High Tech with a Human Touch
Purchase and Material Management FAQ
A. Formal written solicitations are required for all purchases over $1,500.00. Please forward to purchasing any quotes you have received. It is the responsibility of purchasing to ensure the best pricing has been received. Competitive solicitations are not required if pricing is under current contract, a university standard, or a sole-source purchase. Please visit our home page Competitive Solicitation Policy #108 for further details. Even though a department may already have a quote, Purchasing may choose to get formal bids because the prices on a formal bid are usually better.
Q. When do you need a purchase order and when do you not need a purchase order?
A. Small purchase orders are available for purchase up to $500.00.See Policy No.122 (Small Purchase Orders) For use and restrictions. See Policy No.118 (Policy For Use of Direct Pay/Check Requests).
Q. What do we do when the vendor is not in the system?
A. As soon as you are aware that you will be dealing with a new vendor, supply the following information to the Purchasing Department: name of vendor, contact name if any, phone number, fax number. Purchasing will make contact with the vendor/and request a completed/signed W-9 and Vendor Registration Form. Purchasing is unable to process your order with out this information.
Q. Why do we have to go through approvals at the purchase order level when we have already gone through them on the requisition level?
A. There are many variables especially when a purchase requisition and/or purchase order are NSF (non-sufficient funds). Most of the requisitions are approved by the department head. Purchase orders are reviewed and completed by the Purchasing Department.
Q. What is the status of my purchase order or requisition?
A. Look into FOIDOCH or FOAAINP/FOAUAPP Go into FOIDOCH and enter your requisition or purchase order number "C" means complete. "A" means approved. If no letter in there, your requisition is not complete. If the requisition or purchase order are completed go into FOAUAPP. This form will indicate the queue it is in for approval. Backspace out your name and next block. FOAUAPP has all forms needing approvals.
Q. How do I change the accounting after a requisition has been completed?
A. It has to be completed at the purchase order level. Submit a memo with an authorized signature mailed / faxed to Purchasing. Exception is capital equipment.
Q. How long does a requisition / purchase order take to process?
A. Without knowing specifics behind this question, it is difficult to answer.
Most purchase requisitions will be processed according to:
- Policy No.110. (Planning Requirements)
- Up to $1,000 - two (2) working days
- $1,000.00 to $5,000 - five (5) working days
- Over $5000 for materials or capital equipment - twenty (20) working days
- Over $5,000 for complex projects - A "Request for Contract" form (rfc.doc) is required that identifies the lead-time needed.
Delays in processing may be caused by:
- NSF (budget balance not sufficient to cover purchase)
- If more information is needed from user
- Bids are required
- New vendor - Vendor registration and W-9 forms are required for setup in database.
Q. How can I create a purchase order for something already received?
A. Policy states there are no confirming orders. You cannot create a PO for a delivery date that has passed. Enter a purchase requisition for a future date (next day or more) and note in document text that this is a "confirming order" including the date the order was received. See Policy No 102 (Purchasing Authority)
Q. How do I know to use a check requisition or a purchase requisition/PO?
A. See Policy No.118 (Policy for Use of Direct Pay/Check Request)
See Policy No.102 (Purchasing Authority) regarding confirming purchase orders.
Q. How do I know if a purchase order has been assigned?
A. Look in FOIDOCH in Banner. Enter your requisition number. An "A means the purchase order number is approved. If a "C" - look in approval queue. (FOAAINP).
Q. How do I increase the amount of a purchase order?
A. Fax, email, or campus mail the request, with an authorized signature, to Purchasing stating the changes.
Q. Do I put shipping in as a separate line item?
A. Yes. If the shipping and handling cost is known show it as a line item for freight. Prepay and shipping cost that exceeds 10% of the total order must also show a line item for freight. This will avoid the necessity of a change order.
**Shipping cost that would be charged to 79130 as a part of the capital equipment cost show as one line item cost with the description of the item plus shipping cost included**
Q. How do I split the accounting?
A. If it involves splitting the index outside of your department, you do not have access. Please send a memo with department head signature to authorize Purchasing to enter your request. If you are splitting the funding by account numbers only, using the same index, this can be entered on the account data page, FOAPAL, in the requisition form. If this is a common occurrence, you may need to request training.
Q. How do I buy something from the bookstore? Will they accept a small purchase order?
You must use petty cash for purchase orders under $50.00, p-card up to $1499, and/ or regular purchase order for $1500 or more. Bookstore do not accept small purchase orders.
Q. If I order something and it is not what we really wanted, can it be returned?
If it was an error on the vendor's part, the answer is "yes". If the department orders something incorrectly or has a change of heart, the answer can be yes but there could be a restocking fee and return shipping charges. Custom/Special orders generally are not returnable. Please work with Purchasing. You will need to complete a "Return Merchandise Authorization".
Q. My department is considering leasing equipment. How do we begin?
A. Contact Purchasing for guidance.
Q. How do I suspend or cancel a PO or requisition?
Please send memo to Purchasing with reason for request signed by department head. Only Purchasing can cancel a purchase order and only if there is no activity. If purchase order has activity, memo would be directed to Lisa Dubenion, firstname.lastname@example.org
Q. When do I put in a Receiver? How do I enter a receiver for a partial order?
A. If you have any questions, see Purchasing website, Banner Training Manual for Receiver.
Q. Where should invoices be sent?
A. Accounts Payable