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Purchasing Highlights June 2019 1

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Page 1: Requisition to Purchase Order Lifecycle · Blanket Purchase Orders Blanket Purchase Orders (BPO) o Multiple invoices/vouchers issued per Budget period/year each year. o When creating

Purchasing Highlights

June 2019

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Page 2: Requisition to Purchase Order Lifecycle · Blanket Purchase Orders Blanket Purchase Orders (BPO) o Multiple invoices/vouchers issued per Budget period/year each year. o When creating

Agenda

• Tax and Freight• Change Requests• Approved Requisitions in FY18-19• New FY Requisitions for FY19-20• Closing PO’s with an Encumbrance Balance• Blanket PO’s for FY19-20• Purchase Order Roll to FY19-20• Purchasing Highlights and Upcoming

Webinars and Training2

Page 3: Requisition to Purchase Order Lifecycle · Blanket Purchase Orders Blanket Purchase Orders (BPO) o Multiple invoices/vouchers issued per Budget period/year each year. o When creating

Tax and Freight

The sales tax is encumbered when the Purchase Order is created. The Category carries the tax applicability of the line item.

Freight information should not be represented as a line item. Include this information in the Comments, preferably the Header area.

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Page 4: Requisition to Purchase Order Lifecycle · Blanket Purchase Orders Blanket Purchase Orders (BPO) o Multiple invoices/vouchers issued per Budget period/year each year. o When creating

Change Requests

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Change requests require the requisitioner to budget check their edited requisition.

In order for the change request to route to the PO Buyer after it is approved in the requisition workflow, the change request must be budget checked.

Page 5: Requisition to Purchase Order Lifecycle · Blanket Purchase Orders Blanket Purchase Orders (BPO) o Multiple invoices/vouchers issued per Budget period/year each year. o When creating

Approved Requisitions for FY18-19

Last Date to Enter Requisitions for FY18-19 is this Friday by 12 noon:

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Page 6: Requisition to Purchase Order Lifecycle · Blanket Purchase Orders Blanket Purchase Orders (BPO) o Multiple invoices/vouchers issued per Budget period/year each year. o When creating

Future Fiscal YearsRequisition Cutover

2020 – June 192021 – June 222022 – June 222023 – June 22

*These dates are the last day to enter requisitions to be included in the referenced fiscal year.

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Page 7: Requisition to Purchase Order Lifecycle · Blanket Purchase Orders Blanket Purchase Orders (BPO) o Multiple invoices/vouchers issued per Budget period/year each year. o When creating

Requisitions in FY18-19

• Most requisitions not sourced to a PO and created in the first 10 months of this FY have been cancelled.

• Review your pending requisitions.• There were 76 Requisitions pending approval

end of business June 17th. If they are not approved or any created since that time, they will be cancelled on June 21st and you will need to create them again on June 24th.

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Page 8: Requisition to Purchase Order Lifecycle · Blanket Purchase Orders Blanket Purchase Orders (BPO) o Multiple invoices/vouchers issued per Budget period/year each year. o When creating

Requisitions in FY18-19

• All approved requisitions will be assigned to Purchasing a buyer June 21st.

• By assigning the requisition to a Purchasing Buyer, this moves your pre-encumbered funds to encumbered funds (as long as your budget is valid).

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Page 9: Requisition to Purchase Order Lifecycle · Blanket Purchase Orders Blanket Purchase Orders (BPO) o Multiple invoices/vouchers issued per Budget period/year each year. o When creating

Date to Enter Reqfor FY19-FY20

You can begin to Enter Requisitions for FY19-20:

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Page 10: Requisition to Purchase Order Lifecycle · Blanket Purchase Orders Blanket Purchase Orders (BPO) o Multiple invoices/vouchers issued per Budget period/year each year. o When creating

Money, Money, Money(Closing PO’s with an Encumbrance Balance)

Make sure payment has been processed before requesting a Purchase Order to be closed, then send an e-mail to Purchasing: [email protected]

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mailto:[email protected]
Page 11: Requisition to Purchase Order Lifecycle · Blanket Purchase Orders Blanket Purchase Orders (BPO) o Multiple invoices/vouchers issued per Budget period/year each year. o When creating

Blanket Purchase Orders

Blanket Purchase Orders (BPO)o Multiple invoices/vouchers issued per Budget period/year each

year.

o When creating the requisition, begin with “Blanket Order” then a general description of the goods/services being purchased.

o BPO is to be charged to one Account or one Accounting Distribution line per line item.

o BPOs are valid for 1 year and will be closed out each fiscal year.

o BPOs over $10,000.00 (not state contracts) must be distributed equitably among qualified suppliers.

