How long does it take once forms are submitted to Purchasing for a vendor to be set up?
Vendors are added to Oracle after the paperwork is reviewed and approved by the Director. Please allow 3-5 days for setup.
How do I know when to obtain quotes for requisitions?
For purchases under $5,000 no quote is needed.
For purchases from $5,000 up to $25,000, three (3) written quotes must be obtained from 3 different vendors and faxed to the Purchasing Office for backup to the requisition request.
ALL purchases $25,000 and over must be done by a formal bid through the Purchasing Department.
How do I do a decease or cancellation to a purchase order?
Departments wishing to make changes to an existing Purchase Order must submit their request in the form of a change order requisitions. Included in the requisition description is the wording “Change Order”, the original requisition and PO number and a brief description of the change you wish to make.
If you are decreasing or increasing a line(s) by a certain dollar amount, only the difference should appear in the amount column.
If you are canceling an order in it's entirety, you must enter in the amount $.01. If you enter in the full cost, the fund will be encumbered from your budget amount.
In the Note to Buyer enter in the purchase order number, original requisition number and reason for the change. (If you are canceling a PO in its entirety, please contact the vendor first before creating the requisition to ensure the items(s) has not shipped).
How do schools/offices find out if items are under contract?
A good rule of thumb is to always check the Oracle Shop Main Store first for any item. There are a lot of items under contract that are listed in the catalog. If it is not found in the catalog, you can then proceed to do a non-catalog order.
Can you give the purchase order number to the vendor over the phone to expedite the order without waiting for the formal purchase order copy?
NO. Copies of PO are emailed or mailed to the vendor from the Purchasing Department. The requisition is not a Purchase Order. It is a request to procure products or services.
Are we able to award a multi year lease?
NO. Multi-years leases must go before the Board for approval.
When the vendor calls with a price change can we authorize the change over the phone so we can get our products?
NO. You must create a change order requisition in Oracle. When Purchasing makes the change on the PO it will be emailed or mailed to the vendor with the new information.
How do I obtain a vendors list from the PGCPS website?
Because there are approximately 24,000 Vendors in Oracle, users must check the name of company through the Supplier Name category.
How do you unreceive on an order?
Log into Oracle SSP module, enter the PO number in the order number field and select Correct Receipts to unreceive.
How can I obtain a listing of the approved Commercial Bus Carriers?
Call the Purchasing Office and a list will be emailed directly to you.