PO Workflow: Changes to High Value Purchase Order Process

Jun 13th, 2018 | Posted In : General Operations

We are pleased to announce a process improvement to the way end users at the St. George Campus request Purchase Orders at or greater than $25,000.

Effective August 1, 2018, end users will be able to create an FIS Purchase Order (including Lease Orders) at or greater than $25,000 without first creating a Purchase Requisition. With this new functionality, all related documentation is attached to the Purchase Order in SAP, which is then automatically routed to Procurement Services for review and release.

What are the benefits to you?

You have one less administrative step to complete when requesting a high value Purchase Order;
You can track the status of your Purchase Order in real time;
You can store all back-up documentation directly in SAP;
You will receive an email with a PDF copy of the Purchase Order.

What will not change?

Procurement Policy requirements (e.g. minimum 2 quotes for $5,000 – $24,9999, 3 quotes for $25,000 – $99,999)
Purchase Orders with radioactive items: a Purchase Requisition will continue to be required and routed to Environmental Health and Safety for review before Purchase Order creation
Workflow for uSOURCE orders

We would like to thank the Department of Chemistry, Faculty of Dentistry, and Facilities & Services for participating in the pilot project; their contributions have been extremely valuable with this process improvement.

Information Sessions

Throughout the month of July, Procurement Services will be holding information sessions to demonstrate the new process followed by a question period.

Training

Also in July, the FAST Team will deliver hands on training sessions in the McCaul training center.

For any questions related to this project, contact Lisa Myre, Project Manager or Shauna Hipwell, Manager, Purchasing Services & Operations.