The District’s purchasing system is ERP, Education Resource Planning, a LINQ product. 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/s.
The Creation of a Requisition
When a requisition is entered into ERP 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 will be assigned, and the signature of the business administrator will be displayed. It is electronically transmitted to the vendor via email from the Business Office. If the purchase order exceeds $6,600, a signed voucher is required and will be sent directly to the vendor, who must sign it and return it. A Purchase Order is a binding contract between the District and a vendor. If 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 must alert the Business Office through the use of the receiving module in the ERP 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 ERP users can access an “Unreceived PO report” in the purchasing system that should be reviewed weekly. After a purchase order has been received in the ERP, 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.