FAQ
FAQ
PURCHASE ORDERS
Question: Why can't Jacksonville ISD purchase supplies, materials, etc. from a local vendor, especially if that vendor's prices are cheaper than someone on the approved lists from Region 7 or the State of Texas?
Answer: Our District is required to abide by the purchasing guidelines as established by the State of Texas. These rules, which can be viewed in TEA's Purchasing Module in the FASRG - Version 12, limit the options for Districts that purchase certain categories of items (i.e., instructional supplies, custodial supplies, copy paper, transportation supplies) in amounts in excess of either $10,000 or $25,000 during a twelve-month period.
Question: Why do we have to use purchase orders?
Answer: The purchase order process provides assurance that the proper levels of purchasing approval within the District are followed and approved vendors are utilized, which will reduce the possibility of us being in noncompliance with State guidelines related to purchasing.
Question: Why can't the Business Office just give me a purchase order over the phone so I can expedite the purchase of certain items?
Answer: The numbering of purchase orders falls within the control procedures established by the District that are administered by the Business Office. Pre-numbered purchase orders or the release of purchase order numbers outside of the normal process can lead to the inadvertent duplication of orders by vendors and submission of orders without proper administrative approval.
Question: What are the levels of administrative approval as they apply to purchase orders?
Answer: All purchase orders must be approved by the Purchasing Manager. If a single item on a purchase order is $50,000 or more, the purchase order must be approved by the Board of Trustees.
Question: What justification is needed to support a vendor being a sole source of supplies, materials, books, etc.?
Answer: For a vendor to be considered a sole source, the company must be the only available source, not just the original source. The company must supply Jacksonville I S D with a letter, on their letterhead, that states the company is the sole source for either the specific items being purchased or for all things included in the company's catalogue. This letter must be attached to the purchase order when it is submitted to the Business Office. Additional guidance from the Texas Education Agency can be found in TEA's Purchasing Module of the FASRG.
PURCHASING COOP
Question: How can a vendor be added to the approved list for Region 7's purchasing coop?
Answer: The vendor can contact Martha Lakey at (903) 988-6850 and she can send the vendor an enrollment packet when the bid process starts for the category or categories for which the vendor sells merchandise. The various categories are bid throughout the calendar year, so it may be several weeks or months before a particular category is updated and the vendor added to the approved list.
ACCOUNTS PAYABLE
Question: When does the pink copy of a purchase order need to be returned to the Business Office?
Answer: The pink copy of a purchase order needs to be returned to the Business Office as soon as all of the items that will be received are in fact received. If there are any items on the purchase order that are backordered or no longer available, note these items on the pink copy and check off that only part of the order was received. There may be some orders shipped from different locations of the same vendor, which may delay a portion of the order. If this is the case, just hold onto the pink copy until you are sure all available items have arrived.
Question: Do I need to return the packing slip from an order to the Business Office?
Answer: If a packing slip comes with an order, it needs to be attached to the pink copy of the purchase order and returned to the Business Office. The packing slip often provides information useful to you and the Business Office in identifying discontinued or backordered items.
Question: If an invoice for items that I ordered with a purchase order is sent to my campus, what do I do with it?
Answer: If an invoice is sent to your campus or department and you do not normally handle the invoices in that area, please send the invoice to the Business Office immediately. Do not assume what you have received is a copy of the invoice. The Business Office cannot pay for items for which we do not have an invoice. Unfortunately, many times companies send the invoices to a campus address instead of remitting them to the Business Office.
Question: Why can't Jacksonville ISD purchase supplies, materials, etc. from a local vendor, especially if that vendor's prices are cheaper than someone on the approved lists from Region 7 or the State of Texas?
Answer: Our District is required to abide by the purchasing guidelines as established by the State of Texas. These rules, which can be viewed in TEA's Purchasing Module in the FASRG - Version 12, limit the options for Districts that purchase certain categories of items (i.e., instructional supplies, custodial supplies, copy paper, transportation supplies) in amounts in excess of either $10,000 or $25,000 during a twelve-month period.
Question: Why do we have to use purchase orders?
Answer: The purchase order process provides assurance that the proper levels of purchasing approval within the District are followed and approved vendors are utilized, which will reduce the possibility of us being in noncompliance with State guidelines related to purchasing.
Question: Why can't the Business Office just give me a purchase order over the phone so I can expedite the purchase of certain items?
Answer: The numbering of purchase orders falls within the control procedures established by the District that are administered by the Business Office. Pre-numbered purchase orders or the release of purchase order numbers outside of the normal process can lead to the inadvertent duplication of orders by vendors and submission of orders without proper administrative approval.
Question: What are the levels of administrative approval as they apply to purchase orders?
Answer: All purchase orders must be approved by the Purchasing Manager. If a single item on a purchase order is $50,000 or more, the purchase order must be approved by the Board of Trustees.
Question: What justification is needed to support a vendor being a sole source of supplies, materials, books, etc.?
Answer: For a vendor to be considered a sole source, the company must be the only available source, not just the original source. The company must supply Jacksonville I S D with a letter, on their letterhead, that states the company is the sole source for either the specific items being purchased or for all things included in the company's catalogue. This letter must be attached to the purchase order when it is submitted to the Business Office. Additional guidance from the Texas Education Agency can be found in TEA's Purchasing Module of the FASRG.
PURCHASING COOP
Question: How can a vendor be added to the approved list for Region 7's purchasing coop?
Answer: The vendor can contact Martha Lakey at (903) 988-6850 and she can send the vendor an enrollment packet when the bid process starts for the category or categories for which the vendor sells merchandise. The various categories are bid throughout the calendar year, so it may be several weeks or months before a particular category is updated and the vendor added to the approved list.
ACCOUNTS PAYABLE
Question: When does the pink copy of a purchase order need to be returned to the Business Office?
Answer: The pink copy of a purchase order needs to be returned to the Business Office as soon as all of the items that will be received are in fact received. If there are any items on the purchase order that are backordered or no longer available, note these items on the pink copy and check off that only part of the order was received. There may be some orders shipped from different locations of the same vendor, which may delay a portion of the order. If this is the case, just hold onto the pink copy until you are sure all available items have arrived.
Question: Do I need to return the packing slip from an order to the Business Office?
Answer: If a packing slip comes with an order, it needs to be attached to the pink copy of the purchase order and returned to the Business Office. The packing slip often provides information useful to you and the Business Office in identifying discontinued or backordered items.
Question: If an invoice for items that I ordered with a purchase order is sent to my campus, what do I do with it?
Answer: If an invoice is sent to your campus or department and you do not normally handle the invoices in that area, please send the invoice to the Business Office immediately. Do not assume what you have received is a copy of the invoice. The Business Office cannot pay for items for which we do not have an invoice. Unfortunately, many times companies send the invoices to a campus address instead of remitting them to the Business Office.