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requisition to po process

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Start Requestor prepares SOW, Reporting and/or Drawing Requirements, Specs, Internal Estimate, Sole Source, etc. Estimate < $2,500? Under Existing Blanket Contract? Release against Blanket Purchase Agreement (BPA) Purchase With Purchase Card Vendor proceeds to perform the work, ships the order Verify Quantities, Review Invoices, Obtain Signature from Requestor & Send Approval to Accounts Payable Accounts Payable sends a check to Vendor Stop Generate Purchase Requisition & forward SOW, Specs, etc. to Purchasing Operator submits PR through PeopleSoft. It is forwarded to the relevant Department Supervisor/ Manager Send to Requestor Approval of Official(s)? Purchasing Manager assigns Requisition to the Buyer Sole Source Justification Adequate? Send SSJ back to Requestor for revision Release Against CSU MEA, CMAS, GSA or Consortium Purchasing Agreements Determine proper contract type Contract Types: Purchase Order – Goods/Services/IT Contracts Blanket Purchase Agreement (BPA) VP Admin & Finance Approval > $100K CO’s Office of CS&P Approval > $250K Threshold? Dispatch Order Request for Quotation (RFQ) (verbal or hard copy) Request for Proposal (RFP) (hard copy only) A Purchase Requisition to Purchase Order Process NO NO YES YES NO NO < $50K > $50K YES < $50K YES > $100K > $250K Legend – Action performed or determined by: Requestor (with Buyer, if specified) Buyer Official(s) as specified IT Related – Obtain VPAT On-site Work – Obtain Insurance Cert. A&F, Finance August 2014

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  • Start

    Requestor prepares SOW, Reporting and/or Drawing Requirements, Specs, Internal Estimate, Sole

    Source, etc.

    Estimate< $2,500?

    Under ExistingBlanket Contract?

    Release against Blanket Purchase Agreement (BPA)

    Purchase With Purchase Card

    Vendor proceeds to perform the work, ships the order

    Verify Quantities, Review Invoices, Obtain Signature from Requestor & Send Approval to Accounts Payable

    Accounts Payable sends a check to Vendor

    Stop

    Generate Purchase Requisition &

    forward SOW, Specs, etc. to Purchasing

    Operator submits PR through PeopleSoft. It is

    forwarded to the relevant Department Supervisor/

    Manager

    Send to RequestorApproval of Official(s)?

    Purchasing Manager assigns

    Requisition to the Buyer

    Sole Source Justification Adequate?

    Send SSJ back to Requestor for

    revision

    Release Against CSU MEA, CMAS, GSA or Consortium

    Purchasing Agreements

    Determine proper contract type

    Contract Types:Purchase Order Goods/Services/IT

    ContractsBlanket Purchase Agreement (BPA)

    VP Admin & Finance Approval > $100K

    COs Office of CS&P Approval > $250K

    Threshold?

    Dispatch Order

    Request for Quotation (RFQ) (verbal or hard

    copy)

    Request for Proposal (RFP)

    (hard copy only)

    A

    Purchase Requisition to Purchase Order Process

    NO

    NO

    YES

    YES

    NO

    NO

    < $50K > $50K

    YES

    < $50K

    YES

    > $100K

    > $250K

    Legend Action performed or determined by:

    Requestor (with Buyer, if specified)

    Buyer

    Official(s) as specified

    IT Related Obtain VPAT

    On-site Work Obtain Insurance Cert.

    A&F, FinanceAugust 2014

  • Requestor (with Buyer, if specified)

    Buyer

    Official(s) as specified

    Legend Action performed or determined by:

    Purchase Requisition to Purchase Order Process

    A

    Competition

    Award based on low bid?

    Award based on Best Value (i.e. price, technical, quality, etc.)?

    Post RFQ/RFP to BidSync & obtain Quotes

    Select Vendor

    Forward RFQ/RFP to Vendor & Obtain

    Quote

    Receive Proposal from Vendor & forward to Requestor for review

    Threshold> $50K

    Source Selection Board (SSB) is established to select Vendor, SSB

    establishes Evaluation Criteria (with Buyer)

    Post RFQ/RFP to BidSync & obtain Quotes

    Quotes higher than Req $ Amount?

    Requisition amount must be

    revised to include adequate funding

    Select Vendor (with Requestor). SSB Approval Required

    Work On-Site?

    Negotiate Price, T & Cs, Delivery Date, etc.

    Any Exceptions to Terms & Conditions?

    B

    Obtain Director Review

    Obtain Insurance Cert. from Vendor

    Quotes higher than Req $ Amount?

    NO

    YES

    NO

    NO

    NO

    NO

    NO

    NO

    NO

    YES YES

    YESYES

    YES

    YES

    A&F, FinanceAugust 2014

  • Purchase Requisition to Purchase Order Process

    Requestor (with Buyer, if specified)

    Buyer

    Official(s) as specified

    Legend Action performed or determined by:

    B

    Threshold?

    Buyer Approves if within delegation

    (< $50K) -or- Sent to Purchasing Manager for Approval

    ($100K)

    Award Purchase Order or Contract

    R. TodaroDirector of

    Procurement

    D. HaydonAssoc. VP

    B. WellsVP A&F

    Vendor proceeds to perform the work, ships the

    order

    Verify Quantities, Review Invoices, Obtain Signature from Requestor & Send Approval to Accounts Payable

    Accounts Payable sends a check to

    Vendor

    Stop

    > $250K

    < $250K

    A&F, FinanceAugust 2014

    Requisition to PO Process Draft - 02.vsdPage-1Page-2Page-3


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