purchase orders training & procedures presented by: ms. conchita beltran, coordinator ii...

PURCHASE ORDERS TRAINING & PROCEDURES

Presented by:Ms. Conchita Beltran, Coordinator

IIMiami-Dade County Public SchoolsIntergovernmental Affairs and Grants Administration

PURCHASE ORDERS PROCEDURES

A. Prior to processing a requisition, verify available funds for specific object code.

B. When preparing a requisition, verify approval chain

C. Monitor requisition approvals D. If a requisition is denied by

any of the persons in the approval chain or for any other reason stated in the notes line, make the correction and re-route the requisition. (Enter letter C (for change when re-routed)

E. This process should take approximately 3-5 work days

SAMPLE MSAF SCREEN OF PURCHASE REQUISITIONS

PS REQUISITION HEADER RQH

NEXT FUNCTION: ACTION: REQUE$T: c' SAVE SHOW PAGE NO: --

Y4ZO 09/26/2003 13:23:47

--------------------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------------------

REQUISITION NO. REQUESTER ID BUYER ID

: 02101583 : 368 : D

% DISCOUNT REQUISITION TOTAL: CALCULATED TOTAL: PROCESS CODE

.00 7,430.95

7,430.95 w

APPROVAL ROUTING YOUNGRP CARVALHO

REQUISITION STATUS: 0 COMPASS FILE TYPE : DATE ENTERED GL EFFECTIVE DATE : DATE LAST UPDATED :

: 09/26/2003 09/26/2003 09/26/2003

OPEN LINES CLOSED LINES UNRESOLVED LINES PARTIALLY CLOSED TOTAL LINES

LINES:

3 0 0 0 3

NOTES:

REQUISITION WHEN ROUTED

SAMPLE MSAF SCREEN OF PURCHASE REQUISITIONS

PS

REQUISITION HEADER RQH

NEXT FUNCTION: ACTION: REQUEST: SAVE SHOW PAGE NO:

Y4ZO 10/02/2003 10:29:58

--------------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------------

REQUISITION NO. REQUESTER ID BUYER ID

: 02101571 : 423 : D

% DISCOUNT REQUISITION TOTAL: CALCULATED TOTAL: PROCESS CODE

.00

3,256.95 3,256.95

D

APPROVAL ROUTING YOUNGRP A CARVALHO D

REQUISITION STATUS: 0 COMPASS FILE TYPE : DATE ENTERED GL EFFECTIVE DATE : DATE LAST UPDATED :

: 10/01/2003 10/01/2003 10/01/2003

OPEN LINES CLOSED LINES UNRESOLVED LINES PARTIALLY CLOSED TOTAL LINES

LINES:

6

0

0

0

6

NOTES: wrong approval chain

REQUISITION DENIED – TO BE CORRECTED AND RE-ROUTED

PURCHASE LINE RECEIPT

INSTRUCTIONS Purchase Requisition PLR Function:

This function will advise you of the status of the requisition; if it is still in process or unopened

To use this function, go to MSAF - Financial System #14 Purchasing, then using Next Function enter PLR

On that screen, enter Purchase Order Number using Buyer’s code and the requisition Number, then indicate line #

When the purchase order has been opened you will receive a hard copy within a week. At that time you may start contacting the vendor for an estimated delivery date

SAMPLE MSAF SCREEN OF PURCHASE ORDER PROCESS

PS PO LINE RECEIPT/INVOICE INFORMATION 316 REQUESTED PO NOT FOUND NEXT FUNCTION: ACTION: HISTORY: Y4ZO 10/01/2003 BROWSE:

PLR

------------------------------------------------------------------------------------------- -------------------------------------------------------------------------------------------

13:17:52

PO NO. PO LINE NO. BLANKET REL. NO. --------------RECEIVED --------------- STATUS QUANTITY DELIVERED UOP: QUANTITY RETURNED UOP: QUANT DELIVERED UNIT QUANTITY RETURNED UNIT : LAST RECEIPT DATE --------------INSPECTED --------------

: EO2102395 : 1

QTY ACCEPTED/NOT INSP : QTY ACCEPTED/INSP TOTAL QTY ACCEPTEDUNIT: QUANTITY REJECTED QTY DUE INVENTORY UNIT:

----------------ORDERED --------------- UNIT OF PURCHASE UNIT PRICE QUANTITY ORDERED UNIT UNIT CONV FACTOR QUANTITY ORDERED UNIT : STD LOT SIZE QTY ----------------INVOICED -------------- STATUS

UOP:

QUANTITY INVOICED UOP: AMOUNT INVOICED

ADDL COST INVOICED LAST INVOICE DATE LAST INVOICE PRICE

316 MESSAGE – PURCHASE ORDER NOT FOUND

SAMPLE MSAF SCREEN OF PURCHASE ORDER PROCESS

PS

PO LINE RECEIPT/INVOICE INFORMATION

08:01:43 NEXT FUNCTION: plr ACTION: HISTORY: BROWSE:

Y4ZO 10/06/2003

------------------------------------------------------------------------------------------- -------------------------------------------------------------------------------------------

: h02099102 : 1

PO NO. PO LINE NO. BLANKET REL. NO. -------------- RECEIVED---------------- STATUS QUANTITY DELIVERED UOP: QUANTITY RETURNED UOP: QUANT DELIVERED UNIT QUANTITY RETURNED UNIT: LAST RECEIPT DATE -------------- INSPECTED---------------


-----------------ORDERED---------------- UNIT OF PURCHASE UNIT PRICE QUANTITYORDERED UNIT UNIT CONV FACTOR QUANTITY ORDERED UNIT: STD LOT SIZE QTY -----------------INVOICED--------------- STATUS

UOP:


ADDL COST INVOICED LAST INVOICE DATE LAST INVOICE PRICE

NEXT FUNCTION . . . . ENTER PLR

SAMPLE MSAF SCREEN OF OPEN PURCHASE ORDER

PS

PO LINE RECEIPT/INVOICE INFORMATION PLR

NEXT FUNCTION: ACTION: HISTORY: BROWSE:

Y4ZO 10/01/2003 13:17:52

==============================================================================

--------------------ORDERED --------------- UNIT OF PURCHASE: EA UNIT PRICE QUANTITY ORDERED UNIT UNIT CONV FACTOR

.00 QUANTITY ORDERED UNIT: 1.00

.00 STD LOT SIZE QTY 0

.00 -----------------INVOICED --------------

.00 STATUS: OPEN

UOP: : EA : 1.0

1,900.00000 1

PO NO. PO LINE NO. BLANKET REL. NO. --------------RECEIVED --------------- STATUS: OPEN QUANTITY DELIVERED UOP: QUANTITY RETURNED UOP: QUANT DELIVERED UNIT QUANTITY RETURNED UNIT: LAST RECEIPT DATE --------------INSPECTED --------------

: D02101006 : 1


0


.00

0 ADDL COST INVOICED LAST INVOICE DATE 0 LAST INVOICE PRICE 1.00

.00

.00000

STATUS LINE INDICATES PURCHASE ORDER IS OPEN AND READY TO MAIL TO VENDOR

ON-LINE RECEIVING & PAYMENT PREPARATION

When the order is received online, send the signed invoice or packing list to Accounts Payable using mail code 9141 Room 602,

Payments can be monitored by:

1. Checking on your Open Purchase order listing

OPEN PURCHASE ORDER & REQUISITION LIST SAMPLE

09/27/2003

0000 1~ BUSINESS OPERATIONS

RUN DATE

LOCATION PAGE 1,083 T22605601

PUBLIC SCHOOLS AS OF 09/26/2003

MIAMI-DADE COUNTY OPEN PO & REQ LIST I

PROG FUNC

79007200 79007200 90~57200 90~57200 79007200 79007200 10387~00 10387~00 11537~00 79007200

588.80 969.81

5

52

P. 0. BALANCE REQ. BALANCE

JE JE

5 ~

OF POS OF REQS

NUMBER

NUMBER

9009 9009

LOCATION

LOCATION

I I I

FUND OBJT

5510 5510 56~0 56~0 5390 5~50 5680 5680 5680 5510

0100

0100

0100

0100

0100

0100

0375

0375

037~

0100

BALANCE

50 00 00 00 50 80 51 8~ 00 ~6

52 315 696 2~8 270

6 117 517 700 63~

3

1

3 ~8

PAID AMOUNT

50 00 00 00 00 58

682 420

000

63

PO AMOUNT

00

00

00

00

50

38

735 735 3696 28 1270 70

DATE ST

A

A

04/18/03 05/30/03 09/22/03 09/22/03 09/19/03 04/01/03 10/16/02 03/18/03 08/11/03 09/19/03

