Purchasing and Distribution Services
Procurement Updates
FAR Meeting – May 25, 2016
Purchase Order Encumbrance Review
• Departments encouraged to run open encumbrance reports to
view balances on PO’s.
• Queries to run:
• UTS_PO_OPEN_ENC_BY_CC – PO Encumbrance by Cost Center
• UTS_PO_OPEN_ENC_BY_DEPT – PO Encumbrance by Department
• UTS_PO_OPEN_ENC_BY_PROJECT – PO Encumbrance by Project ID
• Send list of PO’s to be closed to the Purchasing Office email at
[email protected].
• Focus on encumbrances for Budget Year 2016 only.
Requisition Workshops – Copier Orders
• Purchasing will be conducting hands on workshops for copier
renewals, tentatively set for June or July.
• Workshops will provide demonstration and walkthrough on
creating requisitions for copier renewals ONLY.
• Departments seeking new leases should contact Purchasing
Office
– Purchasing will provide template of information necessary for copier
companies to include in their quote
– Outline/Instructions for creating new copier requisition
• Training Dates will be released soon
Service Based Purchase Order
• Requisitions for services are classified in two ways
– 1. Set quantity and price
• Requisition should be created with a quantity at set price
• Ex. 8 Hours of Service at $20.00/hr, 6 weeks of service at $140.00/hr
– 2. Undefined quantity with set price
• Requisition should be created with quantity of 1 and total cost identified
• Ex. Qty. 1 at $4,000.00 for total cost of job, or Qty. 1 at $20,000/year
Service Based Purchase Order Cont’d
• Undefined Services with multiple payments
– 1. One time payment – this is a single payment for the total cost of
job
– 2. Multiple payments – these are multiple payments to be drawn
off the total value of the PO or line, as services are completed.
• Contact Purchasing to set to PO Amount Only (phone call to Procurement
Specialist or email Purchasing Office) as soon as PO is received by email
• Note: This option allows DTS to pay multiple invoices against same PO, no
receipt required, and this process is only reserved for service with undefined
quantities.
Contact Information
• Primary: send an e-mail to Purchasing at
[email protected]
• Contact department assigned Procurement
Specialist (click here for list)
• Contact Front Desk at ext. 4060
Resources:
• Purchasing Website:
http://www.utsa.edu/purchasing/index.cfm
• Purchasing PeopleSoft Forms:
http://www.utsa.edu/purchasing/PS_Purch_Forms.cfm
• Purchasing PeopleSoft Instructional Guides:
http://www.utsa.edu/purchasing/PS_Purch_HowTo.cfm