Purchasing Department and other departments within the District. The Purchasing Department relies heavily on the input of our district staff and end users for specifications and quality control. Situations will undoubtedly arise that are not fully covered by these procedures. The Purchasing Department is always available to assist with any special procurement procedure that serves the best interest of the District and the using department. PLANNING FOR PURCHASES Whenever possible, the District should look for ways to reduce costs and maximize revenues. Using cooperatives can result in a decrease in personnel cost to the District and Purchasing in the areas of advertising, bidding, processing, and managing numerous goods and services offered by the Cooperatives. Additionally, the District can save money by purchasing from the SBISD Central Warehouse who can sometimes offer better prices than most office supply stores. The necessity to plan ahead for equipment and supply requirements cannot be over-emphasized. The requisition must travel electronically from the originator through approval channels to the Purchasing Department. The Purchasing Department may have to facilitate a competitive quotes or bids/proposals, conduct evaluations, obtain approvals in order to issue a purchase order. The time required for processing by the Purchasing Department varies from less than one day to several weeks, depending on the nature and the value of the transaction and on various legal requirements. Purchasing, in cooperation with many other SBISD departments, has set up annual contracts for many commonly purchased items. Information on these items is available from the Purchasing Department Web Site and the departments that support these items. Page 3 of 48

4 PURCHASING LEVELS AND REQUIREMENTS Purchases with State and Local Funds Purchase Commitment Amount Legal Requirement Support Required Advertising Board Approval Attach/include on Requisition Purchases less than $9, including Purchasing Cooperatives OPEN MARKET or APPROVED CO-OP or SBISD VENDORS NOT REQUIRED NOT REQUIRED NOT REQUIRED NOT REQUIRED; CO-OP NAME and/or SBISD CONTRACT NUMBER (when applicable) Purchases of $9, to $24, including Purchasing Cooperatives 3 QUOTES NOT REQUIRED NOT REQUIRED NOT REQUIRED 3 QUOTE FORM Purchases of $25, to $49, including Purchasing Cooperatives FORMAL BID/INTERLOCAL/CO-OP (Education Code ) PURCHASING SUPPORT REQUIRED* REQUIRED for two (2) consecutive weeks (not required for interlocals and co-ops) NOT REQUIRED CO-OP NAME and/or SBISD CONTRACT NUMBER Purchases of $50, and over including Purchasing Cooperatives FORMAL BID/INTERLOCAL/CO-OP (Education Code ) PURCHASING SUPPORT REQUIRED* REQUIRED for two (2) consecutive weeks (not required for interlocals and co-ops) AGENDA ITEM REQUIRED and TABULATION CO-OP NAME and/or SBISD CONTRACT NUMBER SOLE SOURCE PURCHASES up to $49, QUOTE/PROPOSAL NOT REQUIRED NOT REQUIRED NOT REQUIRED SOLE SOURCE AFFIDAVIT SOLE SOURCE PURCHASES over $50, QUOTE/PROPOSAL PURCHASING SUPPORT REQUIRED* NOT REQUIRED AGENDA ITEM REQUIRED and SOLE SOURCE AFFIDAVIT SOLE SOURCE AFFIDAVIT Purchases with Federal Grant Funds** Purchase Commitment Amount Legal Requirement Support Required Advertising Board Approval Attach/include on Requisition Purchases less than $3, APPROVED CO-OP or SBISD VENDORS NOT REQUIRED NOT REQUIRED NOT REQUIRED CO-OP NAME and/or (EDGAR) SBISD CONTRACT NUMBER Purchases of $3, to $24, including Purchasing Cooperatives 3 QUOTES (EDGAR) NOT REQUIRED NOT REQUIRED NOT REQUIRED 3 QUOTE FORM Purchases of $25, to $49, including Purchasing Cooperatives FORMAL BID/INTERLOCAL/CO-OP (Education Code ) PURCHASING SUPPORT REQUIRED* REQUIRED for two (2) consecutive weeks (not required for interlocals and co-ops) NOT REQUIRED 3 QUOTE FORM and CO-OP NAME and/or SBISD CONTRACT NUMBER Purchases of $50, to $149, including Purchasing Cooperatives FORMAL BID/INTERLOCAL/CO-OP (Education Code ) INDEPENDENT ESTIMATE BY GRANT MANAGER* REQUIRED for two (2) consecutive weeks (not required for interlocals and co-ops) AGENDA ITEM REQUIRED and TABULATION CO-OP NAME and/or SBISD CONTRACT NUMBER Purchases of $150, and over including Purchasing Cooperatives FORMAL BIDS/INTERLOCAL/CO-OP (Education Code and EDGAR) INDEPENDENT ESTIMATE BY GRANT MANAGER* REQUIRED for two (2) consecutive weeks (not required for interlocals and co-ops) AGENDA ITEM REQUIRED and TABULATION or COST OR PRICE ANALYSIS FORM CO-OP NAME and/or SBISD CONTRACT NUMBER **All purchases with federal grant funds (2XX Fund Code) MUST have an EDGAR Contract Addendum on file at * End User/Department must contact the Purchasing Department for assistance. NOTE: Federal grant funds may not be used for sole source purchases. Page 4 of 48

