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Purchase Order

Changes just around the corner for Payment Authorization Form (PAF)

IT Purchaser, Gina Morrison has been working with Procurement and IT to create a new process allowing the departments to create IT-related purchases requisitions. Departments would still submit a work order for the request; a quote will be generated and uploaded to the work order. However, the payment authorization form (PAF) is being replaced with an IT Approval to Purchase (ATP) form. This form will be created, digitally signed then uploaded to the work order allowing the department to create a requisition using the approved ATP and quote as backup to the requisition. Currently we are working with Roz Kieschnick in the Controller’s Office to generate a set of new account codes (codes will be provided on the ATP form) that will alert the approval process that this is an IT purchase and the requisition will directly route to the IT purchaser.

With this new process the departments will see many benefits including seeing the money encumbered when requisition is processed instead of waiting until the purchase order is processed and faster turnaround on items requested. This process will eliminate the non-sufficient fund (NSF) budget pool holds, and will expedite orders. After the purchase order is placed the work order will be updated with reference numbers and estimated ship dates (please do not confuse this date with the expedited delivery to your area this is the date expected to arrive to IT warehouse for internal processing).  IT will also continue to process the pay approvals. It is important to check your work order for current updates.

We are anticipating campus roll out within 4-6 weeks. Should you have any questions or would like to start participating with your next IT-related purchase please feel free to contact Gina Morrison at rrm015@shsu.edu or x4-2620.

 


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