Purchasing: What Works and What Doesn’t B.O.F.Kathy Hennig, C.P.M., M.P.A.

Purchasing Manager, City College of San Francisco

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City College of San Francisco

• User since 1994: Finance, Human Resources, Financial Aid, Budgeting

• 11 campuses, 100 community locations, 2,800 employees, over 100,000 students

• Centralized Purchasing

• Decentralized Receiving

• 3 Purchasing Staff, 1 Accounts Payable Clerk

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The Purchasing Process

req req unrest. 1st checkno

fax or quote NSF call grant OK

no

yesoverride

If $ 2nd check

If $ not available…

invoice1st copy

deliver 2nd copy 3rd copyMRR file copy

MRR

department

vendor

mail Purchasing

Is this Purchase to be bid?

create bids

format check

budget check

Grant Acct.

approvalfix or return

Banner entry requisition

bid award

budget check

check

it out

Budget Office

/transfer

assign buyerissue PO#

budget check

PO printsvendor

maildepartment

mail

mailAccounts Payable

print check

invoice matching

mail

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Current CCSF Practices

• Manual bidding

• On-line and manual requisitions

• E commerce orders placed on hold, encumbered through FGAENCB

• Fixed Assets updated via outside inventory

• No centralized receiving, manual

• Forced receiving/invoice matching

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Audience User Poll

• How many of you are using the Purchasing Module?

• The Bid module?

• The Fixed Assets module?

• The Receiving module?

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Major Banner Purchasing Forms

• Bid Creation FPACTBD• Prospective Bidders

FPAPRBD• Bid Entry FPABIDE• Bid Comparison FPIBIDC• Bid Award FPABAWD• Requisition FPAREQN• Buyer Assignment FPAABUY• PO Assignment FPAPOAS

• Purchase Order FPAPURR• Blanket Order FPABLAR• Approvals FOAUAPP• Receiving Goods FPARCVD• Delivery Log FPADELV• Receiver/Pack. Slip Validation

FPIPKSL• FA Orig. Tag Extract

FFPOEXT• FA Master Maintenance

FFAMAST• FA Depreciation FFADEPR

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Requisitions

• There are 2 different forms: FPAREQN and Web 4

• Web 4 advantage: easier for casual users to use

• Web 4 limitation: the description field is limited to 42 characters

• FPAREQN has 5 screens in version Banner 7, an improvement

•

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Bid Module

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Bid Module

Forms required to issue and evaluate a bid:

• Bid Creation FPACTBD• Prospective Bidders

FPAPRBD• Bid Entry FPABIDE• Bid Comparison FPIBIDC• Bid Award FPABAWD

• Advantage: Linked data to a PO, perm. record

• Disadvantage: You have to fully enter vendor information if not a current supplier. This fills the FTMVEND database with inactive vendors and it is difficult to completely remove vendor records from the data base

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Purchase Order Forms

• The conversion of a requisition to a purchase order is not too arduous FPAREQN>FPAABUY>FPAPOAS>

FPAPURR

• You can shortcut requisition process and start directly in FPAPURR

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Fixed Assets

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Fixed Assets

• Orig. and P tags are cumbersome

• Lack of a bar code interface

• Regulatory requirements: GASB 34/35

• How is your college handling this?

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Receiving

• Relatively complete process

• Best for centralized receiving

• Receiving is all or none process: cannot do on-line for some and not others

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Challenges of the Purchasing Module

How do you handle:• Management level reporting• On-line ordering/electronic commerce interface• Database maintenance: difficult to merge

records (i.e.: merge history when a vendor is bought), easily delete records (typos or duplicates, you terminate or invalidate but never delete)

• Lack of bar code interface• Fixed Assets: O & P tags are cumbersome

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Open Forum