The most common types of requisitions are Standard Goods and Direct Payment. With a Standard Goods order, you are ordering material or services and waiting for them to be delivered before the District pays for them. This type will require you to use the Alio receiving module to report that you have received the ordered products. This enables the Business Office to pay the vendor. Without your acknowledgement of the delivery, the system will not allow the Business Office to make a payment.
The second type is direct payment. In this case, the Business Office will generate a payment for this vendor automatically once an invoice has been received. There is no need for the Requester to receive the PO in Alio. This is used for items such as postage, subscriptions and dues.
The following chart has been developed to assist you in determining what order type you should select. The requirements column explains how the requisition must be entered in order to be in compliance with both auditing and federal/state regulation requirements.
| TYPE | ACRONYM | DESCRIPTION | REQUIREMENTS | RECEIVING |
|---|---|---|---|---|
| GOOD/SERVICES | STAN | Items or services that will be received. Shipping line item required. | Must have unit prices and quantities. Items entered by line. Maximum 25 lines of items. | Must be received by item |
| DIRECT PAYMENT | CHK | Examples: Reimbursement, subscriptions, dues, membership fees, postage, or student admissions. | May have quantities and unit prices such as miles or number of students. | No receiving required. Payment is automatically generated in Business Office with proper documentation. |
| STUDENT TUITION | STUI | TO BE USED BY SPECIAL ED ONLY. Encumber funds for full school year | Quantity is number of school days. Unit price is daily tuition rate. One line per student. | Must be received by line item and quantity |
| OPEN ORDER | OPOR | TO BE USED BY TRANSPORTATION AND BUILDINGS AND GROUNDS ONLY. For emergency purchases/services only. | One line that states emergency purchases/services for school year. With detail of TYPE of service/purchase. | Must be received. Use comments field to identify invoice number and amount to pay NOT QUANTITIES |
| DATA IMPORT FROM EDS | EDS | TO BE USED BY BUSINESS OFFICE ONLY. Requisitions are automatically generated from Ed Data Services. | Must have unit prices and quantities. Items entered by line. | Department ordering supplies from Ed Data must receive these orders in Alio. |
Last modified:
Jul 03, 2018