5 REQUISITION/PURCHASE ORDER PROCEDURES All requests for purchases are submitted to the Purchasing Department through MUNIS. Requisitions are one of the methods by which SBISD makes purchases. When a requisition is approved by the Purchasing Department, it is converted into either a Purchase Order (for orders submitted to a vendor) or a Pick Ticket (for Central Warehouse orders only). A requisition must be approved by the budget manager responsible for the budget account to which the purchase is to be charged. (See Competitive Procurement Procedures.) Requisitions must adequately describe the goods and/or services being purchased. Such descriptive information must be specific but should not be so written as to prevent competitive bidding. When the requisition is received in the Purchasing Department, it is checked for appropriate 1) Vendor 2) Ship-to-address 3) Description(s) including brand or model number (if applicable) 4) Pricing 5) Competition for the size of the contract 6) Budget number(s) 7) Budget Manager Authority If Purchasing makes any changes to the description or budget number, Purchasing will the budget manager/originator involved in the acquisition and will include pertinent details regarding modification to the order. Funding for purchases is the responsibility of the budget manager. A requisition cannot be approved by the Purchasing Department until adequate funding is made available in the appropriate budget. Finding a supplier. The Purchasing Department encourages the use of approved vendors for all purchases. If you have an idea of what you need and can give a fairly good description of it, please check the Purchasing website under Approved Vendors for contract information. If you cannot locate the information, either or call Purchasing. The Purchasing staff can usually suggest one or more vendors who may have the needed supplies or guide you to an existing contract. Approved Vendor is a vendor who is a member of a Purchasing Cooperative of which the District is a member or a vendor who has been awarded a District bid, quote, proposal, or professional service contract. Purchasing Cooperative (also known as co-op, cooperative or coop). SBISD is a member of several Cooperative Purchasing programs. Campuses and departments are able to purchase only those products and/or services that the vendor has been awarded to sell under a Cooperative Purchasing program. When entering a purchase order, the appropriate cooperative name must be included on the User Defined Tab of the requisition. Open market. When competitive quotes or bids are not required, the requisitioner may independently recommend the vendor to be used. EDGAR. The Education Department General Administrative Regulations (EDGAR) from the Office of Management and Budget (OMB), codified as Title 2 of the Code of Federal Regulations (2 CFR) Part 200, were incorporated into general federal regulation on Dec. 26, The new regulations govern Page 5 of 48

6 all federal grants awarded by the US Department of Education (USDE) to the state or to a local educational agency (LEA) on or after that date. Micro-Purchases. The micro-purchase procedures are used to expedite the completion of SBISD s lowest-dollar small purchase transactions and minimize the administrative burden and cost, the aggregate amount of which does not exceed the micro-purchase threshold defined by the Federal Acquisition Regulations. Approved vendors are required for all federal grant fund purchases totaling less than $3,500, as defined in CFR Quote. Competition is sought by soliciting pricing from three or more vendors. The Purchasing Department Three (3) Quote Form should be completed and attached to the requisition. Small Purchase. Federal grant purchases totaling between $3, and $24, require written, ed or faxed quotations from at least three (3) qualified vendors, preferably cooperative vendors, and a Purchasing Department Three (3) Quote Form must be completed and attached to the requisition. Sole source. The board of trustees of a school district may purchase without competitive bidding an item that is available from only one source, including: 1) an item for which competition is precluded because of the existence of a patent, copyright, secret process, or monopoly; 2) a film, manuscript, or book; 3) a utility service, including electricity, gas, or water; 4) a captive replacement part or component for equipment. The exceptions provided by this subsection shall not apply to purchases made with federal grant funds, mainframe data-processing equipment or to peripheral attachments with a single-item purchase price in excess of $15,000. Federal grant funds may not be used for sole source purchases. Conflicts Disclosure Statement must be filed by an SBISD employee who took part in planning, recommending, selecting, or contracting with a vendor who has a conflict as described by Section of the Local Government Code. The Conflict Disclosure Statement must be completed by the SBISD employee and submitted to the SBISD Purchasing Department not later than 5 p.m. on the seventh business day after the date on which the SBISD employee becomes aware of the facts that require the filing of this statement. Discounts. If the vendor states that a discount is given, always include this information on your requisition. EDGAR Contract Addendum. An addendum created by SBISD to address the requirements of 2 CFR If a campus/department is using ANY 2XX fund code, an EDGAR Contract Addendum must be completed and signed by the vendor. This document must be on file in the Purchasing Department before a requisition is entered. After-the-Fact Purchase. An "After the Fact" Purchase is any one of the following: 1) A purchase order that is issued after an item has been received/picked up 2) A purchase order that is issued after a service has begun or been completed 3) A preview item that is delivered without a purchase order and is then purchased 4) Calling in the order to the vendor prior to receiving a copy of the purchase order 5) Sending the purchase requisition to the vendor in advance of the purchase order 6) Making reservations or scheduling services without a purchase order Page 6 of 48

