When a Purchase Order is utilized to buy goods and/or services,

• See Purchase Requisition & Purchase Order Process
  The resulting invoices are processed differently than invoices resulting from direct purchases.   A purchase order invoice is processed according to what was purchased: 1) a commodity or 2) a service.

1. Commodity Purchase Orders,
   • The goods are usually shipped by the vendor to Central Receiving.
   • Central Receiving enters receipt of the merchandise into the Purchasing System.
   • The goods are delivered to the department that placed the order.
   • Accounts Payable receives the invoice from the vendor and processes it for payment as long as a 3-way match exists:
     • the invoice
     • purchase order
     • system receiving data
   • The department does not need to sign a commodity invoice. However, if you receive an invoice, forward it to Accounts Payable.
   • The invoice will be charged to the department(s) as designated on the purchase order.
   • IMPORTANT:
     • Notify Central Receiving (410-704-2478) immediately if merchandise is delivered to your office directly or picked up by a staff member.
2. Service Purchase Orders,
   • The vendor performs the service and submits an invoice.
   • The department verifies that the service was performed satisfactorily, then codes, signs, and returns the invoice to Accounts Payble for processing.
   • IMPORTANT:
     • Service contracts often "run out of money" because the amount of the contract is an estimate of funds needed for the length of the contract.
     • Each invoice paid reduces the amount of money left in the contract.
     • Once out of money, invoices cannot be processed until additional funds are added to the contract.
     • The department must contact the Procurement Office (410-704-2171) to request a 'change order' to add more money to the contract.

Please direct any questions on purchase order payments to the

Financial Services Help Line at 410-704-5599. .