A purchase order is a formal contract between the university and a vendor. It serves as a binding agreeement specifying the terms of goods or services to be delivered. There are serveral reasons why a department may need to request a purchase order:
- Buying Services
- A low-value purchase order used for purchases up to $5,000
- A high-value purchase order used for purchases of over $5,000.
- A purchase order blanket which pays out a specific part of the purchase order for a period of one year until the whole value of the purchase order is paid out.
If it is determined that a purchase order is needed the department is responsible for initiating the requisition. The requisition then routes to Procurement for approval. Once approved the vendor will recieve a copy of the purchase order.
Keep in mind: that purchase orders can take 2-6 weeks.
Agreement/contracts cannot be signed by the department the procurement contracts team will review and sign.
To review the various purchasing methods:
To determing the recommended method when purchasing equipment, supplies, or serivces please review:
Payment Works
How to request a purchase order:
- Obtain quote from vendor
- Ensure vendor is set up in in Payment Works
- Submit KFS Standard Requisition
- Fiscal Officer reviews and approves
- Procurement approves and Purchase order is sent to vendor
KFS Requisition:
- Log into ZotPortal
- Find KFS Purchasing
- Click Requisition
Additional Information: Procurement Resources
How to pay final invoice:
Departments are responsible for submitting the final invoice with PO number to BSO team once the goods have been received or the services have been rendered.
BSO will submit the request to Accounts Payable for payment