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User Guide

Types of purchase orders and functions

The primary function of the purchase order is to document/communicate the transaction specifications, and form a contract for purchase/sale. The numbered form also serves as documentation for invoice processing, and as an auditable source document supporting the incurred financial liability. Also, the purchase order serves to protect the University’s legal position via the standard terms and conditions of purchase printed on the reverse side of the vendor copy. (See the Forms section for a copy of the Standard Terms and Conditions of Purchase)

Classifications of purchase orders:

  • Regular Orders Created from purchase requisitions, which serve as “source documents for the transaction. When required “documentation” is attached to the requisition, review and approval takes place the same day or next day de- pending on the time received in the Purchasing Department.
  • Quote Orders Written quote required with requisition. (See competitive bid requirements)
  • Orders < $300 Low dollar volume transactions tracked and monitored to determine the availability/practicality of alternate ordering processes.
  • Check With Order The originating department notes on the requisition, and provides documentation from the vendor that a check in the amount of $xxxx is required with the purchase order.
  • Confirming Order A purchase order issued after a verbal order has been placed, or after delivery/performance has been completed. These orders are limited to bona fide emergency situations. The Purchasing Department should be contacted in advance for approval of these transactions!
  • Change Order Issued to document an amended change to an existing “open” purchase order transaction. Changes may pertain to product specifications, scope of work, standards, term of agreement, unit pricing/total cost, etc. Note: Change orders will not be processed for completed orders. A new requisition/purchase order will be required.
  • Blanket Order Issued to cover periodic requirements for products/services over a designated term within the University fiscal year. Products/services should be itemized, or classified when necessary; including volume projections, discount levels, and aggregate “not to exceed” cost.

SUBMIT REQUISITION

  • GOODS that cannot be purchased on Purchasing Card.
  • ON LINE WEB copy requisitions to resubmit – FOR ON-LINE TRAINING – Please contact Debra_Scaramuzzi@brown.edu
  • REASON FOR REQUEST (Please note “vendor does not accept credit cards”)
  • REQUIRED FOR LINE ITEM (Brief description of products).

  • TERM OF AGREEMENT 07/01/05 – 06/30/06.

    • DOLLAR VALUE OF BLANKET PURCHASE ORDERS (Based on last year's spend)

  • STATE VENDOR RELATIONSHIP (Preferred Vendor or Contract Vendor)
  • Please note:
  • Maintenance and Service Contracts should not be processed as a Blanket Order.
  • Documentation Requirements; $10,000.00 and over sole source description (this can be noted in the DOCUMENT COMMENT SECTION on Web Requisition).