V. Purchase Orders

A Purchase Order is the basic procurement contract issued to all off campus sources for goods and/or services.  This document is a legal contract binding the University and the vendor.  A Purchase Order provides details about the goods and/or services the University wishes to purchase including a description, price per unit, quantity being purchased and delivery date.  The back of the Purchase Order lists the University’s Standard Terms and Conditions.  This form is generated from a Purchase Requisition that has been approved by the ordering department and the central accounting office and received in the Purchasing Department.  The Purchasing Department issues all Purchase Orders.  Information about the two types of Purchase Orders is detailed in the next two sections.

Remember: Goods and/or services should NOT be rendered or solicited until a Purchase Order is approved and disseminated by the Purchasing department.  The only exception is goods and/or non-professional services ordered with the P-Card.  Only a Buyer in the Purchasing department has authority to issue, modify and disseminate a Purchase Order.

a. Regular Purchase Orders

Regular Purchase Orders are issued for the purchase of goods from an off campus vendor.

Regular Purchase Orders are issued when there is an

  • Anticipated single delivery
  • Anticipated single payment
  • Example: purchase of office equipment

b. Standing Purchase Orders

Standing Purchase Orders are issued for the purchase of services.  Standing Purchase Orders may be one-time orders or can remain open for payment of recurring services during a specified period of time.  The type of Standing Order is indicated when the Purchase Requisition is completed in LoboMart.

Find if Payment has been Made on an Internal Purchase Requistion

The following information is an answer to FastInfo question 893.  To determine if payment has been made on an internal PR, go to Banner fo4rm FGIBDST.  Put the index number expected to be charged in the endex number field.  Perform a "Next Block".  Locate the account code that you asked to be charged, highlight this account code and click in the "YTD Activity" colunm of that account code.  Select "Options, Transaction Detail Information (FGITRND)" to view all the transactions that have been charged to that account code in the current fiscal year.  Review all transactions listed to see if the charge in question has posted.  If the charge has posted, payment has been made.