1. Purchase Requisition (PR) Training
2015
Date Prepared: November 13, 2015
Revision Date:
Version: 1
Version Approval Date: November 13, 2015
Prepared By: Shannon Mitchell
Reviewed By: Christine Curran
Approved By: Angie Espiritu

2. Why are we here?
The purpose of this training is to provide information on how to properly fill out a Purchase Requisition Form (PR) and to provide information about what is needed by the Procurement Department to fulfill the purchase.

3. Just some facts:
763 Total PRs have been processed between January 1, 2015 and October 30, 2015
Of those:
598 PRs have been processed through the Lexington Park Procurement Department
165 PRs have been processed through the Bowie Service Center (BSC)
Average processing time for orders is 5 business days as long as the following information is provided:
All information on the PR is correct and complete
The vendor is an approved vendor
The PR is approved by the appropriate approvers

4. What is needed by Procurement to complete your requirement?
Purchase Requisition – PR
(The Purchase Requisition template can be found on the MILtranet ( under the “Contracts and Procurement” tab. You may also contact the Procurement Team.)

5. What is needed by Procurement to complete your requirement (continued)?
2. Estimate

6. A Purchase Requisition (PR) needs to be completed with the following information:
Sections “A” through “E”
Vendor Name
Vendor Point of Contact
Charge Number
Ship to address
E. Deliver to person

7. A Purchase Requisition (PR) needs to be completed with the following information (continued):
Sections “F” through “K”
Description of Material
Part Number (Vendor part number and Manufacture part number, if available)
Quantity required
I. Unit of measure (each, month, lot, roll, foot, etc.…)
POP/Require Date
K. Unit Price

8. A Purchase Requisition (PR) needs to be completed with the following information (continued):
Sections “L” through “N”
Estimated Shipping and Tax
Name of PR Originator and date
Any information the buyer should be aware of (overnight shipping authorized, vendor has limited stock, please order ASAP, etc.)

9. A Purchase Requisition (PR) needs to be completed with the following information (continued):
Sections “O” through “T”
O. Priority rating
P. Normal/Expedite
Drop ship preferred/Order shipped in entirety?
R. Type of Procurement
S. Additional cost for expedite
T. Sole Source

10. A Purchase Requisition (PR) needs to be completed with the following information (continued):
The final PR should look like the example pictured here.

11. Estimates can be in the form of the following:
A. Web site

12. Estimates (continued)
B. A catalog that includes a copy of the cover, the page where the item can be found and the back cover.

13. Estimates (continued)
C. Estimate on Company Document

14. Estimates (continued)
Estimate
Please the PR, estimate and Request for Estimate (if there is one) to Procurement.

15. Procurement then looks over the PR and estimate to determine how to proceed.
If the order is under $75.00 the buyer will have the Vice President (VP) sign the PR as approval to purchase. These orders will always be paid via AMEX (American Express). If the vendor does not accept AMEX, the PO is prepared and processed in Deltek.
If the order is over $75.00 but under $3, the PR will then be entered into the Deltek Purchasing system and processed accordingly.
If the order is over $3, additional estimates will be needed and obtained by Procurement. Procurement will make the final call on which vendor will be awarded the Purchase Order.
Approval is needed from the Government for any and all direct orders over $3, Procurement will forward all needed requests to the appropriate personnel to obtain approval.

16. Lead Time and Emergencies
Excerpt from the 2015 Working Procurement Manual, version 3

17. If you have any questions along the way please direct them to your Procurement Department.
Christine Curran
Jennifer Brown
Debora Vincent
Shannon Mitchell

18. Questions?