Purchasing Flashcard 3/26/25

Front

When is it acceptable for your QUOTE and the SylogistED requistion totals to NOT match? If the quote is expired. If Sylogist assessed tax is NOT included on quote. If requistion is paid with two different budget codes. If the purchase deadline is that day.

Back

If Sylogist assessed tax is NOT included on quote.

Answer explanation

All keyed requistions have to match uploaded quotes. Keep in mind Sylogist can be more than the quote attached. MAKE IT MATCH!!!

Front

The [e-mail] distribution list includes:
Tanita Nicholson
Amy Morris
Rubhean Barfield

Back

The distribution list includes Tanita Nicholson, Amy Morris, and Rubhean Barfield.

Answer explanation

If a district email includes certain people you do not have to include or copy that person again. Who is in the groups?

Front

What are the different HubContractTypes? Supplies, Contract, Software, Commodity, Term Contract, Service, Food?

Back

Commodity, Term Contract, Service

Answer explanation

HubContractTypes are located under extra fields within the keyed requistion. Remember to save your selection before move on.

Front

It is procedure to attach the _______ _______ to the requisiton for Amazon purchases.

Back

Order Summary

Answer explanation

Snips are not acceptable when attaching documents to Amazon requisitons. This is NOT accepted because the price may change upon submission.

Front

What section of the Version 2 contract should be completed by the vendor? Options: Provider Section, Page 1, Exhibit B, Provider Section, Exhibit B, Exhibit C, Provider Section, Exhibit B, Provider Section, Page 1

Back

Provider Section
Exhibit B

Answer explanation

Be sure that Exhibit B (SOR), the provider section is completed. Exhibit A is for DPS to describe the services. All sections should be completed before uploading to requisiton for CFO approval.

Front

Once requisition is encumbered, how should PO be distributed to the vendor? Options: Email, Faxed, Mailed, Hand Delivered, Emailed, Faxed, Mailed, Faxed, Emailed, Mailed

Back

Faxed, Emailed, Mailed

Answer explanation

POs can be emailed via Sylogist if a email address is attached to the vendor file. This can be found in the AP app. If there is not an email there, you will be responsible for making sure the vendor receives the PO via email, fax, or mail. This is necessary for you PO to be processed.

Front

What are unallowable expenses with budgeted funds?

Back

Copy Paper, Ink Cartridges/Toner

Answer explanation

Paper should be ordered from the warehouse. We have a contract with Toshiba and all printers and ink should be supplied through that vendor (exluding specialty printers).

Front

How many days does Purchasing have to encumber requisitions?

Back

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Answer explanation

See the Fiscal Operations Calendar for details and deadlines.

Front

What is the process for completing a PO change order?

Back

Complete a new requisiton: refernce the orginal PO #, documents (if necessay), and use the total amount of the increase without tax.

Answer explanation

Be sure to include all inforamtion needed so purchasing to complete the merge.

Front

In which instance can you submit an email to request a change order? Options: $20 or less, $5 or less, Budge Code Change, $5 or less, Budge Code Change

Back

$20 or less, $5 or less, Budge Code Change

Answer explanation

An email can be sent to make small changes to an existing PO. $5 or less and budge code revisions.