Purchase Orders

Purchase Orders

Purchase orders are the last and final buying tool on the Procurement Decision Tree. If you can't use an Internal Order, eStores order, Purchasing Card, Checking Account or Convenience Order then you must use a Purchase Order. Purchase Orders are contracts generated by the purchasing system that tell the vendor what items or services are needed and what price we are willing to pay for them. When that vendor starts to fulfill the order they have agreed to the contract terms. Purchase Orders take the most work - checking to make sure the vendor is in the system, generating an eRequest for a PO and then receiving a physical invoice for the payment - but it is also the most secure form of payment because we don't pay until goods and services are fully rendered (in most instances).

The key to completing a purchase order successfully is making sure your eRequest is submitted prior to when you need the good or service (two weeks early if possible, more time is needed for complicated orders). you can do this even if you aren't sure of the costs - estimates are appropriate. This prevents your Purchase order from being After the Fact, a violation of University Policy. If you do not get a PO in advance of a purchase and it has to be paid on a PO then you may end up being personally liable for that purchase. Remember, submit an eRequest and get it approved BEFORE you need the good or service. 

Purchase Order Tools Format Description
Purchase Order Training pdf comprehensive training slides
Purchase Order Job Aid pdf instructions for entering new Purchase Order requests in eRequest
Annual PO Renewal Job Aid pdf instructions for entering yearly Purchase Order renewals in eRequest
Blanket Order Release Job Aid pdf instructions for entering blanket Purchase Order releases in eRequest
Reconciling Purchase Order Invoices pdf job aid for Reconciling Purchase Order Invoices
YouTube video audio-visual presentation on Reconciling Purchase Order Invoices
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