Ordering+Process

Pcards are purchasing cards entrusted to us by Fulton County. It is serious business! They are credit cards and may be used to purchase a variety of things to be debited from the Cost Center/Media Allotment Account. Budgets vary by school. You can find your local allotment by talking to your bookkeeper. It is imperative to keep good records and keep all receipts. You may purchase supplies, books, av materials such as DVDs, audio books, and a host of other items for the media center. You can use it from Amazon to Wal-Mart. You will get a statement once a month from SunTrust Bank and you must reconcile the purchases to the statement and to a county accounting system.
 * Pcards**

//The Pcard is not to be used for personal purchases.//

Purchases must be **UNDER** $2500.00 per transaction. Ordering is easy with the Pcard and is recommended and encouraged by the Purchasing Department.

You should keep a log or spread sheet of all Pcard purchases and from what line item they will debit. Suggestions for forms are on the media services website, but you may create one that is more suited to your personal style.

Instructions and training for this will come from Fulton County.

For questions or help to reconcile statements contact Chris Beatty in Accounting (6835).

For other Pcard questions contact Purchasing (8970)

Your school bookkeeper will also likely be able to provide valuable help.

The new on-line catalog is based on a ‘core list’ of products. As newer products are added and older products removed from the inventory, the catalog will reflect these changes, daily. You will be able to purchase all **instructional** equipment needs from the catalog. If there is a new piece of instructional equipment you wish to purchase that does not appear in the catalog, you will only need to inform the vendor. The item will be added.

Several financial forms are necessary when placing orders through Fulton County. On the media services website you will find Form 70 and Sole Source Forms. Also, there is an example of a completed Form 70 for your referral. Sole Source Forms are only when a vendor is the sole provider of a particular product or service. For example, IPads can be purchased from Walmart, Amazon, Apple, etc., so this would not qualify as a sole source item.
 * FORMS **

SAP is an interactive management system. It is used for everything from time sheets to paychecks to repair and maintenance requests to ordering. For this conversation think of it as an online P.O. (Purchase Order). SAP must be used for computer equipment, interactive boards, large book orders, and all items over $2500.00.
 * SAP**

SAP Training is available and school bookkeepers are knowledgeable, also. You can find training sessions in employee professional development course catalog. For help call FC Purchasing Department 404-669-8970

For Books or Equipment over $2500.00 from a non-bid list vendor, the media specialist must submit two bids from two different vendors. Contact Media Services for more information.

Ask your bookkeeper for a copy of your school’s tax exempt letter. It is handy to have with you when purchasing for the school so you can buy tax free. The document is also available in the Pcard information.
 * Tax Exempt Status**


 * Spending Book Fair money, or other local money**
 * Ask your bookkeeper about forms and procedures.**