Purchase Orders

Purchase Orders

The P.O. is used for external purchases of materials and services. The P.O. instructs the vendor to charge the purchase, and to then issue an invoice to Graceland. It also helps support sales tax exempt purchases. P.O.s should be used as much as possible. The P.O. must include the Secondary Responsibility signature person, and if the amount is $1,000 or over, must also include the Primary Responsibility signature. The form needs to be completed and include the signature of the Director of Accounting Services (or the VP for Business Services in the absence of the Director) in order to be valid. P.O.s are pre-numbered, therefore checked out by Accounting Services, and should be returned to Accounting if unused or voided.

Text and numbers should be readable and understandable. Accounting Services will verify the account number(s) being used, and will monitor budget availability for the purchase. After gaining the Director of Accounting Services signature, the P.O. may be mailed, faxed, order called in, completed over the web, taken in person, or whatever. Accounting Services will fax the P.O. if the fax number is included as part of the vendor information. If there are no other instructions, Accounting Services will mail the P.O. to the vendor.