2008-’09 School Year/Procedure to Follow for Processing/Placing Bond Library Book Orders

ALL FUNDS MUST BE ENCUMBERED BY FEBRUARY 15, 2009 AND ORDERS PLACED BY MARCH 15, 2009.

 Consider how you want to divide your money between the 3 TPS book vendors.  

*Order early in the year for better fill rates!

(Use and many or as few as you wish from these: Ingram, Permabound, or Follett. No other book vendors can be used without express permission from Ellen Duecker.)

Prepare a requisition (request for purchase order) Use whatever format your school has adopted – either an RQ1 or a form developed by your site.

• Include the vendor name and vendor  number

• Ingram, Perma-Bound and Follett  vendor numbers are listed below, along with the representative names, phone numbers and email address
• Indicate the amount of money you want to spend with the vendor
• Designate a "Do Not Exceed" amount .

Processing the requisition  ---   (Photocopy these instructions and give to RQ Clerk):

• Give the requisition to your site secretary or RQ clerk for entering on the Walker system. On screen 11, the clerk should enter only a line amount with NO quantity, unit of measure or unit price. The description line on screen 11 for online book orders should read as follows:  Books to be ordered electronically; Do Not Exceed  $_______.   
• Purchasing will e-mail your purchase order number to you after the requisition has been made into a purchase order.  A copy of the PO will also be sent to the librarian in the school mail. The PO will expire after 30 days!!

 You will receive a budget allocation letter for your site with specific allocations for books and hardware, along with specific account numbers.

 After requesting a requisition to a book vendor:

• Begin creating a cart of your order A.S.A.P.  This can be done while you are waiting to receive the PO from Purchasing Dept.  You can be developing and adding to your list over a period of time.
• Be sure to extend your list to include enough titles to go at least 35% over the "Do Not Exceed" amount designated for your PO.  Take into consideration the discount; increase the number of the books you are ordering accordingly.
• Once the encumbrance is on Walker, and you have received your copy of the purchase order, don't forget to send the order electronically.  Use the PO number to submit this order. Do not submit the order online until you have this PO number. You may only use this specific PO number for this specific order.  In order to meet the needs of the Purchasing Department, you will be required to print off a list of the titles that you will be ordering before you submit the order on-line.  This list needs to be sent to Bonnie Parker, Purchasing Dept., E.S.C.

Vendor information:        

Reminders:

After turning in an order to the proper individual in your school, it may be a week or ten days before you receive a copy of the Purchase Order.  If you don’t have a PO number in two weeks, check with your school office to be sure that the requisition was entered and approved at the school. Also ask that the status of the requisition be checked on screen 19.  If the status is “A”, the requisition is still in “approval and routing” and hasn’t made it to Purchasing yet. After you have made certain it has been through the approval and routing process, questions can be directed to Bonnie Parker in Purchasing (746-6273, parkebo@tulsaschools.org). Be sure to keep notes regarding tracking the requisition for future reference.

Compile a file folder for copies of purchase requests.  You will be responsible for keeping track of the money you have to spend and knowing if your orders have been completed.  Keep copies of lists of books ordered marked with the vendor and the purchase order number.  Invoiced amounts do not include charges for backordered books.  Monitor the receipt of backorders and deduct their cost from your purchase order amount, if received.

Payment procedure for book jobbers:

The jobber will send the invoice to the Purchasing Department.  Purchasing will send each invoice to the school librarian.  The librarian checks the invoice to verify that all books have been received.  After all books on the invoice have been received, provide two signatures on the invoice and return it to Bonnie Parker in the Purchasing Department. These signed invoices are VERY IMPORTANT!! Keep a copy of signed invoices in your files in case one is lost in transit.

 ALL FUNDS MUST BE ENCUMBERED (PLACED ON WALKER)

 BY FEBRUARY 15, 2009 AND

ORDERS ELECTRONICALLY SUBMITTED

BY MARCH 15, 2009.

Be sure to ask for help if you have any questions.  Call Linda Walkup (925-1150) or Linda Solom (925-1103).

Consider placing information for bond book orders in the table below.