The Purchase Order
Principal investigators may request via a requisition that a purchase order be issued to a vendor for the purchase of commodities, equipment, and various services. The purchase order is an offer to purchase commodities, equipment, and services from vendors and, when accepted without change by the vendor, constitutes a legal binding contract. The purchase order specifies the quantity, description, price, delivery date, terms and conditions, payment terms, "ship to" address, and special instructions to the vendor. Purchase orders are generated from the information provided on the requisition and are sent to vendors by the Procurement Department. Vendors or principal investigators may not make any changes in the purchase order without written approval from the purchasing agent.
All items on the purchase order are cost coded and the total amount of the order is committed against the project budget. The commitment is relieved when payment is made to the vendor. Freight and U.S. Customs charges, if applicable, are generally not committed against the purchase order unless requested or if costs are substantial.