General Procedures
The Purchasing team is available to assist and add value at any point in the following process. When a department decides it needs to make a purchase, they must first determine if the purchase can be made with the P-Card. If so, the Preferred Vendor List should be referred to and the purchase may be made. If the P-Card process is not an option, a purchase requisition is to be completed and sent to Purchasing. We are always willing to assist you in completing a purchase requisition and finding a vendor.
- Bidding: Purchasing will then solicit bids if the requisition is more than $5,000. We try
to obtain a minimum of three bids. The department will be asked for input in reviewing
the bids if there are quality issues that can be hard to put a dollar value on.
- Placing orders: The vendor is then selected and either a PO is created or the Purchasing Department
pays the vendor with their Visa card. The Purchasing Department then places the formal
order with the vendor by mailing or faxing the PO or calling in the order with the
Visa number. If a PO is generated, the requesting department will receive a blue copy
of the PO for their records.
- Receiving: If you receive a pink copy of the PO, this is the receiver. Sign the receiver upon
receipt of the goods and services in excellent condition and forward to the Purchasing
Services Department. If there are problems with the goods or service, do not sign the receiver until the problem is resolved. The Purchasing team is here to
help resolve all problems. A signed receiver means that the vendor will be paid when
the invoice arrives.
- Invoicing: Upon successful receipt of the goods or services, the vendor will be paid when the invoice arrives in Accounts Payable. We ask all of our vendors to forward their invoices directly to Accounts Payable. If you receive an original invoice, please mail it to Accounts Payable immediately so that the invoice can be tracked to avoid loss of potential discounts for early payment. Skidmore can only pay from original invoices. Faxed copies are not acceptable.