Purchases for goods and services are requested on an approved purchase requisition. Purchase requisitions must be created and approved before a commitment is made to a vendor. The requisition formally authorizes Purchasing to create purchasing transactions (the purchase order) from budgeted funds. All documentation regarding the purchase (i.e. quotation, proposal, etc.) is forwarded to Purchasing & Procurement with the requisition for processing and file retention.
The purchase order is the primary ordering document for College purchasing activity. It is a formal written offer to a vendor containing all terms and conditions of a proposed transaction. Purchase orders are computer generated with system assigned purchase order numbers. Funds are encumbered against a budget number immediately upon issuance.
The purchase order number is the one reference point common to the requisitioning department, purchasing, accounts payable, shipping & receiving and the vendor. It is essential for tracking purposes from the processing stage through the payment stage. Purchase orders not only serve to confirm terms of the sale but also insure that no sales tax is charged to the College.