HOW TO MAKE A PURCHASE USING THE PURCHASING SYSTEM Edgewood ISD 9.7.16

Purchasing System Steps Step 1 – Fill out paper form “EDGEWOOD ISD REQUEST FOR PURCHASE” and have it approved first by your supervisor. Attach quotes if necessary. Dollar values for quotes: $1,000 - $3,000 two quotes $3,000+ three quotes Step 2 – Check to see that vendor is in the system, if not, call and get a W-9 and let the Business Office know. Gather your order information. Step 3 – Enter your request in the Purchasing system. Step 4 – If your request is granted, it becomes a purchase order and you can place your order. Wait for the yellow copy stamped “READY TO ORDER” before placing your order. Step 5 – Follow up by checking in your order, sign/date purchase order, and return it to Business Office with all attached approvals and quotes for payment of the invoice. Please include copy of invoice if it comes directly with the shipment.

STEP 1 - Complete the paper form provided by your supervisor Turn in the request to your supervisor using this form. Please wait for approval before you enter the Purchasing system. Supervisor will return this request signed. Then you may log in to the Purchasing system.

STEP 2 - Vendors Check to see that the vendor is in the system. If not, please contact the Business Office for clarification. If the vendor is not in the system, you will need to request a W-9 from the vendor before you can complete the purchase request in the Purchasing system.

STEP 2 - Vendors The next slide contains a short list of vendors commonly used by teachers to order classroom supplies. Certainly we have many more vendors, and you can search for them in the Purchasing system by going to the Sort Key/Vendor Name box and choosing the ellipsis button for additional information.

Vendors commonly used: (Information taken from Procedures Manual, FREQUENTLY USED VENDOR LISTING page)   Region 7 Vendor: 64800 Purchase order must be used for Workshops. Quill Vendor: 62195 Look up items online, but our discount of 15% is not reflected in online pricing, Shipping is free. Furniture is 10%, but ask your Campus Principal for a direct quote from our representative for furniture items. School Specialty Vendor: 66675 Look up items online, but our discount of 6% is not reflected in online pricing. Shipping is free for orders over $50.00 in most cases, $9.95 for orders under $50.00. They own several other companies, which may be listed as an individual vendor in our system. The automatic discount of 6%, or shipping costs, do not apply to the other companies they own. Frey Scientific Vendor: 23425 Look up items online, but our discount of 28% does not apply to all items. Must look at the Ordering Information page of the online catalog to know which items the discount applies to. Shipping is also listed and needs to be accounted for. This company is also owned by School Specialty. WalMart Vendor: 86400 Check the store for availability. You will be taking the WalMart card to the store if approved for this Purchase Requisition.

STEP 2 – Gather order information   Before keying in a Purchase Requisition in the TXEIS system: Know what the items are, the catalog number of the item, description, how many units, unit price, and quantity Know if there will be shipping so it can be added to the requisition in the Freight Cost box Know if there will be a discount so it can be added to the Discount % or Discount Amt box – hopefully, your quoted price from the vendor will already have the discount so that the price reflects the discounted price, rather than having to use this box

STEP 3 – Logging into the system Log into TXEIS system - User name: in all caps LASTNAMEFIRSTINITIAL Password is PWORD1 for most. You will be prompted to reset your password. Go to Purchasing link. Click on Maintenance, Create/Modify Requisition

STEP 3 – Entering a Purchase Request OVERVIEW Complete the top section and the middle section. Click submit. It comes to the Business Manager for first approval and coding. See next slide for clarification with pictured example.

STEP 3 – Completing the top section Add/Clear All Tab on left You see yourself as the requestor, Sharon Jones as Campus/Dept. Shipping Addr – Should be a generated field automatically that says Edgewood ISD Must fill out Sort Key/Vendor Name Start to spell or use ellipsis box to search from a list then pick the vendor when it populates Reason for Purchase Request (please be very specific)

If there is a known freight/shipping charge, put it in this section.

STEP 3 - Completing the middle section: Notes field – (OPTIONAL – but may provide needed explanation) Catalog Nbr Description Unit of Issue (Type EA for “each”) Unit price Quantity Discount – Use this field if the Vendor allows you a discount on that particular item you are ordering. Put in as percentage OR an amount, not both. Hopefully, your quoted price from the vendor already reflects a discount. Long Description (have to keep scrolling to right) (OPTIONAL) “+Add” button at bottom right if you need multiple lines

Step 3 - Middle Section, continued: After entering items to be ordered, click: REFRESH TOTALS Total should match what you had planned to spend

STEP 3 – Submitting the Requisition When your total is correct, it is ready to submit to Business Manager by clicking “Submit” button – top right

STEP 3 – Printing the Requisition Print a copy for your records STEP 3 – Printing the Requisition Print a copy for your records. This is only a requisition at this point. It is not a PO. Do NOT place the order from this requisition, as this is NOT the PO number.

STEP 4 -Purchase Requests go to Business Office next After clicking “Submit”, it goes to the Business Office for coding and first approval. When coded by the Business Office, it goes to your immediate supervisor for approval/denial. Last on the pathway is the Superintendent. If your supervisor approves the requisition, it then goes to the Superintendent for approval/denial. If approved, it then becomes a PO.

STEP 4 - Final Approval Superintendent has the final approval in the path. If the request is approved, it is assigned a PO number, printed on yellow paper, and stamped “Ready to Order”. It is placed in the interoffice mailbox to come back to you. You may then place your order.

STEP 5 – Handling your order It is the employee’s responsibility to place the order, check the items in when received, and return PO (yellow copy) to the Business Office signed/dated OK to pay. Do not allow a backorder to go over 45 days. Attach all quotes, original permissions, to the PO (yellow copy) before you send to the Business Office. Attach packing slip, if it is in the box, to the PO (yellow copy) before you send to the Business Office. Attach invoice, if it is in the box, to the PO (yellow copy) before you send to the Business Office.

This is not travel approval Remember, the purchase request system does not have anything to do with travel requests. For travel, employees fill out an: Employee Travel Authorization Request and Online request for transportation Please find Request in the EISD Procedures Manual and online on our school website.

This is not Student Activity approval If you are trying to make a student activity purchase, using the campus activity account (Fund 865), and you want to use the credit card or Wal-Mart card: Do not use this Purchasing system Submit your “Edgewood ISD Request for Purchase” to your supervisor for approval

If you need further assistance: See your immediate supervisor Contact the Business Office