Purchase Orders

A Green Requisition Form must be filled out in the following manner to obtain a purchase order:
Mark the box for “purchase order”

• Date
• Account number
• Date required
• Items you want to order
• Quantity
• Description
• Unit cost
• Total cost

Attach any other documentation to the green requisition that needs to be sent with the purchase order.

In the “comment” box, put a note stating that the attached forms need to be sent with the purchase order.

• Fill out the name, address, and ID#(if known) of the vendor
• Department name
• Signature of person requesting the PO
• Signature of the Department Head
• Signature of the Administrative Officer

Check the box at the bottom, denoting what you want done with the purchase order .A copy of the purchase order will be sent to you if the purchase order is mailed or faxed from accounts payable.

• Fax (fill in the fax number)
• U.S. mail
• Campus mail (fill in the box number and name)
• Pick up in the Business Office

After you receive the items you purchased, you should receive an invoice. Check over the invoice to see what items you received.

If you received everything you ordered, you should put the following on the invoice:

• Your signature
• Date
• Purchase order number
• Note saying, “Everything received, close PO”

Account number-the account you put on the green requisition will be the one that is charged unless you write another account on the invoice.

If you didn’t receive everything, you should put the following on the invoice:

• Your signature
• Date
• Purchase order number
• Note saying, “Items still out, keep PO open”

Account number-the account you put on the green requisition will be the one that is charged unless you write another account on the invoice.

The invoice should then be sent to Sharlene Stebbins in accounts payable.

If you are issued a purchase order and decide not to use it, please inform accounts payable so the purchase order can be closed and the encumbrance taken off your account.