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Purchasing Methods

What is a Purchase Order (PO) and when should it be used?

It is a contract between the District and a vendor for goods and/or services. You should use a purchase order for all purchases using district funds.
 
Please process an electronic requisition through your Admin office. After the purchase requisition is put into the system and approved by the site Administrator, it is them moved on to the District Office for further processing. Once Accounting has approved the budget being used, the electronic requisition is moved on to Purchasing for processing (price check, vendor check, sourcing out). Once all items are checked, the requisition is turned into a Purchase Order, sent for signature by the Assistant Superintendent of Business Services, and then the PO (the order) is faxed, emailed or placed online.
 
How do I make changes to an existing Purchase Order?
 
You can email Purchasing to do an increase, decrease, cancel/close, or to make necessary changes. Sites and departments must have the funds available for any increase request. Any increase over 10% must be approved by Accounting before any changes are made to the PO.
 

What is a Service Agreement and when should it be used?

Service agreements are to be used when services rather than goods are purchased, or a consultant/independent contractor relationship exists. You will find that Service Agreements are most commonly used for Consultant Services rather than for the purchase of goods.  Consultants will often have their own form of an Agreement. This should be forwarded to the Business Department for review prior to any type of commitment to a vendor. The Business Department will often process a District agreement with the required forms for the vendor to sign. This is done to make sure the best interest of the District is sought, that fingerprint requirements are met, and that all insurances are in place. A requisition is still required to encumber the funds for the service.
 
When to use a Purchase Order or a Service Agreement
A Purchase Order is used:
 
For purchases of deliverable goods wherein the PO Terms and Conditions will govern the procurement/purchase.
When the vendor provides goods or services within normal business operation and operates in a competitive environment (competes with other vendors who can providing a similar service) providing similar goods and services to a variety of customers.
For software licenses,.
When the vendor provides a continuing or routine service (e.g., copy machine maintenance, pest control services).
When the vendor assumes the risk if performance is more costly or time consuming than expected.

 

Service Agreement (Business Department processes) is typicall used for:

Assembly vendor

Professional Development vendor 

For the Service Agreement, a requisition/PO is always required to set the funds aside to process the invoices when the service is complete.

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