PROCEDURE: PICKING UP MERCHANDISE FROM LOCAL STORES
Purchase orders may be entered and once approved merchandise may be picked up in
person at local stores. To enter a Purchase Order Request for pick up merchandise in
person:
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PO faxed to the store: Type PU (pick-up) in the “Deliver To” field (not the requisition
code field). The PO will automatically fax to the vendor.
PO printed out at Purchasing: Two steps
• Type PU (pick-up) in the “Deliver To” field.
• Select the PU (pick-up) code in the REQUISITION CODE field, the system will print
out the PO in Purchasing. Once the PO prints in Purchasing, the receiver may pick
up the PO to take to the store.
Enter an employee’s name in the “Receiver” field (the person who will pick up the
merchandise and/or sign the receiving report).
PICKING UP MERCHANDISE FROM WAL-MART & SAM’S CLUBSTORES
To pick up merchandise in person from Wal-Mart and Sams Club stores:
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Enter a Purchase Order Request with a maximum amount of $500.00.
Type PU (pick-up) in the “Deliver To” field.
Select the PU (pick-up) code in the REQUISITION CODE field, the system will print out
the PO in Purchasing.
Enter an employee’s name in the “Receiver” field (the person who will
pick up the merchandise and/or sign the receiving report).
Once the PO is approved, print the receiving sign-off sheet to bring to Purchasing.
From the Purchasing Department, the designated school employee will:
o Give the receiving sign-off sheet to the Purchasing Assistant.
o Check out a Wal-Mart credit card and/or Sam’s membership card.
o Pick up the printed Purchase Order
Pick up rules regarding Wal-Mart Cards/Membership Cards:
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One Purchase Order applies to one trip to the store.
The card, with the original receipt MUST be returned to Purchasing within 24 hours
of the purchase(s).
There will be no cards available for Friday or week-end purchases.
This requirement is necessary to facilitate timely accounting procedures.
Please understand that because of agreed upon accountability issues with
Wal-Mart, no exceptions to this time line can be granted.
Regrettably, non-compliance with these requirements will result in the
revoking of Wal-Mart & Sams Club purchasing privileges for your
campus/department.
Upon return of the Wal-Mart card/membership card with the original receipt(s) and
signed receiving copy by school personnel, Purchasing will furnish duplicates for
campus/department record keeping and forward originals to Accounting for payment
processing.
ALIEF ISD WAL-MART PURCHASING CARD
EMPLOYEE ACKNOWLEDGEMENT OF RESPONSIBILITIES
This document outlines the responsibilities I have as a user of an Alief ISD Wal-Mart purchasing card. My
signature indicates that I have read and understand these responsibilities, and agree to adhere to the
Policy and Procedures established for its use.
The Purchasing Department located at 12101 High Star, Houston, Texas will distribute:
 District Wal-Mart card
 Printed Purchase Order (P.O.)
 Before going to the Purchasing Department to pick up a purchase order and a card, a PORERS
report must be printed and taken to the Purchasing Department.
One purchase order applies to one trip to the store.
1. The Wal-Mart purchasing card is intended to facilitate the purchase and payment of materials and
services required for Alief ISD business purposes. I cannot use the card for personal purchases.
2. Unauthorized use of the card can be considered as misappropriation of Alief ISD funds. This could
result in:
a. Immediate and irrevocable forfeiture of the card and/or
b. Disciplinary action, up to and including termination of employment.
c. Garnishment and/or wage with-holding for unauthorized usage.
3. I understand that the card must be returned to the Purchasing Department within 24 hours of
purchase. There will be no cards available for Friday or weekend purchases. This requirement is
necessary to facilitate timely accounting procedures. Please understand that because of agreed
upon accountability issues with Wal-Mart, no exceptions to this time line can be granted.
Regrettably, non-compliance with this requirement will result in the revoking of Wal-Mart
purchasing privileges for your campus.
4. I will maintain the card with appropriate security whenever and wherever I may use the card. If the
card is stolen or lost, I agree to immediately notify Alief ISD Purchasing Department.
