Purchase Orders are assigned to requisitions once the requisition has gone through the approval process. The only copy of a purchase order that is printed is the vendor copy. There are, however, some exceptions when a department will pick up the purchase order in the Purchasing Office. These exceptions are:. The department that initiates the requisition will be notified when the purchase order is ready and can pick up the vendor copy in the Purchasing Office. If the order is for another area, it is the responsibility of the department expending funds to send a copy to the ordering department.
Under normal circumstances the Purchasing Office processes all documents within a 48 hour turn-around time. If a department has an emergency order, we will issue a confirming number over the phone. When this is done we require that the paperwork be in the Purchasing Office within 48 hours. Although emergencies sometimes occur through failure of equipment or needs that cannot be anticipated, frequent emergency or confirmation orders may indicate poor planning, coordination and organization.
The Purchsing Office is the only office authorized to commit USNH funds for goods or services using a purchase order or through the issuing of the college PCard. The exception to this is the purchase of real estate, investments and insurance, which require the signatures of the Vice-President, President and Treasurer. Do not order goods or services from any off-campus source without first obtaining an authorized purchase order or using a College approved PCard.
Departments prepare the Requisition, and the Purchasing Office will be responsible for preparing, printing, signing the Purchase Order and sending it to the vendor. Remember: A requisition is not to be used for ordering goods and services. Only a purchase order or PCard does this. A signed equipment authorization form must accompany the request. See Form D instructions 6. Standing Orders should be requested if your department plans to use the vendor frequently during the year.
Type the purpose of the standing order in the commodity line, i. The PCard is a tool that can be used in place of purchase orders especially for large volume, low dollar items. Equipment can not be purchased with a PCard but must be processed with a requisition.
The Direct Pay form is for pre-payments of memberships, subscriptions, postage, pre-registrations, reimbursements and other types of payments for which the requisition to Purchase Order process cannot be used. A memo is sent to Purchasing at purchasing. When funds are not adequate to cover the proposed expenses, a budget transfer must be made.
A central location may be provided for receiving supplies, or they may be delivered to various locations. Some factors that determine whether Central Receiving or random receiving is appropriate in a given situation are:.
Never return items to vendors without notifying Purchasing. Departments must first contact the vendor and make arrangements for returning the goods, as well as expediting or tracing an order. If a department cannot get any satisfaction from the vendor, they should contact Purchasing and we will get involved. Ascertain if the items have arrived on campus before requesting a trace. The department will be informed as soon as the vendor responds. As soon as damaged or short shipments are discovered, the department is to notify the carrier s , the shipper and Purchasing.
Common carriers have, in the past, required written notification within fifteen 15 calendar days. Good business practice dictates prompt notification. The chance for a favorable settlement is enhanced if the claims procedure is instituted within fifteen 15 days or sooner. Accounts Payable will be requested to supply a copy of the invoice to establish the value of goods missing or damaged. The carrier or his agent is required to investigate the claim promptly and thoroughly. If an inspection of goods is made, a copy of the report will be left by the inspector.
We provide you with an opportunity to clean out your offices, closets, etc. The items you may consider junk, may be treasures to others. All equipment and property currently used by your area, or purchased in the future, with Keene State College funds, are owned and belong to the University System of New Hampshire. No property is allowed to be disposed of without prior approval of the Purchasing Office.
These items will then enter into the Surplus Property Program and be sold through this network. Just click on either PDF or Word to get to the form. Regardless of the inventory list on which these items may appear, it is the responsibility of each budget manager to maintain their area inventory. This responsibility includes notification to the Purchasing Office of any change in location, sale or transfer, and new purchase additions.
Budget managers are responsible for their inventories. Budget Managers may be asked periodically to verify their departmental assets. The Purchasing Office is responsible for implementing the standardization of a variety of products and services for the Campus. This standardization allows us to purchase quality products and services by large volume, thus saving money for KSC while still providing users with items they have requested. It also allows us to enter into favorable service agreements with vendors.
The third advantage of such a program is that the user can be assured they are purchasing a product for which Campus staff can provide maintenance assistance. Advertising for new hires must be approved by the Human Resource Office before placing it in the newspaper.
These approvals guarantee that the users not only purchase items that can be serviced, but it also establishes a high standard of quality for the items purchased by the College. Other areas of standardization are under consideration. Please feel free to contact these departments when thinking about purchasing such items. Any and all equipment requests must be forwarded in writing to your responsible Principal Administrator.
