Budget, Finance & Procurement
Elluminate Session
ONE BUSINESS SYSTEM FOR BROWARD SCHOOLS
Change Order Requests
• All increases require a CORF (Standard and
Framework). To increase a Framework, a new
line must be added. Once the line is created and
approved, inform Purchasing by Change Order.
In addition, in the Text field, ensure that the PO
number is referenced.
ONE BUSINESS SYSTEM FOR BROWARD SCHOOLS
Change Order Requests
• Change Order Request Forms (CORF) for price
increases requires the ABA for signature. If the increase
exceeds 20% of the original price, the requisition will
need to be changed and reapproved prior to submitting
the CORF to Purchasing.
• Decreases and closures can be sent directly to
Purchasing via the e-mail address or by fax
• PO lines cannot be changed if there are receipts and
invoices posted to it.
ONE BUSINESS SYSTEM FOR BROWARD SCHOOLS
Change Order Requests
Once a new requisition to increase a PO has
been created and a note is placed in the text tab,
it is important that you submit a CORF. Failure
to do so may result in the new requisition being
processed into a new Purchase Order and the
invoice will not be paid.
ONE BUSINESS SYSTEM FOR BROWARD SCHOOLS
Change Order Requests
• NOTE:
It is the responsibility of the location to check the status
of their orders. This includes payment status. If you are
invoiced for an amount less than listed on the PO, you
must take the necessary steps to have that money
returned to your budget. If you have a copy of the
invoice, before you receive material, send a change
order to Purchasing to change the quantity or price.
Once complete, you may receive and the PO closes
automatically. If there is a receipt posted to the PO,
Purchasing cannot change the PO.
ONE BUSINESS SYSTEM FOR BROWARD SCHOOLS
Reminders
• Clean up all open Purchase Orders and requisitions
that need to be expedited and closed. This should be
done on a monthly basis.
• Open or returned requisitions: Check for notes on
requisitions that have not been converted to PO’s.
For example, requisitions may have not been
approved at the ELT level or may have been blocked
because additional information is required.
• Only perform GR on material actually received. If you
have not physically received the material but a GR is
done, you are authorizing payment for the material.
ONE BUSINESS SYSTEM FOR BROWARD SCHOOLS
Reminders con’t
• Recent Purchasing Policy 3320 changes require
school board approval for any bid exempt purchase at
$50,000 or greater.
• Purchasing continually updates CCM. The most
recent update added approximately 300 new
materials in the office, art and classroom supply
groups. Please review CCM prior to entering
requisitions to save processing time.
• Review requisitions with Agreement numbers for the
Agreement expiration date. If approval is made after
the expiration date, the requisition will not convert to
a purchase order and will sit in the buyer’s queue.
ONE BUSINESS SYSTEM FOR BROWARD SCHOOLS
END-OF-YEAR CALENDAR/CHECKLISTS
• On-line entry and approval of requisitions requiring new
bids (in accordance with Policy 3320) $50,000 and
above and not on contract: MARCH 4, 2011
• On-line entry and approval of requisitions for all other
F/Y 10/11 Requisitions over $5,000 and less than $
50,000 and not on approved District Contract which
require informal quotation: MAY 6, 2011
• On-line entry and approval of bid exempt purchases
$50,000 and above Requiring School Board approval for
processing: MAY 13, 2011
ONE BUSINESS SYSTEM FOR BROWARD SCHOOLS
END-OF-YEAR CALENDAR/CHECKLISTS
• Purchase Order Change Order Forms: MAY 13, 2011
• On-line entry and approval of requisitions less than
$5,000 and contract items including all 1010 and 4000
fund projects that terminate June 30, 2011:
MAY 13, 2011
• On-line entry and approval of requisitions funded by
Grants or Capital (Requisitions less than $5,000 or
contract items): JUNE 10, 2011
• Check requests which must be paid from 10/11 funds:
June 10, 2011
ONE BUSINESS SYSTEM FOR BROWARD SCHOOLS
END-OF-YEAR CALENDAR/CHECKLISTS
• Please read the entire End-of-Year
Calendar memo for additional important
information.
• Effective Friday, May 27, 2011 requisitions
can be created for fiscal year 2011/2012.
ONE BUSINESS SYSTEM FOR BROWARD SCHOOLS