Requisition Form Directions
Updated January 15, 1999
Correctly preparing and filling out a requisition form for an order will improve the chances that your order will be processed efficiently and the equipment arrives quickly. These guidelines are posted to help teachers and Department Chairs prepare and process requisition forms (purchase orders).
- Requisition form: (req) The yellow, triplicate, legal size form that your first fill out to order supplies.
- SPO: School Purchase Order number, or P.O. for purchase order. This number is not on the req and is assigned only when the order is filled with the LAUSD purchasing office.
- Report of Goods Received: (rgr) The blue, triplicate form used to verify that merchandise has arrived and is in good condition. Must be signed before the vendor is paid.
- Packing Slip: The slip from the vendor and including information on the order. The invoice.
- IMA: The Instructional Materials Account
that is assigned departments. Use for purchasing school supplies.
Summary of the Purchasing Process
- Teacher, usually dept. chair, fills out req form completely and submits it to the principal for approval and signature. Orders must be over $50, otherwise use Impress funds.
- Financial manager (student store) verifies that sufficient funds are in the account.
- Textbook clerk inputs req forms into LAUSD's computerized ordering system. SPO number is assigned and written on req.
- Teacher gets copy of submitted req with SPO# and date of submission.
- Merchandise should arrive in 2-4 months, usually to Plant Manager's office.
- Teacher checks packing slip and verifies merchandise condition, sends packing slip to textbook manager, signed with date or arrival.
- Teacher signs
and dates blue Report of Goods Received form to verify merchandise
arrived. or signs list maintained in the plant manager's office.
- Textbook or purchasing manager pays vendor.
Key Points to Remember
- All orders should go through the dept. chair on a req form. Don't phone orders in or use other purchase order forms.
- Fill out req
completely, indicating date, vendor contact, Requested by, Responsible
Person, fund, ORG/SUB, Program. In Comments include dept., office,
other information regarding who and what this is for. If any person is
listed on the packing slip, it will be the Responsible person.
- Talk to vendor
and include shipping and state tax always (8.25%). Some vendors offer
or free shipping to LAUSD. Ask vendor to include your name on shipping
or packing slip.
- Photocopy your
req for your records before submitting it.
- Reqs to LAUSD
do NOT require shipping or tax!
- Don't fax in
your req once you get the SPO#. That usually confuses the process. Work
with the purchasing manager process and track your order.
- The Finance Manager
needs to verify your IMA accounts first for 4170 (supplies) and 4111
orders. Submit your completed req forms to him/her first.
- 4170 can be
used for books too. But 4111 can only be used for State approved
and software. The list of State approved books is in the textbook room
and posted on LAUSDnet. You may need to include a photocopy of that
page to verify that the book is approved.
- Often textbook
vendors include free teacher editions and other items for orders of 30
or more books. Check with your vendor and see what is available.
still include these free items on the req form so the vendor is clear
are ordering them. Check shipping for textbooks. That can be very
- Follow up on
your req and copy down your assigned SPO number once the order has been
processed by the textbook manager. Save that number for your records
use it to track your order.
- If you unpack
merchandise, make sure the Responsible person gets the packing slip and
signs the blue Report form so the vendor can be paid. Verify that the
order arrived and in good condition. You may need to save the packing
for a while in case you need to ship the items back.
- Let the Plant Manager know that you are expecting an order and what to look for.
Trouble Shooting Your Lost Order
- If you photocopied your req, record the SPO number on it and use that number to track the order. Call the vendor to find out if it was received and shipped. If it was delivered by UPS, Air Borne, etc., ask to see who signed for it and when.
- Shippers should make all deliveries to the Plant Manager, but sometimes shippers (such as Air Borne) deliver only to the Main Office. So check there for your packages too.
- Again, let the plant manager know that you are expecting an order. Have your SPO handy since it should be on the package.
- If an item must be returned, you must pack it and arrange for the vendor to pick it up. The Plant Manager does not have packing material.
- The LAUSD supply catalog has forms in the back which you can use to report damaged LAUSD orders.
- If an order was from another funder besides an IMA account then you have to
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