COMMON PRACTICES for CREATING PURCHASE DOCUMENTS - 1801

Purchase Documents - Leveraged Procurement Agreements (LPA)

LPA user instructions must be reviewed to ensure that the proper contract/purchase document is used when executing purchases against an LPA. 

Executing Contract/Purchase Documents

A purchase is not fully executed, regardless of the type of contract/purchase document used, until all the necessary approvals and signatures have been obtained and secured either in the system or on the contract/purchase document as applicable to the purchase. 

Handwritten Changes are Discouraged

Handwritten notations and/or corrections are not acceptable methods to make changes to contract/purchase documents.  All corrections and changes must be formalized by an amendment to the contract/purchase document and properly processed in FI$Cal as applicable.

Purchase Order/Estimate Change Request (STD. 96)

The Purchase Order/Estimate Change Request (STD. 96) is used to request a change to a Purchase Estimate (STD. 66) which has been submitted to the DGS/PD or to a purchase order issued by the DGS/PD.

To request a change to a requisition submitted to DGS/PD or to a contract/PO issued by DGS/PD, use the standard FI$Cal amendment work-flow to submit the Purchase Order/Estimate Change Request in the system. 

Receiving Goods and Services

Purchase documents regardless of whether they are for products or services must be properly executed and fully approved prior to the department receiving any products and/or having any services performed by a contractor.