Please review these FAQs.  If you cannot find the answer to a question you might have please feel free to contact us.

How do I submit/process a Purchase Requisition to the Purchasing Department?

You will enter the information for the REQ in FPAREQN with all the information needed on the vendor, contact person and accounting distribution. Once the REQ is completed it will sit in the QUE for the Purchasing Department to process into a PO. (If there are any questions or problems with the REQ, the Purchasing Department will contact the Fiscal Liaison who submitted the REQ.)

When should I get a quote or bid for my order?

When you are researching vendors for a particular purchase, you should always try and get a written quote or estimate on what the merchandise/equipment/service will cost whenever possible. If your vendor has a unique product or service, a sole source form will need to be submitted to purchasing prior to a Purchase Order being issued. When the vendor is a sole source, you must submit written justification, not just stating, but explaining why the vendor is a sole source. (click here for information on Sole Source Facts and Guidance)

What is the procedure for processing received invoices?

Invoices should not be sent to the Purchasing Department. All invoices should be stamped and signed and sent directly to the Accounts Payable with attention to John Herhandez-PMD123 along with a copy of the Purchase Order if one was issued for the product/service. If you receive an invoice that includes any sales tax, please inform the vendor that we are a state agency and are tax exempt and this charge will be deducted from the total amount due to them. (If they need a copy of the certificate, you can have them print it from the Purchasing website forms page or you can print it and send it to them.) If the invoice does not match the amount(s) on the Purchase Order, please submit a Change Order to the Purchasing Department prior to sending the invoice to A/P.

What types of questions or problems could occur with the Requisition process?

Please remember to always enter the department ORG code in the FOPAL lines so the remaining Fund and Program codes will default and generate into those fields. By doing this procedure you will not having incorrect Funds with ORG's. Also, never put a "zero" as an amount in your accounting FOPAL lines. (i.e. if you have listed the shipping cost as a separate line item, you will need to also have a separate line in your FOPAL for the shipping costs so the item cost will be one FOPAL line and the shipping cost will be another line with the appropriate amounts in each line. DO NOT put the entire amount of the REQ on the first line and then a zero on the second. The REQ will have to be deleted and a new one will have to be entered by the person who generated the original REQ.

How are orders sent to the vendor?

Normally all Purchase Orders are sent back to the Fiscal Liaison that is ordering the product and/or service and they will process the PO by either faxing or mailing it to the vendor. The Purchasing Department does not place the order with the vendor unless special instructions have been arranged. Remember to always fax the Notice to Vendor page of information when placing your order so the vendor is aware of New College vendor terms. (The form is located on the purchasing website under forms).

What is required to do a Change Order?

Send a purchase order change order to the purchasing department (form is located on the purchasing website) with all the pertinent information on it and the PO number. A change order must be completed if after you receive an invoice and the amount has changed, shipping has been added or deleted or you want to increase or decrease the amount of a blanket purchase order. You would NOT complete a change if only a portion of your order was received and you were invoiced for that purchased and the remaining items will arrive separately. The invoice would be paid against that PO, but it would remain open until the remaining items arrived and the invoice for those items was processed.

What is required to cancel a Purchase Order?

A change order is also the form you would use to cancel a purchase order. There is a box in the upper left portion of the form that you would check to cancel the balance of the PO. The form will need to include the PO number and must be signed.

What is a blanket/standing purchase order and how do I establish one?

A blanket or standing purchase order is a REQ you would input with a total amount of a purchase order for products/services from a specific vendor that you plan to conduct many transactions with throughout the year. Make sure you put in the item text of the REQ that this should be a Blanket Purchase Order and the Purchasing Department will turn the REQ into the standing PO when it is processed.

What are preferred vendors?

These are vendors who have agreed to a price structure or a contract with New College and/or the State of Florida that offer discounting pricing. For more information on preferred vendors, contact the Purchasing Department at (941) 487-4570.