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Tempe Union High School District

Excellence in Teaching and Learning

Purchasing FAQs

  • Who mails the purchase order to the vendor?

    Unless you have specified otherwise on the requisition comments screen (See the “Adding Comments” section, pg.15 of the Online Requisition Manual), once the purchase order is created, it will be mailed directly to the vendor by the Purchasing Department.
     
     
    How do I get the Purchase Order faxed to the vendor?

    The Purchasing Department cannot fax purchase orders to vendors because of the volume of purchase orders created every day. If you want to fax the purchase order yourself:

    • Mark the requisition to have the purchase order returned to you. (See the “Adding Comments” section, pg.15 of the Online Requisition Manual.)
    • 
Once the white copy of the purchase order is returned to you, fax it to the vendor. 

    What if I cannot find the vendor number in the system?

    See the “Vendor Information” in the “Entering Information in the Top Portion of the Form” section, pg.10 of the Online Requisition Manual If you tried those steps and the system cannot find the number, follow the instruction in the “If the System Could Not Find the Vendor” section, pg.10 of the Online Requisition Manual.
     

    What if the purchase order was created to the wrong vendor?

    Once the purchase order has been created, the vendor cannot be changed. A change order must be done to close the purchase order (see the “Filling Out a Purchase Order Change Notice Form” section, pg.25 of the Online Requisition Manual.) Create a new requisition with the correct vendor information.
     

    What if the price has changed since the Purchase Order was created?

    • If the price has decreased, no problem. (See the “Closing Purchase Order” section, pg.22 of the Online Requisition Manual.)
    • 
If the price has increased, issue a change order to add money.

    What if a vendor cannot fill an order?

    A purchase order Change Notice form must be filled out to cancel the purchase order or to decrease the original amount by the amount of the item(s) the vendor cannot provide. (See the “Filling Out a Purchase Order Change Notice Form” section, pg.25 of the Online Requisition Manual.)
     

    What if I exceed the amount of my open purchase order?

    A purchase order Change Notice form must be filled out to increase the original amount before additional purchases are made. (See the “Filling Out a Purchase Order Change Notice Form” section, pg.25 of the Online Requisition Manual.)
     

    Are we tax exempt?

    Only library purchases are tax exempt.
     

    What if the Yuma System will not let me enter an account number that I know is valid?

    See the Account Code Information in the “Entering Information in the Bottom Portion of the Form” section. Follow the instructions in the “If the computer gives you a message Invalid account code” section, pg.14 of the Online Requisition Manual.
     

    What if I do not know the account code?

    See the Account Code Information in the “Entering Information in the Bottom Portion of the Form” section. Follow the instructions in the “If you are unsure of the account code to use” section, pg.14 of the Online Requisition Manual.
     

    The total price somehow ended up with two account codes – one valid and one blank. What happened and how do I fix it?

    This happens when the quantity and/or price of an item changed and the previous computed total price was not blanked out. Fix this by changing the item (See the “Changing Information on the Requisition” section, pg.16 of the Online Requisition Manual) and spacing out the total price field next to the account code information.
     

    How can I tell if a purchase order is closed?

    Check the balance on the purchase order. (See the “Checking the Purchase Order Balance” section, pg.24 of the Online Requisition Manual.) If the balance (in the Encumbered Amount field) is zero, the purchase order has been closed.
     

    How can I tell the date that a purchase order was created?
    When you check on your requisition and see that a purchase order has been created (i.e.-there is a number in the purchase order number field in the top right), note that number and you can then run a report to see when the purchase order was created. 
Get to the Generate Reports screen. (See the “Getting to the Generate Reports Screen” section, pg.28 of the Online Requisition Manual.)

    1. Type R (RUN), the number assigned to the APOCRT report, and press the Enter key. 

    2. Type G (GET) and press the Enter key. 

    3. Type the purchase order number in the purchase order number field and press the Enter key. The date listed in the left hand column is the date the purchase order was created. 

    4. To check on another purchase order, repeat the previous three steps. 

    5. To return to the Generate Reports Screen, Type E (END) and press the Enter key.
    6. 
To exit the Generate Reports Screen, Type E (END) and press the Enter key.

    What do I do if I have forgotten my password?

    Email Information Systems & Technology Department Support at dosupport@tempeunion.org. Once it is reset (usually to “tempeunion”), change your password the next time your sign on.
     

    How often does the password change in the Yuma System?

    Approximately every 90 days, the Yuma System automatically requests that you change your password.
     

    How do I clear the contents of the current field?

    Press the Ctrl (Control) and the J keys at the same time.
     

    What if I get a fatal “1032” error?

    Do NOT close the window. Notify the purchasing department. They will contact the Yuma support person for assistance.
     

    The Yuma screen is all scrunched up to the left. How do I fix it?
    On the pull down menu at the top of your screen, press “SetUp” and select “Display.” The Display Setup screen will appear.
Click on the “Screen” tab. At the top left in the “Dimensions” box, click on the 80 Columns option. Click to “OK” button at the bottom of the Display Setup screen.

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