Payment/Invoice Process
PDF FilesPurchasing Office
Invoice and Payment Process
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”) |
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 H.T.E. 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
Last Modified:
Wednesday, December 15, 2010 12:49 PM
