The Purchasing Process

Below is a short step-by-step synopsis of the purchasing process and what a person in need of a product or service should consider from the need identification stage to the final purchase requisition and receiving of the order. To review PRS Supply Management' Forms, and Policies and Procedures, please click here.

Step 1 - Identify needed product or service

    • Obtain all departmental approvals.
    • Is the item available in another area of your department?
    • Does the item need to be compatible with other items?
    • Are there maintenance issues to be considered?

Step 2 - Is the required product or service available from an internal source?

    • Networking and Telecommunications Services
    • Facilities Operations
    • IT
    • Other
    • Contact PRS Supply Management with Questions

Step 3 - Is the transaction an emergency?

    •  In case of an emergency, normal Purchasing or Procure-to-Pay procedure may not apply. Please ensure that appropriate documentation is provided, in the event you are seeking reimbursement.
    • An emergency is defined as an unforeseeable event that requires you to take immediate action to acquire a product or service.

Step 4 - Is the required product or service available from a "Strategic Supplier" contract?

    • If so, you must purchase the item or service unless an Off-Contract approval is obtained to buy the item or services from another source.

Step 5 - Is an item or service available from a "Preferred Use" or "Optional Use" contract?

    • If so, you may purchase the item or service from the contract vendor regardless of dollar amount.

Step 6-         If no mandatory, preferred, or optional contract is available to meet your needs then inquire about setting up the new vendor as an approved PRS vendor. For more information click here.

Step 5 - Submit Purchase Requisition

    • Follow the requisitioning and purchasing Procedures
    • Make sure you correctly identify the applicable account code for the product or service

Step 6 - Receiving an item

    • Follow the requisitioning and purchasing Procedures
    • Make sure you have a packing slip for the received item