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Purchase Order Procedures

Purchase Requisition Processing in Galaxy

  • Requestor drafts a Purchase Request in Galaxy (See below instructions on adding purchase requisitions, creating open purchase requistion and increasing an open purchase requisition.
  • Department Head/Administrator approves in Galaxy
  • Accountant approves in Galaxy
  • Requisition comes to your Buyer's queue in Galaxy
  • Requisition is processed into a purchase order
  • You can view your po in "View Purchase Orders" by putting the requistion number in "from p.r. number" on the search page.

Please click the links below to download:

 

 

 

ADDING GALAXY PURCHASE REQUISITIONS.pdf

 

CREATING ORIGINAL OPEN PURCHASE REQUISITION FOR 2016-2017.pdf


INCREASING AN OPEN PURCHASE REQUISITION IN THE GALAXY PURCHASING SYSTEM.pdf

Discrepancies

  • DO NOT CALL THE VENDOR UNDER ANY CIRCUMSTANCES
  • Please report any discrepancy within 30 days.  This is a rule for most vendors.  Note that the date starts upon delivery to the warehouse.
  • All discrepancies must be reported within 10 business days of receipt of material.
  • Complete Discrepancy Form #502 (You can order these in Focus)
  • Retain pink portion and forward material and Discrepancy Form to the Warehouse.
  • Discrepancy will be taken care of and a copy will be sent back to Originator upon completion.

Click here to download the Discrepancy Form


 

Back Orders

  • Unless otherwise noted on packing slips, anything not received is considered back ordered and will be received on your next delivery date after material has been released from vendor.

Rush Orders

  • Notify your designated Buyer of situation.
  • Follow directions for Purchase Order Processing
  • Buyer will issue a Purchase Order as soon as possible.
  • Rush Policy...In by 10:00 a.m. available to pick-up P.O. after 1:00 p.m. (This is pending all approvals by Administrators and Accountants)

Checking on the Status of Your Purchase Requisition