5. I understand that I will be required to obtain detailed receipts for each transaction and I will turn them
into the Purchasing Department with the card. Upon return of the district Wal-Mart card and original
receipt by school personnel, Purchasing will furnish duplicates for record keeping purposes and
forward the original receipt and PORERS report to Accounting. Your cooperation and prompt return
of documents will ensure that our account balance is paid in a timely manner and our charge card
privileges are not jeopardized.
6. The charges should not include tax, as Alief ISD is tax exempt.
7. I understand that all charges will be billed directly to and paid directly by Alief ISD. I understand that
Wal-Mart cannot accept any payment from me directly.
Card Number Issued:
________________________________________________
Employee Signature:
________________________________________________
Employee Printed Name
________________________________________________
Date:
________________________________________________
Wal-Mart Memo – PO Pick-up (Example)
WAL-MART PURCHASE ORDERS
The Purchasing Department located at 12101 High Star, Houston, TX will distribute:
1. District credit card
2. Printed Purchase Order (P.O.)
3. Receiving Report (may be printed at the school)
One P.O. applies to one trip to the store.
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The district credit card, original receipt and signed receiving report, MUST be
returned to Purchasing within 24 hours of purchase. There will be no cards available
for Friday or weekend purchases. This requirement is necessary to facilitate timely
accounting procedures. Please understand that because of agreed upon accountability
issues with Wal-Mart, no exceptions to this time line can be granted. Regrettably,
non-compliance with this requirement will result in the revoking of Wal-Mart
purchasing privileges for your campus.
Purchasing will furnish duplicates for record keeping and forward originals to
Accounting upon return of the district credit card, original receipt and receiving report
by school personnel.
Your cooperation and prompt return of documents will ensure that our account
balance is paid in a timely manner and our charge privileges are not jeopardized.
ALIEF ISD SAM’S PURCHASING CARD
EMPLOYEE ACKNOWLEDGEMENT OF RESPONSIBILITIES
This document outlines the responsibilities I have as a user of an Alief ISD Sam’s purchasing card. My
signature indicates that I have read and understand these responsibilities, and agree to adhere to the
Policy and Procedures established for its use.
The Purchasing Department located at 12101 High Star, Houston, Texas will distribute:
 District Sam’s card
 Printed Purchase Order (PO) with listing of goods to be purchased
 Before going to the Purchasing Department to pick up a purchase order and a card, a PORERS
report must be printed and taken to the Purchasing Department.
The Sam’s purchasing card is intended to facilitate the purchase and payment of goods and supplies
required for Alief ISD business purposes. I cannot use the card for personal purchases.
8. Unauthorized use of the card can be considered as misappropriation of Company funds.
This could result in:
d. Immediate and irrevocable forfeiture of the card and/or
e. Disciplinary action, up to and including termination of employment.
f. Garnishment and/or wage with-holding for unauthorized usage.
9. I understand that the card must be returned to the Purchasing Department within 24 hours of
purchase. There will be no cards available for Friday or weekend purchases. This requirement is
necessary to facilitate timely accounting procedures. Please understand that because of agreed
upon accountability issues with Sam’s, no exceptions to this time line can be granted. Regrettably,
non-compliance with this requirement will result in the revoking of Sam’s purchasing
privileges for your campus.
10. I will maintain the card with appropriate security whenever and wherever I may use the card. If the
card is stolen or lost, I agree to immediately notify Alief ISD Purchasing Department.
11. I understand that I will be required to obtain detailed receipts for each transaction and I will turn them
into the Purchasing Department with the card. Purchasing will send the receipt and PORERS report
to Accounting for payment.
12. The charges should not include tax, as Alief ISD is tax exempt.
13. I understand that all charges will be billed directly to and paid directly by Alief ISD. I understand that
Sam’s cannot accept any payment from me directly.
Card Number Issued:
________________________________________________
Employee Signature:
________________________________________________
Employee Printed Name
________________________________________________
Date:
________________________________________________
Please note that purchases made by visiting Wal-Mart, Sam’s Club, or any local
store, are governed by the guidelines related to “Open Purchase Orders.”
