1. PURCHASE ORDERS TRAINING & PROCEDURES Presented by: Ms. Conchita Beltran, Coordinator II Miami-Dade County Public Schools Intergovernmental Affairs and Grants Administration

2. PURCHASE ORDERS PROCEDURES A.Prior to processing a requisition, verify available funds for specific object code. B.When preparing a requisition, verify approval chain C.Monitor requisition approvals D.If a requisition is denied by any of the persons in the approval chain or for any other reason stated in the notes line, make the correction and re-route the requisition. (Enter letter C (for change when re-routed) E.This process should take approximately 3-5 work days

3. SAMPLE MSAF SCREEN OF PURCHASE REQUISITIONS REQUISITION WHEN ROUTED

4. SAMPLE MSAF SCREEN OF PURCHASE REQUISITIONS REQUISITION DENIED – TO BE CORRECTED AND RE-ROUTED

5. PURCHASE LINE RECEIPT INSTRUCTIONS Purchase Requisition PLR Function: This function will advise you of the status of the requisition; if it is still in process or unopened To use this function, go to MSAF - Financial System #14 Purchasing, then using Next Function enter PLR On that screen, enter Purchase Order Number using Buyers code and the requisition Number, then indicate line # When the purchase order has been opened you will receive a hard copy within a week. At that time you may start contacting the vendor for an estimated delivery date

6. SAMPLE MSAF SCREEN OF PURCHASE ORDER PROCESS 316 MESSAGE – PURCHASE ORDER NOT FOUND

7. SAMPLE MSAF SCREEN OF PURCHASE ORDER PROCESS NEXT FUNCTION.... ENTER PLR

8. SAMPLE MSAF SCREEN OF OPEN PURCHASE ORDER STATUS LINE INDICATES PURCHASE ORDER IS OPEN AND READY TO MAIL TO VENDOR

9. ON-LINE RECEIVING & PAYMENT PREPARATION When the order is received online, send the signed invoice or packing list to Accounts Payable using mail code 9141 Room 602, Payments can be monitored by: 1.Checking on your Open Purchase order listing

10. OPEN PURCHASE ORDER & REQUISITION LIST SAMPLE THIS LIST INDICATES PURCHASE ORDER AND PAYMENT STATUS

11. MSAF PAYMENT VERIFICATION TO VERIFY PAYMENT BY MSAF SYSTEM: 2.Go to the Financial System #10 MDCPS Financials {enter} 3.Then Select function 02 {enter} 4.Next screen is Application Area, Select #85 - Vendor Payments and enter vendor # {enter} 5.Next screen is the Vendor Paid Status- This screen will indicate purchase orders paid, amount, check number and date of payment. At this point your purchase order cycle is complete and your available funds will indicate the amount as expenditures.

12. MSAF PAYMENT SCREEN SAMPLE STEP 1 - VERIFICATION OF PAYMENT STATUS

13. MSAF PAYMENT SCREEN SAMPLE STEP 2 - VERIFICATION OF PAYMENT STATUS

14. MSAF PAYMENT SCREEN SAMPLE STEP 3 - VERIFICATION OF PAYMENT STATUS

15. MSAF VERIFICATION OF PAYMENT SAMPLE SCREEN STEP 4 – FINAL CONFIRMATION OF PAYMENT Current Action Inquiry 85 Vendor Paid Status ADDRESS: 8930 State Road 84 #332 Vendor Name: QUATRO INC OPT2: A 4/25/03YA ZIP 33324 Invoice P.O. Inv Date TYP Amount Pd Check Ck Date STAT 200335 D02069372 08/04/03 1035.00 00404923 09/05/03 PAID 200330 E02081960 07/14/03 396.96 00404923 09/05/03 PAID 200213 E02079642 06/12/03 434.08 00400028 07/11/03 PAID

16. Questions Contact Information: Ms. Conchita Beltran, Coordinator II Miami-Dade County Public Schools Intergovernmental Affairs and Grants Administration (305) 995-1501