• Purchases should alternate between other qualified suppliers. For example if you are a department that uses food for events during the fiscal year, you would create 2 requisitions – one to Food Lion and one to Piggly Wiggly. 11

Page 12: Requisition to Purchase Order Lifecycle · Blanket Purchase Orders Blanket Purchase Orders (BPO) o Multiple invoices/vouchers issued per Budget period/year each year. o When creating

Blanket Purchase Orders

Check the Amt Ony box for all Blanket Purchase Orders. Also, you should check this box for all services with a quantity of 1.

If the box is not checked on blanket orders or services with a quantity of 1, your requisition may be denied.

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Page 13: Requisition to Purchase Order Lifecycle · Blanket Purchase Orders Blanket Purchase Orders (BPO) o Multiple invoices/vouchers issued per Budget period/year each year. o When creating

Blanket PO’s for FY19-20

When can we enter the requisition for a Blanket Purchase Order (BPO)?

JUNE 24th

When does the Supplier get the Purchase Order?Once the Purchasing Buyer has reviewed the requisition for the procurement method, the PO will be dispatched to the Supplier, as long as there is a valid e-mail address in PeopleSoft.

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Page 14: Requisition to Purchase Order Lifecycle · Blanket Purchase Orders Blanket Purchase Orders (BPO) o Multiple invoices/vouchers issued per Budget period/year each year. o When creating

Purchase Order Roll to FY19-20

A "rolled" PO means it moves from one fiscal year to the next fiscal year.

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JULY 10

Page 15: Requisition to Purchase Order Lifecycle · Blanket Purchase Orders Blanket Purchase Orders (BPO) o Multiple invoices/vouchers issued per Budget period/year each year. o When creating

Purchasing Highlights

Upcoming Purchasing Highlights webinars:

July 25th – 9 am November 6th – 9 amMarch 4th – 9 am June 3rd – 9 am

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Page 16: Requisition to Purchase Order Lifecycle · Blanket Purchase Orders Blanket Purchase Orders (BPO) o Multiple invoices/vouchers issued per Budget period/year each year. o When creating

Upcoming Classes forNew Requisitioners

Upcoming Training Schedule for Requisitions and Receiving:

Tuesday, July 9th, 9 AM – 12 PM Tuesday, August 6th, 9 AM – 12 PM

If an extra class is needed,we will be glad to add an additional class.

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Page 17: Requisition to Purchase Order Lifecycle · Blanket Purchase Orders Blanket Purchase Orders (BPO) o Multiple invoices/vouchers issued per Budget period/year each year. o When creating

Upcoming Training

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Page 18: Requisition to Purchase Order Lifecycle · Blanket Purchase Orders Blanket Purchase Orders (BPO) o Multiple invoices/vouchers issued per Budget period/year each year. o When creating

Additional Questions

• If you have any additional questions please email them to [email protected]

• For all other questions go to the Contact Us page and email them to the appropriate department.

• This presentation will also be available to download on the PeopleSoft Purchasing Training Related Resources website.

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mailto:[email protected]
http://www.sc.edu/about/offices_and_divisions/division_of_information_technology/peoplesoft/help/
https://sc.edu/about/offices_and_divisions/division_of_information_technology/peoplesoft/resources/purchasingresources.php
Page 19: Requisition to Purchase Order Lifecycle · Blanket Purchase Orders Blanket Purchase Orders (BPO) o Multiple invoices/vouchers issued per Budget period/year each year. o When creating

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