Campus Purchase Procedure Analysis

Write a two to three page paper explaining the systems used on the campus. Use current APA7 style and appropriate references.

For this assignment, I had to interview my school secretary, who is in charge of purchasing for our campus. The required questions are in all caps, and her responses are in italics.

EXPLAIN HOW PURCHASES ARE MADE FOR OUR CAMPUS. PLEASE FOLLOW THE SYSTEM FROM INITIAL INCEPTION THROUGH VERIFICATION OF RECEIPT OF GOODS AND SERVICES.

Mr. T. puts in a request for purchase to his secretary.
Contact at least two vendors from the district approved vendor list
Secretary contacts at least two vendors from the district approved vendor list for quotes
Vendors will submit a quote
Go into the system (AMS) to input order
Create RQS (Requisition Order)
RQS goes to the principal for approval
Once approved, it goes to the district business office for approval
From the business office, it goes to the purchasing department
The process generally takes 3-4 business days. However, if there are any mistakes made by the secretary, the RQS will be rejected and she will have to start the whole process over again.
Shipment from the vendor will be received at the district warehouse, Central Receiving, to ensure accuracy of date and time for all deliveries
The items will be shipped to the school with invoice
The secretary will then check the order and verify all items listed on the invoice are correct.
Secretary will scan the invoice and upload it into the Accounts Payable box for payments to be made to the vendor.

Store Purchases (campus debit card used)
List will be made by principal and secretary
Secretary will go to the designated store (we mostly use Sam’s or Wal-Mart)
Keep receipt
Make a copy of the receipt
Complete the PCRD and list receipt amount(s) and budget string
Submit to Purchasing Department

AT WHAT POINT AND HOW IS THE BUDGET STRING USED IN THE TRANSACTION?

The budget string is used when the information is being input for accounting. This is done from the beginning when completing the vendor requisition.

Most used codes by the secretary:
BB00 LOCAL BUDGET (code is always 0000)
TIA FEDERAL BUDGET (code is always 1000)
6499-02 MISCELLANEOUS
6399-00 SUPPLIES
6499-07 FOOD
6299-00 TEACHER CONFERENCES
6100-00 PAYROLL

FUND – SUBFUND – DEPARTMENT (CAMPUS) – UNIT (BUDGET) – SUB UNIT (CAMPUS) – OBJ (Category of Purchase) – SOBJ (TYPE OF PURCHASE) – YEAR – FUNCTION – PROGRAM – SPROG

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