Procurement Tip Tuesday
| Tip | Category |
|---|---|
| Guide to clarify when a vendor self-certification form is required for setting up a vendor. Vendor Self-Certification Form Guide | Vendor |
| A “quantity” non-catalog requisition should be used when we are buying a set number of items from a non-catalog vendor. A “no quantity” non-catalog requisition should be used when we are buying goods on an as needed basis during a certain period of time (open purchase order) and for services (i.e., software, maintenance agreements, events, consultants, etc.). This becomes important when Accounts Payable enters payments. For example, if an open purchase order was done with a quantity of 1 and AP enters payment on the first invoice, it will close the PO since the quantity of 1 is filled–even if there’s money remaining on it. | Requisition |
| To check the status of your request, review the “Notes and Attachments” section on the purchase order, not the requisition. | Requisition |
| Hotel and event contracts with an estimated spend under $10K must be routed to Procurement Services for review, negotiation, and signature by submitting a multi-line requisition artificially raised to $10,001. For example, Line 1 is for the estimated spend for services ($5000). Line 2 is for the difference between $10,001 and the estimated spend ($5,001). When the purchase order is issued Line 2 will be removed and the purchase order total will only be for the estimated spend. | Requisition |
| Are you ordering goods or services? Only populate the item type, quantity, unit of measurement, and a catalog # fields if you are ordering goods. Goods are tangible. You can see and feel a tangible good. The item type, unit of measurement, and catalog # fields should be left blank if you are ordering services. Populating these fields may create an artificial need to receive the service, which is not a tangible item to be received. Don’t forget! A line item receiving (LR) document is required for purchase orders with good(s) > $5,000. It is important to review outstanding line item receiving requests because payments against a purchase order will not be released to the vendor until the line item receiving and payment request documents are completed and approved. | Purchase Order |
| To make your PO increase requests move faster, check the PO balance and Payment History (“View Payment History” tab) before submitting invoices to AP for payment and/or requesting a PO increase. If a payment is already pending against a PO but has not yet been paid, Procurement Services must wait until the payment posts before the system will allow an increase to the amount of the PO. By submitting an invoice before checking the PO balance, PO change requests may take longer to complete | Purchase Order |
| Any contract, quote or invoice with terms and conditions needing signature must be signed by an authorized signer of the University or the contract could be considered invalid. Signature delegation can be found on the Contract Services site at the below link under signature authority. If in doubt, don’t sign! http://www.contracting.colostate.edu/ | Contract |
| When attaching quotes or other documentation to requisitions that are <$10,000, but the total has been artificially inflated to $10,001 for Procurement review, always select “no” on the “send to vendor?” drop down in the Notes section of the requisition. The Procurement Specialist will attach any documents that need to be sent to the vendor prior to issuing the PO. | Requisition |