Go Back to Purchasing Menu
The purchase order contains six copies, which are distributed as follows:
5.1.1 Vendor - mailed to vendor
5.1.2 Accounting - filed alphabetically by vendor in Accounts Payable-Business Office
5.1.3 Purchasing - filed numerically in Purchasing Office
5.1.4 Department - returned to department
5.1.5 Inventory - filed in Property files (if equipment)
5.1.6 Delivery - used to verify receipt of equipment when received by Central Receiving and for certification of receipt of equipment items when delivery is made to requisitioner by Central Receiving. Filed numerically in Property files. (NOTE: Delivery copy of P.O. only distributed for capitalized items.)
5.2 Variation in Quantity
In case of undershipments or overshipments, small quantities in excess of those specified on the purchase order may be allowed up to ten percent (10%), provided the unit price does not vary.
5.3 Purchase Order Correction
If it becomes necessary to amend a purchase order, a "Purchase Order Correction" (See Exhibit P-8) will be issued. Reasons justifying the change will be filed with the requisition. Distribution of the "Purchase Order Correction" will be the same as for purchase orders.
5.4 Purchase Order Follow-up Letter
If there is any difficulty in receiving an order, a delay in the order, etc., the requisitioner should notify the Purchasing Office who will contact the vendor to ascertain status.
5.5 Purchase Order Cancellation
If it becomes necessary to cancel an order, the requisitioner should notify the Purchasing Office in writing explaining the circumstances and a "Purchase Order Cancellation" will be issued. Distribution of copies of the cancellation will be the same as for purchase orders.