• For goods or services UNDER $2,000.00 – You may order on your own using the Credit Card (up to $2,000.00 per transaction) or pay with EZ Pay Process (up to $500.00 per transaction). Note: IF the supplier does not accept a credit card as payment and/or the amount is over $500.00, an iProcurement requisition must be created for payment.

• For goods or services OVER $2,000.00 – An iProcurement requisition is REQUIRED BEFORE the goods or services are ordered along with supporting quotes and/or sole source justification sent to the Purchasing Department. A purchase order will then be created from the requisition by the Purchasing Department and sent to the supplier to order the goods or services on your behalf. Accounts Payable will send a payment check to the supplier when an invoice is received from the supplier referencing the purchase order number and you have “Received” and closed your requisition for payment.

• For invoice payment only: If you have created a requisition to pay an invoice (under $2,000.00 and it cannot be paid with your Credit Card or EZ Pay Process) and it has been approved and created into a purchase order by the Purchasing Department, you should immediately “Receive” the item(s) and close your requisition for payment by the Accounts Payable Department. If you have the invoice, write the purchase order number on the invoice and send it to the Accounts Payable Department so payment can be made to the individual or supplier. Special instructions such as “holding a check” must be conveyed directly to Accounts Payable.

• For purchase of goods or services from a supplier: If you have created a requisition to order goods or services from a supplier over $2,000.00 (required), do not “Receive” the item/services until you know the item(s) or services have been delivered to your satisfaction. If you have the invoice, write the purchase order number on the invoice and send it to the Accounts Payable Department so payment can be made to the individual or supplier. Special instructions such as “holding a check” must be conveyed directly to Accounts Payable.

On the Parnassus iProcurement page, click on the “Requisitions” tab and under Views, your requisitions will be listed. The PO# will be located to the far right. When the purchase order has been completed and approved, the number will be underlined. You now have the ability to “Receive” and close the requisition so that payment may be sent to the supplier by Accounts Payable.

The answer is YES! Utilizing your Credit Card and EZ Pay provides convenient methods of obtaining goods/services but does not eliminate the Purchasing Department from assisting you in any way we can. We welcome the opportunity to suggest and locate suppliers on your behalf and obtain quotations. If you provide us with a new supplier, we will contact them seeking potential discounts as an educational institution/non-profit organization. Purchasing also maintains a library of company catalogs that you may search.

Please contact the Purchasing Department for assistance for this type of order. We can help you in creating a “Blanket Purchase Order” by designating the unit of measure as “US Dollar” rather than “Each”. This will enable you to “Receive” the exact dollar amount indicated on an invoice billed against the Blanket Purchase Order throughout the fiscal year without creating a new requisition each time an invoice is received.

The “Delivery Date” is the delivery or ending date on the Purchase Order. This will automatically default thirty days from the creation date of your requisition. If you anticipate receiving goods or services within 30 days, no changes are necessary. If you know your goods or services will not be received or completed within thirty days, you should change the date to the estimated receipt/completion date. Note: if you do not receive the goods or services within the “Delivery Date” you have specified, you will receive an e-mail “Alert-Past Due Receiving Alert” advising you that your requisition has not been “Received” and closed for payment.

If your goods or services are not received within the default thirty days or your estimated receipt date (see previous question), the alert message reminds you that your order is past due and should have been delivered and “Received” by you. You may have forgotten to “Receive” and close your requisition or there have been delays or back-orders from the supplier. The Purchasing Department will be happy to contact the supplier on your behalf addressing any problems you may have regarding deliveries.

Some suppliers will have both a “Mail” (usually the supplier’s postal mailing address) and “Remit” address (the address where the supplier receives payment). Always designate the “Mail” address if there is a choice

In the “Requisition Information: Edit Lines” screen, click on the “Enter Account #” and enter your first account number in the box. You have a choice to enter the percent or the dollar amount. We recommend that you change and enter the dollar amount allowing the system to calculate the percentage. Then click on “Add Another Row” and enter your second account number with the dollar amount. When all of the account numbers have been entered, click on “Return”. The Charge Account link will show Multiple. Click on “Check Funds” and then “Return” to return to the main screen to continue processing your requisition.

The “Deliver To” location defaults generically to “Ithaca College, Ithaca, NY”. To ensure your items and invoice are delivered to your specific department address in a timely manner, type:
zz (space) (first initial of your department)
This will allow you to select your department name from a list and replace the generic Ithaca College address. Tip: to avoid this process with each requisition you create and embed your department address permanently into the system, click on the “Preferences” link on the iProcurement iProcurement page, under User Preferences, select Application, iProcurement Preferences. Go to “Deliver-To’ Location, delete Ithaca College and type in zz (space) first initial of your department, use the search flashlight and quick select your department. Click on Apply Changes at the bottom of the page.

No. Do not wait for an invoice before receiving items in Parnassus iProcurement. All good and services must be "received" in Parnassus iProcurement as soon as 1) goods you have ordered have been delivered in satisfactory condition 2) any contracted services have been completed. Payment to the supplier cannot be made by Accounts Payable until you have completed the receiving process. All invoices must be sent by the supplier directly to Accounts Payable noting the purchase order number as per instructions on the purchase order to the supplier.

This alert means your requisition/purchase order has been approved and forwarded on to someone not in the hierarchy for their approval.

Both departments work closely together in the procurement process but have totally different responsibilities.

• The Purchasing Department assists individuals or departments to obtain goods and services, trains designated users in iProcurement, and creates purchase orders in Parnassus iProcurement from departmental requisitions.

• The Accounts Payable Department receives supplier invoices and matches them against a purchase order number that has been “Received” against the department’s requisition for payment to the supplier. Payment is made to individual or supplier.

Contact Jo Anne Rosato, Financial Services, to schedule training for the Ithaca College Credit Card, EZ Pay Process, and Travel Services. For access to training schedule dates, newsletters, documentation, and account information, please check out the Parnassus iProcurement training web site at: http://www.ithaca.edu/financial_services/training/

Call Karen Cleveland at 274-7341or kcleveland@ithaca.edu with specific questions concerning iProcurements. The Ithaca College purchasing policies and procedures may be found on the Purchasing Department website at: http://www.ithaca.edu/purchasing/index.htm