Purchase Orders

A purchase order is a legal contract document issued by Purchasing that obligates the University to purchase certain goods and services.

Requirements

Purchasing must receive a valid requisition signed by the Budget Officer of the funds to be expended. That signature gives Purchasing the authority to expend those funds. A buyer must review the requisition for completeness and accuracy, and determine if the bidding process is required or desirable. All applicable State or University regulations must be satisfied.

A purchase order is issued after the appropriate regulations and procedures are fulfilled. A buyer assigns a purchase order number and transmits the purchase order to the vendor. A copy of the purchase order is transmitted to the department that is funding the purchase.

Changes

If you need to make changes to a purchase order, please use the Electronic Purchase Order Change Forms (Updated 10/2/2018) and you can request to close, rollover, or amend any open PO.

Expediting a Purchase Order

The "To Be Shipped" date on a purchase order is frequently an approximate date. If the shipment is two weeks or more late, the vendor may need to be contacted. If you call the vendor, let Purchasing know so that we can update our records.

Payment of a Purchase Order

The Purchasing Office is a implementing a change to the way payments against Purchase Orders are processed in Colleague.  Starting on 7/3/23, all receiving and voucher payments against standard purchase orders will be initiated and processed by departments. 

This process already applies to Blanket Purchase Orders. The department makes payments throughout the fiscal year on invoice-voucher or electronic voucher.

Invoices sent directly to Purchasing from vendors will be sent to the department for payment processing.