Textbooks

Textbooks

• Blanket purchase order is a preferred method of purchasing textbooks on a recurring basis. The vendor will more than likely be the ACC Bookstore.
  • Once the blanket order has been entered in Datatel, enter the BPO information in the grant tracking spreadsheet, verify sub‐code is appropriate for expenditure, funds are available in the account, approve it and forward to purchasing department.
• Process the invoices
  • Check blanket balance in Datatel and the tracking spreadsheet.
  • Date and initial invoices and make sure all signatures are on invoices.
  • Be sure to check to make sure the BPO number is listed on the face of the invoice.
  • Enter the dollar amount in the tracking spreadsheet before forwarding the approved invoice to the A/P department.
• If book vouchers will be used, a blanket order will be entered as above and ACC Bookstore should be notified of the process by the BA.
  • The program department will design a voucher form that explains the various requirements (ie total dollar limit, required vs. optional texts, whether supplies are covered, eligible classes). They should send a copy of this voucher to the ACC Bookstore.
  • The bookstore will distribute it to all locations to keep on file as an “approved” voucher form.
  • The program department will ensure that all students are given their correct voucher, with any necessary approvals.
  • The students can then present their voucher at the bookstore to get their books. The bookstore will collect these vouchers at the central bookstore office, and submit them with an invoice to the program department for payment.
  • The BA will then forward those invoices to restricted accounting, to be paid from the blanket PO. The GA will approve and forward to AP.
  • The textbook refund policy of 7 days still applies. If the student returned a book, they would need to bring a copy of their receipt. The bookstore would then credit ACC back for the return. They would not give cash back to the student.