Wal-Mart & Sam’s Club Address List
Alief Vendor Number
74090
74092
74095
74096
74097
74099
Alief Vendor Number
59237
Wal-Mart
Addresses
3506 Hwy 6 South, Houston 77082
11210 West Airport, Stafford, 77477
11755 Beechnut, Houston, 77072
2700 S Kirkwood, Houston 77077
9460 W Sam Houston Pkwy, Houston, 77099
345 Hwy 6, Sugarland, 77478
Sam’s Club
Address
12300 SW Freeway, Stafford, 77477
2011-2012
GUIDELINES FOR PURCHASES AT KROGER
1. Kroger has a 30 day payment policy. All purchases made must be finalized/paid within a 30
day period to prevent Kroger placing the district account on hold, which will affect all
campuses/departments.
2. Purchases from Kroger should be made using a blanket purchase order.
3. Purchase orders should be approved for the amount of the estimated purchases that will be
made in ONE MONTH.
4. Invoices and receipts should be sent to Accounts Payable as soon as possible to ensure the
account at Kroger remains current.
5. Kroger charges $5.00 for duplicate receipts.
6. School districts are tax exempt. Always make sure when you are purchasing items at
Kroger that the cashier does not charge you tax. If, for some reason you are charged tax,
it is your responsibility to have the store manager or cashier adjust your receipt and
invoice.
7. Partial Payments – when submitting your receipts to Accounts Payable for payment, please
use the partial payment form and follow the Partial Payment Procedures. However, for
Kroger purchases we also need the following:
a) the original receipt and the original Kroger invoice taped to the same sheet of paper
b) please make two copies - original and one copy for district files, and one copy is
mailed to Kroger
c) Partial Payment spreadsheet located in Public Forms Folder (in Outlook) should be
turned in with every partial payment
8. Purchase Order is complete:
When submitting the final receipts for payment, please indicate on the Partial Payment form
that the purchase order is complete and should be closed.
IF YOU NEED ASSISTANCE WITH KROGER PURCHASES,
PLEASE CONTACT VICTORIA RIVAS, ACCOUNTS PAYABLE
DEPARTMENT AT EXT. 2040.
Broiler Plate – Purchase Order Terms and Conditions
Alief Independent School District (AISD)
PURCHASE ORDER TERMS AND CONDITIONS
ACCEPTANCE: This Purchase Order constitutes a binding contract between the Vendor and AISD to furnish the goods or
service(s) specified on the face of the Purchase Order. Vendor agrees to furnish all goods or service(s) in accordance with
the terms and conditions specified herein. Delivery of any goods or Vendor’s commencement of performance constitutes
acceptance of this Purchase order.
AGREEMENT: This Purchase Order represents the basis for the Vendor to deliver the required goods or services(s) and
supersedes all prior offers, negotiations, exceptions and understanding (whether done orally or in writing).
APPLICABLE LAWS: Vendor warrants that the merchandise covered by this Purchase Order was not manufactured, sold or
priced in violation of any applicable law and that goods shipped under this Purchase Order will be produced in compliance
with the Fair Labor Standards Act. Furthermore, this agreement shall be governed by the Uniform Commercial Code as
adopted in the State of Texas as effective and in force on the date of this agreement.
ASSIGNMENT: The rights and responsibilities of the Vendor to furnish the goods or service(s) specified herein will not be
subcontracted, assigned, transferred, mortgaged, pledged or disposed of unless agreed to by AISD and the vendor.
CANCELLATION: AISD reserves the right to cancel this Purchase Order at any time. If this Purchase Order is cancelled
pursuant to the Vendor’s default, AISD may obtain similar goods or service(s) elsewhere and charge the Vendor for any
damages incurred.
DELIVERY: Vendor shall deliver all goods Free on Board (F.O.B.) Destination, unless specified on the face of the Purchase
Order.
