Standing Orders for Fiscal Year 2015

It is time again to begin processing standing order requests for next fiscal year, FY15.  Departments are encouraged to use their procurement cards instead of requesting standing orders whenever possible.  We will continue to process standing orders for purchases that cannot be made on the procurement card, but we will require a justification. 

If you have standing orders that will need to be renewed for next year, complete a new requisition for each standing order.  Requisitions for standing orders that require bids are due no later than May 9th, 2014.   Requisitions for standing orders not requiring bids are due no later than June 13th, 2014. When entering your standing orders, please follow the special instructions below.  Once you have completed entering all requisitions, please forward a list of requisition numbers with an   explanation why the purchases cannot be processed on a procurement card to procurement@usm.edu.  If any of your standing orders have contracts or quotes, please send the updated contracts and quotes with a requisition attachment form to Box 5003.  Please note only a limited number of people on campus have the authority to sign contracts.  If you have a contract that needs signature, please forward it to Procurement and Contract Services for review.

If there have not been at least 10 payments made against a standing order, please do not enter a requisition for a new standing order.  Standing orders should be used for purchases that cannot be processed on the procurement card and are made at least on a monthly basis.  Standing orders will still be required for Fuelman.  Standing order requests to Fuelman will be processed with no explanation needed.

Maintenance agreements and rental contracts are different than standing orders and will be addressed in a separate communication.

 

Here are some basic steps to copy a requisition for a new standing order requisition:

  1. Purchasing
  2. Requisitions
  3.  Add/Update
  4.   Add a New Value-Click Add
  5.  Copy From
  6.  Requ ID (enter requ#, with zeros before the number and search)
  7.   OK
  8.  Yes
  9.  Change ID Requester
  10.  Refresh (If you entered last year’s requisitions, this step won’t be necessary)
  11.  Yes
  12.  Accounting Date 7/1/14
  13.  Requisition Defaults
  14.  Due Date-06/30/2015
  15.  OK
  16.  OK (Due Date out of range)
  17.  View All
  18.  Mark All
  19.  OK
  20.  Edit Comments
  21.  Use Standard CAN Comment for Standing Orders
  22.  Add-Replaces PO#***Please update your records (check all three boxes)
  23.  OK
  24.  Details
  25.  Transaction Items Description-Change FY Dates to 201*-201*
  26.  OK
  27.  Status (Check)
  28.  Save