Purchasing Presentation
Transcript: Purchasing Presentation #'s, A - C: Amanda Vazquez D - J: Melinda Chavez K - Q: Angela Aguilar R - Z: Melissa Griffith The Basics 2023 Travel Request Basics All Travel Requests must go through Concur All communications pertaining to TR funds requests/Amex GO should be directed to PurchasingTravel@rccd.edu Travel All funds loaded to AmEx Go card must be for employee Travel, not Meeting Expenses or non-travel related needs. Pay By Check Forms must be completed and sent to PurchasingTravel, who will forward to Accounts Payable to process. If an add-on is needed, create a new TR and reference the original TR number, letting us know to add the additional funds Itemized Expense Reimbursement Reports (IERR) and Monthly Mileage Reimbursements must be submitted through Concur for Accounts Payable to process. Reload Requests Email PurchasingTravel@rccd.edu once your Travel Request has been fully "Approved" or "Pending On-Line Booking" Approved TR's Traveler's Name TR Number Requesting a New AmEx Go Card Send requests to PurchasingTravel@rccd Include: New AmEx Go Card • Traveler’s Name: • Traveler’s Email: • Traveler’s Cell Phone Number: • Approved TR Number: • Main Campus: The Traveler will be notified by their cashier's office when the physical card is available for pick-up. Reporting Lost or Stolen Cards Mobile App: Select Help on Home Screen Select Contact American Express Call (800) 279-6069 Report your card lost or stolen and confirm/dispute transactions. Lost or Stolen Once this step has been completed, contact PurchasingTravel@rccd.edu to request Replacement Card and report any fraudulent charges. Creating a Requisition Create A Requisition Things to consider for ALL reqs: -Verify Vendor is in Galaxy: If not, connect with the vendor to see if they would accept PO's and get them set up as a vendor. -Leave 'Bill To Location' as the Auto-generated District office address. -Do not write the same information in the Item name and description. -Do not duplicate notes in the internal and external side. The Internal Notes tab is intended for info you wish to communicate to approvers, Budget, Purchasing, and Accounts Payable. The External Notes tab is intended for information you wish to communicate to the vendor and will print on the PO. Ex: Quote, Reference, or Account Numbers. Modify Purchasing Requisition For Regular "P-" Purchase Orders Regular PO's New: -Include itemization as shown on the quote For Increases: -Indicate the reason for the add on. Ex: item price increase, updated quote,etc. -Title the item name as "Add On to P####" when adding onto a P-PO acting as an Open/B-PO. -If using "Copy From" feature, be sure that Notes are not duplicated and info is updated such as FY, etc. For Decreases: -Send request to Accounts Payable with Purchasing cc'd Open PO's Modify Open Purchase Requisition For Open "B-" Purchase Orders New: -If you are unsure if the vendor accepts open PO's, confirm with them before creating the req. -Include at least one Authorized Purchaser. * Amazon has a maximum limit of one. -Complete the Open PO Note in external notes of the req. Modify Purchase Requisition For Open "P-" Purchase Orders WHY do we have "P" type Open PO's? For use of maintanence/services throughout the fiscal year. -External Notes should indicate that it's for use during the fiscal year and have the Open PO note completed. Increases and Decreases: are not automated. Purchasing can ensure insurance is still current and bid limits are not being exceeded as add on requests come in for "P" type Open PO's. Increases and Decreases: Are automated in Galaxy & increase will immediately reflect on B-PO once the req is fully approved. BUT: For vendors like Office Depot & Amazon Purchasing needs to be notified so we can manually add the funds to your online account Modify Purchase Requisition For Contract "C-" Purchase Orders C-type PO's are required for any purchases that include an agreement/contract from the vendor with it's own terms and conditions and/or requires signature. An A-type requisition should be created and noted on the Contract Transmittal Form. The most up to date copies of the Contract Transmittal forms can be found in ASUG - Adobe Sign User's Group Teams. If contract spans more than one fiscal year indicate it is a Multi. Yr. P.R. Contract PO's When checking the Approvals status of a Requisition Requisition Approvals Comments from F&T Analyst or Budget: Comments from Purchasing: View Purchase Requisition: Status Purchasing's Internal Notes What do they MEAN? Internal Notes Tab Common Abbreviations: COI: Certificate of Insurance ICC:Independent Contractor Checklist VF: Vendor Form The Purchasing Specialist that is working on the req will often include their initials at the end of an update/note: AA: Angela Aguilar MC: Melinda Chavez MLG: Melissa Griffith AV: Amanda Vazquez What is Purchasing Looking for? Purchasing Review FOR ALL REQUISITIONS: Purchases between $10,000-$109,300: -3 Written Quotes must be provided: -One
Prezi Present
Prezi Video
Prezi Design
