|Posted:||12/29/2008; 9:18:29 AM|
|Msg #:||20 (top msg in thread)|
Purchase orders are printed in the Business Office each afternoon. If you have electronically input a requisition prior to 3:00 p.m. it will be released for printing that afternoon providing there are no problems (i.e. wrong object code, back-up not received in Business Office, etc.). If you electronically input the requisition after 3:00 p.m. it will not be released until the following day thereby not printing as a purchase order until the second day after input.
The original copy of the purchase order is mailed to the vendor form the Business Office. Purchase orders will not be faxed to vendor.
The second copy is retained in the Business Office and filed by purchase order number.
The third copy is the receiving copy and is sent to the receiving site:
it should be retained by the person responsible for receiving the
merchandise until the materials are received. This copy is then signed
and dated before being returned to Accounts Payable.
The fourth copy is returned to the ordering department for their files.
Failure to turn in the RECEIVING copy of the Purchase Order will delay payment to vendor.
1. Equipment costing $2500.00 (excluding tax) or more MUST go to bid.
2. Even if you order from out of state and no sales tax is charged
on the invoice, this office must still pay 7.25% to the State of
California for Use Tax.
3. All equipment is to be shipped to the Warehouse (ship to # 06) for inventory tagging and paperwork.
Purchase Order Number Retrieval:
Please include the Purchase Order number on ALL Epylon order printouts that are sent to Accounts Payable. All paperwork received without the PO number will be returned to the department.
You can obtain the PO number two different ways. The first is using Epylon. Print a copy of the Epylon order after the final approval and the PO is generated. After the final approval, the PO number will show up on the Epylon order printout.
The second way to retrieve the QSS PO number (for those of you who have access to the PO payment screen) is by entering the Requisition number from the Epylon order. The required number is the one labeled my req. number. On the PO payment screen enter a V. Enter the requisition number in the appropriate box and enter. This will not only bring up the line item detail but also the QSS PO number assigned to the order. You may use this option not only to assist in the tracking of orders but also aid in the tracking of payments on orders placed using Epylon.
Purchase Order Increase Request:
Requests to increase existing Purchase Orders (P.O.'s), other than P.O.'s for purchase cards, can no longer be approved. Although increases have been allowed in the past, doing so does not allow our Board to review and approve the increases; consequently, we must discontinue this practice.
For minimal differences (maximum 10% or $300) caused by shipping charges, small pricing changes, etc., we will continue to pay from the original P.O. without modification.
Accounts Payable can no longer approve departmental requests to increase existing POs. This has led to an increase in new "replacement" POs. Here are a few guidelines that will help the process. At the time the department inputs a new "Open PO," please indicate in the description that "This PO replaces PO# xxxxxx." A/P has received calls from vendors wanting to know if this is a second PO or a replacement. Also, when the new PO is received by the department, please note on the receiving copy of the old PO: "Close - Replaced by PO# xxxxxx," sign and date and forward to A/P. This will help prevent duplicate POs sitting out there with balances. Original invoices are to be sent to A/P. We have been getting a lot of faxed and photocopies with the department keeping the originals. It should also be noted that the department should send the signed-off (approved) receiving copy in a timely manner (without being asked by A/P). Please send in all approvals as quickly as possible so that items can be paid promptly. Instructions can be found online at http://kcsos.kern.org/intranet/IOManual/stories/storyReader$44