PURCHASIN

G

AND

ACCOUNTS

PAYA

BLE

T H I N G S T O K N O W

DEFINITIONSREQUISITIONS - Formal authorization to make a purchase - getting permission to buy something. Board Policy 6210: “Staff who obligate the district without proper prior authorization may be held personally responsible for payment of such obligation.”

PURCHASE ORDERS – A commercial document – an offer issued by a buyer to a seller. Essentially, a “promise to pay”.

REIMBURSEMENTS – Compensation for money spent for an item that becomes the property of the district or a service received in behalf of the district.

REQUESTOR – The person requesting to make an order or receive reimbursement.

VENDOR – The person or company providing an item or service to the district. In case of reimbursements, the Requestor is also the Vendor.

PRIOR APPROVAL IS NEEDED FOR ALL PURCHASES, even if they are grant funded or from a teacher’s 400 account; otherwise the Requestor may be personally liable for the expense.

AN IMPORTANT NOTE ABOUT GRANTS

GRANTS do not become available for spending until the month is closed out on the books. The business office closes the books generally in the second week of the month. Any deposits made after the second week of the month will not become available for spending until after the second week of the next month.

1Where will the money come from?

An account directly related

to me and/or my job – such as My 400 Account or a

Grant I received (such as from Booster

Club or Ed Foudnation)

Another Account

Directly related to my job.

Example: I’m the librarian –

the library account will pay

for it.

Other Accounts (Basic Ed funds, Special Ed, Title, LAP, ASB, etc.)

SKYWARD REQUISITION

PAPER REQUISITION

Ask yourself

two questions

2Who’s Paying First?

The School

Me. (I’m going to

ask for Reimbursement.

)

You are the vendor.

The vendor is the

vendor.

YOU WANT TO MAKE A PURCHASE?

Three Types of Vendors

You(You will ask

for reimbursemen

t)

Ecommerce Vendors(Vendor’s e-systems Interact directly wth

Skyward)

All Other Vendors

Except(It’s a slightly differen

t animal)

Skyward OnlyPaper or Skyward (see next slide)

Paper or Skyward (see

next slide)

Do requisition as normal, except:• Print out exactly what item(s) you want

to purchase and give the print-out(s) to Secretary (Secretary will place the order on district’s corporate account.)

Superintendent

Secretary

Generates

PURCHASE ORDER

(on Fridays)

Complete Paper

PURCHASE REQUISITION

Submit Electroni

c REQUISITI

ON

See Instructions

Requestor

General Fund Requisition Flow

Business Manager

Submit

Electronic

ally

Paper Submission

Needs Work

Superintendent

Secretary Generates PURCHASE

ORDER (on

Fridays)

Complete Paper

PURCHASE REQUISITION

Submit Electroni

c REQUISITI

ONSee

Instructions

Submit

Electronic

ally

Requestor

ASB Fund Requisition Flow

Bus. Manager

ASB Advisor

ASB Student

Treasurer

Paper Submission

Secretaryplaces the order

Purchase Order is Approved! Now what?

In, which case, the you, the

Requestor,place the

order

✓

Unless… You checked this boxOr, made a note on the skyward requisition on the MASTER INFORMATION screen that you would do it.

Secretary verifies the

order against the purchase

order

My Order Arrived! Now What?…and then emails you to let you know when the item is ready for

you to pick it up.

Small attractive items with a

value $500 get forwarded to the Librarian, who catalogs the

itemPacking Slip

Vendor

Accounts PayableVendor gets paid

Invoice

I listed myself as the vendor on the purchase requisition and paid for the

item(s) myself (used my credit card on Amazon, for example)…how do I get

reimbursed?

Packing Slip

Purchase Order

Requester gets paid

Accounts Payable

Receipt

NOTE: Accounts Payable checks are generated every 2nd Monday. Check website for actual dates.

Purchase Reimbursem

ent Form

I bought the items at the store and have receipts,

how do I get reimbursed?

Requester gets paid

Accounts Payable

Receipts

Superintendent

Business Manager

Obtain written prior approval

from Superintendent before spending

using the requisition

process

YOUR NAME HERE

YOUR NAME HERE

Claim for Travel

Expenses Form

How do I get reimbursed for travel expenses?

Requester gets paid

Accounts Payable

Receipts

Superintendent

Business Manager

Obtain Prior Approval

from Superintende

nt Before Traveling!

Electronic Requisitions in

Could my

order be E-

commerce?

Ecommerce allows you to shop with certain

vendors at their website and use their shopping cart to add

items directly into Skyward

No Yes Click “Add from Online Catalog”. Then Select a

Vendor.

Verify Requisition Group, Accounting Year, Vendor, and add a description. Then click “Save and

Add Detail”

Click “No” to security warning, then add items

to Shopping Cart on Vendor’s website. Click

“Save”.Back in Skyward, click

“OK”, then click “Edit”.

Fill in the required Detail Lines, then click “Save”

Click “Add Requisition Accounts”

Click “View Requisition Accounts”, then “Add

Account” Distrib”Select correct account(s). Click “Save Account

Distrib”.Add attachments or notes

if you need toClick “Submit for

Approval” when you are done.

Log into Employee Access. Then go to : Financial Management/

Purchasing/ My Requisitions

Quick Reference Instructions

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