7 To proceed with payment of an after-the-fact purchase, the user must first complete a requisition using the standard purchasing procedures, with the After the Fact PO modifications. Upon approval, an after-the-fact requisition will be converted to a purchase order and given a purchase order number. However, a physical purchase order will not be generated/sent to the vendor (See Afterthe-Fact Purchase Orders). Purchase order is a written contract between the buyer (SBISD) and the seller (vendor) for the purchase of goods or services. To be a legal contract, a purchase order must include an agreed price, agreed terms, a delivery date, and a good description of the goods/services to be provided. The purchase order number becomes the control number for accountability and is to be used on all correspondence regarding the order. Purchase orders for goods/services that have been bid or quoted must state the authority by which the contract is made, and the means by which open competition was secured or waived. Problem Orders. Any time you experience problems such as those listed below, please contact the Purchasing Department. 1) Late delivery 2) Poor service 3) Poor quality of goods/services 4) Overages/underages in amount ordered 5) Missing items 6) Problem salespeople 7) Unsafe products or services Campus/departments valuable input supports Purchasing in eliminating under-performing vendors and buying inferior products. Late deliveries. Incomplete purchase orders over 90 days old may be canceled. If a promised delivery date is stated on the purchase order and that date has passed, please contact the vendor for assistance in expediting the order. Purchase Order Revision. If you need to make a revision to a purchase order, submit an to the Purchasing Manager that explains the changes you are requesting, and remember to include the purchase order number, and the budget manager on the . The Purchasing Department requires the approval of the Budget Manager before approving the revision. Purchase Order Cancellation. To cancel a purchase order, submit an with a purchase order number and request cancellation to the Purchasing Department. Requests may be in the form of an , legible handwritten note, or a copy of purchase order requesting cancellation. The budget manager must be on the request submitted to Purchasing. Purchasing notifies the vendor after the cancelled purchase order has been processed successfully. Page 7 of 48

8 COMPETITIVE PROCUREMENT PROCEDURES SBISD requires a competitive procurement for purchases of $25,000 and over. This is often referred to as a formal process or going out on the street. Competitive Procurements can include requests for quotes/bid/proposal, a competitive sealed proposal, professional services contracts, interlocal contracts, and Purchasing Cooperative programs. These means are used to obtain competitive prices, terms, and conditions from vendors for goods and/or services. Purchasing has established many quotes and bids/proposals as annual contracts. Annual contracts and estimated amounts of money are posted on the Purchase website under Approved Vendors. Purchases of $50,000 and over must be approved by the SBISD Board of Trustees. DEFINITIONS Bids or Proposals. Competition is sought by advertising a request for a bid or proposal in the Houston Chronicle in accordance with the Tex. Educ. Code Ann Bid category. A group of related items that have a common purpose or function in district operations. Bid categories will vary from district to district depending on vendors, market availability, and the sophistication of the purchasing/inventory process. Proper planning includes a review of the past year's historical usage in order to maximize the use of competitive quotes and bids. Competitive. When at least three (3) bidders offer prices based on identical specifications. Fewer than three is acceptable if after solicitation of a number of sources, competition is determined inadequate. Competitive quotations. Quotations for purchases of $25, to $49, are normally solicited by the Purchasing Department. However, it may be occasionally advantageous for the using department to solicit quotations. When the using department solicits quotations, all the documentation, including specifications and all quotes received, are to be sent to the Purchasing Department, where it will be filed and available to auditors. Conflict Disclosure Statement. Section of the Local Government Code requires certain local government officers/sbisd employees to file a Conflicts Disclosure Statement if: (1) The vendor enters into a contract with SBISD or SBISD is considering entering into a contract with the vendor; and (2) The vendor: (A) Has an employment or other business relationship with the SBISD employee or a family member of the SBISD employee that results in the SBISD employee or family member receiving taxable income, other than investment income, that exceeds $2,500 during the 12-month period preceding the date that the SBISD employee becomes aware that: (i) A contract between SBISD and the vendor has been executed; or (ii) SBISD is considering entering into a contract with the vendor; (B) Has given to the SBISD employee or a family member of the SBISD employee one or more gifts that have an aggregate value of more than $100 in the 12-month period preceding the date the SBISD employee becomes aware that: (i) A contract between SBISD and the vendor has been executed; or (ii) SBISD is considering entering into a contract with the vendor; or (C) Has a family relationship with the SBISD employee. Page 8 of 48

