Reminder: Do You Purchase Items for the Agency? If So, Read on for Some Helpful Tips

In order to better serve you, the Business Office offers these tips to help you navigate the purchasing requisition process at the Agency. 

Online Orders 

• Amazon purchases are always done online by Courtney Thomas, Accounting Specialist. If you have a long list of items to purchase, creating an Amazon wish list is helpful. 
• Pay-LESS Office Products carts are approved after a purchase order has been issued. Please make sure to enter the purchase request number in the Long PO box and save your cart. 
• Invoices for translation are paid via credit card after a purchase order has been issued. 
• Providing a URL in the Business Office Notes is not needed unless the vendor does not accept purchase orders and the agency credit card is used (CC).

Notes on Purchase Requests 

• Notes to Business Office section: The vendor will not see these notes. 
• Print before PO text: If you need to communicate with the vendor, such as shipping instructions or a membership number, you can type that information in this tab. The vendor will see this first before the purchase order info. 
• Print after PO text: If you need to communicate with the vendor, you can write in this tab. This information will print after the PO information. 

Purchase Requisition Codes 
Please use the appropriate Requisition Codes. Purchase orders will be mailed to vendors if none are selected. 

• CC: Credit Card. Use this ONLY for vendors that do not accept purchase orders. You must attach information to the purchase request stating that the vendor does not accept purchase orders. Please provide payment details in the notes. 
• CO: Confirming Order. You can use this when you want the purchase order sent to confirm an order. 
• EP: Emergency Purchase. This process bypasses certain approvals for emergency purchases. There is a separate field/box for this code. 
• FX: Fax the purchase order to the vendor. If you choose fax but there is not fax number on file, the purchase order will be mailed. Always include a fax number in the Business Office Notes in case it’s a different one than on file. 
• HD: Hand Deliver. The purchase order will be emailed to you or whomever you indicate you want it emailed to in the notes. 
• RR: Return to Requestor. You will receive an email with the purchase order number but not the actual purchase order. This can be used for online orders that accept purchase orders. 
• SA: Send Attachment. Use this code if you have attached a document to the purchase request that needs to be sent to the vendor such as registration forms, signed contracts and agreements. 

Purchase Request vs. Purchase Order Numbers 

• Remember to provide vendors with purchase order numbers, not purchase request numbers. You must wait until you have an approved purchase order and provide that number.