Purchase orders (P.O.s) are used to order equipment, supplies, A-V, books, other purchased services, and any other type of purchase that requires TERMS processing. Project managers shall work with the purchasing department and the special projects office to request bids from three (3) sources for any single purchase or contract for services for which the total amount of the purchase is equal to or greater than $25,000. School Board approval is required. Single purchases of $6000 - $24,000 should be documented by at least three (3) quotations whenever possible. Purchases less than $6000 may be paid with a purchase order and require neither bids nor School Board approval.

A purchase requisition is entered into the TERMS system. For specific instructions on how to enter a purchase requisition into TERMS refer to the Purchasing Handbook.

After a purchase requisition is entered, the cost center accounts clerk approves it on the TERMS B05 screen.

Depending on the project, either the project manager or the special projects office approves the requisition on the TERMS B10 screen.

The purchasing department issues a purchase order to the vendor. The ship to location receives yellow and gray copies.

When the order is received in full, the gray copy of the purchase order, known as the receiver copy, is signed by the receiver and sent directly to accounts payable.

More detailed information regarding all aspects of purchasing can be found in the Purchasing Handbook. This handbook is available from the school or department accounts clerk or the purchasing department's Web site, or call the purchasing department at 588-6143.