The general purchasing process as outlined below contains several stages with responsibilities that are often designated by statue. It begins with requirements planning and identification and culminates with the receipt of and payment for goods and services.

Step

Performed By

Identify requirements and obtain budget

User Department (“Department”)
(Note: Purchasing Office may assist)

Define/finalize requirements

Department and Purchasing Office

Submit electronic requisition outlining requirements to Purchasing

Department

Solicit, advertise, and generate Purchase Orders and Contracts from requisition and send to vendor

Purchasing

Deliver good/service as outlined in contract and submit invoice

Vendor

Receive good/service and verify completeness against contract

Department (Note: Purchasing Office coordinates, especially for fixed assets)

Electronically receive item in SAP system and submit original invoice to Auditor’s Office

Department

Match received amount with invoice and audit

Auditor

Submit payment claim to Commissioners Court for approval

Auditor

Approve payment of claim

Commissioners Court

Disburse payment of claim

County Treasurer

Prepayments and Advance Payments

Generally, prepayment is not authorized for any purchase of supplies, materials, equipment or services. Exceptions are:

  • Library materials
  • Merchandise purchased from federal and state agencies
  • Realty rental
  • Subscriptions
  • Rental fee for meeting rooms
  • Annual maintenance agreements for information technology
  • Tuition to an institution of higher education
  • Training and travel expenses per budget rules
  • Other prepayments as authorized by the County Auditor