Scribd
Upload
93 views

Requisition To PO Process

The document outlines the purchase requisition to purchase order process. It begins with an operator submitting a purchase requisition (PR) through the PeopleSoft system. The PR is then forwarded to the relevant department supervisor/manager for approval. If approved, the requestor prepares specifications and estimates for the purchase. The requisition is assigned to a buyer who determines the appropriate contract type. For purchases over $2,500, the buyer solicits quotes or proposals from vendors. Once a vendor is selected, a purchase order or contract is awarded. The vendor then performs the work and ships the order, after which the requestor verifies and approves the invoice for payment processing.

Uploaded by

Chin D Estoconing
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
93 views

Requisition To PO Process

The document outlines the purchase requisition to purchase order process. It begins with an operator submitting a purchase requisition (PR) through the PeopleSoft system. The PR is then forwarded to the relevant department supervisor/manager for approval. If approved, the requestor prepares specifications and estimates for the purchase. The requisition is assigned to a buyer who determines the appropriate contract type. For purchases over $2,500, the buyer solicits quotes or proposals from vendors. Once a vendor is selected, a purchase order or contract is awarded. The vendor then performs the work and ships the order, after which the requestor verifies and approves the invoice for payment processing.

Uploaded by

Chin D Estoconing
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
You are on page 1/ 3

Purchase Requisition to Purchase Order Process

Start

Operator submits PR
through PeopleSoft. It is
forwarded to the relevant
Department Supervisor/
Manager

Generate Purchase
Requisition &
forward SOW, Specs,
etc. to Purchasing

Requestor prepares
SOW, Reporting
and/or Drawing
Requirements,
Specs, Internal
Estimate, Sole
Source, etc.

NO
Send to Requestor

Approval of
Official(s)?
YES

Estimate
< $2,500?

Purchasing
Manager assigns
Requisition to the
Buyer

YES
NO

> $100K
VP Admin & Finance
Approval > $100K

> $250K

NO
Under Existing
Blanket Contract?

Send SSJ back to


Requestor for
revision

NO

COs Office of CS&P


Approval > $250K

Sole Source
Justification
Adequate?

YES

Contract Types:
Purchase Order
Goods/Services/IT
Contracts
Blanket Purchase
Agreement (BPA)

YES
Purchase With
Purchase Card

Release against
Blanket Purchase
Agreement (BPA)

Release Against CSU MEA,


CMAS, GSA or Consortium
Purchasing Agreements

Determine proper
contract type

IT Related
Obtain VPAT
Vendor proceeds to perform the work, ships the order

On-site Work
Obtain Insurance Cert.

Verify Quantities, Review Invoices, Obtain Signature from


Requestor & Send Approval to Accounts Payable
< $50K

Threshold?
> $50K

Accounts Payable sends a check to Vendor


< $50K

Stop
Dispatch Order

Request for
Quotation (RFQ)
(verbal or hard
copy)

Request for
Proposal (RFP)
(hard copy only)

Legend Action performed or determined by:


Requestor (with Buyer, if specified)

Buyer
Official(s) as specified

A&F, Finance
August 2014

Purchase Requisition to Purchase Order Process


A

NO

Forward RFQ/RFP to
Vendor & Obtain
Quote

Competition

YES

Receive Proposal from Vendor &


forward to Requestor for review

Award based
on low bid?
NO

Award based on Best Value (i.e.


price, technical, quality, etc.)?

YES

Threshold
> $50K

YES

Source Selection Board (SSB) is


established to select Vendor, SSB
establishes Evaluation Criteria
(with Buyer)

NO
NO
Post RFQ/RFP to BidSync &
obtain Quotes

Quotes higher than


Req $ Amount?

Post RFQ/RFP to BidSync &


obtain Quotes

YES

Requisition
amount must be
revised to include
adequate funding

YES

Quotes higher than


Req $ Amount?

NO

NO
Select Vendor (with Requestor).
SSB Approval Required

Select Vendor

Obtain Insurance Cert.


from Vendor

YES
Work On-Site?

NO
Negotiate Price, T & Cs,
Delivery Date, etc.

YES

Legend Action performed or determined by:


Requestor (with Buyer, if specified)

Obtain Director
Review

Any Exceptions to
Terms & Conditions?

Buyer
Official(s) as specified

NO
B
A&F, Finance
August 2014

Purchase Requisition to Purchase Order Process


B

< $250K
Threshold?

R. Todaro
Director of
Procurement

Buyer Approves if within


delegation
(< $50K)
-or- Sent to Purchasing
Manager for Approval
($100K)

> $250K

D. Haydon
Assoc. VP

B. Wells
VP A&F

Award Purchase
Order or Contract

Vendor proceeds
to perform the
work, ships the
order

Verify Quantities,
Review Invoices,
Obtain Signature
from Requestor &
Send Approval to
Accounts Payable
Legend Action performed or determined by:
Requestor (with Buyer, if specified)

Accounts Payable
sends a check to
Vendor

Buyer
Official(s) as specified
Stop
A&F, Finance
August 2014

You might also like