Number IPP 8

Dated: 3/06/95
Replaces: 01/27/95

Internal Policy and Procedures

Attachments and Attached Lists of Items for Purchase Orders

POLICY:

Attachments and attached lists of items for Purchase Orders (PO's) must be reviewed so the purchase order accurately reflects the needs of the University.

PROCEDURE:

  1. Requisitions with attached lists will have all items entered electronically if there are 10 items or less, unless the item is capital equipment. All capital equipment items must be entered or a copy of the list sent to Risk Management. Copies sent to Risk Management should be labeled with the Vendor Name, Purchase Order Number, Vendor Number and Fiscal Year in the upper right hand corner. Attached lists are sent to Vendor, Vendor File, Accounts Payable and a copy is left on the Requisition.
  2. Quotes on requisitions are recorded in the message screen using the wording in an “Order Text Message” (blurb). It is important to record the person’s name giving the quote, a quote number if given and the date of the quote. If the quote gives detailed information that is not included in the requisition, it is necessary to send a copy of the quote along with the order to the vendor, keep a copy for the Vendor Files and leave a copy on the requisition. (This is common with furniture or computer configurations.)
  3. Any brochures, lists of attendees or attached lists relating to a conference or meeting are to be left on the requisition. Extra copies are not needed.
  4. Order Forms are copied and one copy is sent to the Vendor, 1 copy to the Vendor Files and leave one copy on the requisition. The Order Text Message “PIA” is used on the message screen.
  5. Cash with Order Forms are copied, sending 1 copy to the Vendor, 1 copy to Voucher, 1 copy to Vendor Files and using “CWO” as the Order Text Message.
  6. Contracts that are attached are labeled with the Agent’s discretion. They may choose to send the original copy to the vendor and a copy to either the Vendor File or the ALL File. ALL File attachments require a Blue Label that will be attached and filled out by the Agent. Some Agents will request that we do not write on the contract but use a note attached.

Labeling: The following is an example of how a label should look:

VENDOR:
ABC Company
PO #:
123A456 1234
YEAR:
05

If an agent has a contract that they revised they may request a copy to be sent to a department. Departmental Labels need to include the UDDS and should be done as follows:

VENDOR:
ABC Company
PO #:
123A456 1234
YEAR:
05 A-53-1259

Indicate where the attachment goes by putting the appropriate letter in front of the label.

“V” is used for Vendor

“VF” is used for Vendor File

“VO” is used for Voucher

“R” is used for Requisitions

“D” is used for Department

“AP” is used for Accounts Payable

Attachments are put in the hall baskets after 8:30 AM on the day of release. The reception person will pick up the attachments on the next business day by 8:30 AM.

The reception person will match the attachments with the proper Purchase Order and route it to the proper destination.

Accounts Payable Staff will pick up the Accounts Payable attachments.

The Req Entry person from each team is responsible for filing the Vendor File attachments for their own team.

7. If there is no PO printed, the attachment and/or attached list will be returned to the person releasing the order.

8. If the attachment and/or attached list is received by Reception/ Correspondence after the PO has been mailed, it will be mailed to the vendor with form memo.

DELEGATED DEPARTMENTS: With the exception of your office file copy, all procedures are the same.