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Gadsden State Community College

Financial Services

Purchase Order Request Procedure


When goods or services are needed, they may be requisitioned by the Budget Manager through the purchase order system.  Requisitions are entered on the computer system by the Budget Manager or a person appointed by the Budget Manager.  (Forward any requisitions with more than one budget number to the Purchasing Agent to be entered into the computer system.)  Any required documentation is to be forwarded to the Purchasing Office at the time a requisition is entered into the computer system.  Complete documentation is required in order for a purchase order to be processed for approval.
Click here for more documentation information.

1.  ACCESS PURCHASING SYSTEM SCREEN

    To enter requisitions into the GSCC Purchasing System, sign onto the mainframe computer system.  The GSCC Purchasing System is accessed by entering PU01, then pressing ENTER/CTRL.  The purchasing system screen is displayed as follows:

 
10/05/99  GSCC PURCHASING SYSTEM


PROGRAM MENU:
1 (OR PF6)  = VENDOR DISPLAY
2 (OR PF7)  = REQUISITION/PO INQUIRY AND UPDATE
3 (OR PF8)  = BUDGET DISPLAY
4 (OR PF9)  = DISPLAY REQUISITIONS/PO"S FOR
A SELECTED ACCOUNT NUMBER
5           = CHANGE STATUS

              OPTION:

 ENTER OPTION NUMBER AND PRESS ENTER OR PRESS PF KEY


2.  OBTAIN VENDOR NUMBER

    Use option number one to obtain the vendor's number.  This option will also show the address and telephone number of the vendor if this information is available.  The vendor display screen is displayed as follows:

 
10/05/1999                    PURCHASING SYSTEM


                        VENDOR NAME   :
OR
VENDOR NUMBER :

                        ENTER NUMBER OR NAME AND PRESS ENTER.

 

To access the vendor number, enter the vendor's name then press ENTER/CTRL.  The entire name can be entered or the first few letters of the name can be entered.  The system will display an alphabetical list of vendors on the screen as follows:


VENDOR FILE NAME LIST   PAGE   1

SEL#  VN#       NAME/PHONE NUMBER                    ORDER ADDRESS

 01 11314 COMPUTER DISCOUNT WAREHOUSE   230 NORTH MILWAUKEE  AVE
800-808-4239                    VERNON HILLS      IL 60061
02 00990 COMPUTER PREP                        410 N 44TH STREET SUITE 600
800-228-1027                    PHOENIX              AZ 85008
03 10538 COMPUTER REPAIR SERVICE        903 NOBLE STREET
205-238-1772                    ANNISTON            AL 36201
04 10536 COMPUTERWORLD MAGAZINE         P. O. BOX 2042
800-669-1002                    MARION          OH 433064142
05 16998 CONCEPT MEDIA                   2493 DEBRIDGE AV
IRVINE                  CA 92714
06 10784 CONDRAY, WILLIAM BRAD          748 MCCOY ROAD
205-492-7486                    GADSDEN             AL 35903
07 21767 CONNER, GLENN D.                P.O. BOX 584
BOAZ                   AL 35957
08 11217 CONNEY SAFETY PRODUCTS         3202 LATHAM DRIVE
800-356-9100                    MADISON             WI 53744
09 21254 CONNOR, JIM                     7979 COX GAP ROAD
205-593-7128                    BOAZ                   AL 35957

 PRESS PF1 FOR NEXT PAGE OF VENDORS - ELSE PRESS PA2 KEY.

 

The alphabetical list of vendors provides the vendor's number, order address and telephone number.  The order address is where the vendor's copy of purchase orders are mailed.  PF1 can be pressed to view the next page of vendors.  PA2 (or Page Down) can be pressed to return to the Menu Screen.
    If the vendor needed is not listed on the Vendor Display Screen, request the Purchasing Agent generate a vendor number for the vendor.  Send via e-mail or in writing the following information to the Purchasing Agent to request a vendor number:
  1. Vendor Name
  2. Vendor Order Address (street or post office box, city, state and zip code)
  3. Vendor Pay Address, if different from Order Address
  4. Vendor Telephone Number (including area code)
  5. Vendor Federal Tax ID number, or Employer Identification number (EIN #) or Social Security Number (for individuals or sole proprietorships)


Once the vendor has been entered on the vendor database, the Purchasing Agent will notify you via e-mail or in writing of the vendor number.

