Purchase Request

Any orders for material that is not in Epicor as inventory, require completing the Purchase Request Form. One form should be used for each vendor request.

Please contact Kelly Larson  klarson@calclosets.com or Becky Farrey at bfarrey@calclosets.com for a copy of this document.

Once the form has been completed, it should be sent back to Kelly Larson. In Kelly’s absence please send to Becky Farrey.

Purchase Request Form Instructions

Complete the following fields in the Purchase Requisition tab of the Purchase Request Form document.

• Requestor –include the first and last name of the person submitting the request.

• Dept –Right click on the corresponding pink field and use the dropdown function to select the department paying for the order.

• Preparer – include the first and last name of the person completing this form.

• Date – Type in the day, month and the four-digit year.

• Vendor – replace existing placeholder text with vendor contact information including: Contact Name, Company Name, Street Address, City, St, Zip Code, Phone and Email.

Once the Requestor field is completed, it will automatically populate the Ship To contact field. The shipping address will default to the EMC address. If another location is required, remove this information and include revised shipping information.

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Continue filling out the form, including the following:

• Shipping Method - Right click on the corresponding pink field and use the dropdown function to select between Standard and Rush.

• Shipping Terms – type in the shipping terms as provided by the vendor.

• Requested Delivery Date – type in the date that this order is needed by.

Continue to the next section of the form. Complete the following:

• Qty – type in the quantity required in the corresponding field.

• Item Number – if there is an existing Epicor item number, enter it in this line item. If there isn’t an existing Epicor item, use the supplier item number.

• Supplier/Epicor – indicate if the preceding item number is from the supplier or if it is from Epicor. Right click on the field to use the dropdown.

• Description – Use the description from Epicor if one already exists. If a description does not exist or is unknown, create your own including information such as: size, color, .

• GL Acct# - type in the corresponding GL (General Ledger) accounting . Please contact your local AP representative if this information is unknown.

• Unit Price – Type in price. If the price is unknown, Purchasing will obtain it from the vendor.

• Line Total – Once the Qty and Unit Price have been entered, the Line Total price will automatically populate in US dollars.

Repeat the above section for each additional part number.

After all line items have been completed, the fields below will need to be filled out.

• Business Purposes – enter a description such as: new product sample, equipment, etc.  This is for accounting purposes.

• Authorized By – This should be signed by the individual who approved the purchase. Any purchase over $500 must have a manager's approval.

• Date -the authorized signee should also date the document.

The Line total will auto-populate the Subtotal, Sales Tax and Total. The Sales tax field will auto populate to include a 6% sales tax. To change this amount, click on the corresponding Sales Tax cell. In the toolbar, the formula will appear. Change the percentage to the correct amount. For example, for 10% change 0.06 to 0.1

Once the form has been completed, it should be sent back to Kelly Lawson at klawson@calclosets.com. In Kelly’s absence please send to Becky Farrey at bfarrey@calclosets.com

Becky or Kelly will acknowledge the receipt of the document with a confirmation from the vendor with the expected ship date.