Purchasing FAQ's

How do you attach a quote or invoice to a requsition?
How do you look up the status of a requisition for purchase order?
  1. Access the MCCCD Inquiry responsibility
  2. Double click on PO Inquiry to expand the inquiry options
  3. Double click on Requisitions
  4. Enter the requisition number and click Find at the lower right
  5. Go to the menu bar at the top, select Tools and then select View Action History

If the top line's Action Field is blank, it is in the top person's inbox.

How do you verify if a purchase order has been issued?
  1. Access the MCCCD Inquiry responsibility
  2. Double click on PO Inquiry to expand the inquiry options
  3. Double click on Requisitions
  4. Enter the requisition number and click Find at the lower right
  5. Click on the Lines button on the lower left
  6. Scroll to the right and view the PO # in the Order Number column

If the field is blank, there is no PO yet for this requisition.

How do you look up the status of an invoice against a PO?
  1. Access the MCCCD Inquiry responsibility
  2. Double click on PO Inquiry to expand the inquiry options
  3. Double click on Purchase Orders
  4. Enter the PO number and click Find at the lower right
  5. Go to the menu bar at the top, select Inquire and then select View Invoices
  6. Click on the invoice number in the Invoices Column

If payment has been issued a date will be in the Last Paid Date box and a number will be present in the Check Number box.

If there are no invoices entered against the PO, a notification message will appear after you hit Find that will state “no matched invoices”.

How do you look up the status of the payment?
  1. Follow steps in How do you look up the status of an invoice against a PO?, copy/write down the number that appears in the Check Number box. If the check number is only 7 digits and begins with a “1” this means payment was sent as an Electronic Funds Transfer (EFT) directly to the supplier’s financial institution.
  2. Access the MCCCD Inquiry responsibility
  3. Double click on AP Inquiry to expand the inquiry options
  4. Double click on Payments
  5. Double click on Payment Overview
  6. Enter the number from the check number box in the Numbers box and click Find at the lower right
  7. If the Status field indicates ‘negotiable’, the check has not been presented to the bank for payment.
  8. If the Status field indicates cleared’, the check has been cashed and cleared by the bank. The Cleared Date box identifies the date the payment was issued by the bank.

The upper right portion of the payment window displays the Supplier detail and address the payment was mailed.  The bottom portion of the window displays the invoice(s) that was paid.

Did You Know?

The Fiscal office is the final approver of every requisition submitted by the college and creates most POs up to $2,500.  Once a requisition for PO greater than $2,500 is approved by Fiscal, it is placed into a requisition pool that is managed by District Purchasing.

If a requisition for PO corresponds to any type of contract or agreement, regardless of the amount, all POs are created by District Purchasing after the document has been approved by District Legal.