Why do I need a PO?

A PO is your authorization to spend school or district money. It sets the money aside for your purchase, and provides a record of how school and district funds are spent.

When do I need a PO?

Any time you plan to use any amount of school or district money to cover any purchase, you need a Purchase Order (PO). As soon as you know about a purchase to be made, a Purchase Request (PR) should be entered into SunGard and submitted for approval.

How do I get a PO?

The first step to getting a PO is to create a Purchase Request (PR). Once your PR is entered and approved, it becomes a PO. There are step-by-step instructions in the SunGard User Manual, but if you aren’t sure what to do, ask questions. Instead of trying to guess or muddle your way through the process, contact the person who approves your spending, or contact Sandy (CCSU & U46/CTE) or Anita (EJ Schools, Parks and Rec., & Westford School) for guidance.

Can I make a purchase with my own money and be reimbursed instead of waiting for a PO?

It is best to get a PO before making a purchase to ensure that there is money available and to verify that the purchase is an allowable expense.

What if I already made a purchase without a PO? How and when can I get reimbursed?

There is no guarantee that you will be reimbursed for purchases made without a PO. In general, you will need to submit a request for reimbursement, including original receipts (it is recommended that you keep a copy for your records) and a justification of the expenses; however, the specific requirements and process for reimbursement can vary, so check with the person who approves your spending to find out exactly what you need to do. After you submit your request, it can take up to 4 weeks for your request to be processed, approved, and paid.

What if I won’t know the exact amount of my purchase until after I pay for it? Don’t I need the exact amount for the PO?

The PO does not need to be exact. Try to be as accurate as possible by getting current pricing, including shipping charges, etc., but don’t worry about being exact.

How do I use a PO to make a purchase?

Paying with a purchase order is not the same as paying with cash, credit, or check. Very few vendors allow PO purchases to be made online, but it is usually easy to call or fax your order. Typically, vendors require a PO number, and they may require a copy of the PO, before they process your order.
The PO does not mean the vendor will be paid automatically. After shipping your order, the vendor will send an invoice. You need to receive your order in SunGard and submit the invoice for payment.

How do I submit the invoice to be paid?

Remember to receive your order in SunGard before submitting it for payment, (directions on receiving an order can be found in the SunGard User Manual). Once your order has been received in SunGard, attach the original invoice (please note that a packing slip is not the same as an invoice) to the PO (it is recommended that you keep a copy for your records as well) and submit it for payment. Where and to whom you submit the invoice and PO can vary, so check with the person who approves your spending.

Last updated: Aug 27, 2009 at 4:11 pm