This request is then forwarded to the Purchasing Office. Keene State College policy requires that all departmental computers be secured with approved lock-down devices. All departments wishing to have lock-downs installed in their areas should contact the Information Technology Department.
It was created to outline system-wide policies for the ongoing management of hazardous materials, from acquisition through disposal, in accordance with all applicable laws and regulations.
Specific responsibilities for hazardous materials management is outlined for all persons within the organizational structure, with the ultimate responsibility for using hazardous materials safely and in compliance with all laws residing with the user. It is the intent of the Plan to incorporate these tenets to provide a safe environment for all USNH students, staff and faculty to work together successfully. All purchases for office supplies are to be placed through the current Contracted Vendor for office supplies.
All travel arrangements, questions and concerns should be directed to the Keene State College Travel Coordinator. When making travel arrangements, please consult the Travel Handbook. NOTES: When the traveler calls the travel agency to make travel arrangements, the following information is needed:.
When making arrangements for candidates to come on campus, the search chair or designee will call the travel agency with the names of the candidates coming in for interviews. The number is to be given to the candidate and they can call to make the arrangements. The same process will then be followed for booking the air fare.
The Purchasing Office has established the following purchasing procedures for ordering services from our contracted vendor at the Dining Commons:. The department can enter a requisition into Banner and Purchasing will assign a purchase order number to it or call Purchasing for a confirming purchase order number.
If a confirming number is given to a department, a requisition is to be entered into Banner with the confirming number typed in the comments box. The requisition is to be entered within 24 to 48 hours after receiving the confirming purchasing order number. If a department gets a confirming purchase order number they are responsible for communicating it to the contracted vendor. The Dining Commons must be given the confirming purchase order number at least 24 hours in advance of the scheduled event.
Accept or change the default document code and enter the next document number you want to use for purchase orders. The document code can be used to identify the documents on reports and inquiries. The next number will be the starting document number when receipts are entered. You can reuse a document number if the document has been deleted or removed from history if you're keeping history. By defining the next document number, you also are determining the number of unique document numbers that will be available.
For example, if you enter PO as the next purchase order number, you'll be able to enter up to purchase orders; if you enter PO as the next purchase order number, you'll be able to enter up to 9, purchase orders. Be sure to enter a next number that will accommodate your business volume. To use purchase order forms other than the suggested forms, you may want to use Report Writer to be sure the information is printed on your forms correctly.
For more information, refer to Report Writer help. Use this window to define currency decimal places for each currency to which you have access. For more information, see Setting up currency decimal places for non-inventoried items. Mark Shortage and then enter the percentage to use when the quantity received is less than the quantity ordered for non-inventoried items when receiving against a standard or blanket purchase order.
If the difference between the quantity received and quantity ordered falls within the quantity shortage percentage, the difference between the quantities is canceled and the status of a line item is automatically changed to change order, received, or closed.
The status of the line item depends on whether or not the line item has been invoiced. Mark Overage and then enter the percentage to use when the quantity received is more than the quantity ordered for non-inventoried items when receiving against a standard or blanket purchase order. If the quantity received is over the overage tolerance, you will receive a message that you can't enter a quantity greater than the combined total of the Remaining to Receive quantity and the overage tolerance set up for the item.
Select which date to use as a default date each time that you open the Purchase Order Entry window to work with purchase orders. You can use the date from the last document you entered or the user date. Select a default site ID for purchase order line items. You can select either the default site ID set up for the item in Item Quantities Maintenance window or the previous purchase order line's site ID.
Select which item numbers to use during transaction entry—the item numbers your company uses or the item numbers used by your vendors. However, the password to remove holds will apply when a purchase order is viewed in the Purchase Order Entry window. If you are using Project Accounting, you can't create purchase orders for projects from Sales Order Processing. If you are using Project Accounting, you can't commit purchase orders for projects to sales documents.
If you are using Project Accounting, you can't transfer line comments from sales line items to purchase order line items that are assigned to projects. If you are using Project Accounting, the release by date isn't calculated for purchase order line items that are assigned to projects.
If you've selected to reprint Purchase Order Processing posting journals in the Audit Trail Codes Setup window, the system will maintain the history necessary to reprint posting journals whether or not you've marked to maintain history in the Purchase Order Processing Setup window. Payables Management and Purchase Order Processing must be registered for this option to be available, but Project Accounting, Multidimensional Analysis, and Analytical Accounting must not be registered.
If the option isn't selected, you won't be able to receive or invoice line items not associated with a purchase order. Changing the site ID in receiving Select this option to allow receiving line items to different locations than indicated on the original purchase order.
