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Purchasing Clerk TrainingPresented by: Stephanie De Los Santos, Accounting Coordinator
August 30, 2016
Agenda
Workflow
Purchase Orders
Encumbrance Activity Report
Request of a Non Compliant Purchase
Infinity and Beyond
WorkflowPurchase Order Clerk• Obtains written approval to key in requisition from Administrator
Purchasing• Approves/Denies Requisition
Purchase Order Created• Upon Approval
Purchase• Purchase goods/services
Purchase Order Clerk• Keys in Requisition to efinance+
Purchase Order Clerk• Submits the approved
“Requestor Copy” of the purchase order and packing slip to Accounts Payable
Accounts Payable• Receives invoices
directly from vendors
Accounts PayableProcesses Payment to Vendor
1 2 3 4 5 6 7
LFCISD ‐ Account Code Structure
XXX ‐ XX ‐ XX ‐ XXX ‐ X ‐ XX ‐ XXXXFund Function Sub Organization Year Program Expenditure
Object Intent Code
Texas Education AgencyFinancial Resource Guide
http://tea.texas.gov/Finance_and_Grants/Financial_Accountability/Financial__Accountability_System_Resource_Guide/
Website:
2016 ‐2017 Purchase Orders
• All purchase orders must be made to a specific vendor• All open purchase orders must be made to a specific vendor• Purchase orders can no longer be made to a department/campus• Refrain from making quarterly purchase orders (monthly purchase orders preferred)
Exception is travel!
Purchase Orders Must be made to a specific vendor
TEA - FASRG
2016 ‐2017 Travel Purchase OrdersTravel:• Travel purchase orders must be issued to a specific
campus/department• Travel purchase orders may be kept on one requisition• Travel purchase orders must identify the correct vendor # on
each line item• The transportation trip # must be included on the travel purchase
order (if applicable)
Transportation
• Transportation invoices are submitted to the campuses and departments within 24 hours after trip.
• Transportation invoices must be attached to the requestor copy of the purchase order and submitted to accounts payable for processing.
Complete Packet Submission to Accounts Payable
• Signed Requestor Copy of Purchase Order
• Date products/services received
• Packing Slips
• Transportation Invoices (if applicable)
• Itemized receipts (Travel for Federal Funds)
• Document that purchase order can be closed.
“Please Close” / “Pay and Close”
Tips for Submission of Documentation to Accounts Payable
• Always have an administrator sign the requestor copy of the purchase order
• Always submit packing slips
• Always submit the signed requestor copy of the purchase order immediately once items have been received
• Always communicate with the Accounts Payable staff
• Always keep track of your purchase orders to the time they are paid and closed by using Encumbrance Activity Report
How run an Encumbrance Activity Report?
*The Encumbrance Activity Report providesyou with the latest up to date activity of your purchase order.
Encumbrance Activity Report
Open Purchase Orders
On the back of the purchase order it specifically states:
“All unshipped items on this order will automatically be cancelled after Sixty Days unless previous arrangements are made. Late shipments will not be accepted.”
Monthly Update:
*To get a better handle on all open purchase orders each of you along with your respective administrator will be receiving a monthly update from the Accounting Department.
Impacts on the Budget
For every purchase order that remains open you will see that encumbrance reduce the available balance on that expenditure line item. (efinance+ Report: Expenditure Budgets)
When accounts payable processes payment and closes a purchase order line item the remaining balance (if any) will increase the account. Therefore, providing you a clear picture of your campus/department budget.
This is another reason why it is very important to turn in all documentation accurately and on time.
Budget WorkflowPurchase Order Clerk• Obtains written approval to key in budget transfer from Administrator
Accounting• Scan approved budget transfer to Yvette Vasquez , CFO Secretary
Purchase Order Clerk• Keys in budget transfer to efinance+
FinanceProcesses Budget Transfer/ Adjustment
1 2 3 4
Finance• Reviews for
accuracy
To Infinity & Beyond
Extensions & Clients 2016‐2017
To Infinity and Beyond
• Utilization of Workflow (going paperless)
• Receiving items online
• Attachments to efinance+
• Pilot Program (2016 – 2017)
Goals:
How to achieve these goals?
We want to utilize workflow. The requisition will be keyed in by the purchase order clerk/secretary and approved by the administrator (paperless).
Efinance + has the capability to receive items online. We want to utilize this function to streamline the communication between campus/department to accounts payable.
Make attachments to efinance+. Instead of sending support and approval through inner office mail we want to implement the use of attachment to efinance+. Get immediate correspondence.
Pilot Program (2016‐2017). To achieve this goal my accounting team and I will be working on a one to one basis with each of your campuses and departments throughout the year.
We look forward to working with each of you!
ACCOUNTING TEAMAccountants
Belinda Mendez, Accountant Ext. 5045 [email protected] Longoria, Accountant
Ext. 5046 [email protected]
Accounts Payable ClerksLisa Soriano, Accounts Payable Clerk
Ext. 5041 [email protected] Lopez, Accounts Payable Clerk
Ext. 5042 [email protected] Arreola, Accounts Payable Clerk
Ext. 5043 [email protected] Barreto, Accounts Payable Clerk
Ext. 5044 [email protected]
