6320B1 - PREPARING PURCHASE ORDERS
When completing a purchase order request, please use whichever of the following procedures is appropriate.
Normal Purchase Orders
Complete all areas of purchase order
** Date Use date this order is submitted. ** No Back Orders Many companies will not ship back orders unless indicated on the purchase order. Many times money is tied up for months waiting for a back order shipment which is never going to arrive. ** Delivery Required By ASAP ** Ship Via UPS/Truck (Other must be approved) ** Priced Per This helps the supplier know the origin of the pricing information, e.g. from their most recent, an estimated price, or a direct quote from a representative. ** Ship to Address Provide school or department and complete address. ** Vendor Complete Vendor Name, Address, City, State, and Zip. Please do not abbreviate. ** Person Requesting Name of person or department will help both in the building when the order is received (who it belongs to) and the loading dock if there is a question regarding the order. ** Account Number Account Number to be charged -- the purchase order will be returned if the account number does not appear. ** Quantity ** Unit of Measure Indicate -- each, dozen, etc ** Stock Number Number from vendor catalogs. This helps the vendor identify what is being ordered and when checking in items on delivery. ** Description A complete description must be given for the item(s) being ordered. This will be helpful when checking the order in to make sure that what is received is what was ordered. This information is also needed for the auditors for checking records and ascertaining that what was ordered is what was actually received. ** Unit Price Price per each, dozen, etc. ** Total Price Unit price x number ordered -- total extended. Please check your mathematics. ** Total Price - bottom Total price of all items on purchase order - even if only one item, bring total down column to bottom of form. ** Administrator Signature PO will be returned without appropriate signature of authorization. When completed:
Send the purchase order with any attachments that must accompany the purchase order to the Business Office. A purchase order number will be assigned and the pink copy returned to you to attach to your copy.
DO NOT CALL ORDERS INTO VENDORS UNLESS A PURCHASE ORDER NUMBER HAS BEEN ASSIGNED.
Check all orders immediately when delivered. Most companies only allow fifteen (15) - thirty (30) days to make exchanges or corrections on order discrepancies.
Subscriptions
Type (do not write) all areas of purchase order:
** Date Use date this order is submitted. ** Ship Via US Mail ** Priced Per This helps the supplier know the origin of the pricing information, e.g. from their most recent, an estimated price, or a direct quote from a representative. ** Ship to Address Please type subscriber's name, building name, and address. Hopefully, this will assure that the subscription is mailed directly to that person at the correct address. Staff should not mail in renewal cards from existing subscriptions. When they do this, the magazine subscription is renewed and a purchase order number is not given. Invoices arrive and paperwork has never been done. ** Vendor Complete Vendor Name, Address, City, State, and Zip. Please do not abbreviate. ** Person Requesting Name of person or department will help both in the building when the order is received (who it belongs to) and the loading dock if there is a question regarding the order. ** Account Number Account Number to be charged -- the purchase order will be returned if the account number does not appear. ** Quantity Indicate length of subscription: e.g. 1 year, 9 months. ** Description Please give the name of the subscription and the length of the subscription: e.g. Sept. 1989 - June, 1990. ** Total Price Total Cost of Subscription, ** Mail To Please type on bottom of purchase order: MAIL TO: Subscriber's Name
Building Name and
Address
City, State, and Zip** Administrator Signature PO will be returned without appropriate signature of authorization. Library Book Orders and Library Supplies – Use the same process as outlined above.
Telephone Orders to Vendors - Emergency Only
** PO Number Call the Business Office to obtain purchase order number. Call vendor and place order. Type all areas of the purchase order as indicated for normal purchase orders. ** CONFIRMATION Please type on middle of purchase order form: CONFIRMING TELEPHONE ORDER (name of the person contacted and date) DO NOT DUPLICATE Failure to put this on the purchase order form may result in a duplication of the order. When completed:
Keep the white copies of the purchase order.
Send remainder of purchase order to the originator. If company needs original copy of purchase order mailed to them, even though the order has been placed by phone, please indicate on the form. We will assume that they DO NOT need the original copy unless told otherwise.
Please check all orders immediately when they are delivered. Most companies only allow fifteen (15) - thirty (30) days to make exchanges or corrections on order discrepancies.
Purchase order for Preview of Materials
Type the following areas of the purchase order:
** Date ** Vendor Complete Vendor Name, Address, City, State, and Zip. Please do not abbreviate. ** Ship To Address Please type the name and address of the building and the Librarian's name. All previews should be delivered to the librarian in the building who will take responsibility for seeing that they are distributed to the correct persons and that arrangements are made for their return or purchase. ** Catalog/Stock Number Catalog or stock number from vendor's most recent catalog. ** Description Complete description of items being previewed. ** Quantity How many wanted. ** Price Price of the item. ** Total Price - bottom Total price of all items on preview form even if only one item, bring total down column to bottom of form.
When completed, submit any other purchase order.
Important Note:
If items are to be returned, please inform Accounts Payable by indicating such on the yellow copy of the purchase order when the item(s) are returned.
If the item(s) is to be kept, please type on the yellow copy of the purchase order, CHECK TO ACCOMPANY, and include any paperwork submitted with the preview.
Electronic Requisitioning:
The Director of Business may approve the use of electronic requisitions. The same information is required for an electronic requisition as is required for a manual purchase order. All of the required information should be put into the computer.