District 100 Knowledge Base (Admin and Clerical)

    Purchasing SOP

    Updated 10/12/21

    Help interested parties understand:

    1. The process for making approved district purchases

    2. The approval process for purchases

    3. The receipt and delivery of purchases

    Related Documents:

    1. 1

      Anytime (throughout the year)

      1. Enter the purchase requisition into BusinessPlus software

      2. Principal to approve via electronic workflow 

      3. Purchasing to verify accuracy of order and check for accuracy of pricing

      4. Purchasing approves via electronic workflow

      5. CFO approves via electronic workflow

      6. Purchasing sends order to vendor by via vendors preferred method (e-mail, fax, regular mail, etc.)

      7. Receiving department verifies contents of delivery against original PO and enters receiving info in BusinessPlus

      8. Items received are delivered to the building that placed the order

    2. 2

      Quarterly

      Purchasing Office:

      Runs open PO Status Report to check on open orders and follow up accordingly


    3. 3

      April

      CFO, Principals & Users Initiating Orders:

      Review status of budget and finalize ordering for the fiscal year
    4. 4

      May

      CFO, Director of Technology, Purchasing Office & Receiving:

      Coordinate next year technology purchasing, receiving and sorting for delivery to buildings over the summer
    5. 5

      June

      Purchasing Office:

      Clean up & purge the Purchase Order files so that the only outstanding encumbrances at year end are active orders

    6. 6

      End