Steps for Processing a Purchase Order in PeopleSoft

Technical Colleges – Bond Purchases

RESPONSIBILITY	STEP	ACTION
Technical College	1.	Completes DTAE Internal Purchase Requisition – IPR. (This includes assigning a Manual Tracking Number to the Requisition, i.e., 020-8XX100.)
	2.	Obtains VPA approvals
	3.	Acquires a reserved Purchase Order number in PeopleSoft
		(See additional procedures for processing Requests for Quotations “RFQs” and Purchase Requisitions “PRs”)
	4.	Submits to DTAE Central Purchasing Office for approval (Include letter of authorization from President on Bond purchases)
DTAE Central Purchasing Office	5.	Reviews purchase for compliance with rules and regulations
	6.	Submits original DTAE IPR to designated authority in Technical Education or Facilities Management for approval
Designated Authority	7.	Approves and submits DTAE IPR to Budget Office for coding  (Must insure Board Approval obtained if purchase exceeds $25,000)
Budget Office	8.	Verifies budget availability and codes document
	9.	Returns original DTAE IPR to DTAE Central Purchasing Office
DTAE Central Purchasing Office	10.	Maintains original DTAE IPR and returns copy to Technical College for entry in PeopleSoft
Technical College	11.	Enters DTAE IPR into PeopleSoft as Purchase Order completing the approval, edit, and refresh processes. At this point, the PO will be in a pending approval process and will require system amount and chartfield approvals Note 1:  The Manual Tracking Number must be indicated in the “Reference” block on the Header tab of the PO.  This number must also be indicated on the Header Comments panel with the “Send to Vendor” block checked. This will allow the number to print out on the PO Note 2:  When procuring assets that must be included on the inventory system at the school level, do not flag these items as an asset under the “415” business unit.  These assets need to be added to the school’s inventory system using “Express Add.”)
	12.	Notifies Central Purchasing Office by e-mail (lshugart@dtae.org) that Purchase Order requires amount and chartfield approvals.  The DTAE Central Purchasing Office will complete amount and chartfield approvals,  perform the system budget check (BCM) and dispatch the order
DTAE Central Purchasing Office	13.	Matches hard copy of PO with original DTAE IPR and signs
	14.	Makes five (5) copies of signed Purchase Order and distributes as follows:  1-DTAE Central Purchasing File, 2-Accounting (Original Requisition), 3-Designated Authority, 4-Budget Office and both 5-Technical College copy and 6-Vendor copy (Original PO) to Technical College
Technical College	15.	Places order with Vendor

References

II. B. Purchasing

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