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Master Orders

Master Purchase Orders: These purchase orders are issued by the Purchasing Department for a specific vendor for the convenience of the ordering department. A purchase requisition is required to originate a Master Purchase Order. They are issued for a specific period of time. The Master P.O. enables the ordering department to contact the vendor directly to authorize shipments or services on a recurring basis. When a Master Purchase order is requested, an authorized individual from the requesting department must provide the Purchasing Department with an approved list of individuals, with dollar limitations, who are authorized to contact the vendor and place orders against that Master Purchase Order. The vendor submits an invoice each time a shipment is made or service performed, for only the amount of the shipment or service. The procedure for processing an invoice relating to a Master Purchase Order is as follows:

Vendor: The vendor must send the original invoice to the ordering department.

Ordering Department: Upon receipt of the invoice, an authorized individual must sign and date the invoice and forward it to Accounts Payable. The individual’s signature indicates that the goods or services were received, that the price is accurate and acceptable, and that the vendor should be paid. If the account/cost center originally referenced on the Master P.O. has changed for a particular invoice, the correct account/cost center should be noted directly on the invoice, and the individual authorized to sign for the charged center must do so.

The invoice should then be forwarded to Accounts Payable for processing and payment.

Accounts Payable: The Accounts Payable Department will verify the authorizing signature against the names and dollar limits listed on the Master Purchase Order. A verified signature will indicate to Accounts Payable that the transaction follows the guidelines of the Master P.O. and the invoice is acceptable for processing.

In some instances, the vendor will send the invoice directly to Accounts Payable. When this occurs, A/P personnel will send the invoice to the ordering department for approval, as detailed above.