Summary of ordering process
General purchase order rules
- Have completed printed Purchase Order in hand prior to ordering merchandise or contracting services.
- School location code and the letter "S" must be entered as the location on all Purchase Orders. Failure to do so may create an incorrect Purchase Orders number.
- The Post-It Note is the first line printed on the Purchase Order. This note is a request to have the PO returned to the originator.
- Budget Managers are required to do all Output/Post and should be done as often as possible.
For more detailed instructions, see General Purchase Order Rules.
If the Purchase Order has not been received within 48 hours, first check the status code. Call Cheryl Barnard at 381-4767 if you need further assistance.
STATUS CODES
- STATUS 2 - When the Purchase Order is created.
- STATUS 4 - When the entry is complete and the total of the PO is charged to the GL account.
- STATUS 5 - When the batch has been released.
- STATUS 6 - When Output/Post is complete.
- STATUS 8 - When the PO is printed.
- STATUS 0 - When the PO is paid and closed.
SHIP TO CODES
- WARE - FAYETTE COUNTY SCHL WAREHOUSE - to be used for any merchandise shipped to the warehouse. The name of the recipient must be in the Delivery Reference.
- DNM - **** DO NOT MAIL **** - to be used when there is no delivery. The purchase order is returned to the originator.
- PICK-UP - MERCHANDISE IS TO BE PICKED UP - to be used ONLY if the merchandise is physically picked up.
- OTHER - NON-STANDARD RECEIVER - To be used for merchandise that is not delivered to the warehouse. Enter the full address of the recipient in the Vendor/Sourcing Notes and the name of the receiver in the Delivery Reference. Use Post-it Note to have the Purchase Order returned to the originator.
- MEDIA - To be used by Librarians for shipments sent to Media Services.
For detailed instructions on Ship To Codes, see Purchasing Procedures.
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Last update: 8/18/2005 2:30:46 PM  Printer friendly view
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