Purchase Orders

Purchase Orders (PO)

1. All teachers must submit a purchase order for every school purchase through the Teacher Online Portal System TOPS Login. There should be only one vendor per PO. If the purchase involves more than one vendor, then submit a PO form for every vendor involved. It is always good practice to touch base with the Finance Officer before initiating spending and projects.

2. Once the principal approves the PO, the Finance officer will put a copy in your mailbox and you may check out a credit card to place the order. Take care not to get charged sales tax if it is a tax exempt order.

3. Teachers should inspect their order upon its arrival. If the merchandise is accounted for, then they should sign off on the invoice and note “ok to pay to acknowledge it has been received. Return a copy of the PO to the Finance Officer along with the invoice and packing slip. If the merchandise is damaged or incorrect, then they should sign the copy and note “do not pay” on the invoice with a note of explanation. ITEMIZED RECEIPTS ARE REQUIRED. All unauthorized purchases will be the legal and financial responsibility of the purchaser. If you purchase something without the approved purchase order on file then you are responsible and will NOT be reimbursed.

4. QUICK CREATE PO Instructions - WPHS

For more info on TOPS from FCPS, view TOPS video, or FCPS Quick Reference Guide