Frequently Asked Questions
How do I get a Purchase Order?
How do I know if my Purchase Order has been paid?
How can I see how much money is left on my Purchase Order?
How do I get a Purchase Order paid?
When should I use my University Credit Card and when should I submit a Requisition?
What do I do if there is a deposit that is required?
What is the threshold for deposits to be made to suppliers?
What do I do if I pay a portion on my University Credit Card?
How do I get a Purchase Order closed?
How do I request a change to an existing Purchase Order?
Purchase Order FAQ
Complete a purchasing requisition. The requisition enables Purchasing to build the Purchase Order and send it to the supplier.
Use the Requisition Status link, the Doc ID will state "Payment" and a number.
Use the Activity Summary link, under the Purchase Orders folder on the Finance Center. Navigate to the "Invoice" tab and you can review Amount Invoiced or Un-Invoiced amount this will tell you what has been used and what is remaining.
All payments are initiated by having the supplier send the invoice to OpenInvoice. For instructions on how this is done Click Here.
You should always use your University Credit Card for purchases under $ 5,000.00 and only if the company accepts credit cards.
Always use the quote as reference, if the quote has a deposit line or multiple lines, create a line or multiple lines on the requisition to match the quote.
The University prefers not to pay deposits, however if deposits are required they should be less than 30%. Please negotiate with the supplier to pay smaller deposits if required.
Please add a line to the requisition to show the payment made on a University Credit Card, we want to account for all payments made based on the agreement. Purchasing will adjust the line to reflect a negative amount when creating the Purchase Order.
You can email the Purchasing Department, you will need to state why it needs to be closed and how much is left on the Purchase Order. Please contact Vanessa Highsmith at (818) 702-1387 or Jennifer Arias at (818) 702-1398 with any questions.
A change to an existing Purchase Order, or change order, can be requested via email. The change order will need to be approved by all the original approvers on the requisition. Back up documentation is also required to support the change order.
Last Updated: 09/22/2017