How to Purchase from a Vendor How to Complete Purchase Requests 101: Your Guide to Getting Everything Right the First Time - How to Purchase from a Vendor

There are just a few things to know before you begin… This guide will give you step by step instructions about how to complete a purchase request form. There are just a few things to know before you begin… - Turn in all purchase requests TO THE BUSINESS OFFICE at least two weeks before the purchase needs to be made. This will ensure that you get it back in time to make your purchase. - Make sure that you have all necessary paperwork attached. - DON’T ORDER OR PURCHASE ANYTHING BEFORE YOU GET THE PURCHASE ORDER BACK. If you do, you will be responsible for payment. That is Santa Maria Joint Union High School District school board policy.

Start with a QUOTE, if you are going to be purchasing something from a vendor. This is any outside business to whom a check will be written for goods or services rendered. IMPORTANT NOTE: This is NOT an invoice – and you will NOT order anything at this point. You have just called the business and gotten a quote for what you want to purchase. If it is an online company, you can put any items in your “cart”, go to the “checkout” and print it – BUT DON’T ORDER.

This is the second step: have a meeting with your team or club, and approve the expenditure on the quote. You must have a list of meeting attendees – this can be listed on the form, or on a separate piece of paper. Note: it might be easier to have your members sign themselves in on the sheet.

After you have the quote and the minutes, complete the purchase request form. PLEASE BE SPECIFIC…if you aren’t, you can expect to have it given back to you and your order date will also be pushed back. IMPORTANT NOTE: DO NOT ORDER YET!!!! The purchase request has not been approved by Student Council, and therefore, if you order at this point you will be responsible for the full amount.

Once all parts are completed, STAPLE them in this order: purchase request, minutes, quote. This is not a random procedural rule – it just makes certain that nothing is overlooked and that your request can be on the Student Council agenda as soon as possible.

Place it in the top box on the cabinet (see picture). Take your completed purchase request packet TO THE BUSINESS OFFICE. Ask either Tracy or Rikki to stamp it with the date – this is important, as it will not be approved without a date stamp. Place it in the top box on the cabinet (see picture). If you get it in by Monday at 3 pm, it will be on the agenda for Tuesday’s Student Council Business Meeting; if it is in by Wednesday at 3 pm, it will be on the agenda for Thursday’s meeting.

If all paperwork is included, and the purchase follows FCMAT and district guidelines, then it will be approved by the Student Council. THIS IS NOT THE ONLY STEP! After approval by Student Council, the paperwork goes through a check by the Activity Director, and the Assistant Principal of Student Affairs, before being given to the ASB Bookkeeper for processing. This could take up to three days, depending upon schedules. Because of this: Purchase requests may not be in your mailbox right away. This is why it is important to have your purchase requests in at least two weeks before you need the goods or services. *****PLEASE NOTE: A last minute request not being approved or processed is possible. If you give less than the two weeks between submission and the date needed, there is no guarantee of approval.*****

DON’T BUY ANYTHING UNTIL YOU GET THIS IN YOUR MAILBOX!!!!!!! This is the “golden ticket”…do not purchase anything until you have it.