When you mark this option, you also can indicate whether you want to allow editing of purchase orders on hold. If you don't allow editing on-hold purchase orders, you will be able to view purchase orders that have been placed on hold, but you won't be able to edit, delete or void them.
When deciding whether to allow the editing of costs in receiving, keep in mind that purchase price variances are calculated by comparing the cost posted from receiving with the standard cost for items with periodic valuation methods.
For more information about standard cost and valuation methods, see the Inventory Control documentation. If you allow receiving without a purchase order, you should allow editing of costs in receiving, or you won't be able to enter costs for items without purchase orders.
To restrict access, you can require a password. Warning when purchase order line item is not fully Invoiced Select this option to receive a warning message that a purchase order line item has a remaining quantity to invoice when closing a purchase order or a purchase order line item in the Edit Purchase Order Status window.
See Setting up project preferences and default entries in Purchase Order Processing for more information. See Setting up Purchase Order Processing tax options for more information.
If you are using purchase order generator, you can use the Purchase Order Processing Setup Options window select options for generating purchase orders. See Setting up purchase order generator default entries for more information. See Setting up user-defined fields for receivings for more information.
If you've identified errors in the setup list, simply enter or select the correct information. Use the Purchasing Non-Inventoried Currency Decimals Setup window to define currency decimal places for non-inventoried items for each currency to which your company has access.
This window is available only if you are using Multicurrency Management. If you aren't using Multicurrency Management, use the Purchase Order Processing Setup window to define the number of decimal places when displaying currency amounts for non-inventoried items. The default number of decimal places for each currency was determined when the currencies were set up. Use this window to change the number of decimal places used to display currency amounts for non-inventoried items.
You can change the non-inventoried currency decimal places for a currency at any time. Changing the decimal place setting for a currency won't change the decimal place settings of non-inventoried items already entered on existing documents. Only new items added to existing transactions or new transactions will use the new settings. In the Currency Decimals column, change the number of currency decimal places to use for non-inventoried items.
Amounts will appear in the format defined in this window whenever a non-inventoried item is entered for a specific currency. Continue this process until you define the decimal places for all the currencies displayed in the window. Use the Purchase Order Processing Setup Options window to set up the tax calculations that will be used on documents. Depending on the tax calculation selected, you can enter default tax schedules for non-inventoried items, freight, and miscellaneous items.
For information about setting up the purchase order generator, see Chapter 3, "Purchase order generator setup.
Advanced Mark Advanced to specify a tax schedule to use for noninventoried items, freight, and miscellaneous charges. For inventory items, the tax schedule you chose for each item in the Item Maintenance window will be used. Single Schedule Mark Single Schedule to specify one tax schedule for all items on all documents.
Items on each document will be taxed using the tax details in the schedule you specify here, even if the item is nontaxable or if the vendor is tax exempt. Taxes won't be calculated on freight or miscellaneous charges.
Taxable The tax details that are assigned to the vendor or site will be compared to the tax details in the tax schedule you specify here. Base on vendor The tax schedule assigned to the vendor's purchase address will be used calculating taxes.
Later, when you enter receivings transactions, the labels will appear in the Receivings User-Defined Fields Entry window, where you can enter information that is unique to the transaction.
You can set up the following types of user-defined fields. List Use list fields to predefine options to track information that is specific to your business. For example, to track the origin of orders, you could name a list Order Origin and enter Fax, Phone, and Mail as values for the list. When you enter transactions, Order Origin will appear as a title in the Receivings User-Defined Fields Entry window and you can select where the order originated from the list you created or include additional values.
Text Use text fields to record additional information about the transactions you enter in the Receivings Transaction Entry window.
For example, to track special ID numbers for shipped equipment, you can enter Shipping ID in a text field. Dates Use date fields to record additional dates that affect your documents. For instance, if you want to track the date that an installation was complete, enter Install Date in a date field. Enter as many as five list fields.
Choose the expansion button next to each list name you've entered; the Receivings User-Defined List Setup window will appear. Use this window to enter values for each list. You can add comments to purchase orders or to individual line items on a purchase order or receipt. Comments are printed automatically on the purchase order and line item comments are printed below the item on the purchase order or receipt. Use the Comment Setup window to define comments for each company.
You also can modify standard comments for a particular document or item, or create one-time comment. You can enter up to characters, which will appear on the purchase order or receipt as four lines of 50 characters each. If you want longer comments to appear, use Report Writer to modify the document layout.
