Purchase orders are not required, but may be used for procurement if a purchase order is required by the vendor or if a purchase order is a convenience to the purchaser.
When it is necessary to provide a purchase order number over the telephone, bring a properly prepared purchase requisition to accounts payable. The requisition will be entered onto the system and a purchase order number generated. Subsequent procedures are the same as for all other purchase orders. The following message will appear on the purchase order to insure that the order is not duplicated: "Confirmation of Telephone Order - DO NOT DUPLICATE." Confirmation copies of all purchase orders will be mailed to vendors regardless of their policies.
Requests for payment to accompany purchase orders are discouraged for the following reasons: reduction in leverage in the event that an order is not fulfilled satisfactorily, premature cash outflow, and virtually all vendors will sell on credit if a request is submitted to them. If you wish to do business with a vendor that does not have a line of credit established for Calvin College, please contact Accounts Payable. The procedures are the same as for all other purchase orders except that the appropriate box on the purchase requisition form must be marked to inform Accounts Payable that a check should accompany the order. Payment will be sent with the purchase order to the vendor.
Purchases should not normally be transacted on a C.O.D. basis. If this type of purchase is absolutely necessary, procedures are the same as for all other purchase orders except that the appropriate box on the purchase requisition form must be marked to inform Accounts Payable to issue and hold a check until a shipment document is received.
If you wish to have the purchase order faxed to the vendor, mark the appropriate box on the purchase requisition form and provide the vendor's fax number. Accounts Payable will fax the purchase order to the vendor.
Purchases transacted in foreign denomination are discouraged because of the additional cost involved in obtaining foreign drafts, and the risk of an adverse change in exchange rates between the date the order is placed and the date the invoice is paid. If a purchase must be transacted using a foreign currency, indicate the amount in the foreign denomination.