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.
- 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.
- Notify Central Receiving (410-704-2478) immediately if merchandise is delivered to your office directly or picked up by a staff member.
- 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.
- 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. .