Types of Purchase Orders Available
In order to purchase goods or services, a department must submit a properly completed and approved PURCHASE REQUEST (Form 100) to Purchasing and Payment Services. This Purchasing Form 100 (catalog number Z7-100) may be obtained from The University's Preferred Office Supplier. Complete instructions are on the reverse side of the REQUEST. All sections of this form in red lettering titles are to be completed by the requesting department. Send the original copy to Purchasing and Payment Services, 6054 South Drexel, Suite 400. Upon processing of the REQUEST by Purchasing and Payment Services, a University Purchase Order will be issued to a vendor. University Purchase Orders can be of the following types:
Electronic Purchase Orders:
Identified by having the initial "W" letter description followed by a six digit number, BuySite, the University's web-based, electronic Purchase Order system, is an application for creating, submitting, approving and tracking the status of Purchase Orders. BuySite, which uses a shopping cart methodology, allows users to select merchandise, review what they have selected, make necessary modifications or additions, and submit a request for the purchase of the merchandise in the cart. Users can shop for items by:
Other features include cart editing, requisition history, favorite's management, PO tracking and email notifications. These are Purchase Orders issued at the department level for goods and services having a maximum total cost of $24,999.
Regular Purchase Orders:
Identified by having an initial "U" letter designation, followed by a six digit number. This Purchase Order is for a one time purchase and will specify the materials or services covered by the order.
Standing Purchase Orders:
Identified by having an initial "U" letter designation, followed by a six digit number. This Purchase Order is issued for a period of time, beginning and ending dates are specified, and covers multiple purchases of a particular commodity or group of commodities, as well as providing for varying quantities as needed throughout the period of the Purchase Order. Once issued to a vendor, this Purchase Order allows the department to order directly from the vendor the materials or service as needed and described in this Purchase Order. Standing Purchase Order requests should be limited by the user to those situations whereby multiple purchases of at least 20 occurrences are likely to be required during the period of time of the order. An estimated dollar value that you intend to spend for that time period must be indicated on the REQUEST.
Maintenance and Repair Orders:
Identified by having the initial "U" letter designation, followed by a six digit number. Maintenance and Repair Orders may be issued as either REGULAR or STANDING PURCHASE ORDERS depending upon how it will be invoiced.