Business Forms Order Request

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					                     Purchase Order Request Form Instructions

The purpose of the PO Request form is to ensure your Department Director is informed
of all purchases made from their budget.

Form Instructions:

   Mail, Sent to Department, Hold for Pickup – optional (however, Send to Department or
   Hold for Pickup MUST be written on the Originators copy of the PO
   Person Making Request - the person placing an order, getting a reimbursement…
   Vendor Name – name of company supplying service
         For Reimbursement – vendor name and person making request will be the same
         name
   Address – only if known
         Reimbursement checks will be sent back to school, unless otherwise indicated
   Purpose of Request – Reason for PO, detail description of items
   Budget/Activity to be charged – all account codes to be charged on this PO
   Requestor’s signature
         o Signature of person requesting PO/reimbursement
   Secretary’s signature – must sign ALL request forms
   Director’s signature – must sign ALL request forms


All purchase orders must be accompanied with this form:
   • Prepaid PO must include:
      o Originators copy of PO, PO Request form, Receipts/invoices
      o Send all to accounts payable clerk
      o EXCEPTION – petty cash PO’s DOES NOT NEED THIS FORM
   • Confirming PO must include:
      o Originators copy of PO, PO Request form, Order product
      o Once received in hand, receive online, and file-DO NOT SEND TO AP
         (IF invoice is received, circle PO # and send original to AP)
   • Regular PO must include:
      o Originators copy of PO, PO Request form, PO mailed by Purchasing
      o Once received in hand, receive online, and file-DO NOT SEND TO AP
         (IF invoice is received, circle PO # and send original to AP)
   • Blanket PO must include:
      o Originators and vendor copy of PO, PO Request form, Receive online, and
         file DO NOT SEND TO AP
      o Send all invoices to AP, DO NOT GENERATE A PO
                             Purchase Order Request
                                  Department

     Mail                        Send to Department            Hold for Pick Up


Date: __________________                        Date Needed: ________________

Total Amount of Order:                                PO #:

Person Making Request:

Vendor name:

Vendor address:

Purpose for Request:
   (Detail description of item(s)
   Documentation must be attached – invoice, brochure with prices, order form, etc.)




Budget/Activity to be charged:




__________________________________
Requestor’s Signature

__________________________________
Secretary’s Signature

__________________________________
Department Director’s Signature

				
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