■ Review the terms (-FOB destination, net 30 days should default from vendor)
■ Perform a final check of details.
Submit to generate the PO.
FPAPORD Purchase Order Print form.
Print ONE AT A TIME
Special Print: FF_PO_B3 to print PDF copy with KSU logo
Enter PO # one at a time to print
Save – generates print job and the form prints to PDF and emails to purchasing@kysu.edu with the PO number in the subject line
Download PDF document.
Download all requisition attachments.
Upload PO PDF and all requisition attachments to PO document in BDM.
Forward PDF PO to vendor if email address is present, requester, AP, and warehouse for delivery.
Warehouse or farm staff receive goods. Departments DO NOT enter receiving.
Purchasing follows up on Purchase Orders without receivers.
Purchasing ensures all incomplete documents are completed, date changed, or deleted prior to month-end close.
FGRIDOC Incomplete Document Listing of requisitions that are not fully approved, or not yet routed for approvals and tell requesters to:
Delete if it is not needed,
■ Change the date to the current month, or
Finish routing approvals before month-end close process. (usually <20/month in this state.
Any documents left incomplete at month-end, purchasing deletes and requester has to restart processing.
The vendor sends the invoice to accounts payable referencing the Purchase Order Number; if the vendor sends the invoice to the requester, they must forward the invoice to accounts payable to ensure timely payment of the vendor.
All University contracts must be reviewed and approved in compliance with the Contract Management Policy 4.1.17. All contracts must be in writing and signed by both the approved signatory at the University and the vendor to be fully enforceable.
Responsible position(s):
Requester
General Counsel
CFO, President, Board of Regents
Purchasing
Contract Manager
Required documents and access: