POWERSCHOOL

BUSINESS PLUS Purchase Request Training

Guide

Puyallup School District

Training

Guide

Table of

Contents

Create a Purchase Request (3-9)

Open PO's (7)

Split Account Codes by Amount & Percentage (8)

Approve Purchase Request from POUPPR Screen (10)

Approve/Reject Purchase Request from Workflow Tasks (11-12)

Copy a Purchase Request (13-16)

Guide to Requestion Codes (17)

Purchase Request Notes (18)

All About Attachments (19)

Increase & Decrease Requests (20)

Purchasing Best Practices (21)

Helpful Tips (22)

Contact Us (23)

Create a Purchase Request

Open dashboard and click on POUPPR (Purchase Requests)

CLICK ON THE +

SYMBOL TO

START A NEW PR

CLICK ON THE

SYMBOL

CLICK ON PR

SEED TO AUTO

GENERATE THE

PR NUMBER

WRITE DOWN

THE PR NUMBER

FOR REFERENCE

Purchase Request Required Fields

The Security Code will auto populate. Use the drop-down menu if you need to change it.

Date Requested will auto populate. The only time you would change this is when creating a PR for an upcoming fiscal year, during the current year (9/1/YEAR).

Add the Vendor ID and be sure to select the Vendor Addr Code. To access vendor information, click to go to the vendor data lookup screen. You can search by partial

or full Vendor ID (PE ID) or Name, then hit enter to bring up options. The vendor and address highlighted in blue will be the vendor brought back into the POUPPR screen

when you click Ok. For new vendors, use V000001, add vendor information (name/address/phone/email) in PR Notes and attach W9. Vendor will be created when

PO is processed.

The Remit To ID will auto populate when the PR is saved. Do not enter anything in this field.

Purchase Request Required Fields (continued)

Details – enter the name of the person or department for which the goods/services are being purchased in the End Use field. Reminder - USE ALL CAPS when entering information.

Requisition Codes are added. These are 2-digit codes indicating the Fiscal Year, Business Services location, and other PR information. Utilize the drop-down boxes to select the req codes. You will

normally have at least two.

Add the Ship To ID. All Ship To IDs begin with an S and will be the address where goods will be shipped, or services performed. Be sure the Ship To Addr Code is populated/selected. Click to go to the lookup screen. You can search by partial or full Ship to ID or Location (Name), then hit

enter to bring up options. The Ship To and address highlighted in blue will be the location brought back into the POUPPR screen when you click Ok

The Bill To ID will auto populate when the PR is saved. Do not enter anything in this field.

Purchase Request Required Fields (continued)

Items – item 0001 will auto populate. Add Quantity and Unit Price

For Open PO‘s, remember to reverse quantity & unit price; Unit Price is entered as $1.00, and Quantity would be the full dollar amount of the

PO.

The Extended Amt will auto populate based on the Quanity and Unit Price entered. Review this total as it indicates the amount entered is correct (and is an indicator if tax has been applied to the purchase).

Enter Units (via drop-down box) only if applicable for items being purchased such as CS (case), BX (box), EA (each). Please leave this as

Not Selected for Open PO‘s.

Add Item Description to include item(s) being purchased or service being performed. Include details such as quote number, date/location

of event, etc. Reminder - USE ALL CAPS when entering information.

Purchase Request Required Fields (continued)

Notes – this tab will lead you to PR notes (internal not printed on PO), Print Before notes (will print on PO – great for adding an e-mail address to send PO

to) or Print After (will print on PO - great for delivery instructions to vendor).

Account – Enter account/budget code under Org Key and Object Code. For Account Splits, click Add Account then click Amount to toggle between dollar

amount and percentage splits.

Tax Code – populates to 9.9%. You can use the drop-down menu if you need to change the rate or remove it (use Not Selected for Open PO’s).

Purchase Request Required Fields (continued)

When entry (through line item 0001) is complete, press enter.

Verify you receive the (green) Record Accepted message at the top

right side of the screen.

To add a second (or more) items, return to Items, which will auto

poputlate to item 0002. Repeat the process to enter addtional items.

To add an attachment to your PR, open the menu to the left of your

screen, select the paperclip and add new attachment. Type in the

document description, browse to add, then click attach.

The PR is now ready for workflow approval. On

the far-left menu screen, click to open your

Pending Tasks (workflow).

The selection at the top of your (now open)

menu (under Approvals) is set to Purchase

Document. If not, use the drop-down box to

toggle. You will see your pending PR and your

options to: Approve or Reject, then submit.

Purchase Request Approval from

POUPPR Screen

From your dashboard, go to:

Workflow Tasklist

Click on PR Approval (1)

The number next to PR Approval indicates how many purchase requests you have in your queue to approve.

Purchase Request

Approval from Workflow Tasks

Purchase Request

Approval from Workflow Tasks

(continued)

Click on the PR Number to view more info about the purchase request including details, attachments, workflow history and comments.

You can also click Link to Record which opens PR in the POUPPR screen for more detailed viewing, or you can click Select to process task to bring up the Approve or

Reject menu. Make your selection and submit.

This process best functions when a requester copies a past PO they created. Workflow notifications do not follow the requester if you copy a PO created by another user.

This process is NOT recommended for PW (Public Works) or CP (Capital Projects) purchases.

It is very important to review and update all information in your newly copied PO including requisition codes, account codes, descriptions, notes, attachments, dates and end use for accurate information.

From your POUPPR screen, search for the PR or PO number that you want to copy by entering the number in the PR or PO NUMBER box and then APPLY SEARCH.

Copy a Purchase Order

With your PR retrieved, verify it is the correct purchase order you want to copy. Select Tools (indicated with the wrench icon) from the Menu on the left. Click Copy PR.

Copy a Purchase Order

(continued)

IS THIS THE CORRECT PO?

The Copy PR window will pop up, verify the PR you want to copy is in the From PR box. In

the PR SEED BOX, use the down-down menu and select PR SEED. This will put FROM SEED in

the To PR box. Select Copy.

Copy a Purchase Order

(continued)

Your POUPPR window will refresh with the new PR created. Note in the example in the PR

Number box the PR number has changed from A054907 to A055885. Click the Edit pencil to

review the PO and make all updates. Approve the PR and it will go through the normal

workflow process.

Copy a Purchase Order

(continued)

Guide to Requisition Codes

All purchase requests must be created with at least two requisition codes:

Year (21, 22, etc.)

Accounting Location (OB, OC, OD)

Other specialty Codes:

CO – Confirming Only is used when an order has already been placed and the PO is only confirming the order.

OP – Open PO to be used for multiple purchases (such as office supplies) throughout the year.

X3 – Notes that a Contractual Services Agreement is attached.

X4 – Federal Procurement process is being followed.

IT (EdTec) SR (Science), PW (Public Works) – for purchases that will require specific department review.

D1, D2, D3, D4 – requests specific delivery or invoice dates.

V1, V2, V3 – adds cooperative contract language for approved vendors.

Use the NOTES screen to convey important information!

PR notes (notes DON’T print on the PO):

Type of attachments being sent; contract, prior approvals, order form, quotes

New or updated vendor information including name, address, phone and e-mail (remember to attach a W9 for new vendors)

Anything the Purchasing Department or PR approvers may need to know

Print Before (notes DO print on the PO):

E-mail information for sending the Purchase Order

Reference Quote No. XXXXX

Cooperative Contract name, number and expiration date

Print After (notes DO print on the PO):

Delivery instructions

All About Attachments

Contractual Services Agreements

Be sure contracts are compete including all signatures and dates.

If using a new vendor, please attach a W9.

Please be aware of new insurance requirements and attach the vendors Certificate of Insurance (COI).

Please plan ahead! Per board policy 6210, contracts in excess of $10,000 require school board approval.

For additional contract information, tips and reminders please review here.

Other types of attachments

Quotes, proposals, license agreements (can sometimes be contracts), prior approvals, order forms, W9 for new vendors, etc.

Federal Grant Funds

Federal Procurement Suspension and Debarment Form.

SAMS screenshot

Required forms, purchasing threshold guidance and additional information is available for Federal Grants, here.

Public Works (PW)

A simple definition of public work:

If you turn a building upside down; then do any type construction, alteration, repair, remodel or improvement to any of the items that didn’t fall out, that is considered public work.

You will need to complete a Form of Proposal (FOP), which is a contract.

Please contact Operations Accounting for additional details here.

Increase & Decrease

Request Process

SEND AN E-MAIL (INCLUDE BUDGET AUTHORITY) TO YOUR BUSINESS SERVICES SPECIALIST WITH FOLLOWING INFORMATION:

PURCHASE ORDER NUMBER

AMOUNT OF INCREASE/DECREASE (BEFORE TAX)

ACCOUNT CODE

REASON FOR INCREASE/DECREASE AND ANY SUPPORTING DOCUMENTATION

Purchasing

Best Practices

In compliance with state purchasing laws (RCW 28A.335.190) and with guidance from school board policies 6220 and 6220R, the following thresholds apply to the districtwide purchase of goods:

$40,000 or less – quotes are not required but purchase must be reasonable and equitably distributed among suppliers.

$40,000 - $75,000 – must obtain and document at least 3 quotes from qualified sources.

$75,000 or greater must follow a formal competitive bid process.

Purchases using Federal Grant Funds have stricter guidelines. Required forms, purchasing threshold guidance and additional information is available for Federal Grants, here.

For information on best practices for Procurement Card (P-card)

purchases, please see additional information here.

Helpful Tips Enter purchase requests in ALL CAPS.

Avoid using abbreviations; it is difficult for both purchasing and the vendor to interpret.

Include function, contract or service period dates where applicable (contracts, maintenance agreements, subscriptions, site licenses memberships).

If you receive a system generated PR rejection or hold e-mail, please read it thoroughly for the issues that need your attention.

E-mail your Business Services Specialist directly with rush information.

If you are using a cooperative contract for your purchase, please reference the number in the Detail section of the PR under Contract Number and reference the contract name, number and expiration date in the print before notes.

Puyallup School

District

If you have questions, please contact:

Area C - Business Services Specialist Pam Heath (841-8708)

Area D - Business Services Specialist Julie Beckman (841-8623)

Area B - Business Services Specialist Haley Konsmo (841-8767)

Procurement and Contracts Analyst Paige Scroger (841-8622)