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.
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 (firstname.lastname@example.org)
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.