DELIVERY DELAYS: Vendor will not be liable for delays in delivery due to force majeure. However, in such event, AISD, at
its option, may either approve a revised delivery schedule or terminate the Purchase Order either in whole or in part without
liability.
DISCOUNTS: Vendor shall indicate on the invoice any prompt payment discounts or trade discounts.
INDEMNIFICATION: Vendor shall indemnify and hold harmless AISD (including the Board of Trustees and the employees of
AISD) from all claims of liability to third parties (including but not limited to: the injury of death of person(s), or the loss or
damage to property) arising out of or in conjunction with the performance of the Vendor. Vendor shall indemnify and hold
harmless AISD (including the Board of Trustees and employees of AISD) from all liabilities, cost expenses, attorney fees,
fines, penalties, or damages for any or all claimed infringement of any patents, trademarks, copyrights or other
corresponding right(s) which is related to any part of the goods or services(s) the Vendor is required to provide or perform.
The Vendor’s obligation to this clause shall survive acceptance and payment of the goods or service(s) by AISD.
INSURANCE: Vendor shall be required to carry insurance protection sufficient to meet all liabilities mentioned herein.
INSPECTION: Prior to acceptance and payment, AISD reserves the right to inspect all goods (in whole or in part) and
service(s) furnished by the Vendor. Payment for goods on this Order prior to inspection shall not constitute acceptance.
Goods or service(s), which (in the opinion of AISD) fail to conform to the required specification(s) or standard(s) may be
returned to Vendor at Vendor’s expense. AISD shall have the right to cancel any unshipped portion of this Order. Vendor
shall use “best efforts” to replace any non-conforming good(s) at the Vendor’s risk and expense.
INTERPRETATION: This Purchase Order shall be construed and interpreted solely in accordance with laws of the State of
Texas. Venue of any suit, right or cause of action arising shall lie exclusively in Harris County, Texas.
INVOICING: Invoices shall include the AISD Purchase Order number. Payment may be delayed if Purchase Order number
is not on invoice. Payment terms are net thirty (30) days. Each Purchase Order must have a separate invoice. Do not
include invoices with shipments.
PACKAGING OF GOODS: Vendor will package goods in accordance with good commercial practice. Each shipping
container shall be clearly and permanently marked with: Vendor’s name and address, container number and total number of
containers, number of the container bearing the packing slip and AISD Purchase Order Number. Vendor shall bear cost of
packaging unless otherwise provided.
PRICE: Vendor shall furnish the items stated on this Purchase Order in accordance with the price, delivery and terms stated
on its face. All prices include all applicable taxes required by law to be paid by Vendor.
PRODUCT RECALL: Vendor shall notify the Purchasing Agent of AISD immediately if a product recall is instituted on any
item(s) the vendor has delivered. This requirement shall survive payment and acceptance.
QUANTITIES: Quantities in excess of the quantities specified on the face of the Purchase Order may be returned to the
Vendor at the discretion of AISD. All risk and expense for the return on the good(s) shall be borne by vendor.
QUALITY: All goods delivered and/or service(s) rendered hereunder shall be of the best quality. Vendor shall ensure that
all goods delivered to AISD be new (i.e., previously unused and in its original packaging), and have not be remanufactured
or refurbished. Vendor also warrants all services will conform to the standard(s) established herein.
SAFETY: If applicable, Vendor shall deliver Material Safety Data Sheets (MSDS) with the requested goods.
TAXES: Vendor shall not include taxes on the invoice. Tax ID#1-74-6000019-7.
TITLE: Title to any item delivered shall pass to AISD upon acceptance or payment (whichever is later).
WARRANTY: Vendor warrants that the goods and service(s) furnished will be of merchantable quality; will conform to
applicable specifications, drawings or descriptions furnished by AISD; will be free from defects in material and workmanship
and will be sufficient and fit for the purpose intended by AISD. AISD’s approval of design furnished by Vendor shall not
relieve Vendor of its obligations under this paragraph. Neither acceptance of, nor payment for said goods and service(s)
shall constitute a waiver or modification of any warranties of the Vendor, or the rights of AISD.