Top Ten Reasons a Requisition May Be Rejected

Presented by:Purchasing Department

10

YOU REQUESTED IT!!!

I MADE AN OOPS!

I DIDN’T MEAN TO

HIT RELEASE

GOT QUOTE?

• If you have a quote – attach it – ALWAYS!!• A quote for a cooperative purchase must

always reference the Cooperative contract #.• If you can’t attach (due to ??) e-mail to your

Buyer, they will attach it for you.

Vendor Number’s Don’t Match

• When you enter a requisition and decide to change the vendor make sure the vendor number is the same on the main page and the line detail page.

Is there freight?• Do you know if there is

freight included on your quote? VERIFY !!

• Have you added a line for the freight?

• If there isn’t any freight for the requisition – have you noted that on your Vendor Sourcing Notes?

• IF NOT – It could be Rejected.

Controllable Assets

• When you enter a requisition for controllable assets, 6639/6649, the system will automatically flag the little box Fixed Asset.

• If you entered the requisition with another code, and GO BACK and change to 6639/6649, the system will NOT flag the little box Fixed Asset. You will have to manually select it.

• If in doubt on what is a Controllable Asset, check Finance Departments website.

COPYING A REQUISTION

Check the Delivery Method – if it says print you will need to stop and enter a new requisition.

Delete old general notes and vendor sourcing notes.

Make sure the vendor number on the main page and the detail line match.

No Vendor Sourcing Notes

• All requisitions must have vendor sourcing notes to demonstrate your approved purchasing method.

• You can import the notes if it’s a District bid.

• There are also pre-loaded vendor sourcing notes for: Free Shipping Sole Source Vendor Open Market Non-Biddable

• Cooperative purchases – you must enter manually and include the cooperative, contract number & expiration date.

WEAK OR MISSING DESCRIPTION

• WHAT are you purchasing?

• WHEN the vendor gets the PO, will they understand what you are ordering?

• VERIFY the model number is right.

• DOUBLECHECK the spelling in the line items.

**BUDGET CODES**

• Verify that you are using the correct Budget Codes for your purchase.

• Common errors are using a supply account (6399) for a contracted service (6245 or 6299).

• Budget help can be found on Financial Services Website under Budget Department.

• We have to track our purchases in order to comply with Texas purchasing laws. By using the correct commodity code for each line item you are purchasing, we are able to account for all the Districts’ purchases. This is especially important if someone is purchasing something OPEN MARKET. The District is limited to $50,000 for materials and $25,000 for services on each commodity code.

• Purchasing Department has a Most Frequently Used – Cheat Sheet (on Purchasing Website), that will help you.

• NIGP has a website that you can search alphabetically or by “type” of purchase you are making. http://www.window.state.tx.us/procurement/com_book/

• Remember, just because we used a code last year, or the year before, there may be times that we find that commodity code doesn’t work, and we’ll have to ask you to change it. We will try to give you a very good reason, your help is appreciated in changing it.

• When you are purchasing many different items, use the three digit commodity code on the first page for the most costly of the items you’re purchasing. Then on the detail lines, you will use the five digit item specific commodity code. Remember you don’t have to use a commodity code for a freight line.

Invalid Commodity Codes