Procedures for Purchase Orders
The purchase of equipment and supplies for the schools with county, state or federal funds
must have prior approval of the Superintendent or a designated representative.
All purchases will be made on written forms and no person shall be allowed to make purchases
in the name of the school district without an authorized purchase order.
The school district will assume the responsibility for paying for purchases only if the
established purchasing procedure is followed:
I. Purchase Orders
1. Fill in complete address for Vendor.
2. Fill in complete address for Ship To: (including
3. Date of purchase order.
4. Fill in total amount of purchase order.
5. Be sure to check a grade level. If the program you
are ordering from is not listed, fill in your program on the line for the account number.
If you are given an account number to use, put the account number on the Account Number line
for the purchase order number.
6. Signature and Title Properly completed purchase orders
are approved by assistant Superintendent, director/principal responsible for the area for which
the purchase is being made. Rubber stamps and duplicated signatures are not accepted.
7. Combine all orders for each vendor and list on one purchase
order form. If ordering for more than one funding category on one order form, be sure to
write in $$ amount for each catergory.
8. You may use the order form in the back of catalogs and put
See Attached List on your purchase order. Limit your attached list to no more than 3 to
9. Do not separate white, yellow and pink copies before
sending to the County Office. The pink copy will be returned for your records with the
assigned purchase order number, computer number and vendor number. If you want a copy of
orders sent to the County Office, you should make a photo copy.
10. Purchase order numbers These must be obtained prior to purchases
unless in emergency situations.
11. Do not staple sheets together (use gem clips).
12. The purchase order is forwarded to the County Office for
approval. All purchase orders will be forwarded to the supplier from the County Office,
unless it is noted to return it to the school or department.
13. For purchase of small items from local vendors, please follow
A. Complete a purchase order form as usual
except for listing the items. If you are purchasing groceries, simply write in
groceries and your best estimate of the cost.
B. Present the purchase order form to the
business office at the County Office to get a purchase order number.
C. Take the purchase order to the vendor to
complete your purchase.
D. Immediately return the purchase order along
with the sales slip to the business department.
14. Terms The purchase order should allow the appropriate discounts,
especially from the county catalogs, and the payment terms.
15. F.O.B. The F.O.B. point and freight terms should be clear, as well
as, where delivered to and who pays for delivery.
16. Delivery Requirements The document should show the date materials
are to be at the destination, and should not use expressions such as rush, as soon as
possible or urgent. These terms could cause additional charges.
17. Check Required Procedures Board Policy DJEA and Administrative Rule
DJE govern purchasing. Purchases from local funds are covered in the Local Schools Funds
II. Approving Invoices for Payment
Check invoices against material delivered.
Sign invoice if all items billed have been received.
If all materials ordered were received, check complete on the stamped
information. If there were materials that were not billed (backorder, etc.), check not
complete on the stamped information and complete the rest of the information for payment.
If you did not receive all materials billed on the invoice, hold the
invoice for 5 working days and, if you still havent received the materials, call the
To complete the computer number and vendor number on the stamped
information, pull the pink copy of the purchase order. It will have the information.
You may also check the prices on the invoice against the prices on the
purchase order. Many times these are incorrect.