9 Construction contracts. Construction, maintenance or repair of real property such as buildings and sites. Contract. 1) A deliberate verbal or written agreement between two or more authorized persons to perform or not to perform a specific act or acts. Also, an "Agreement." 2) All types of (government) agreements, regardless of what they may be called, for the procurement or disposal of supplies, services, or construction. 3) SBISD s purchase order is a contract between the buyer (SBISD) and the seller (vendor) for the purchase of goods or services. Cost or Price Analysis. In accordance with 2 CFR , for all federal purchases that exceed the Simplified Acquisition Threshold of $150,000, the District shall perform a cost or price analysis with every procurement. The method and degree of analysis is dependent on the facts surrounding the particular procurement situation, but as a starting point, the District must make independent estimates before receiving bids or proposals and provide documentation of the independent estimate reached before receiving bids or proposals from RFPs or inter local agencies or purchasing cooperatives. Emergency purchase. If a school building or school equipment is destroyed or severely damaged, and the school board determines that the time delay posed by the competitive bidding process would prevent or substantially impair the conduct of classes or other essential school activities, then contracts for the replacement or repair of such building or equipment may be made without resort to competitive bidding as otherwise required. Encumbrance Accounting. TEA Bulletin 679 states that "In order to control budgeted fund commitments the accounting system shall employ a method of encumbrance accounting documented by contracts, purchase orders showing binding commitments for goods or services." Encumbering funds "sets aside" the funds obligated for the purchase. Should the purchase order be canceled, funds are unencumbered and made available for new encumbrances in the same budget. F. O. B. Point. This is an abbreviation for "free on board" and refers to the point where the title of ownership passes to SBISD. All SBISD purchases should be made "F.O.B. destination." Freight Terms. Two standard freight terms used by SBISD include: 1) "Included" - Freight is included in the price of the goods. 2) "Prepay and Add to invoice" - Freight charges are prepaid by the vendor and the actual charges are added to the invoice for payment to the vendor by SBISD. Be sure to check the vendor's catalog and order form to determine whether freight charges will be added to your order. If the vendor requires freight to be paid by SBISD, please put these terms on your requisition. Most requests from vendors to revise a purchase order concern freight charges. Your order is delayed if the vendor must return the purchase order for a revision. "Goods/services are needed by" should be indicated on the requisition. This information will be included on the purchase order. If you do not have a specific date in mind for when you need the order, "Earliest" is appropriate. House Bill Spring Branch ISD is required to comply with House Bill 1295, which amended the Texas Government Code by adding Section , Disclosure of Interested Parties. Section prohibits SBISD from entering into a Board approved contract with a business entity unless Page 9 of 48

10 the business entity submits a Disclosure of Interested Parties (Form 1295) to the District at the time business entity submits the signed contract. Improvement. A permanent building, structure, fixture, or fence that is erected on or affixed to land but does not include a transportable building or structure whether or not it is affixed to land. Independent Estimate. In accordance with 2 CFR , an Independent Estimate form must be used to document SBISD s estimated range of fair and reasonable costs for all federal purchases anticipated to meet or exceed $50,000. This form is used to document the analysis PRIOR to seeking bids, proposals or quotes and is submitted to the Purchasing department and kept as part of the procurement files and documents. Insurance. Vendors are required to provide SBISD with copies of its certificates of insurance, naming SBISD as additional insured's for Texas Workers Compensation and General Liability Insurance in accordance with SBISD s policy limits, prior to the commencement of any work under a SBISD contract. JOC. Job order contracting or JOC is a procurement method used for maintenance, repair, alteration, renovation, remediation, or minor construction of a facility when the work delivery is of a recurring nature but the delivery times, type and quantities or work required are indefinite (IDIQ). See TEX. GOV T. CODE Personal property. Anything that is not real property, is subject to ownership, and has exchangeable value. (Real property consists of buildings, roads, and land.) Professional services. Those within the scope of the practice of accounting, architecture, optometry, medicine, land surveying or professional engineering as defined by the laws of the State of Texas or those performed by any licensed architect, optometrist, physician, surgeon, certified public accountant, land surveyor, or professional engineer in connection with his professional employment or practice. "Quoted delivery time by vendor." The date on or time period within which that the vendor has promised delivery. If the vendor has promised delivery by a certain date, this information should be put on the requisition so that this information may be included in the area provided on the purchase order. Real property. Land, improvement, or an estate or interest in real property, other than a mortgage or deed of trust creating a lien on property or an interest securing payment or performance of an obligation in real property. Tax Exemption. The Spring Branch Independent School District is exempt from payment of taxes under Chapter 20 Title 112A, Article 20.04, Revised Civil Statutes of Texas, for the purchase of tangible personal property. The District is exempt from charging sales tax because it is a public school, is tax supported, and operates under the Texas Education Agency. The Limited Sales Tax Permit number is Any use of the District's tax exemption certificate/number for personal purchases is prohibited. Anyone using the District's tax exemption certificate/number for personal purchases may be liable for prosecution under the Texas Penal Code, Chapter 39, Abuse of Office, Section Terms and Conditions of Bid/Proposal, General. The District s bid/proposal specifications, terms and conditions are contract terms that are legally binding upon the vendor awarded the bid/proposal or contract, and establish quality/performance requirements of the vendor and the personal property being purchased. Detailed supplemental specifications may be needed to clearly define the minimum requirements acceptable to SBISD. Page 10 of 48

11 Purchasing Department responsibilities for Competitive Procurements: 1) Maintaining a schedule of contracts to be presented to the Board. 2) Providing appropriate newspaper advertising and quote/bid document publication. 3) Maintaining a bid category list based on the National Institute of Governmental Purchasing code list. 4) Maintaining a file of prospective bidders who have expressed a desire to bid on certain products. 5) Providing Notice to Bidders, General Terms, and Conditions documents for quotes/bids/proposals. 6) Assisting using departments in development of bid/proposal documents. 7) Host formal bid/proposal openings and pre-bid/proposal conference(s), when applicable. 8) Certifying that all bid laws and Board policies have been adhered to prior to Board of Trustees approval. The using department responsibilities for Competitive Procurements: 1) Supplying technical specifications for the items being bid. Specifications must not be overly restrictive, but should establish the appropriate quality and quantity that the district requires. 2) Evaluating specifications, terms, and conditions and recommending the best value bid. 3) Provide a tabulation of bids/proposals to the Purchasing Department. 4) Supplying requisitions, including all approvals of appropriate budget managers. The budget manager approving the requisition is responsible for determining the following: a) the purchase is appropriate; b) the budget code is correct; c) funding is available in the budget code Page 11 of 48

