1025 Purchase Requisition and Purchase Order

PURPOSE:
To define the buying situations that will require a Purchase Requisition and Purchase Order and
the process for each.

ELECTED OFFICIALS/DEPARTMENTS AFFECTED: Al

POLICY:
The Adams County Board of County Commissioners (BOCC) requires a Purchase Requisition and
Purchase Order for the purchase of all goods and services that cannot or should not be
purchased with the use a Procurement Card, see Policy #1045. The Purchase Order is a legal
and binding contract between the vendor and Adams County for the purchase and prompt
payment for goods or services.

EXCEPTIONS:
Purchasing Division approval is required on any use of voucher payments. Please contact the
Purchasing Division with any questions regarding exceptions to this Policy.

PROCEDURE:
For those buying situations less than $2,500 where a Procurement Card (P-Card) is not accepted
and for all purchases greater than $2,500 not covered by an approved exception; a Purchase
Order must be issued. To obtain a Purchase Order, the Elected Official or Department Director
must first prepare a Purchase Requisition to describe and authorize the purchase of items
and/or services requiring the use of a Purchase Order. The Purchase Requisition also certifies to
the Purchasing Division and/or the Sheriff’s Office that the requested funds are available. The
following steps are typical in the Purchase Order request process:

The End user must complete the Purchase Requisition in JDEdwards, ..\JDE
Rollout\SSReq_Requestor User Manual.doc.
2. Purchasing or the Sheriff’s Office will convert the Purchase Requisition to a Purchase Order
through JDEdwards, see ..\JDE Rollout\SSReq_Buyer Manual.doc. Standard purchasing steps
to be taken by the Elected Official or Department Director and/or Purchasing Division for
purchases within their approval level (see Policy #1010) include, but may not be limited to:
1025 – Purchase Requisition and Purchase Order Page 2 of 2
2.1. Purchasing Division, when requested or when required, will review the request to
determine if there are any existing Federal, State, and/or Cooperative Agreements in
place regarding the item or service that could be used. If such Agreements are in place
the Elected Official or Department Director shall be contacted to discuss the use of the
Agreement.
2.2. Purchasing Division will contact the Elected Official or Department Director to clarify
any missing information, when necessary.
2.3. The Elected Official or Department Director will obtain competitive bids or request
Purchasing Division to do so for purchases within their approval level. Purchasing
Division will initiate the Formal RFP/IFB process for purchases in excess of their
approval level, see Policy #1010 of the Elected Official or Department Director, see also
Policy #1060 and Policy #1070.
2.4. The Elected Official or Department Director and/or Purchasing Division will contact the
vendor for additional information, when necessary.
2.5. Purchasing Division or the Sheriff’s Office will issue a Purchase Order and place the
order with the vendor.
2.6. The Purchasing Division staff will forward a copy of the Purchase Order to the end user.
2.7. In all cases, incoming shipments shall be F.O.B destination. The acceptance of vendor
terms other than F.O.B. destination requires the prior approval of the Purchasing
Division