From:	C.D. Crepps
To:	Department Contacts
Cc:	Finance Office
Subject:	various notes on requisitions
Sent:	FRI,SEP21@9:31AM

GREETINGS,

Hope you all enjoy the weekend !!

This reminder message is specifically for staff that may assist in the department’s purchasing processes. Please forward to other appropriate staff that may need to receive this message, such as those that EITHER (1) place orders for goods or services, (2) enter requisitions, OR (3) consult with others who do perform either of the first two tasks, AND may not have received this message directly from me.

I will be periodically broadcasting information to all of you via email, yet please do not hesitate to contact me by phone or email if you should have any questions or concerns for me about what is communicated. While I am sensitive to the fact that this email message is lengthy, please understand that the topic is not simple. I’ve used headings to group my thoughts.

I am resending this message originally sent earlier this month. The message has been revised slightly and now includes 3 images at the bottom of this message.

A. EVENT DATES
And, with requisitions for travel and other events, we want the event dates. One reason to use event dates is that various travel expenditures are usually made at different times. For example, registration may come a month or two before the event. Then, some hotels charge a one-night stay for reservations. Then, most of the other expenditures may come after the event, with meals and travel. This use of the same event dates for all of these expenditures would help identify the expenditures for a trip more easily. Again, we've been trying to get everyone to use event dates for travel and other event-related items, where neither goods nor services (other than training) are being received.

B. INFORMATION NEEDED ON INVOICE
Please encourage your vendors to add the following items to invoices: 1) order date (as well as shipped date), 2) service start date and end date, and 3) event start date and end date. Ask them to include the purchase order number assigned by the system. Some vendors will even include your location ID and/or project ID. Then, when you create and enter the requisition into the financial system, add to the comments field any of these missing items (not including shipped date) plus add the received date for ordered goods.

Please see 3 images below this message and use as keepsakes or reminders of what information is needed to be relayed to Finance. Image #1 relates to orders for goods and materials. Image #2 relates to services or events. Image #3 relates to goods and materials, services, or events. If you have multiple people handling your invoices, we encourage you to order a stamp, stamp invoices upon receipt, then route invoices to the person who placed the order, to the person who received the order, and to the person entering the invoice as a purchase requisition into Edmunds MCSJ, as means to obtain all the necessary information that may not be on the vendor’s invoice before the purchase requisitions is started.

C. FINDING CHECK NUMBERS AND CHECK DATES
Feel free to use the system to inquire about check numbers and/or check dates. There are multiple options to use to view this information, so please find one that best suits your needs. Under the 'Finance' menu, look for 'A/P', then 'Purchase Order'. Here are some of the ways available:

1. P.O. Inquiry (look by P.O. Number, P.O. Status, P.O. Order Date, Vendor, Invoice, Status, Expenditure Account, Revenue Account, G/L Account, or keyword search)
2. P.O. Listing (look by range of P.O. Numbers, Vendor IDs, Vendor Names, or Expenditure Accounts, or try the Expenditure Account Export)
3. P.O. Status Report
4. P.O. Transaction Inquiry

Within the Edmunds MCSJ financial system, you have a wealth of information at your fingertips.

D. REQUISITION DESCRIPTIONS
Please review attached guidelines and share your comments. Also, a quicker method for deciding upon a description is to review the descriptions from previous purchase orders to the same vendor, when possible.

CONTACT ME
I am available for one on one discussion and will gladly assist you in any way necessary. We appreciate your time and cooperation with streamlining orders and payments for those orders.

Best regards,
--CD