12 ENFORCEMENT AND CRIMINAL PENALTIES Violation of the competitive bidding laws in Texas can be met with a harsh punishment. Every purchasing officer, as well as superintendents, members of the board of school districts, and employees, should pay particular attention to Tex. Educ. Code Ann Some of the highlights include: (b) (c) (d) (e) An officer, employee or agent of a school district commits a class B misdemeanor if the person intentionally or knowingly makes or authorizes separate, sequential or component purchases to avoid competitive bidding requirements. An officer, employee or agent of a school district commits a class B misdemeanor if the person intentionally or knowingly does not follow the competitive bidding requirements required for personal property and construction and improvement of buildings. An officer, employee or agent commits a class C misdemeanor if the officer or employee otherwise violates , other than the two instances described by subsection (b) or (c). If an officer, employee or agent is finally convicted of an offense of either making component, separate or sequential purchases or failing to observe the competitive bidding requirements for purchases of personal property and construction and improvements to buildings, the person is immediately removed from his or her position and for four (4) years after the final conviction may not be appointed or elected to a public office in the state, may not be employed by the school district where the person worked and is ineligible to contract with the school district. Other than serving time in jail or paying substantial fines, this is as harsh a penalty as is enforced in this state. Page 12 of 48

13 UNDERSTANDING VENDORS If you have any questions regarding vendor registration please contact Emilyn Verdinez at Page 13 of 48

14 WHAT IS THE DIFFERENCE BETWEEN AN APPROVED VENDOR AND AN ACTIVE VENDOR? An approved vendor is one who has gone through/been vetted through the purchasing process, i.e., bid, proposal, quote, state contract, regional contract, interlocal contract. An ACTIVE vendor is a company/individual who is registered in MUNIS and has supplied SBISD with a W-9 and an EFT Authorization Form. - ACTIVE vendors are not always approved vendors Example: Barbara Robillard is an ACTIVE vendor because she is in MUNIS for a travel reimbursement, but she is NOT an approved vendor. - Approved vendors are not always active vendors Example: A cooperative vendor, DBS Texas, is an approved vendor, but is not in MUNIS because SBISD has not used them for a service. To make an approved vendor active, they must be registered in MUNIS and supply Accounts Payable with a W-9 and an EFT Authorization form. Page 14 of 48

15 HOW TO VIEW/LOOKUP APPROVED VENDORS SBISD Approved Vendors may be found in two ways: 1) Vendor Inquiry in MUNIS, and 2) Purchasing Department s For Employees website under Approved Vendors REMEMBER: An approved vendor is one who has gone through/been vetted through the purchasing process (i.e., bid, proposal, quote, state contract, regional contract, interlocal contract). Just because a vendor is in MUNIS does not mean that he/she/it is an approved vendor. You should always check the online lists and/or the contract in MUNIS to verify that a vendor is approved. Page 15 of 48

16 Go to Vendor Inquiry in MUNIS VENDOR INQUIRY Munis Financials Purchasing Purchase Order Inquiry and Reports Vendor Inquiry Click the Search button. Enter the vendor number (or search for the vendor by alpha, name, dba or address and click Accept. To find out if the vendor is on an SBISD Approved contract, click and the Contract button will appear in the drop-down list. o By clicking Contract, MUNIS will list all of the SBISD Approved contracts that the vendor is on. Please select the contract that is applicable to your requisition/order. o If Contract is not provided in the list, SBISD does not have an approved contract for that vendor. Page 16 of 48

17 APPROVED VENDORS ON THE PURCHASING DEPARTMENT WEBPAGE Board of Trustees Approval Requests - Finance s Request for Approval of Contract Awards for the SBISD Board of Trustees. Purchasing Approved Contracts and Vendors - Use this list to search for approved vendors and contracts Purchasing Cooperative Memberships - Use the hyperlinks to search each SBISD approved purchasing cooperative Page 17 of 48

18 HOW TO VIEW/LOOKUP ACTIVE VENDORS IN MUNIS ACTIVE Vendors may be found in MUNIS under Vendor Inquiry START GO TO VENDOR INQUIRY IN MUNIS Click the find button enter criteria into any of the available fields ( i.e., alpha, name, Use the asterisk * character to indicate a wildcard. Wildcards may be placed at the beginning or end of the string. Wildcard strings can take the form of: *D* (Contains D) D* (Word begins with D) *D (Word ends with D) Click the Accept button begin the search to Page 18 of 48

19 Pay attention to the Status Our search returned 1 result Understanding Vendors Status ACTIVE STOP SELF SERVICE An active vendor is a company/individual who is registered in Munis and has supplied SBISD with a W-9 and an EFT Authorization Form. Accounts Payable has put a STOP on this vendor profile and therefore it cannot be used; Check contact information on Vendor Inquiry screen for additional notes (this may be a duplicate vendor and if so, the appropriate vendor number will be provided). A requisition cannot be entered using a vendor number with a STOP Status. Vendor has registered in Vendor Self Service however; more information is needed to make him/her active (i.e., W-9 needs to be supplied or a request to make the vendor active has not been received by Purchasing Emilyn Verdinez). A requisition cannot be entered using a vendor number with a SELF SERVICE Status. Page 19 of 48

