Skyward Purchasing
Requirements for a Purchase Order
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Who
What
When
Where
Proof of Co-op status:
– Region 7
– TCPN
– Buyboard
– TXMAS (State)
– Term Contracts (State)
– DIR (State)
• Other:
– Sole Source
– Bid (Minimum of 3 quotes from non co-op vendors)
Proper Documentation to attach to Request
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Registration Form
Mileage (Mapquest)
Quote from vendors
Travel Request Form
– Hotel/Auto/Flight Confirmations
• Minutes for Student Activity Acct (865)
• Any type of backup that shows the (4) W’s and why you are doing a
request in the first place.
– Emails
– Web printouts
FIVE IMPORTANT THINGS TO
REMEMBER
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The district will not be financially responsible for a purchase that was
made without an authorized purchase order in place before the order for
goods or services is conducted. This applies to every service and all
materials and goods that the district will acquire.
The district has many purchasing cooperatives we are members with. We
will need to use the vendors associated with these purchasing
cooperatives unless it is a professional service or sole source. Please see
the legal policy concerning sole source purchases. SEE BUSINESS OFFICE
WEBSITE.
We require all purchase orders to be properly received into the Skyward
receiving system. Effective, September 1 we will not accept emails as
confirmation of goods and services.
District purchases will not be shipped to any address except the district.
Only district personnel are authorized to place orders for goods and
services with an authorized purchase order executed through the Skyward
purchasing system.
Entering a PO
Click on Purchasing
Click on Requisition
Click on the Apply Filter Button
Click on the Add Button to Enter a new Request
Fiscal Year: On the pull down list choose the appropriate year
Click on the Vendor pull down list and begin typing your vendor in
Ship To: Should be your dept/campus which will go to 1400 Silver Falls Road
Invoice To: Leave Blank
Attention: Should be filled automatically for you
Leave Due Date and Ship Date with the current date
Ship Via: Type in Best Method
CHOOSE P-CARD UNDER PROJECT/GRANT
WHEN USING DISTRICT CREDIT CARD
Click on Save and Add Detail
Line Number begins with 100 and you can have as many as you need
If there is a line number for each item; we can verify that we received the entire order
Line Type: Merchandise when ordering items
Line Type: Narrative if you need further explanation; there is NO Qty or Unit Cost associated with Narrative
Quantity: How many of each items you are buying
Unit of Measure: Ex: Each, Miles, Boxes
Unit Cost: How much each item costs
Total Amount: Is automatically calculated by Skyward
Hit the Save Button
Click on Add Requisition Accounts
Choose the appropriate account and click on the Selected Box
The amount remaining has to be 0 before you can click Save Account Distrib
Click on the Notes
Click Add
Click Note Category pull down arrow and choose the appropriate item; ex Region 7 Coop Expiration Date
In the Note box put the expiration date; ex 8/18/12
Click on the Back Button
Click on Attachments
Click on Add File
Click on the Type: pull down arrow and choose which type
Must have a description of the attachment
Click on the Attached File and find the location where you scanned the backup for the request and choose
the file; click on Open and the item will be attached in Skyward
Click on the Save button to finish the attachment process
Click on the back button to get back to the submit screen
Here you can click on the Submit For Approval to begin the process of obtaining an authorized purchase order.
If you are not ready to submit then click on Save and Finish Later and the request will go into your WIP (Work in
Progress) status, and will not affect your budget.
You have now concluded the Purchasing aspect of Skyward and you will receive an email when the request is
approved and the Purchase Order can be printed.
Click the back Button to be taken to the Main Screen
Purchase Order Printing
Step 1: Click on My Req Approval Hist
Step 2: Click on Apply Filter
Step 3: Highlight the appropriate request that you want and click on Print
Step 4: Type REQ into the Password box and hit Submit
Step 5: The Print Queue will run and once the status has completed you just need to hit the Display Report
Step 6: Your Purchase Order will be ready to print and send to the vendor because you will see Judy
Downing’s signature on the bottom.