1. Contractual obligation?
    1. Contractually obligated - Renewing
      • Mgr. submits ToBuy - Reference Contract
    2. Not contractually obligated - Renewing
      • Mgr. submits ToBuy - attach quote or order form
    3. Not Renewing a Contract
      • Close Record in DB - Update Next FY Budget
  2. Frank - Create Req - Attach Contract, Quote or Order Form
  3. Frank - check requested budget
  4. Create PO - Send to Vendor - PO owner may get PO
  5. After acceptance vendor sends invoice to invoices@umassp.edu
    • Invoice date should reflect date invoice is submitted
  6. UPST reviews invoice dates and PO#
    • Wrong PO Number:
      1. ask vendor to send proper PO (insufficient funds, PO does not exist, closed PO)
      2. back to step 5
    • Missing PO Number:
      1. UPST returns invoice to vendor that there is no PO# on invoice
      2. Vendor works with UITS Mgr. to resolve
      3. If a PO exists, Mgr. inform the vendor of PO number to put on invoice - ask to resubmit invoice
      4. back to step 5
    • Not Enough Funds
      1. UPST writes comment on PO back to PO owner and copies Frank - insufficient funds available - email comes from buyways@umassp.edu
      2. Work with Frank to make funds available
  7. Process invoice for payment

Notes

  • A pre-negotiated contract may replace the need for a quote or order form
  • UPST expects PO date to happen before voucher invoice date
  • Vendor quotes should be acquired 60 days before renewal is due