A purchase order is a legal contract document issued by Purchasing that obligates the University to purchase certain goods and services.
Purchasing must receive a valid requisition signed by the Budget Officer/Fiscal Agent 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.
If you need to make changes to a purchase order, please use the Electronic Purchase Order Change Forms and you can request to close, rollover, or amend any open PO.
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.
Purchasing is responsible for logging receiving on purchase orders. If you receive an invoice for an order that is on a purchase order, forward the invoice to ISUPurchasing@ilstu.edu or send to 1220 Purchasing. Also write “ok to pay” on the invoice and have the Budget Officer/Fiscal Agent sign it before sending to Purchasing.
The exception to this is 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 to confirm approval to pay before processing it for payment.