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Indian River County Purchasing Manual — Effective Peeem"^F'^ '^"March 28. 2023 <br />2.5 REQUISITION ENTRY <br />Requests for purchase orders shall be initiated by. entry of an electronic requisition into Enterprise <br />ERP indicating the vendor, item description, and amount being requested. Requisitions shall also <br />include the following information: <br />A. Dates the blanket purchase order is to be in effect (i.e., start and end dates). <br />B. General description of commodities to be purchased. <br />C. Account number must accurately reflect the item being procured (for <br />example, capital items should be against a capital account; tools should be against <br />expendable tools rather than office supplies). Contact Finance for assistance in adding <br />appropriate accounts. <br />D. Multiple line items are required where more than one account number is to <br />be used. Each account number requires a separate line. <br />E. If only one account is used on the requisition and/or if a quote is attached <br />showing all items to be purchased are under the $3,500 quote threshold, the entire <br />requisition amount should be entered oq a single line to facilitate invoice processing and <br />year end PO closeout. <br />F. Shipping must be included or accounted for on the total PO amount. <br />G. Quote numbers and bid or contract numbers must be referenced in a note <br />that will print on the Purchase Order. <br />H. Requisitions for tires must have a list of fleet vehicles and their respective <br />tire sizes attached. Fleet Management Division purchases are exempted from this <br />requirement. <br />I. Any requisition involving grant funding must have the commodity code (on <br />main page of requisition entry) set to "000 Grant". <br />J. Any requisition involving an operating lease must have the commodity code <br />(main page of requisition entry) set to "001 Operating Lease". <br />2.6 CHANGE ORDERS <br />If the amount of a purchase order is anticipated to be exceeded, or information on an issued <br />purchase order needs to be modified, the department shall request autheFity to inc-Fe se the <br />amountchanees in Enterprise ERP's Purchase Order Chanee Order oroeram. which will utilize <br />workflow approvals through their Department Director, and 4e the Budget Departmentusing the <br />eleetree+s "Purc�iase QFdeF !RcFease Request 9Fm",, Requesting; department should <br />provide sufficient detail and justification for the increase or change to account number as a note. <br />9 75 <br />