The Process

A department identifies a need for an item. If assistance is needed in selecting a source, Purchasing department is contacted.

Purchasing department staff will get the supplier and cost information (doing a quote request to the supplier if needed) and return the information to the department.

Person requesting item fills out Purchase Requisition, applies the internal account to be charged, and has it approved by department head.

White copy of requisition is forwarded to the Purchasing Office (Yellow copy or second copy should be held in department).

Procurement Manager reviews and approves the requisition.

Office Coordinator enters data from requisition into Banner Software System creating a purchase order.

Purchase Order is printed. White copy is faxed or mailed to vendor, greenand blue copies are returned to the department and a copy is kept in Purchasing Officefiles (with two accounts payable accounting staff until order is received and paid).

When item is received, department dates and signs the blue receiving copy and returns it to Purchasing department for 3-way matching.

Receiving information is matched with an invoice and pricing on P.O. and then entered into the Banner system. The blue receiving copy and the invoice are held for a weekly report. Reports are done on a Wednesday morning to verify all invoices for the week. The completed Report with all invoices are delivered to the Controller's Office by noon on a Wednesday. Friday check is printed and mailed to vendor by Controller’s Office staff.

The easiest way to keep track of your orders is to keep a separate file of all open purchase orders. Once a week check for open orders in your department, and check if those orders were received. If received, sign and date the blue receiving copy and forward it to the Purchasing office. Move the green copy of the P.O. to your permanent closed files for that fiscal year for department records.

If only part of the order is received, a “copy” of the blue checked partial is
sent to Purchasing. Make sure you make note on your blue copy of partials rec'd.