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Types
of Purchase Order
The Standard Purchase Order
Description and Use
The Purchase Order is a four-part continuous form. Portions of
this form are for the supplier, the requisitioning department's
use, processing by the Accounts Payable Department, and may be
used for verification
of receipt of merchandise or services.
Purchase orders are generated by the Purchasing Department.
Please see the Purchasing Policies & Procedures for more detail
on this process.
Distribution
and Routing
The four parts of the Purchase Order are distributed as follows:
-
Forwarded
to the Vendor or Supplier
- Retained
by the Purchasing Department
-
Two (2) file copies for the requesting department's information file.
A Receiver
(fax or emailed communication) is to be forwarded to Accounts Payable if the total amount
is equal to or greater than $5,000 indicating receipt of product/service.
Master
Purchase Order
Definition
Master Orders are those against which departments may request
materials or services directly from a supplier for repetitive
purchases. These orders must be restricted to a specified period
of time and an estimated dollar usage.
Authority
The Purchasing Department will negotiate all contractual issues.
Process
A Purchase Requisition must be completed and state that it is
for a Master Order. It should include such information as estimated
dollar amount, period of time the order is to cover, estimated
commodity usage, suggested supplier, Temple personnel authorized
to release materials/services, and their respective dollar limits.
Renewal
Master Orders are renewed only at the request of the using department
A Purchase Requisition should be forwarded to the Purchasing Department
a minimum of sixty (60) days before the expiration date of the
current Master Purchase Order. The new requisition should state:
"This order cancels and supersedes the Master Purchase Order number
previously utilized".
X
Order (Short/Fast Order)
Effective July 1, 2005 cancelled. Use PCard process.
Contract Commitment (CC) Orders - University Counsel will
assign a contract number to all agreements/contracts.
Those contracts that commit budget monies will be assigned a
"CC" number. That "CC" agreement number will become the
contract purchase order number. The accounting
information, you submit on the Financial Impact Statement (FIS)will
be used to create the purchase order. See Policies and
Procedures for complete detail.
Independent Contractor (IC) Orders - Effective October,
2006 approved Independent contractor's in excess of $2000 will
be issued a purchase order for capturing of the commitment and
for processing payment. See Policies and Procedures for
complete detail.
Emergency Purchases
Emergency Purchases may be authorized when a threat exists to
public health, welfare, or safety to the University community
such as delays by a contractor, delays in transportation, and
unanticipated volume of work. Such emergency procurements shall
be made with such competition as is practical under the circumstances.
However, emergency procurement shall be limited to those supplies,
services, or items necessary to meet the emergency. If such and
emergency occurs, contact the appropriate Senior Buyer immediately
so that the proper procurement method can be selected and executed.
Exception - Hazardous Chemicals
Hazardous
Chemicals are never to be purchased via the Master
Order process. Hazardous Chemicals may only be purchased
by submitting a Purchase Requisition to Radiation Safety Department.
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