3.  OBTAIN REQUISITION NUMBER
    On the menu screen, enter option 2 and press ENTER/CTRL.  The following screen will be displayed:


02/01/2000                    PURCHASING SYSTEM           REQ/PO INQ-UPDT

             DOCUMENT #:



     ENTER DOCUMENT NUMBER   -  PRESS ENTER.
PRESS PF12 TO ADD NEW REQUISITION AND ASSIGN A NEW
REQUISITION NUMBER

    As the screen states, press PF12 (or F12) to add a new requisition and assign a new requisition number.  The purchasing system will automatically assign a requisition number.  The following screen is displayed:


02/01/2000                    PURCHASING SYSTEM           REQ/PO INQ-UPDT

         REQUISITION #:       0101618
ACCOUNT #:
VENDOR #:
SHIP TO - NAME:
ADDRESS LINE 1:
ADDRESS LINE 2:
GADSDEN STATE COMMUNITY COLL
GADSDEN AL   35999
STATUS:
PURCHASE ORDER #:              PO DATE
AMOUNT:
AMOUNT PD:                     PD DATE
AMOUNT PYBL:
PART/COMP CD:

   ENTER INFORMATION ABOVE AND PRESS ENTER.
PA2 = MENU SCREEN, PF1 = ENTER ANOTHER DOCUMENT #,
PF2 =  UPDATE ITEM INFO,
PF3 = SELECT VENDOR, PF4 = SELECT ACCOUNT NUMBER.

 

    Do write down the requisition number so it can be referred to in the future.

4.  ENTER REQUISITION INFORMATION
    On this screen enter the following information:
  1. Budget Number - Click here for a complete list of object codes and their description.
  2. Vendor Number
  3. Ship To Name
  4. Ship To Address - When entering the ship to address, enter the address of the location where the order will be shipped.  GSCC has more than one campus and the street address to each campus is not listed on the purchase order.  If the order will be sent to a street address, enter the street address in the ship to section of the requisition.  If the order will be sent to the post office box, enter the post office box address in the ship to section of the requisition.  Generally, equipment and supplies are delivered to the street address.
Once this information is entered, press ENTER/CTRL.  (The rest of this screen is used by the purchasing system to record accounts payable information about this requisition once it becomes a purchase order.)
    Press PF2 (or F2) to enter details of the item(s) requested.  The following screen will then be displayed:

02/01/2000                    PURCHASING SYSTEM
REQ#:0101619  PO#:00000  VENDOR:12345 HICK'S TV SALES AND SERVICE
QUANTITY DESCRIPTION                                 UNIT PRICE      TOTAL ECD

    |





   ENTER UPDATES AND PRESS ENTER OR PA2 = MENU.          TOTAL          .00

 

    This screen shows the current date, the requisition number, the vendor number and the vendor name.  On this screen, enter the quantity of each item to be purchased, the description and part numbers of the items, unit prices and total prices.

    Requisitions for bid or state contract items must include the bid or state contract number and item number if available.  Enter bid or state contract information in the description section of this screen.  This serves as documentation that items purchased are purchased from a bid or state contract.

Bid information to be provided is as follows:

  1. bid numbers
  2. line item numbers
Alabama State Contract information to be provided is as follows:
  1. Alabama State Contact number
  2. contract line number
  3. commodity number
  4. discount (if any) or contract price  (If there is a discount, show suggested retail price minus discount.)
  5. address of local distributor if you have worked with one


If the purchase order is not to be mailed to the vendor or paperwork is to be mailed with the purchase order to the vendor, enter (A), A or ATTACHMENT on a description line of the requisition.  Examples of this are as follows:

  1. Lowe’s and Wal-Mart do not deliver.  GSCC employees take the white copy of the purchase order to the vendor to place and receive the order.
  2. Documents need to be attached to the white copy of the PO before it is mailed to the vendor.
  3. Due to an emergency situation, the purchase order is to be faxed to the vendor.  In this case, the Budget Manager states on the fax, "A hard copy is being mailed to you for your files."  The Budget Manager sends the fax to the vendor and mails the white copy to the vendor.
  4. If the purchase order is for repairs on equipment, the white copy of the purchase order is to be sent with the equipment to the vendor.
If the requisition is approved as a purchase order, the Purchasing Agent will hand mail the vendor's copy of the purchase order to the Budget Manager instead of mailing it to the vendor.