20 HOW TO ENTER A REQUISITION IN MUNIS If you have any questions regarding requisitions/purchase orders, please contact Elvanna Galbreth at or Edna Johnson at Page 20 of 48

21 Instructions 1. Open Requisition Entry Financials > Purchasing > Purchase Order Processing Menu > Requisition Entry 2. Munis opens on the Main tab of the requisition 3. Click Add. Page 21 of 48

22 4. Enter the following information on the Main tab: Enter information in ALL CAPS. Use the Tab button on your keyboard to move through the requisition. Dept/Loc Fiscal Year Requisition number General description Needed by Entered PO Expiration Receive By Vendor PO Mailing Remit Ship to Reference This will default to your department code. You may need to change this if you enter requisitions for multiple departments. This will default to the current Fiscal Year. Tab through to accept the default. Tab through so the system can auto-populate the field. Type in a description of the entire order (i.e., Library Books, Office Supplies, etc.) Enter a date to alert the vendor if you would like the item(s) by a specific date. Defaults to today s date. The default date will be 06/30/2018. For blanket purchase orders: You must change the PO expiration date to 12/31/2017 if your blanket PO is entered during semester 1 (July through December). For Normal purchase orders, Quantity should be selected. For blanket purchase orders, Amount should be selected. Enter a vendor number or click the ellipsis ( ) to search for a vendor Helpful Hints - Use a partial name to search using the wildcard (*) symbol Vendor names are case sensitive, and are stored in all capital letters. For Central Warehouse orders, leave the vendor information section empty Only used if a vendor was selected. You may need to change this if the primary address is not where the PO should be mailed. Pay close attention to PO Mailing address you are selecting for a particular vendor. Not entering the correct address can cause a delay in receiving your product and/or services. Only use if a vendor was selected. If the default remit is not correct, change it. Pay close attention to which REMIT address you are selecting for a particular vendor. Not entering the correct address can cause a delay in receiving your product and/or services. The ship-to address may default. Tab through to the next field. If you need an item to be shipped to a location other than what defaults, you may change it. Enter the address for the person entering the requisition Enter the room number where the order should be delivered and/or the person for whom the order is being made. For Example: Attn: Joe Smith, 3rd floor Page 22 of 48

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24 GENERAL AND VENDOR/SOURCING NOTES Enter by clicking on the general notes button. NOTE THE ATTACHMENT REQUIREMENTS ON PAGE 31. Enter any notes that will assist the Purchasing Manager with approving your requisition (i.e., approval dates, quote numbers, etc.) in General Notes. Enter any notes that will assist the Vendor in Vendor/Sourcing Notes. Page 24 of 48

25 If you want the note to print on the PO, click. After you type the note, click the OK/Accept button and the return button to close the note and return to the Main tab of your requisition. Page 25 of 48

26 TERMS AND MISCELLANEOUS TAB On what authority are you using this vendor: Cooperative? SBISD Approved contract? Contract approved by the Purchasing Department? Quote? When using a SBISD approved contract, enter the contract number on the Terms and Miscellaneous tab. 5. Enter information on the Terms/Miscellaneous tab: Buyer Contract This field will default to the person responsible for converting the approved requisition to a purchase order (Edna Johnson). This should be changed to travel if you are entering a Travel Requisition. FOR SBISD APPROVED VENDORS AND CONTRACTS: Click the ellipsis ( ) to search the contract list for your vendor/contract. Pay close attention to the vendor number and the contract title. You MUST select the appropriate contract for your requisition. Selecting the wrong contract may result in your requisition being rejected. Page 26 of 48

27 You may also use the Online Approved Vendor(s) List to find the appropriate contract number. Search the list by entering a portion of the vendor s name, vendor s DBA (doing business as), or the contract description and click. You do not have to select a Division. Page 27 of 48

28 USER DEFINED TAB Effective August 1, 2015, if you are using a vendor from a purchasing cooperative, you MUST select the Cooperative from the drop down list on the User Defined tab. o Click the ellipsis ( ) for a list of the appropriate Cooperatives to enter. o NOTE: This is required even if you are using a SBISD Approved contract. Use the Purchasing Department s Approved Vendors webpage for more assistance with this requirement. o Select the appropriate Cooperative and click the OK/Accept button proceed to the Line Detail page. to Page 28 of 48

29 LINE DETAIL PAGE Each Line Detail screen represents an item you would like to purchase. If you are purchasing more than one item, you will have to add multiple records/line items on this screen. By default, you are brought to the first item you are requesting. Click Add. Enter the following information on the Line Detail screen: Quantity Description Unit Price UOM Freight Discount percent Defaults as 1, but can be changed to the number of units being requested. For blanket purchase orders, the Quantity will automatically be 1. You will not be able to modify this. Enter a description for the specific line item being purchased. Enter the price per unit. The total will multiply the Qty times this price. For blanket purchase orders, the Unit Price is ALWAYS 1. The unit of measure for the item. Typical is Each or Lb. or Foot, etc. Enter a freight cost for just this line item (not the whole order), if needed. Enter a discount percent for just this line item (not the whole order), if used. Page 29 of 48

