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FISCAL MANAGEMENT OPERATIONS GUIDE

Documents Needed To Pay A Purchase Order

Original Invoice

The vendor must provide an original invoice before a payment can be made. Invoices should normally be sent directly to Disbursements rather than the ordering department. The invoice should have the vendor's name and address preprinted on the invoice.

Purchase Order

The purchase order should be created before the order is placed with the vendor. Sometimes it cannot be fully finalized until more information is obtained from the vendor but it is important that the initial steps be taken to obtain the PO (purchase order) prior to receiving the goods or services. The vendor needs the purchase order number so they can include that number on their invoice.

The purchase order should accurately describe what is being purchased, quantity, the cost of what is being purchased and the correct name, address and vendor identification number of the vendor with whom the purchase is being made.

Receiving Report

Receiving creates a receiving report for all goods delivered directly to Receiving by the vendor. Some goods or services do not go through Receiving but are sent directly to the end user. In those cases, the end user must notify Receiving that the order has been received so a receiving report will be created. Disbursements obtains most receiving reports electronically within DEFINE. When services or repairs are obtained by a department, it is important that the department notify Receiving, either by email or by phone, when those services or repairs are satisfactorily received. A delay in notifying Receiving that goods have been received may result in interest penalties being incurred.