1. ALIO TECHNICAL MANUAL

The District’s purchasing system is Alio. Access requests should be made to your immediate supervisor, who then submits a request to the BOSC. The request must identify the subject area/department or specific account. There are four steps in the purchasing process which are described in detail throughout this manual.

The Creation of a Requisition

When a requisition is entered into Alio and “Finished”, after the program verifies that sufficient funds are available, it is routed to the next person on the approval chain.

The Development of a Purchase Order

After all the required electronic approvals are complete, the Business Office generates a Purchase Order from the Requisition. At that time, a Purchase Order number is assigned and will display the signature of the Business Administrator. It is electronically transmitted to the vendor from the Business Office via email. If the Purchase Order is greater than $6,400, a signed voucher is required and will be sent directly to the vendor, who must sign and return it. A Purchase Order is an official binding contract between the District and a vendor. In the event you need to reissue a purchase order, please submit a request to the BOSC. The only office allowed to email or issue purchase orders is the Business Office.

Payment for the Goods or Services Rendered

Upon receipt of the goods or services, district personnel is required to alert the Business Office through the use of the receiving module in the Alio for all STANDARD purchase orders. The Business Office cannot make payment(s) on a purchase order without an electronic acknowledgment of the items received by the requestor. All Alio users have access to an “Unreceived PO report” in the purchasing system that should be reviewed weekly. After a purchase order has been received in the Alio, the Business Office is authorized to remit payment for those goods and services as long as an invoice or appropriate backup has been received. Invoices received by district personnel should be submitted electronically through the BOSC.