Section 4: Requisitions

A. General Information

A requisition is an automated form generated by a Department in the County system that requests (authorizes) the Purchasing Department to enter into a contract with a vendor to purchase goods or services using the requestor’s budget. The requisition is for internal use and the Department cannot use it to order materials directly from a vendor.

Requisitions should fully describe to the Purchasing Department what to buy, when it is required, and where the goods are to be delivered or the services to be performed. Different types of information are required depending on the type of good or service requested. Exhibit 3 identifies the steps to submitting a requisition and processing it into an order.


Exhibit 3: Steps to Process a Requisition

Step Responsibility Source/Output

Gather necessary information to input requisition (source of supply)

Department

See Exhibits 3-6 for required information based on type of requisition

Enter requisition into County system with complete and accurate information

Department

Exhibits 3-6 (information)

Complete department approval and electronically forward to Auditor

Department

 

Verify accounting information and sufficient funding and forward electronically to Purchasing

Auditor’s Office

 

Verify that information is complete and correct on requisition.

Purchasing

 

Contact Department if information is incomplete or incorrect

Purchasing

 

Modify requisition to reflect complete and accurate information

Purchasing

 

Process requisition according to type and dollar value and generate Purchase Order

Purchasing

Completed Purchase Order

Send Purchase Order to vendor including standard terms and conditions

Purchasing

 

File/distribute Purchase Order copies

Purchasing

 

There are three basic types of requisitions for processing: routine, priority and emergency. Within routine and priority, there are additional types in the County system based on the estimated amount of the requisition.

Routine requisitions. These requisitions are for normal items and are processed using normal procedures. Purchase orders, contracts, blanket delivery and blanket purchase orders are routine types of purchases. Routine requisitions are normally processed within five business days. Processing may occasionally be extended in order to obtain best value.

Priority requisitions. These are requisitions for items needed sooner than the routine processing time. These are also known as “expedited” purchases. There are two types of priority purchases: 1) those that are walk-through, for items needed within 10 days to avoid a work interruption; and 2) work stoppage, for items needed immediately to avoid a work interruption because of unanticipated events. These do not qualify as emergency purchases. Failure to anticipate recurring needs in a timely manner does not meet priority or emergency criteria.

Emergency requisitions. These are for emergency purchases that meet the definitions outlined in the statute. Section 5(E) of this Manual provides detailed procedures on this type of requisition.

Requisition Timeline. Routine requisitions will be processed within five (5) business days. Priority and Emergency Requisitions will be processed immediately in order to receive item(s) and/or service(s) in a timely manner. Processing time may be extended due to requisition complexity, or researching the requested item(s) and/or service(s).


B. Routine (Contract Items)

This is a requisition submitted to order contract goods or services from an existing Bexar County contract. The requisition will become a contract Delivery Order. Before entering a requisition, the Department must research and identify certain information that must be included in the requisition. Please contact the Purchasing Department for information regarding contract item description, pricing, and availability. This information is critical to ensure that the correct item is ordered. Exhibit 4 provides a checklist for the Department to follow to ensure that correct and complete information is obtained and entered in a requisition. The bolded items are data elements that are required for a complete and accurate requisition.

Exhibit 4: Contract Requisition Checklist

Checklist Item

Source

Check to ensure that contract is valid and not expired.

Contract Document – first page – expiration date and any contract modifications

Identify accounting line item(s) to be used and check to see that sufficient funds exist

AFS system - budget line items

Find the item(s) needed and obtain the following information from contract document:

Contract number (e.g. BC 2003-131)

Item number (e.g. 111)

Item Unit of measure (e.g. EA)

Item unit price

Item description (first 5 words – e.g. Roll Towel Dispenser for non-perforated towels)

Contract Document

Summary Page

Contract document item page

Contract document item page

Contract document item page

Contract document item page

Find the vendor number associated with the contract vendor name

Contract Document (name) and AFS system (number)

Find the commodity code number for each item on the requisition

AFS system

Identify if date required falls within required delivery dates of contract

Contract terms and conditions

Identify if shipping is included in price or is a separate item

Contract terms and conditions

Identify department point of contact to whom the item will be delivered

Department employee name and telephone number

Identify the ship to location

AFS system SHIP table

Identify any specific delivery instructions (location, time of day etc.)

 

Identify any special options that are available, but not part of the contract item description (e.g. color, fabric, etc.)

 
Once these items have been identified, the Department will enter the requisition and process it according to the steps identified in Exhibit 3 of the Manual.


C. Non-Contract Items (“Open Market”)

This is a requisition submitted to order goods or services where there is not an existing Bexar County contract. The requisition will become a Purchase Order contract specifying the exact terms and conditions. Before entering a requisition, the Department must research and identify certain information that must be included in the requisition. This information is critical to ensure that the correct item is ordered. Departments are encouraged to follow the procedures in Section 5 of this Manual for vendor information.

Exhibit 5 provides a checklist for the Department to follow to ensure that correct and complete information is obtained and entered in a requisition. The bolded items are data elements that are required for a complete and accurate requisition.

Exhibit 5: Open Market Requisition Checklist

Checklist Item

Source

Identify accounting line item(s) to be used and check to see that sufficient funds exist

AFS system - budget line items

Find the item(s) needed and obtain the following information:

Manufacturer Name (e.g. Dell)

Model Number (e.g. Pentium series II, model Number 135867)

Unit of measure (e.g. EA)

Unit price, quantity and total price

Item description (complete description with as much detail as possible)

Vendor catalog, Internet research, etc. Helpful hint: copy the model description information from the source and either type it in the requisition or forward via interoffice mail or e-mail to purchasing. Also, identify where you got the information (e.g. Vendor Catalog p.22 or online)

Example of complete item description for a file cabinet: File Cabinet, Vertical, 2 Drawer, Letter Size, Dimensions 27 3/4"H x 17 11/16"W x 25"D,

Color: Parchment

Shipping Weight: 320 Lb.

