Purchasing Process
The following is a quick overview of LSCC’s purchasing process. In effort to clarify purchasing requirements, and when POs or DPs should be used, please refer to the following for helpful information.
To request a training sessions or if you have questions relating to Requisitions, Purchase Orders, or Vendors, contact Regina Peeples at x3502. For Direct Pay or Accounts Payable questions, contact Allison Rehbaum x4258.
When to use Direct Pay Check Request (DP) rather than PO?
VP approval
Professional organizations and membership fees
Emergencies: (Act-of-God,hurricane, etc. . . .)
Travel: hotel, conference registration, transportation
Office (not library) periodical subscriptions
Financial aid awards (scholarships and loans)
Postage
Licenses and permits
Vendor won’t accept PO or requires prepayment
Payroll, club
Credit Card Purchases
Contact the Purchasing Dept to use the following credit cards:
Please note: Credit card purchases should not be done in lieu of purchase orders. Once cards have been returned, it is your responsibility to return the DP & backup information to financial services.
1. Why do I use a Purchase Order (PO)?
- PO serves as a legal binding contract with vendor and formalizes all the terms and conditions of a transaction; such as requested item(s), delivery schedule, quantity, and price.
- Encumbers funds
- Complies with LSCC Board Rule 6.09-Approval of Purchase
2. How to start Requisition/Purchase Order Process?
**Prior to starting a requisition, make sure vendor is in the system**
A) How do I find out if a vendor is in the system? (FTIIDEN)
If vendor isn’t in system, have vendor complete Vendor Information & W-9 Forms. Fax completed forms to purchasing department at 352-365-3501 or email to peeplesr@lscc.edu.
B) Check Budget (FGIBAVL)
How do I create requisition? (FPAREQN)
- Choose correct account number(s) (FOAPAL)
- Complete requestor/delivery information, price, quantity
- Full description of item(s) or services being purchased
- Correct way to do a Blanket PO
- Closely monitor blanket PO balances so encumbered amounts won’t be exceeded.(FGIENCD)
- If using multiple accounts/FOAPALS, contact Purchasing
- Item Text/ Document Text enter special instructions for Vendor or Purchasing Dept. in the Item/Document Text field only. Do not use the Comments Field (this information will not print on PO).
- Complete/ “In” process button
3. Requisition is completed, what’s next?
- Who needs to approve Req? (FOAAINP)
- How do I view approval history? (FOIAPPH)
- What to do once a Req. is disapproved? (GUAMESG)
- Is Req approved? What is Req/PO number? (FOIDOCH)
- How do I delete a Req? Go to FPAREQN, type in Req. number: Record, Remove/ Delete, Delete (can only be used if Req is disapproved or not completed)
- How do I cancel or make changes to Req? FOADOCU (this can only be done if Req isn’t approved by everyone in approval queue)
- Purchase Order is finally complete and processed by Purchasing Dept.
- All Purchase Orders will be returned as following:
- Original White Copy – Faxed/Emailed/Mailed to Vendor by Purchasing
- Yellow- Department or Requestor
- Pink- Shipping & Receiving
4. What happens after goods are Received?
A) Complete and return Receiving Report (RR) to Financial Services
as soon as any part of order is received. The department that ordered/received is responsible for getting RR to Financial Services.
- Referencing attached list is accepted
- Agreed prices for services or products of blanket POs must be provided
B) How to check balance of PO? FGIENCD
C) How to increase or decrease PO? {Send email requesting change to peeplesr@lscc.edu}
D) How to monitor open POs? FGIOENC
E) How to Research existing Reqs? FPIREQN/ Query of Req
F) How to Research existing POs? FPIPURR/Query of PO