- Little Elm ISD
- Purchase Order Procedures
Policies & Procedures
- Accounting & Payroll Presentation
- Activity Funds
- Audit
- Bid/Proposal/Quote Guidelines
- Budget Amendments
- Budget Revisions
- Cash Collection, Handling & Deposit Procedures
- Check Processing
- Competitive Bids
- Competitive Procurement Options
- Competitive Sealed Proposals/Request for Proposals
- Conflict of Interest Questionnaire
- Contracts
- Credit Card
- Design/Build Contract
- Donations & Gifts
- Expenditures Related to Local Revenue
- Fiscal Year
- Fixed Assets & Inventory
- Flowers
- Forms
- Hobby Lobby Purchases
- Home Depot Purchases
- Invoices
- Kroger Purchases
- Little Elm ISD Master Vendor List
- Lowe's Purchases
- Online Purchases
- Open Purchase Orders
- Parent Organizations & Booster Clubs
- Petty Cash Account
- Price Quotes
- Print Purchase Orders
- Purchase of Food & Non-Food Items
- Purchase Order Procedures
- Purchase Orders
- Purchasing Authority
- Purchasing Design
- Purchasing Ethics
- Purchasing Laws
- Purchasing Overview
- Purchasing Policy
- Purchasing Process
- Reprint Purchase Orders
- Returned Checks
- Sale of Personal Property - Surplus
- Sam's Club Purchases
- Sole Source
- Subscriptions
- Texas Sales and Use Tax Exemption Certificate
- Travel
- Travel Expenses
- UPS (United Parcel Service)
- Vendor Award Criteria
- Vendor Performance Evaluation
- Vendors
- W-9
- Walmart Purchases
- Yearbook
Purchase Order Procedures
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State law requires all school districts to process an authorized purchase order (PO) prior to placing an order committing district managed funds. A purchase order is not authorized until it is approved by the Assistant Superintendent, Finance and Operations and/or Superintendent.
Please talk to the campus secretary and principal before making any purchases. The District will NOT be responsible for any orders placed before a PO has been approved. If you purchase supplies before obtaining a LE ISD purchase order, you will NOT be reimbursed nor will the District assume responsibility for the unauthorized purchase.
Business Services processes purchase orders in a timely manner. PO’s will be printed for signatures once a day.
The purchasing process includes many steps:
- The campus secretary completes a Purchase Order Form (PO) with approved vendor information, desired quantity and prices.
- The campus principal or department director reviews, assigns an expenditure account code number(s) and approves through TxEIS the PO(s) before submitting them to the Business Services.
- After the Assistant Superintendent, Finance and Operations or Superintendent approves the PO, a signed copy of the purchase order which will be assigned a number on it is returned to the campus &/or department.
- The campus or department makes a copy of the purchase order for their files and sends a copy of the purchase order to the vendor.
- In most cases, the vendor will ship the items to the campus.
- A campus employee will inspect the shipment for damage and accuracy.
- Is any of the merchandise damaged? If so, report this to the company/vendor immediately.
- Are all the items on the packing slip in the package? If not, report this to the company/vendor immediately.
- Does the packing slip or merchandise match the purchase order? If not, contact the company/vendor immediately.
- If &/or when the shipment is complete; fill in the Invoice# and the amount needing to be paid on the lines provided.
- Sign the “Received by” line with your name and the date you received the merchandise and forward the PO along with the Invoice to Business Services.
- Business Services will pay the vendor after obtaining the PO stamped “received” and an accurate vendor invoice.
*An original invoice is usually shipped from the company/vendor directly to Business Services at the same time the merchandise is shipped. If any invoices are received at the campus &/or department, they should be forwarded to Business Services immediately. They are used to pay the bill once we have received the PO with a signature on the “Received by” line.