Official Functions - Deposit Required

• The form to use for this requisition is the TTUHSC Non-Catalog Form.
  • Enter Supplier: select Vendor of choice for the supplier:
    • Click the supplier search link and enter the name of the Vendor of choice.
      • If the name of the Vendor of choice does not appear in the supplier listing, click enter manually and submit a PaymentWorks invite.
    • To choose a different fulfillment center, click select different fulfillment center.
  • The Distribution for this requisition must be customized to Manual:
    • Click the check box after Check this box to customize order distribution information.
    • Remove the check mark from the fax check box.
    • Place a check mark in the email check box and enter a valid email address.
    • A check mark remains in the check box for Manual distribution.
  • Purchase Category: select Other from the drop-down menu.
  • Quantity: quantity will default to 1.
  • Packaging (UOM): enter a 1 in the text box. Change UOM to LO-Lot.
  • Unit Price: enter the total amount in the text box.
  • Deposit needs to be line 1.
    • Need to enter the deposit amount.
    • Description needs to include Deposit for (description).
      • (e.g., Deposit for reservation of venue)
    • Line 1 will be marked Advanced Pay (during check out process).
  • Optional: Remaining balance needs to be line 2.
    • Need to enter the remaining balance.
    • Date remaining balance is due.
• Shipping Information: click the radio button next to Shipping is Prepaid and Will Be Added to Invoice.
• For continuity, enter the previous purchase order, if known.
• Select the appropriate radio button next to the Independent Contractor Questionnaire.
  • In most cases it will be ‘No.’
  • In the event ‘Yes’ is selected, an Independent Contractor Questionnaire will be required.
• Select the appropriate radio button for TTUHSC logos or graphics that will be used.
  • In most cases it will be ‘No.’
• Available Actions: (top right of form) from the drop-down menu select:
  • Add to Cart and Return - this will allow for additional lines to be added.
  -or-
  
  • Add and Go to Cart
• Shopping Cart - Draft Requisition will display on the active cart page. Click Proceed to Checkout.
• Draft Requisition page will display:
  • General Information Section
    • Make sure Ship To is correct.
      • For Lubbock, include the Mail Stop number.
    • Accounting Date is today's date.
  • Line and Header FOAP Summary - a single FOAP will be entered.
    • Ensure the correct Account Code is entered:
      • 729900 - Purchased Contracted Services
      • 7L0401 - Entertainment
      • 7L0402 - Business Meeting
      • 7L0403 - Official Function
      • 7L0404 - Holiday Event
      • 7L0405 - Retirement
      • 7L0406 - Conference
  • Internal Notes and Attachments
    • Click the Edit button. In the Internal Note text box, enter specific information.
    • Click the add attachment link located under Internal Notes and Attachments, attach:
      • A vendor quote issued no more than 30 days before the issue date of the requisition.
      • A completed Pre-Approval Form for Official Functions.
      • A completed Authorization to Serve Alcohol Form.
      • Written confirmation from the department that they understand and accept responsibility for advance payment. Purchasing will have no recourse to recover funds once the PO is issued and payment made.
  • For line 1, the deposit, in Supplier/Line-Item Details: click Edit (in the Line Item Details next to Ext. Price). In the Edit Line screen, click the Advanced Pay check box. Click Save.
  • Click the Submit Req button at the top right of the page.
• Additional information
  • Independent Contractor Questionnaires take time to review. It is best to submit it as soon as it is known services will be provided.
    • Make sure both the vendor and Fund/Financial Manager have signed documentation.
  • A completed Authorization to Serve Alcohol is required when alcohol is available at all TTUHSC events. This includes venues in which alcohol may be available to be purchased.
    • Includes, but is not limited to Main Event, Dave & Busters, sporting venues, movie theaters, and other similar establishments.
  • Payment will be completed in full once the event has been completed and invoices have been received.
    • If the vendor requires advanced payment:
      • Provide written confirmation from the vendor.
      • Mark the requisition as advanced pay.
      • Provide written confirmation from the department that they acknowledge and accept responsibility for the advanced pay. Purchasing will have no recourse to recover funds once the purchase order is issued and payment is made.