Purchase Orders
BEFORE A PURCHASE IS MADE OR A SERVICE REQUESTED, A PURCHASE ORDER MUST BE SUBMITTED AND APPROVED.
All requests can be submitted to Kelly Young by email. Make sure the subject line states: PURCHASE ORDER REQUEST - Vendor Name
Always have your P.O. with you when you make a purchase.
Walmart, HEB, Hobby Lobby, Home Depot
Create a list of items and a Not to Exceed amount and email Kelly Young.
Office Depot
Create cart and add items
Print and save as PDF and email to Kelly Young
Make sure the layout is portrait and not landscape
Please do not take a picture of your printout or order.
Once received, check inventory, send email to Kelly Young to confirm items have arrived
Amazon
TBA
School Specialty
TBA
You MUST contact the vendor and request a quote.
Make sure the quote includes shipping costs, if applicable.
All quotes need to show billing address as: COMAL ISD, 1404 IH-35N, NEW BRAUNFELS, TX 78130.
They should never bill the campus or you.
If they send the quote with the billing address as your campus, please request a new quote.
If you need assistance requesting a quote, please contact Tina or Kelly.
Once all details have been received, allow 3-5 days for PO to be approved. The turnaround times depend on the amount of the request and if all proper information was received.
Once the PO is approved, whether returned to you or if Kelly submits to the vendor, a copy will be emailed to you and your campus bookkeepers so that they are aware of your order. It is your responsibility to check in with them when you are requesting items and waiting on an order to be received.
If items are being shipped directly to your campus, make sure you check them in within a day of receiving to make sure order is complete and there are no issues with the items. Check the packing lists to see if anything has been placed on backorder. If there is anything missing (not on backorder) or broken, if you placed the order, contact the vendor and copy Kelly on the email. If the order was placed by Kelly, email her the details and she will contact the vendor and let them know of the issue. Do not let orders sit and wait to check them in. Invoices are waiting to be paid once items have shipped. Everything should be checked in a timely manner.
If the order was shipped to the Warehouse first, again check and make sure your items are all there. If there is an issue, let Kelly know and she will contact the warehouse.
This year, all packing slips/receipts MUST be sent to Kelly. Please send all packaging slips on the pony to Kelly. Please ensure they are signed and dated by you. If you recieve any items without packing slips, please email Kelly said items.
When requesting purchase orders with not to exceed amounts, make sure you are getting them as close to the amount that you want to spend and not excessively over. If you request a $1000.00 purchase order to Home Depot and you only spend $100.00, that $900 balance could be encumbered up to a month and will not be accessible for you to use. It all depends on when the purchase is made and when it is billed on the Home Depot statement.
Make sure you use your purchase orders in a timely manner. Do not request a PO to HEB and wait a month to use it. If you need multiple purchase orders to the same vendor, I will issue one PO at a time. Once the first PO has been used and a receipt has been received, I will issue the 2nd request. This helps us keep better track of the funds available.
Make sure when you have purchase orders to Home Depot, Walmart, Hobby Lobby or HEB, that you get with your campus bookkeeper and request the credit card for the vendor and any tax-exempt information you need. Should state sales tax be charged on your purchase, you will be asked to return to the store and get the credit charged. Also, when you make a purchase at Hobby Lobby, make sure the purchase order number is on the receipt. When submitting receipts from these vendors to Kelly, make sure a PO number is on the receipt.
Home Depot, Walmart, Hobby Lobby and HEB are one time only purchase orders. If you are in need of an item and it is not available at one store, you must submit a receipt for whatever was purchased and request another purchase order to go to another location.