purchasing and accounts payable things to know. definitions requisitions - formal authorization to...
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DEFINITIONSREQUISITIONS - Formal authorization to make a purchase - getting permission to buy something. Board Policy 6210: “Staff who obligate the district without proper prior authorization may be held personally responsible for payment of such obligation.”
PURCHASE ORDERS – A commercial document – an offer issued by a buyer to a seller. Essentially, a “promise to pay”.
REIMBURSEMENTS – Compensation for money spent for an item that becomes the property of the district or a service received in behalf of the district.
REQUESTOR – The person requesting to make an order or receive reimbursement.
VENDOR – The person or company providing an item or service to the district. In case of reimbursements, the Requestor is also the Vendor.
PRIOR APPROVAL IS NEEDED FOR ALL PURCHASES, even if they are grant funded or from a teacher’s 400 account; otherwise the Requestor may be personally liable for the expense.
AN IMPORTANT NOTE ABOUT GRANTS
GRANTS do not become available for spending until the month is closed out on the books. The business office closes the books generally in the second week of the month. Any deposits made after the second week of the month will not become available for spending until after the second week of the next month.
1Where will the money come from?
An account directly related
to me and/or my job – such as My 400 Account or a
Grant I received (such as from Booster
Club or Ed Foudnation)
Another Account
Directly related to my job.
Example: I’m the librarian –
the library account will pay
for it.
Other Accounts (Basic Ed funds, Special Ed, Title, LAP, ASB, etc.)
SKYWARD REQUISITION
PAPER REQUISITION
Ask yourself
two questions
2Who’s Paying First?
The School
Me. (I’m going to
ask for Reimbursement.
)
You are the vendor.
The vendor is the
vendor.
YOU WANT TO MAKE A PURCHASE?
Three Types of Vendors
You(You will ask
for reimbursemen
t)
Ecommerce Vendors(Vendor’s e-systems Interact directly wth
Skyward)
All Other Vendors
Except(It’s a slightly differen
t animal)
Skyward OnlyPaper or Skyward (see next slide)
Paper or Skyward (see
next slide)
Do requisition as normal, except:• Print out exactly what item(s) you want
to purchase and give the print-out(s) to Secretary (Secretary will place the order on district’s corporate account.)
Superintendent
Secretary
Generates
PURCHASE ORDER
(on Fridays)
Complete Paper
PURCHASE REQUISITION
Submit Electroni
c REQUISITI
ON
See Instructions
Requestor
General Fund Requisition Flow
Business Manager
Submit
Electronic
ally
Paper Submission
Needs Work
Superintendent
Secretary Generates PURCHASE
ORDER (on
Fridays)
Complete Paper
PURCHASE REQUISITION
Submit Electroni
c REQUISITI
ONSee
Instructions
Submit
Electronic
ally
Requestor
ASB Fund Requisition Flow
Bus. Manager
ASB Advisor
ASB Student
Treasurer
Paper Submission
Secretaryplaces the order
Purchase Order is Approved! Now what?
In, which case, the you, the
Requestor,place the
order
✓
Unless… You checked this boxOr, made a note on the skyward requisition on the MASTER INFORMATION screen that you would do it.
Secretary verifies the
order against the purchase
order
My Order Arrived! Now What?…and then emails you to let you know when the item is ready for
you to pick it up.
Small attractive items with a
value $500 get forwarded to the Librarian, who catalogs the
itemPacking Slip
Vendor
Accounts PayableVendor gets paid
Invoice
I listed myself as the vendor on the purchase requisition and paid for the
item(s) myself (used my credit card on Amazon, for example)…how do I get
reimbursed?
Packing Slip
Purchase Order
Requester gets paid
Accounts Payable
Receipt
NOTE: Accounts Payable checks are generated every 2nd Monday. Check website for actual dates.
Purchase Reimbursem
ent Form
I bought the items at the store and have receipts,
how do I get reimbursed?
Requester gets paid
Accounts Payable
Receipts
Superintendent
Business Manager
Obtain written prior approval
from Superintendent before spending
using the requisition
process
YOUR NAME HERE
YOUR NAME HERE
Claim for Travel
Expenses Form
How do I get reimbursed for travel expenses?
Requester gets paid
Accounts Payable
Receipts
Superintendent
Business Manager
Obtain Prior Approval
from Superintende
nt Before Traveling!
Electronic Requisitions in
Could my
order be E-
commerce?
Ecommerce allows you to shop with certain
vendors at their website and use their shopping cart to add
items directly into Skyward
No Yes Click “Add from Online Catalog”. Then Select a
Vendor.
Verify Requisition Group, Accounting Year, Vendor, and add a description. Then click “Save and
Add Detail”
Click “No” to security warning, then add items
to Shopping Cart on Vendor’s website. Click
“Save”.Back in Skyward, click
“OK”, then click “Edit”.
Fill in the required Detail Lines, then click “Save”
Click “Add Requisition Accounts”
Click “View Requisition Accounts”, then “Add
Account” Distrib”Select correct account(s). Click “Save Account
Distrib”.Add attachments or notes
if you need toClick “Submit for
Approval” when you are done.
Log into Employee Access. Then go to : Financial Management/
Purchasing/ My Requisitions
Quick Reference Instructions
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