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Orange County <br />Needs Assessment Project <br />Page 34 <br />Purcliasing Overview: <br />The current purchasing application is outdated and incapable of handling current process <br />requirements such as purchase order tracking and vendor analysis. Any new system should <br />enable departments to submit only approved purchase requests and, subsequently, track each <br />request through the purchasing process. Stored information on each vendor would provide <br />insight into potential volume purchasing, poor vendor performance, and focused bidder lists. <br /> <br />1 On-line data entry and editing of purchase. order transactions <br />includin Inte rnal Priorit ies <br />2 Purchase order requisition X <br />3 Purchase order X <br />~ Purchase order cancellation X <br />5 Purchase order adjustment/carrection X <br />6 Allow vendor change to purchase order prior to printout X <br />7 Allow for automatic purchase order number assignment X <br />8 Allow for vendor master file data sorting based on any vendor <br />number field (e.g., sort on any digit of vendor number field) X <br />9 Provides drop down listing for identification of specific vendor X <br />10 bility to verify amount does not exceed line item budget. X <br />11 bility to establish fixed asset record, far transfer to Fixed <br />sset system, based on expenditure level criteria. X <br />12 bility to notify requesting department when PO items are <br />backordered. X <br />13 utomatic generation of purchase order after approval (can be <br />multiple pages). X <br />14 bility to establish parameters for requisitions requiring a PO <br />(i.e.-expenditure level and serial number) X <br />15 bility to group items by vendor for volume purchasing <br />ur ases. X <br />16 bility to carryforward purchase orders into new year. X <br />17 Purchase order register to provide a detailed audit trail of <br />purchase orders entered. X <br />18 Purchase order file data: <br />19 Purchase order number X <br />20 Vendor number X <br />21 Vendor invoice number (multiple for multiple shipments) X <br />22 Description X <br />23 Account numbers (multiple numbers) X <br />24 P.O. amount X <br />25 Status X <br />26 Outstanding P.O. amount X <br />27 Delivery date due (estimated at time of P.O.) X <br />28 Ordering department X <br />29 Department buyer X <br />30 Confirming approval person X <br />31 Confirmation date X <br />