Purchase Orders | More Information about Purchasing

This page includes more information about the different types of Purchase Orders (P.O.), how they differ and "receiving instructions" for departments to release payment against P.O.s. A P.O. is a contract between the University and a vendor outlining the terms and conditions (either standard or negotiated) for the purchase of goods or services.

Once the bid process is complete and a successful vendor has been selected Procurement Services will generate a Purchase Order and send it to the successful vendor. There are three (3) types of Purchase Order, as described below. Procurement Services will select the most appropriate P.O. to ensure departments receive the goods or services they need in a timely manner and with minimal administrative burden.

Before payment is made, departments need to follow the "receiving instructions" to confirm receipt of goods or services and in some instances provide payment instructions to Accounts Payable, as outlined below.

A General P.O. is used to make one time purchases. The P.O. is a commitment from York that the specified goods or services will be purchased.

Receiving instructions:
After goods or services have been received:

Ensure goods and services meet requirements
Verify that the charges are correct
Email a copy of the Purchase Order (and invoice, if received) to Accounts Payable (vendorinvoices@yorku.ca), include in your email your department name and title
Receive confirmation from Accounts Payable that your email has been received and is being processed

A Blanket P.O. is used to make multiple purchases/payments in a single fiscal year. A Blanket P.O. does not include a commitment from York that the goods or services will be purchased.

Receiving instructions:
After goods or services have been received:

Ensure goods and services meet requirements
Verify that the charges are correct
If the Blanket Purchase Order has multiple line items, note on the Purchase Order which line items to pay that match the invoice
Email a copy of the Blanket Purchase Order and invoice to Accounts Payable (vendorinvoices@yorku.ca), include in your email your department name and title
Receive confirmation from Accounts Payable that your email has been received and is being processed

To make a partial payment, advise Accounts Payable (vendorinvoices@yorku.ca) in your email that you would like to make "Partial Payment" and identify the items on the invoice and purchase order that you would like paid. Information regarding the P.O., transactions, balance and status is available in eReports.

With the last payment, note in your email that the Blanket Purchase Order should be closed once the final payment has been cleared. Unless advised otherwise, Strategic Procurement Services will close all Blanket P.O.s financial year end (30 April)

A Projects P.O. is used to make multiple payments, possibly over multiple years. The P.O. is a commitment from York that the specified goods or services will be purchased.

Receiving instructions:
After goods or services have been received:

Ensure goods and services meet requirements
Verify that the charges are correct
If the Projects Purchase Order has multiple line items, note on the Purchase Order which line items to pay that match the invoice
Email a copy of the Project Purchase Order and invoice to Accounts Payable (vendorinvoices@yorku.ca), include in your email your department name and title
Receive confirmation from Accounts Payable that your email has been received and is being processed

With the last payment, note in your email that the Projects Purchase Order should be closed once the final payment has been cleared.

How to change a P.O.

Departments and Units can change a P.O. after it has been issued. Instructions to change a P.O. depend on the type of change:

To change the chartfield, quantity or dollar amount (by less than 20%): complete a new Purchasing Requisition Form
To increase the total P.O. by more than 20%: complete a Limited Tendering and Non-Application Procurement Approval Briefing Note this must be approved/acknowledged by the originating authorizer.
To change the contact information or shipping address: send an email request to Strategic Procurement Services (purchase@yorku.ca)

How to cancel a P.O.

To cancel the P.O., an authorized person must send a copy of the P.O. to Strategic Procurement Services requesting the cancelation. For more information about the different types of P.O.'s please contact Strategic Procurement Services.