# ORDER LINE BLKT

0001

0001

0001

0002

0001

0001

0001

0001

0001

0001

#

P A02071453

P A02083039

P A02098374

P A02098374

P A02099234

P R02067627

R 02027070

R 02029035

R 02093797

R 021000~1

P0/REQ

1215862 DANIEL MOVING 1215862 DANIEL MOVING 1272079 DESK CONCEPTS 1272079 DESK CONCEPTS 2388601 JOHN MOVING INC 7501257 LARRY W STANEART 0763367 OFO-AFE 0763367 OFO-AFE 2521722 L I V S ASSOCIATES 2812733 MELLON BANK NA

VENDOR# VENDOR NAME

THIS LIST INDICATES PURCHASE ORDER AND PAYMENT STATUS

MSAF PAYMENT SCREEN SAMPLE

ACTION

---- ----

---- ----

---------- ---- ---------- ---- ----- ----- ----------- ------

------ ----- ----- ----------- -------------- ----- -------------- ----- -------------- --------------

---- ---- -------------- ---- ----------- -------------- ---- -----------

---- ----------- -----------

------ ----- ---- ------ ----- --------- ----- ---- --------- ----- ----

B -FINANCIAL SYSTEMS

06 ACCOUNTS PAYABLE 09 BUDGETARY CONTROL

10 MDCPS FINANCIALS 14 PURCHASING 21 FINANCIAL CONTROLLER

ENTER THE SYSTEM TYPE YOU DESIRE: 10

DCI REL. 94.01.10

STEP 1 - VERIFICATION OF PAYMENT STATUS


MIAMI-DADE COUNTY PUBLIC SCHOOLS FINANCIAL SYSTEM SCREENS

SELECTION FUNCTION

01 02 03 04 05 06

PREVIOUS YEARS INQUIRY FINANCIAL MANAGEMENT BUDGET DEVELOPMENT/CASAS SCHOOL BASE/OLD INT FUNDS/TITLE I INTERNAL FUNDS ACCOUNTING CAPITAL FUNDS ACCOUNTING

ENTER SELECTION: 02

ACTION:



(MENU2) D C P S

SELECTION: 85

DATA ENTRY N/A N/A 20

24 30 40 60

99

FINANCIAL MANAGEMENT

APPLICATION AREA:

PLACE AN "X" NEXT TO THE DESIRED ACTIVITY FOR SELECTIONS 2024304060 AND 99

INQUIRY TRANSACTION KEY 01 WORK LOCATION

11 NAME 21 FUND

CENTER BID DOCUMENT ID INQ BY PO

ADD DELETE

ITEMS AVAILABLE REQUESTER INFORMATION VENDOR ALPHA SEARCH ACCOUNT/CENTER MAINTENANCE

BID STATUS ADJUSTMENT DOCUMENT A/P DOCUMENTS PRINTING CHARGES

FA-399 PROGRAM

PRESS CLEAR TO EXIT

25 N/A 41 61 85 91

UPDATE SUSPENSE CORRECTION

OBJECT

BY VENDOR

VENDOR PAYMENTS CURRENT YR 3481371 VENDOR HOT LINE INQ BY PO

BY VENDOR

KEY REQUIRED FOR THIS SELECTION


MSAF VERIFICATION OF PAYMENTSAMPLE SCREEN

STEP 4 – FINAL CONFIRMATION OF PAYMENT

Current Action Inquiry 85 Vendor Paid StatusADDRESS: 8930 State Road 84 #332 Vendor Name: QUATRO INC

OPT2: A 4/25/03YA

ZIP 33324

Invoice P.O. Inv Date TYP Amount Pd Check Ck Date STAT200335 D02069372 08/04/03 1035.00 00404923 09/05/03

PAID200330 E02081960 07/14/03 396.96 00404923 09/05/03 PAID200213 E02079642 06/12/03 434.08 00400028 07/11/03 PAID

QuestionsContact Information:

Ms. Conchita Beltran, Coordinator II

Miami-Dade County Public Schools

Intergovernmental Affairs and Grants Administration

(305) 995-1501

purchase orders training & procedures presented by: ms. conchita beltran, coordinator ii...

Documents

purchase order number

message purchase order

purchase order cycle

vendor slide

purchase orders procedures

plr slide

rerouted slide

payment status slide