Purchase Order (Regular)

The Purchase Order (Regular) is the basic instrument for making single instance purchases. It is a contract providing for the delivery by a specific date of listed goods or services at a predetermined price, and subject to University Terms and Conditions.

All Purchase Orders are created and requisitions are tracked on our Pathways Materials Management (PMM) System. Customer Service staff are able to look up a Requisition #312 or Purchase Order and provide UR departments with information pertaining to the transaction's status.

When To Use It

The Purchase Order (Regular) is generally used for transactions which are over $1,000.
Purchase Orders are used for purchases less than $1000 when a Purchasing Card cannot be used; for example,delivery in a single lot is not possible.

When Not To Use It

A purchase Order (Regular) is not used for releases under existing Systems Contracts (found on Purchasing and Supply ChainIntranet site) or for small dollar purchases which are more appropriately acquired by using the Purchasing Card or for repetitive purchases which are more appropriately acquired through a Systems Contract, or on a Blanket or Standing Order.

How To

Initiate a Purchase Order (Regular) by submitting a Requisition #312. The Purchase Order (Regular) is reviewed by a Buyer in Purchasing and Supply Chain based on the information provided in the requisition, supplemented by information obtained by the Buyer in checking prices, and obtaining competitive bids.

Generally, purchases of under $2,500 are quickly price-checked with usually several, but at least two suppliers by the Buyer through use of current catalogs, price and discount lists of manufacturers and distributors, or by telephone. For orders, which are likely to cost more than $2,500, it is the Buyer's responsibility to obtain competitive bids, generally in writing from three or more suppliers.

The Purchase Order (Regular) states the details of the Agreement for a particular purchase, lease, or rental as negotiated with the supplier by the Buyer, who is the agent for the department and the University. It includes the quantity, identification of the item(s), specifications, price, delivery date required, and shipping instructions. If the purchase is extraordinary, the University's standard business terms will be enhanced with additional terms and conditions that better protect the University's interests. The Purchase Order (Regular) is a legally binding obligation when accepted by the supplier. Acceptance may be evidenced either by a delivery or by supplier notifying Corporate Purchasing of acceptance of the order. Copies of the Purchase Order (Regular) notify all affected departments of the details of the transaction, including Accounts Payable, which ultimately will receive an invoice for the purchase. Thus, when a department receives a copy of the Purchase Order (Regular), it is an indication that the order has been placed, the terms of the transaction are established, and delivery may be expected on the date indicated. It is important to review the copy of the Purchase Order you receive and if there are any errors, contact the Buyer immediately.

7/28/10