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Meeting Date:	01/23/2017
Procedures for requisitions, purchase orders and processing bills for payment
Submitted for:	Joe Lopez	Submitted By:	Joe Lopez
Department:	Purchasing

Subject:

Discussion and possible action to approve the rules and procedures necessary for the Purchasing Agent to conduct his duties by adopting the recommended level of approvals from the requisition stage through the payment of vendor for goods or services provided to Webb County in order to prepare for final configuration instructions to Tyler Technologies impacting our financial software implementation scheduled to go live March 20, 2017, and authorizing the County Judge to sign all relevant documents; and any other matters incident thereto.

Issue: Upgrade of our financial software package requires configuration on approval levels for requesting purchase orders for materials, supplies and other services. In addition recommendations are being made to improve the processing of bills by centralizing those duties in one place which includes the receipt of original invoices, verification against electronic purchase orders and inputting into our financial records for final approval of claims by County Auditor.

Solution: Present two recommendations for the Courts consideration. Seek final approval on one of the recommended procedures and adopt as part of the purchasing policy and procedures manual.

Result: Secure final procedures adopted by the Court so Tyler Technologies can configure software according to procedures adopted by Commissioners Court.

Background:

Upgrade of our financial software package requires configuration on approval levels for requesting purchase orders for materials, supplies and other services. In addition recommendations are being made to improve the processing of bills by centralizing those duties in one place which includes the receipt of original invoices, verification against electronic purchase orders and inputting into our financial records for final approval of claims by County Auditor. Two recommendations are being introduced for the Courts consideration.

Seeking final approval on one of the recommended procedures so it may be adopted as part of the purchasing policy and procedures manual. Adopted procedures by the Court will be provided to Tyler Technologies so they can configure purchasing and accounts payable software .

Previous Court Action:

Approval to implement upgrades to the County's financial software system through Tyler Technologies.

Fiscal Impact

Budget Account Number:	n/a
Funding Source:	n/a
Balance:	n/a
Financial Impact:
No impact.