What is a Purchase Order (F-Order)?
A purchase order is a payment method used to make purchases of goods or services when the purchase amount exceeds the direct buy limit of $10k or when a purchase may not be supported on a department order. The purchase order generates an encumbrance against the supporting account and liquidates once payment has been paid in full. Only a WSU Purchasing Services buyer has the ability to create a purchase order and determine the applicable procurement process.
Initiating a Purchase Order Through Purchasing Services
The department is responsible for preparing a departmental requisition to initiate a purchase of goods or services through Purchasing Services. Upon receipt of a departmental requisition (see BPPM 70.10), the appropriate Purchasing Services buyer is assigned to the procurement process.
When there is a successful bid or quote Purchasing Services prepares and sends the purchase order to the vendor and directs the vendor to proceed with the transaction. Purchasing Services then enters the purchase order information into the AIS system and PAPR application. The ordering WSU department may look up the status of the purchase order by signing into the PAPR application. For complete instructions to look up the status of a departmental requisition click here.
Purchasing Services conducts purchasing transactions when the total amount of a purchase exceeds the current direct buy limit of $10,000. See RCW 28B.10.029, RCW 39.26. The buyer uses the best method to fulfill the departmental requisition within the limitations of state laws and University policy. Departments are encouraged to conduct purchasing transactions up to $10,000 through direct buy purchasing methods, for example, a department order or purchasing card.
Confirming Receipt of Goods or Services
Accounts Payable is unable to process payment until goods or services have been confirmed as received by WSU. Also see SAAM 85.32.20. Most equipment and supplies purchased by WSU are received by Central Receiving and Delivery which delivers the items to the departments. Departments at all WSU locations must use one of the reporting methods described below to promptly report the receipt of goods or services.
There are three methods to confirm a purchase order has been received:
- Email Central Receiving at email@example.com
- Telephone 335-5575
- Central Receiving website at: http://supplymgmt.wsu.edu/cr/po_completion.aspx
Accounts Payable is authorized to pay only when the goods or services are received and recorded in PAPR.
Processing Invoices on a Purchase Order
Accounts Payable processes F-order invoices without an original signature from the expenditure authority. The approval to pay a purchase order invoice is granted when the requisition is created and signed by an expenditure authority of the supporting account. When goods or services have been received please route the invoice to Accounts Payable for processing. Please Note: Prior to sending the invoice to Accounts Payable ensure the purchase order number (F#) is referenced on the invoice.
Original invoices should be routed directly to Accounts Payable (zip: 1025) for payment processing. Accounts Payable reviews each invoice to ensure compliance in accordance with State of WA policy and Washington State University. If compliance is met, purchase order invoices are processed on net/30 payment terms in accordance to WSU’s Purchasing Terms and Conditions. unless otherwise noted in the purchase order.
Invoices must meet the following criteria before payment can be made to the vendor:
- The invoice must bill Washington State University
- The invoice must contain printed heading with vendor name and remit to address
- The invoice must include an itemized list of goods or services provided to WSU.