HomeMy WebLinkAboutSpringbrook-Purchase OrdersSpringbrook Purchase Order Procedure
Purchase Order – SOP C.Puleo Page 1
The City of Cape Canaveral
Purchase order procedures:
Step One: Determine if this is a New Vendor or Existing Vender
Existing Vendor – Proceed to Step Two
New Vendor – Follow steps below.
a. Send the City “New Vendor Form” to the Vendor to be filled out. The “New Vendor Form”
can be located in Common Document/Purchasing Forms 2014
b. Determine if this Vendor needs to submit a W9 **
c. Submit the completed “New Vendor Form” and W9 to Financial Services @ invoices email
d. Financial Services to create new vendor in City Financial Program (Springbrook)
e. Financial Services to email department with new vendor ID in Springbrook.
f. Department to proceed to “Step Two”
Step Two – Creating a Purchase Order
Log into Springbrook
a. Select the tab
b. Click on “New”
c. Create batch ex: 50101.06.2014
(dept. /person # +date+# in batch=batch month=batch year)
d. Settings : Select Fiscal Year – Save
e. Purchase Orders = Click on “New” at the top of the window
Springbrook Purchase Order Procedure
Purchase Order – SOP C.Puleo Page 2
Step Three -Purchase Order window – Creating Purchase Order
a. Vendor Information – Locate the vendor in Springbrook
Vendor Number – Hit F1. Vendor name type in three or four letters of the Vendor name hit
the plus sign. Vendor list will appear.
Locate/Identify Vendor and hit enter or double click.
The Vendor information will be inserted in the Purchase Order box.
Proceed to Home Dept. and Shipping Location
1. Home Dept. – Click on Home Dept. – Locate the department
2. Shipping Location – Click on Shipping Location – Locate Location
Springbrook Purchase Order Procedure
Purchase Order – SOP C.Puleo Page 3
Step Four: Identifying the purchase.
a. Click on or hit “New” at top of the page
Line Item Box
b. Line items Select *Standard or *Contract
L
Standard: A purchase order that will be paid one time.
Purchase order will closeout after payment
Contract: A purchase order that allows department to make draws
From balance. Purchase order to be manually closed out after completion or
request from department.
****Create contract spread sheet when PO is approved.
Springbrook Purchase Order Procedure
Purchase Order – SOP C.Puleo Page 4
Step Five - Enter information:
Date: Automatic. Fill
Account: Number to charge for product/service-Reference
General Ledger
Unit Price: Cost of product/service
Description: Define product/service-you only have so much
space to enter info. Be creative with your description.
Recheck entered information. Make corrections where needed - Escape/Exit out
Step Six - Purchase Order window: Attachments
(Click on Attachments)
***The following items need to be attached:
Quotes/Bids/Invoices/Packing Slips , emails -
anything that pertains to the purchase of the
item/service
Springbrook Purchase Order Procedure
Purchase Order – SOP C.Puleo Page 5
Attachments Maintenance Window:
1. New
2. File Name
3. Locate saved invoice
4. Click on Open
5. Invoice will show in File window
6. Description – Brief description of invoice
7. Click on save
8. Exit out
The Purchase Order screen will appear. Review your entries and attachments.
1. Click on Save
2. Exit out
Springbrook Purchase Order Procedure
Purchase Order – SOP C.Puleo Page 6
Step Six – Proof List
a. Click on Proof List
b. Click on Print
c. Select Print Preview
d. When Print Preview appears-review and print out
Step Seven – Budget Proof List
a. Click on Budget Proof List – review “ DO NOT PRINT”
b. If everything is complete click on Generate Work Flow
this will start the approve process for the purchase order.
c. You will receive an email when your PO has been approved or if corrections are needed
Step Eight - Approved PO
a. Print out the PO statement
b. Commit the PO batch
c. Attach the invoice to the PO statement
d. Reference on the PO statement “Ok to Pay” initial and date
e. Place in Finance mailbox for payment processing