MR/PO Training Manual Office of Accounting Operations Updated July 30, Material Requisitions And Purchase Orders

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1 Material Requisitions And Purchase Orders

2 OBTAIN PROPER APPROVAL/S It is important to obtain full, legible signatures of the authorizing individual(s) for each purchase. Initials will not be accepted and stamped signatures will not be honored. The approval guidelines are as follows: Dollar Level Up to $500 Up to $2,500 Up to $5,000 Up to $20,000 Up to $30,000 Over $30,000 Over $100,000 Special No Limit Special No Limit Capital Projects with Estimated Total of $250,000 or More Authorizing Signatory Secretaries or Administrative Assistants Departmental Budget Managers Directors/Officers, Deans Provost/Vice Presidents Vice President for Business & Finance President Business & Finance Committee/Board of Trustees Director of Facilities, Utilities Vice President of Business and Finance, Director of Accounting for Food Service Payments Considered Major and Must be Authorized by Board, per Board Policy Individuals with budgetary responsibility may not approve their own expense reimbursements. In these situations, the individual s immediate supervisor must approve the expense reimbursement. The will be conducting audits throughout the year to ensure that the proper backup paperwork is held onsite. If you have an order form or other paperwork from the Initiator, you may just obtain any required signatures on that form or paperwork. If you do not have an order form or other paperwork that would serve as backup for the purchase, you may use the Purchase Order Request Form and follow instructions found on the Shared Drive under Community>Accounting Operations>Faculty & Staff Forms. This is an internal department form for record keeping and auditing purposes. This form is not required by the. It is available for your Department use only, should you need it for documentation.

3 Instructions for the Purchase Order Request Form This form is found on the website. It is a departmental form to be used internally to document orders and approvals. It should be completed by the Initiator of the Order then given to the Administrative Assistant for entry into the system creating a requisition and purchase order. It is not a required form and should be held at the department level for order documentation. Initiator and Vendor Information Initiator Name: Enter the name of the person initiating the request. Department: Enter the name of Initiator s Department. Vendor Name: Enter the name of the Vendor. Vendor Phone: Enter the phone number of the Vendor. Vendor Address: Enter the address of the Vendor. Vendor Fax: Enter the fax number of the Vendor. City, State, Zip: Enter the City, State and Zip of the Vendor all on the same line. Vendor Enter the address of the Vendor contact. Vendor Contact: Enter the name of the Vendor contact. Attachment: Indicate if there is an attachment to the form. Order Details Quantity: Enter the quantity of the item ordered. Description of Products/Services: Enter the description of the item(s) ordered. Unit Price: Enter the unit price of the item ordered. Total Amount: The total amount for that item will automatically populate. GL Account Code: Enter the GL code for the item. Subtotal: The subtotal will automatically populate. Tax: Enter applicable tax. S & H: Enter any applicable shipping and handling charges. Total: The total order will automatically populate. Approvals and Signatures Budget Manager Name: Print Budget Manager name. Print the form. Obtain original signatures. Forward the form to your department Administrative Assistant for system entry as a requisition.

4 ENTER THE REQUISITION 1. Go to myvu and select Financial Information. 2. Select Enter a Requisition for Goods and Services.

5 3. Enter a vendor name and select Submit. 4. Select the correct vendor and select Submit. 5. The Req. Date, Initiator, Confirmation Address, Ship To and Vendor ID or Name cells will automatically populate. 6. If the vendor is not in the system, please submit an online Vendor Request Form a. The online Vendor Request Form can be found on VU website; found under Services>Accounting Operations>Faculty and Staff>Purchasing Forms and Documents: Vendor Request Form b. The W-9 form can be uploaded directly into the Vendor Request Form

6 c. There are links to a W-9 and a W-8 form directly beneath the Vendor Request Form if the vendor needs a blank form to fill out d. Save the W-9 on the computer, and upload it to the Form Request Form e. Hit submit and the form is directed to Purchasing Services

7 f. Purchasing will the initiator upon creation of the vendor in the system. 7. Then return to the MR process, enter the vendor and proceed 8. Enter Requisition Information: a. Select AP Type from drop-down menu b. Enter Item Description c. Enter Item Number d. Enter Item Quantity e. Select Unit of Issue from drop-down menu (typically each) f. Enter Unit Price g. Select correct Cost Center account from drop-down menu h. Select correct Object Code from drop-down menu

8 9. If you wish to add shipping and handling, enter the information as a separate line item as highlighted below. The Item Description should read Shipping and Handling. 10. In the Printed Comments section, please add the following three comments by answering three questions: i. Standard PO or Blanket PO? Write one word Standard or Blanket ii. Attachment to follow? If there is an attachment to follow electronically, please indicate such in the Printed Comments section along with the type of attachment that you are sending: Contract Invoice Order Form Membership Form Subscription Form

9 iii. How do you want the PO delivered to the Vendor? Indicate by one of the choices listed below. Fax Mail Return to Sender 11. Send attachments electronically to Purchasing Services ASAP. Attachments include quotes, order forms, lists, and contracts. 12. Select Submit when your requisition is complete.

10 13. If the GL does not have enough budget available for the PO request amount, an error message will appear. We are unable to process your request for a Purchase Order due to a lack of funds in the accounts listed below. Please complete a Budget Request for Transfer, and submit to the Senior Budget Analyst in the Office of Fiscal Management. If you have questions regarding the form, please direct calls to ext department is over budget by $500, If this message occurs, please submit a Budget Request for Transfer, and submit it to the Senior Budget Analyst in the Office of Fiscal Management. 15. Once Fiscal Management notifies you of the budget transfer, then the MR submission should go through.

11 16. You will receive a copy of the Purchase Order, by , in addition to this automatic confirmation page on myvu. CHECK THE STATUS OF THE MR 1. Go to Main Menu. 2. Select Financial Information. 3. Select Material Requisition Status.

12 The screen below indicates that the PO has been created.

13 RECEIVING GOODS AND SERVICES Department 1. After your goods have arrived or the service has been completed, you must send a copy of the PO to Purchasing Services with a signature acknowledging receipt of goods/services along with a copy of the packing slip (if you received one with your order). Purchasing Services 1. Match the Department s signed receiving PO copy to the corresponding vendor invoice. 2. Receive Goods/Services online. 3. Make any adjustments need to the PO, as a result of any cost changes or updates. 4. Forward payment packet to Accounts Payable for payment processing.