Requisitions for Open Purchase Orders

For open PO’s to our local vendors, please type in the time frame in the description area of the requisition (i.e. January Open PO).  Please note all open purchase orders will encumber the campus/department budgeted funds until paid and the balance has been fully liquidated. Also note that unsubmitted requisitions will still encumber funds.  Please remember to submit the requisitions that need to be submitted and delete the ones that are not needed.

IMPORTANT: Please be sure to use the correct budget code before submitting requisitions.  If unsure, contact anyone in the Finance Dept for assistance.  This will save alot time having to submit budget transfer requests or amendments and will keep an accurate account of all budgets, moreso, when it comes time to plan the budget for the next school year. 

Shipping/Freight

When entering requisitions please add an estimate of the shipping/freight charges. All orders must be shipped to Central Supply unless pre-arranged with the Purchasing Director for a campus or department shipment. Campus and departments are not allowed to have direct shipments and no personal home deliveries are allowed.  

New Vendors

If you are requesting a new vendor, please visit the purchasing page. Vendors must be pre-approved and a vendor packet must be completed entirely.

Purchase Orders

Requisitions are approved daily by the CFO and/or designee. Once approved purchase orders for supplies are emailed to the Central Warehouse to be processed.

Invoices

Purchases and/or services should not be placed before a PO has been generated. Receiving purchases and services before the PO is approved is representative of failure to follow district policy.

Responsibility for Debts (CH Local)

The Board shall assume responsibility for debts incurred in the name of the District so long as those debts are for purchases made in accordance with the adopted budget, state law, Board policy, and the District’s purchasing procedures. [See CE] The Board shall not be responsible for debts incurred by persons or organizations not directly under Board control. Persons making unauthorized purchases shall assume full responsibility for all such debts.

Invoices for supplies and services must be submited by the vendor to finance@beevilleisd.net. If you are placing an order for your campus/dept, please be sure to let the vendor know where to send the invoice. In the event that invoices for registrations are sent to the requestor, please be sure to forward the invoice to finance@beevilleisd.net.  This usually happens for competitions, conferences, courses, trainings or anything for professional developement.

Finance Check Processing

The Finance Department processes checks weekly, on Thursdays, and at times when there is an emergent need for students or staff services.  Proper planning by all staff is required for seamless processes. Please contact the CFO with any special requests. 

Send an email to finance@beevilleisd.net with any special requests for check processing –

• Mail by a certain date
• Need to pick up
• Send to the campus

The deadline to submit invoices for payment (for anything other than supplies) is each Monday for a check to be processed on Thursday.  To process payments we must have the following no later than Monday on or before 5pm:

1. Invoice
   1. Not a quote, the invoice must have an invoice number, invoice date, detailed line item(s), dates of services provided (if applicable), PO number (as much as possible), remittance name and address, and amount due.  NO TAXES!
2. Approved Purchase Order 
   1. Not pending to be approved.
3. Approval to Process Payment
   1. Invoice can be signed with the “approval to pay” or “okay to pay” and approval signature (or stamp) or the authorization to pay can be sent via email.

Returns/Replacements

Any returns or replacements need to go through Central Supply. No exceptions.