30 6. Tab through the remaining options to open GL Allocations at the bottom of the screen. 7. Enter the GL expense account to which the item will be charged. Choose or enter the Org, Object (and Project, if needed). Budget Code information may be found on the Finance Department s website. If the entire amount of this line item will be allocated to a single GL Account, verify the amount, and click OK/Accept to save that line item. If you need to allocate the amount to more than one GL account, change the amount of the first GL expense account. Then press the tab key through the amount field, and you will be taken to a second line where you can enter another expense account and amount. Always review the amounts and accounts before clicking OK/Accept save the line item. to 8. If you would like to purchase more than one item with this requisition, you will need to click the Add button to add another Line Detail record. Follow the same process as above for each item you are requesting. 9. Once you are finished adding all line items and entering account codes for all line items, close the Line Detail screen by selecting the return button. Page 30 of 48

31 ATTACHMENTS You must attach documentation for ALL contracts that were not SBISD Approved/part of a Cooperative. This includes: o Quotes o Independent Contractor, Professional Service, and Activity Fund contracts o Contracts approved by the Purchasing department o Certificates of Insurance 10. On the Main tab, click the Attachment Icon at the top of the screen. Page 31 of 48

32 11. Select Requisition Attachment as the document title and click View Documents. Page 32 of 48

33 12. Click the New Document sign to attach documents. What documents should you attach to your requisition? o Contract signed by SBISD and vendor, o s evidencing contract approval, o Three (3) Quote Form, o Vendor s certificate of insurance, o Technology Buyer s Guide quotes, o evidencing approval of an After-the-Fact purchase, o Board Agenda Items, etc. Page 33 of 48

34 Select a description for the document you are attaching and select the appropriate icon on the top (i.e., import or scan) to upload. 13. When you have added all required documents, click SAVE and select. Page 34 of 48

35 RELEASING YOUR REQUISITION A requisition must be in a status 4-Allocated to be released into Workflow; click Release to initiate the Workflow process. 14. Once you have entered all of your requested items, click Release on the top ribbon of the Requisition Entry screen. 15. This starts the approval process for the requisition. Once you have released the requisition, you will be able to see it, but will not be able to make changes to it. Status Change A released requisition will have a status of 6 Released. You can click on the Approvers button to see who needs to approve the requisition. Page 35 of 48

36 WHAT S NEXT? Your released requisition will now pass through an SBISD created PO approval workflow based on the GL account code that was entered on the line detail page of your requisition. Your PO may be held or rejected at any stage of the PO approval workflow if it is not in accord with SBISD s guidelines. The first approval in the PO workflow is your Budget Manager. Click on your requisition to determine if your Budget Manager has approved it. The last approval in the PO workflow is the Purchasing Department (this is not applicable to POs in which the Buyer has been changed to Travel). Purchasing s Two-Step Process: Conversion and Printing 1. Conversion o o The Purchasing Manager reviews the requisition for accuracy and converts it into a purchase order. Upon conversion, MUNIS changes the status of the requisition to 0-Converted, assigns the requisition a purchase order number, and sends an notification to the originator. 2. Printing o o Via MUNIS, the Director of Purchasing approves the purchase order and submits a signed copy of the purchase order to the vendor. Upon printing, MUNIS changes the status of the purchase order to 8-Printed. Page 36 of 48

37 FREQUENTLY ASKED QUESTIONS (FAQS) How can I obtain more training? The SBISD s Purchasing Lab Hours are Tuesdays from 9:30am-11:30am, and Thursdays, from 1:00pm-3:00pm. To schedule an appointment for one-on-one training, you may call , or elvanna.galbreth@springbranchisd.com. Can I use multiple vendors for a single requisition? No. Each requisition can have only one vendor. How do I check the status of my purchase order? 1. Open Purchase Order Inquiry Financials > Purchasing > Purchase Order Inquiry and Reports > Purchase Order Inquiry 2. Click Find Tab down to the PO Number field, enter the PO number and click Accept or enter. 3. Click to determine if your requisition has been converted and released as a PO. My vendor did not receive a copy of the purchase order? How do I get a copy to him/her? Check the status of your PO to see if it has been printed (i.e., the status is 8-Printed). Click the attachments icon to view obtain a PDF of the printed PO. Print a copy of the printed PO and stamp it or write on it DO NOT DUPLICATE. Fax/ the printed copy of the PO with the DO NOT DUPLICATE note to the vendor. NOTE: Do NOT send the vendor a copy of the requisition in place of an approved Purchase Order. Do NOT send the vendor a Purchase Order that has not been approved by the Director of Purchasing. These are violations of the Purchasing rules! Page 37 of 48

38 HOW TO ENTER A CENTRAL WAREHOUSE REQUISITION IN MUNIS Page 38 of 48

39 If you have any questions regarding warehouse requisitions and warehouse items please contact Jessica Escobar-Galvez at Page 39 of 48

40 Instructions 1. Open Requisition Entry Financials > Purchasing > Purchase Order Processing Menu > Requisition Entry 2. Click Add. Page 40 of 48