    Once this information is entered, press ENTER/CTRL.  If the ENTER/CTRL key is not pressed, the information will not be updated in the computer system and there will not be a requisition.  The detail information will be lost and the status of the requisition will remain "I"--Incomplete.  To add information to a requisition that was not completed, enter option 2 (OR PF7) = Requisition/PO Inquiry and Update Screen, enter the requisition number and press ENTER/CTRL.  The first screen of the requisition is displayed.  Press F2 to go to the second screen of the requisition.  From this point, additional information can be entered to complete the requisition.

    After the ENTER/CTRL key is pressed, the computer will calculate the total of the items entered at the lower right hand corner and give the following message at the bottom of the screen:  Update Complete Enter Additional Updates or PA2.  Confirm that the total calculated is correct.  To leave this screen after the requisition has been entered, press PAGE DOWN (OR PA2).

    If information needs to be changed after a requisition has been updated, enter option 2 (OR PF7) = Requisition/PO Inquiry and Update Screen, enter the requisition number and press ENTER/CTRL.  From this point, changes can be made.  The requisition must be updated as described in the previous paragraph.  Once the requisition has been updated to a purchase order, only the Purchasing Agent can change the data on the purchase order.  This is referred to as an amendment.

    If the computer detects an error in the requisition information entered, the computer will not calculate a total and an error message will be displayed.  When all errors are corrected, the computer will update as described above and there will be a requisition.   Error message information is provided below.

POSSIBLE ERROR MESSAGES THE COMPUTER MAY DISPLAY

INPUT ERROR

    The item in error is displayed in red on the computer.  This error generally occurs when:

  • a comma is entered in the unit or total price sections--these fields do not accept commas
  • a number is entered wrong and then reentered correctly--error cannot be corrected this way
  • the number of items, the unit price and the total price do not total correctly--these items must total correctly (For example 2 @ 4 = 9 is incorrect)
  • a line is used to enter a description, then a number is entered in the quantity field--once a description is entered on a line, a quantity cannot then be entered on the same line  (If the following steps to fix this error do not eliminate this error, try skipping down to the next blank line and entering the quantity again.)
  • To fix the error, TAB to the error field, press the END key to clear the data in the field, reenter the amount, press ENTER/CTRL again.

        This error message may also be displayed when a line is left blank between lines on which information has been entered.  To use blank lines in the description section of the requisition, enter an asterisk in the blank line.  The asterisk will not show on the final purchase order.

        Entering an item with a unit cost of less than $500.00 when the object codes 710 or 782 are used may cause this error message to be displayed.  Object codes 710 and 782 are used to purchase inventorible items.  The cost of an inventorible item is $500.00 or more.  Shipping and installation, for example, are considered part of the inventorible item purchase.  If the item requisitioned cost less than $500.00 but with shipping and installation added cost $500.00 or more, document in the description section of the screen the individual charges that are under $500.00 and enter the total amount in the unit and total price fields of the screen.  If the cost of the item is less than $500.00, some other object code is to be used.

    INSUFFICIENT FUNDS AVAILABLE ERROR

        If there are insufficient funds available in the budget to purchase the items requested this error message will be displayed.
    Click here for current budget information.

        To fix the error, complete a budget revision form in order to transfer funds from one budget to another (or object code) to provide the funds for the purchase.
    Click here for more information concerning budget revisions and a budget revision request form.

        If only a certain percentage of funds can be spent of the budget and the request exceeds that amount, this error message will be displayed.  To exceed the allowable percentage of the budget, submit the requisition to the Cabinet Member for approval or the president if the Budget Manager reports directly to the President.  The Cabinet Member will enter the requisition when approved.