Supply Order Guidelines
Blanket Purchase Orders (BPO)
1. Submit a district requisition for a BPO covering the entire fiscal year to the Business Services Office. The vendor should be made out to CRC Bookstore. BPO minimum amount is $1,000.
2. For BPO one may increase the amount, add/delete authorize users, or add an account by having ones Dean/Supervisor send Katie DeLeon an email and cc Marsha White. This can be done anytime throughout the year.
3. For BPO the maximum limit for each order is $500 and for each item is $200 (includes tax and shipping). Is this equipment? See the Equipment process below.
4. Place orders as usual through the Office Depot website using your user id and password. If for some reason you do not have availability to this website, please email Katie DeLeon at deleonk@crc.losrios.edu and she will get you set up. Only available to permanent staff.
5. When placing your order include Ordered By, Department, and BPO number.
6. Bookstore will process orders by NOON each day. Please allow up to three business days for delivery.
7. Once order is placed, the Office Depot confirmation will show order as “deleted”.
8. If you need an “in-stock” item immediately, please type “URGENT” in the notes field.
9. Bookstore will deliver the items and have an invoice for signature. One copy of the invoice will go along with the delivery.
10.Type up a Blanket Order Release and attach the Bookstore invoice. Turn into Katie DeLeon in the Business Services Office. (Note: Use the Bookstore invoice number and amount on the release).
Limited Purchase Orders (LPO)
1. LPO is for orders less than $200 and the department will not be doing that much ordering to warrant a BPO.
2. LPO can be used for orders when a BPO is not set up.
3. Place orders as usual through the Office Depot website using your user id and password. If for some reason you do not have availability to this website, please email Katie DeLeon at deleonk@crc.losrios.edu and she will get you set up. Only available to permanent staff.
4. When placing your order include Ordered By, Department, and LPO number.
5. Bookstore will process orders by NOON each day. Please allow up to three business days for delivery.
6. Once order is placed, the Office Depot confirmation will show order as “deleted”.
7. If you need an “in-stock” item immediately, please type “URGENT” in the notes field
8. Bookstore will deliver the items and have an invoice for signature. One copy of the invoice will go along with the delivery.
9. Submit the LPO copies and invoice to Katie DeLeon. Don’t forget to sign and date the goldenrod copy of the LPO in the box on the left side of the form.
Standard Purchase Order (PO) for supplies
1. One time only order that is more than $200. (Do you have a BPO? You can add on without doing a whole new requisition for a PO).
2. When ordering from Office Depot use the Office Depot website as a “QUOTE”. Do not place the order. Print the page and attach it to the requisition. Turn into the Business Services Office.
3. Bookstore will place orders once PO is received from District Office. Please note that prices may change or availability from Office Depot. Bookstore will contact you in this case.
4. Bookstore will deliver the items and have an invoice for signature. One copy of the invoice will go along with the delivery.
5. Submit the invoice to Katie DeLeon. If the amount difference is 10% or more a change order will need to be done. Send email to Liz Johnson at johnsoe@crc.losrios.edu with the PO numbers when items are received to release the order.
PO or BPO for imprint items
1. Send email to Marsha White at whitema@crc.losrios.edu with a “REQUEST FOR QUOTE”.
2. Marsha will send you a “BOOKSTORE QUOTE SHEET” in response to your e-mail, “REQUEST FOR QUOTE”. Please allow up to seven business days for the completed quote to be sent to you.
3. Upon receipt of completed “BOOKSTORE QUOTE SHEET”, please send requisition with attached quote sheet to the Business Services Office for a PO or provide BPO number. All requisitions must be made payable to the CRC Bookstore.
4. Please email graphic to Marsha in a pdf file.
5. Bookstore will place order upon receipt of the PO from District Office or the BPO number provided.
6. If you want to purchase a certain quantity of imprinted merchandise that is sold in the bookstore, please send an email to Marsha White at whitema@crc.losrios.edu with a “REQUEST FOR QUOTE” and let her know that the merchandise is currently in the store or stop by her office.
7. Bookstore will deliver the items and have an invoice for signature. One copy of the invoice will go along with the delivery.
8. Submit the invoice or blanket order release to Katie DeLeon.
Equipment Purchase
1. Equipment is usually one item that is over $200 (includes shipping and handling).
2. Example: Price is $184.00 + tax 8.75% = $200.10 or Price is $180.00 + tax 8.75% + shipping $4.75 = $200.50.
3. Not sure if it is equipment. Check the District Purchasing Manual online at the district website under General Services – Purchasing. http://www.losrios.edu/lrc/district/misc/purchguide.pdf.
4. Send email to Marsha White at whitema@crc.losrios.edu with a “REQUEST FOR QUOTE”.
5. Marsha will send you a “BOOKSTORE QUOTE SHEET” in response to your email, “REQUEST FOR QUOTE”. Please allow up to seven business days for the competed quote to be sent to you.
6. Upon receipt of completed “BOOKSTORE QUOTE SHEET”, please send requisition with attached quote sheet to the Business Services Office for a PO. All requisitions must be made payable to the CRC Bookstore.
7. Equipment is all under 6490 account and cannot be done on a BPO.
8. Bookstore will place order upon receipt of the PO from District Office.
9. Bookstore will deliver the items and have an invoice for signature. One copy of the invoice will go along with the delivery.
10.Submit the invoice to Katie DeLeon. If the amount difference is 10% or more a change order will need to be done. Send email to Liz Johnson at johnsoe@crc.losrios.edu with the PO numbers when items are received to release the order..