PBSC Procurement Procedure Manual: Requisition & PO Processing
This file provides a detailed procedure for the requisition and purchase order processing at Palm Beach State College. It includes definitions, responsibilities, and step-by-step instructions. It is essential for those involved in the procurement process.
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How do I fill this out?
To fill out this form, begin by ensuring funds are available in the appropriate account. Enter the relevant requisition type with all necessary details. Finally, follow the approval path to complete the process.
How to fill out the PBSC Procurement Procedure Manual: Requisition & PO Processing?
1
Verify available funds.
2
Enter appropriate requisition type with required details.
3
Include account number, vendor, item description, quantity, unit cost, and date needed.
4
Follow approval path for authorization.
5
Forward approved requisition to Purchasing.
Who needs the PBSC Procurement Procedure Manual: Requisition & PO Processing?
1
College Departments need this to requisition products/services.
2
Department Heads need this for approving requisitions.
3
Purchasing department uses this to review and convert requisitions to POs.
4
Financial personnel need this to ensure accurate accounting.
5
Vendor management uses this to track and fulfill orders from the college.
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What are the instructions for submitting this form?
To submit this form, ensure all required fields are filled out, and follow the approval path for authorization. Once approved, forward the completed form to the Purchasing department via PantherNet. Advice: Double-check your entries for accuracy before submission to avoid any delays or issues.
What are the important dates for this form in 2024 and 2025?
Ensure to process your requisitions and purchase orders timely within fiscal years 2024 and 2025 to align with the college’s financial planning and operations calendar.
What is the purpose of this form?
The purpose of this form is to streamline the requisition and purchase order process at Palm Beach State College. It establishes a clear procedure for departments to follow, ensuring efficient procurement of goods and services. By using this form, the college ensures accountability and accuracy in its purchasing activities.
Tell me about this form and its components and fields line-by-line.
- 1. Account number: Identifies the account to charge for the purchase.
- 2. Suggested vendor: The vendor proposed to supply the goods or services.
- 3. Description of item(s): Details about the items being purchased.
- 4. Quantity of item(s): The number of units requested.
- 5. Unit cost of item(s): The cost per unit of the items.
- 6. Unit of measure of item(s): The measurement unit for the items (e.g., each, dozen).
- 7. Date needed: The date by which the items are required.
What happens if I fail to submit this form?
Failing to submit this form can result in a delay or denial of needed goods and services.
- Operational disruption: Activities may be halted due to unavailability of needed supplies.
- Budget issues: Inaccurate budget tracking and forecasting due to missing requisitions.
- Compliance risks: Noncompliance with procurement policies and procedures.
How do I know when to use this form?
- 1. Departmental purchases: Requisition items necessary for your department's operations.
- 2. Emergency orders: Request urgent supplies or services to address critical issues.
- 3. Service contracts: Set up maintenance or warranty service agreements.
Frequently Asked Questions
How do I fill out the requisition form?
Verify funds, enter requisition type, include details, follow approval path, and send to Purchasing.
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Yes, use the built-in sharing options to email, download, or generate a shareable link.
What information do I need to fill out the form?
Include account numbers, vendor info, item descriptions, quantities, unit costs, and the date needed.
Who needs to approve the requisition form?
Approvers may include department heads, budget managers, assistant controllers, VP/Provost, IT directors, and facilities managers.
What happens if my requisition is not approved?
The requisition may be rejected, and you'll need to address the issues and resubmit.
Can I track the status of my requisition?
Yes, use the approval path system within PantherNet to track your requisition status.
How do I ensure accurate accounting information?
Verify available funds and ensure the correct ORG and GL codes are used in the requisition.
What are the different types of requisitions?
Some types include Blanket Orders, Emergency Orders, Service Contract Orders, and Central Stores Orders.
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