41 3. Enter information on the Main tab in ALL CAPS: Dept/Loc This will default to your department code. You may need to change this if you enter requisitions for multiple departments. Fiscal Year This will default to the current Fiscal Year. Tab through to accept the default. Requisition number Tab through so the system can auto-populate the field. General description Type in a description of the entire order (i.e., Warehouse Order). Needed by Enter a date to alert the Central Warehouse if you would like the item(s) by a specific date. Entered Vendor Ship to Reference Defaults to today s date. LEAVE THE VENDOR INFORMATION SECTION EMPTY The ship-to address may default. Tab through to the next field. If you need an item to be shipped to a location other than what defaults, you may change it. Enter the address of the person who is entering the requisition Enter the room number where the order should be delivered and/or the person for whom the order is being made. For Example: Attn: Joe Smith, 3 rd floor Page 41 of 48

42 4. Click the OK/Accept button and you will be prompted to enter information on the User Defined tab. 5. For Central Warehouse orders, select N/A from the Purchasing Cooperative dropdown menu and click the OK/Accept button in order to move to Line Detail section. Page 42 of 48

43 6. Each Line Detail screen represents an item you would like to purchase. If there is more than one item, you will need to add multiple records on this screen. By default, you are brought to the first item you are requesting. Click Add. Page 43 of 48

44 7. Enter the following information on the Line Detail screen. Quantity Inventory Item Defaults as 1, but can be changed to the number of units being requested. Click the ellipsis ( ) next to view all items in the Central Warehouse s inventory or enter the item number (if known). 8. Select your item from the list, if applicable, and click the OK/Accept button in order to add the item to your requisition. 9. Select Pick Ticket. NOTE: This must be selected for all items on your Central Warehouse requisition for a proper workflow. Page 44 of 48

45 10. Tab through the remaining options to open GL Allocations at the bottom of the screen. 11. Enter the GL expense account to which the item will be charged. Budget Code information may be found on the Finance Department s website. If the entire amount of this line item will be allocated to a single GL Account, verify the amount, and click OK/Accept to save that line item. If you need to allocate the amount to more than one GL account, change the amount of the first GL expense account. Then press the tab key through the amount field, and you will be taken to a second line where you can enter another expense account and amount. Always review the amounts and accounts before clicking OK/Accept save the line item. to 12. If you would like to purchase more than one item with this requisition, you will need to click the Add button to add another Line Detail record. Follow the same process as above for each item you are requesting. 13. Once you are finished adding all line items and entering account codes for all line items, close the Line Detail screen to return to the Main tab of the requisition. 14. Once you have entered all of your requested items, click Release in the left column. This starts the approval process for the requisition. Once you have released the requisition, you will be able to see it, but will not be able to make changes to it. Page 45 of 48

46 HOW TO CORRECT AND RE-SUBMIT A REJECTED REQUISITION If your requisition is rejected, you will receive an from MUNIS explaining the reason for the rejection (see below). To correct the requisition 1. Open MUNIS 2. Click on TYLER MENU 3. Click on FINANCIALS 4. Click on PURCHASING 5. Click on PURCHASE ORDER PROCESSING 6. Click on REQUISITION ENTRY 7. Click 8. Enter the REQUISITION NUMBER, click 9. Click ACTIVATE 10. Click in order to correct your requisition Use the rejection note to help you determine what needs to be corrected (i.e., add the contract number to the terms/miscellaneous tab, add the cooperative to the user defined tab, change the object code, change the fund code, etc.). 11. After you have made the necessary corrections, click ALLOCATE to re-apply your Budget Code to the Line Items. 12. Click RELEASE to re-submit your requisition through the approval process. Page 46 of 48

47 RUSH PURCHASE ORDER OR URGENT REQUESTS If a purchase order needs to be approved and sent to a vendor ASAP (as soon as possible), this is called a Rush PO. You will have to the Purchasing Manager (Edna Johnson) and the Director of Purchasing (Barbara Robillard) in order to request a Rush PO. The request should be sent via as soon as possible You must copy your Budget Manager (i.e., Principal or Director) on the You must include the reason why the PO needs to be rushed. Once approved, the Purchasing Manager and the Director of Purchasing will approve your requisition and send it to the vendor. *NOTE: A rush PO is an exception to the purchasing process and should only be used in limited, unavoidable circumstances. PURCHASE ORDER REVISIONS Please allow 3 5 business days to process PO Increases and Budget Code changes If a purchase order needs to be increased, you must the Purchasing Manager, Edna Johnson in order to request a revision. There are a maximum of three (3) revisions allowed. The request should be sent via You must copy your Budget Manager (i.e., Principal or Director) on the Include the following in the o Your PO number in the subject line of the . o The reason for the revision. o The original amount of the PO, how much you are adding, and what the final balance should be (when applicable) o The original budget code and the new budget code (when applicable) The Purchasing Manager will submit your request to the Director of Purchasing for approval. Once approved, the Purchasing Manager will revise your PO in MUNIS and re-send it to the vendor. PO Cancellation If a purchase order needs to be cancelled, you must the Purchasing Manager, Edna Johnson in order to request a revision. The request should be sent via . You must copy your Budget Manager (i.e., Principal or Director) on the . Please include your PO number in the subject line of the . Please include the reason for the cancellation on your . The Purchasing Manager will submit your request to the Director of Purchasing for approval. Once approved, the Purchasing Manager will revise your PO in MUNIS and re-send it to the vendor. Page 47 of 48