Large companies typically have several buyers working in the purchasing department, with each buyer assuming responsibility for certain items. A buyer's job may include vendor selection, negotiation, and purchase order placement and follow-up.
For example, if your company employs ten buyers who enter purchase orders in the same system, the purchase order numbers are not an effective way of locating a particular buyer's documents. If buyers are assigned to purchase orders, you can print a report sorted by Buyer ID. Use the Buyer Maintenance window to add new buyer IDs. For example, a buyer ID can be based on a location, a group of items, or an existing user ID.
If you remove a buyer ID that is linked to an active purchase order one that isn't in history , the buyer ID will remain attached to that purchase order.
If the Manufacturing Series is registered and you delete a buyer ID that is linked to items in Item Engineering, the buyer ID will be removed from those items. To remove a single buyer ID, select it in the scrolling window and choose Remove.
To remove all of your buyer IDs, choose Remove All. If you are using the purchase order generator, you can automatically generate purchase orders to replenish inventory based on a reorder point you specify.
If you are using Project Accounting, you can't generate purchase orders for projects. Use the purchase order generator to analyze inventory levels and suggest purchase order line items based on default settings and reorder levels; the suggested purchase orders can be modified before they are created. You'll use master sites, subordinate sites, and independent sites when generating suggested purchase orders. How the demand is purchased, received, and distributed depends on how you use these sites.
A master site is a central location where its requirements are consolidated with the net demand from subordinate sites. A purchase order is placed from the total net demand at the master site. You can have more than one master site. A subordinate site is a location that passes its requirements to a central location, the master site, to be purchased, received, and distributed. An independent site is a location that has requirements that must be fulfilled by the items that are to be purchased.
A master site is an independent site. The order method you select for an item decides which site will be used when generating purchase orders. If you select Order to Master Site, suggested purchase order quantities will be based on requirements for this site and other sites that have the same master site. When you are ordering to a master site, you'll need to set up your master site before setting up your subordinate sites in the Purchase Order Generator Item Maintenance window.
The master site must have an order method of Order To Independent Site. Assume that your default master site is Warehouse. If you didn't set up Warehouse as an independent site, any subordinate site that would have used Warehouse as their master site will use order to independent site as their order method. If you select Order to Independent, suggested purchase orders can be generated for the site where the material is required or if the site is a master site for subordinate sites as well as the master site.
Requirements from subordinate sites will not be required is the site isn't a master site. You also can select how purchase orders should be created when you generate suggested purchase order line items using the Suggested Purchase Orders Preview window.
You can select to create a purchase order for all items that have the same vendor, buyer, and ship-to address or create a purchase order for all items that have the same vendor and buyer. You should set up general default information before you define preferences for a specific item-site combination or a group of items and sites.
You can change the entries for individual item-site combinations, if necessary. Use the Purchase Order Generator Item Maintenance window to set up reorder preferences for each item at a specific site. Use the Purchase Order Item Mass Update window to set up or change reorder preferences for a group of items. For more information, see the Inventory Control documentation. Order To Independent Site Use this option if you want to order to the site where the material is required.
Order To Master Site Use this option if items are purchased to a central location a master site and distributed to other sites subordinate sites. If the order method is Order To Master Site, enter or select a master site. Demand from all subordinate sites will be combined with demand for the master site you select when determining the order quantity.
Order Point Quantity Select this level to order a quantity that will bring available inventory up to the order point defined in the Item Resource Planning Maintenance window. Order-Up-To-Level Select this level to order a quantity that will bring available inventory up to the order-up-to level defined in the Item Resource Planning Maintenance window.
Vendor EOQ Select this level to order a quantity that is equal to the economic order quantity defined in the Item Vendors Maintenance window for the selected vendor.
The vendor economic quantity is used when it is greater than the required quantity otherwise, the required quantity is used. You won't be able to select this option if the order method is Order To Master Site. Refer to How quantities are calculated for suggested purchase orders for information about how replenishment levels affect required quantity. Site Primary Vendor The primary vendor specified in the Item Quantities Maintenance window for the item-site combination is used.
Vendor with Lowest Cost The vendor with the lowest cost will be selected based on the functional equivalent of the Last Originating Invoice Cost field in the Item Vendors Maintenance window. You won't be able to select a vendor selection if the order method is Order To Master Site. The master site's vendor selection will be used to determine the vendor. If the order method is Order To Independent Site, indicate which item cost to use for purchase orders.
You won't be able to select a cost selection if the order method is Order To Master Site.
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