MFG: FireKing P/N FK25

Follow procedures in Section 5 for vendor information.

Section 5 - Negotiated or Non-bid Purchases

Identify the vendor name and see if there is an associated vendor number in AFS system.

If vendor is not in AFS system, get the following:

Vendor name

Vendor address

Vendor telephone number

Vendor POC (who you talked with)

AFS system (number)

Find the commodity code number for each item on the requisition

AFS system

Identify date required

 

Identify if shipping is included in price or is a separate item


Identify department point of contact to whom the item will be delivered

Department employee name and telephone number

Identify the ship to location

AFS system SHIP table

Identify any specific delivery instructions (location, time of day etc.)


 

Identify any special options that are available, but not part of the item description (e.g. color, fabric, etc.)

 
Once these items have been identified, the Department will enter the requisition and process it according to the steps identified in Exhibit 3 of the Manual.


D. Blanket Delivery Order (BDO)

This is a requisition submitted to order contract goods or services where there is an existing Bexar County contract. However, there are no specific items identified on the requisition. This is similar to setting up a charge account with established controls and an established ceiling. The requisition will become a Purchase Order based on the terms and conditions of the existing contract. Once the BDO is established, orders for specific goods or services are placed with the vendor against the BDO contract until the ceiling is reached.

Before entering a requisition, the Department must research and identify certain information that must be included in the requisition. Exhibit 6 provides a checklist for the Department to follow to ensure that correct and complete information is obtained and entered in a requisition. The bolded items are data elements that are required for a complete and accurate requisition. Follow procedures in Section V for vendor information.

Exhibit 6: Blanket Delivery Order Requisition Checklist

Checklist Item

Source

Check to ensure that contract is valid and not expired and identify the beginning and end dates that the BDO will cover based on contract expiration date

Contract Document – first page – expiration date

Find the Contract number (e.g. BC 2011-131)

Contract Document

Identify accounting line item(s) to be used and check to see that sufficient funds exist

AFS system - budget line items

Identify the vendor number in County finance system. Follow procedures in Section 5 for vendor information.

AFS system (number)

Identify the basic description of what is being procured from the Contract Title (e.g. plumbing supplies)

Contract Document – first page

Use the commodity code number set up for BDOs

Commodity Code = 9999902

Use the unit of measure specified for BDOs

Unit of Measure = MO for month

Identify the quantity (number of months) that BDO will be in place

Quantity will be 1-12 depending on the start and end dates desired for the BDO

Identify the desired unit cost and total cost based on the estimated contract ceiling desired

Department

Identify department point of contact to whom the item will be delivered

Department employee name and telephone number

Identify the ship to location

AFS system SHIP table

Identify any specific delivery instructions (location, time of day etc.)

Department

Identify the individual(s) who are authorized by the department to place orders against the BDO. Information that is required includes: Employee name, title, telephone number, and driver’s license number

This is to be specified in writing to Purchasing when it is determined (before the BDO requisition is entered) and must be entered in the BDO requisition

Once these items have been identified, the Department will enter the requisition and process it according to the steps identified in Exhibit 3 of the Manual.


E. Manual Requisitions Paid Through the Auditor’s Office

In most instances, purchases should be made using an on-line requisition, however, there are specific types of purchases where the use of an on-line requisition is not efficient or effective.

Request for Payment Form 100. Effective January 2004, the Auditor has replaced the manual requisition form with a Request for Payment Form.

The Request for Payment Form with supporting documentation should be forwarded to the Auditor’s Office in order to pay the following types of claims:

  • Postage
  • Shipping
  • Tort Claims
  • Professional Membership Fees
  • Child Care Expenses Provided Through Grants
  • Diesel Fuel and Quarterly Taxes
  • Employee Reimbursements (e.g. cellular phone bills, employee recognition events, County sponsored meetings, etc.)
  • Refunds (lost books, park facilities, license fees and taxes)

Claim that do not require a Request for Payment Form or an on-line requisition to initiate payment include:

  • Travel Advance / Travel Advance Payment Request Form (1201) and supporting documentation is acceptable to obtain a Travel Advance or to request the Auditor’s Office pay in advance conference registration fees, etc. (See “Travel Policies, Guidelines, and Procedures” T-1 on the County Intranet). The Auditor’s Office will be responsible for the assignment of document numbers which will be employee number and date of travel.

  • County Travel Expense Claim Form (1205) and supporting documentation is acceptable to obtain reimbursement for out of County expenses. (See “Travel Policies, Guidelines, and Procedures” T-1 on the County Intranet). The Auditor’s Office will be responsible for the assignment of document numbers that will be employee number and date. A supplemental number will be used if an advance has been given.

  • Automobile Expense Claim Form (1241) and supporting documentation is acceptable to obtain reimbursement for the county travel (mileage) and related parking expenses. (See “Mileage Reimbursement” policies and procedures T-5 on the County Intranet). The Auditor’s Office will be responsible for the assignment of document numbers, which will consist of mileage date range (i.e. mil0101 – 0130).

  • Court Appointed Attorney Fees and related expenses, Substitute Court Reporters, Statement of Facts, Interpreter Services, Guardianship and Ad item expenses must be submitted on the forms currently used.

Utilities expenses are paid directly and do not require the submission of any type of form. Departments are encouraged to contact the Auditor’s Office at 210-335-2301 with any questions or to request the released forms.