Oracle Updates - August 2007

• It is important that all requestors clean up their incomplete, returned and rejected requisitions as they finalize their purchases for the year. These requisitions cause "holds" on funds and create problems in the future.
• For all on-line subscription orders, as well as software/site licenses, the Purchasing staff needs a copy of the completed order form attached to a copy of the requisition.
• For all renewals, the Purchasing staff needs a copy of a letter, invoice, or a quote indicating the start date and the pricing attached with a copy of the requisition.
• If a quote number is referenced on the requisition, please attach the quote to a copy of the requisition or indicate on the NOTES TO BUYER that a quote is en route through district mail.
• Make sure that open PO’s are an AMOUNT based purchase and not a quantity (GOODS) based purchase. The GOODS designation requires someone to receive an item, while AMOUNT requires only payment.
• If the end-user has a quotation/estimate or some other supporting documentation that will provide information to assist in processing a requisition, they should send a copy of the supporting document attached to a copy of the requisition.
• If the vendor is not already set up in Oracle, provide the physical mailing address, phone number(s) and fax number(s) for the new vendor in the NOTES TO BUYER.
• All shipping charges need to be entered as SHIPPING or AMOUNT and not as GOODS. The GOODS designation requires someone to receive an item, while SHIPPING/AMOUNT require only payment.
• The Purchasing staff is bound by legal codes. There is a legal bid limit for both supplies and equipment and for work-to-be-done (Public Works). As a result of the legal codes, they are required to combine like items and services to determine whether a formal bid is required. Formal bids can take up to two months to complete.

To view your Open PO Report:

• Log in and select to non-manager
• Click on Reports and Open
• When prompted for a single request select yes
• Use the drop down menu where it says Name and select SAUSD Open Purchase Order Report and click ok
• Fill in the account template and click ok
• Click ok a second time and click Submit
• Go toolbar at the top of the page highlight View and using the dropdown menu select requests.
• Click find, your report will be the first one listed.
• Select View Output
• To Print: Go to the Tools and select Copy File
• Print your report adjusting the font size, layout and paper size as needed.