Requisition Form Directions
Updated January 15, 1999. v2.0
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).
Terms:
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
Key Points to RememberTeacher, 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.
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,
and/or
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
reduced
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. The Finance Manager
needs to verify your IMA accounts first for 4170 (supplies) and 4111
(textbooks)
orders. Submit your completed req forms to her. 4170 can be
used for books too. But 4111 can only be used for State approved
textbooks
and software. The list of State approved books is in the textbook room
and Mrs. Clopton's office. 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.
However,
still include these free items on the req form so the vendor is clear
you
are ordering them. Check shipping for textbooks. That can be very
expensive. 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
and
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
correct
order arrived and in good condition. You may need to save the packing
boxes
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.
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.