Finance Highlights 2007 0619 - Laserfiche WebLink

Home

become effective Blanket purchase orders can be viewed essentially as charge accounts with vendors Blanket orders are also used for annual agreements such as equipment maintenance, leases and other ongoing contractual arrangements. These orders are established at departments' requests effecti ve July 1 for each fiscal year. Employees using a blanket purchase order should be familiar with its terms and conditions A listing of all current blanket purchase orders is available from the Purchasing Office. This list also contains copies of the most widely used blanket orders. Copies of other blanket orders are distributed to the requesting department. Each blanket purchase order states the tenns, conditions and any limitations for the vendor's account Specific products or services may be covered, individual purchase amounts may be restricted, and every blanket purchase order has an established maximum expenditure for the duration of each fiscal year. Orders outside the parameters of the blanket account require either Purchasing Office approval or submittal of a specific requisition. I1\fMEDIATE PURCHASE ORDER NUMBERS Purchase order numbers may be obtained from the Purchasing Office when time does not permit the usual requisition process. A department may request such a number, provide it to the vendor, and then proceed to order necessary parts, equipment or services. In no case shall any order be placed without obtaining a purchase order number, except for emergencies which occur outside Purchasing Office hours. Purchasing should be notified as soon as possible. Urgent conditions created through poor planning shall be avoided. Situations calling for parts or labor for immediate equipment repairs, elimination of a dangerous condition or similar circumstances, are appropriate uses of purchase order numbers issued prior to the receipt of a formal requisition. Upon receipt of an Immediate Purchase Order Number and placement of an order, a requisition must be prepared by the department and submitted to the Purchasing Office. This requisition should show the assigned emergency number. Depending on the disposition of the order a printed purchase order mayor may not be issued until the vendor invoice is received in Purchasing indicating the precise charges and tenns. In the case that a printed purchase order is issued, the department will be required to sign the department receiving copy when the goods are received, and forward that copy to Purchasing. In the case that no printed purchase order is issued, the purchase order will be prepared upon receipt of the invoice, with the check enclosed, for the total payment to the vendor.