{"id":5913,"date":"2021-03-19T15:11:28","date_gmt":"2021-03-19T19:11:28","guid":{"rendered":"https:\/\/www.yorku.ca\/procurementdev\/?page_id=5913"},"modified":"2024-03-11T10:50:27","modified_gmt":"2024-03-11T14:50:27","slug":"purchase-orders","status":"publish","type":"page","link":"https:\/\/www.yorku.ca\/procurement\/purchasing-channel-info\/purchase-orders\/","title":{"rendered":"Purchase Orders"},"content":{"rendered":"\n<p>This page includes more information about the different types of Purchase Orders (PO), how they differ and \"receiving instructions\" for departments to release payment against POs. A PO is a contract between the University and a vendor outlining the terms and conditions (either standard or negotiated) for the purchase of goods or services. <\/p>\n\n\n\n<p>In instances where a vendor requires a PO, or the bid process is complete and a successful vendor has been selected, Procurement Services will generate a Purchase Order. There are three (3) types of Purchase Order, as described below:<br><em><strong><br>NOTE: Before payment is made,&nbsp;departments need to follow the \"receiving instructions\" to confirm receipt of goods or services and in some instances provide payment instructions to Accounts Payable,&nbsp;as outlined below.<\/strong><\/em><\/p>\n\n\n<style>.kt-accordion-id_10fc4e-20 .kt-accordion-inner-wrap{column-gap:var(--global-kb-gap-md, 2rem);row-gap:8px;}.kt-accordion-id_10fc4e-20 .kt-accordion-panel-inner{padding-top:var(--global-kb-spacing-sm, 1.5rem);padding-right:var(--global-kb-spacing-sm, 1.5rem);padding-bottom:var(--global-kb-spacing-sm, 1.5rem);padding-left:var(--global-kb-spacing-sm, 1.5rem);}.kt-accordion-id_10fc4e-20 .wp-block-kadence-pane .kt-accordion-header-wrap .kt-blocks-accordion-header{padding-top:var(--global-kb-spacing-xxs, 0.5rem);padding-right:var(--global-kb-spacing-xs, 1rem);padding-bottom:var(--global-kb-spacing-xxs, 0.5rem);padding-left:var(--global-kb-spacing-xs, 1rem);}@media all and (max-width: 767px){.kt-accordion-id_10fc4e-20 .kt-accordion-inner-wrap{display:block;}.kt-accordion-id_10fc4e-20 .kt-accordion-inner-wrap .kt-accordion-pane:not(:first-child){margin-top:8px;}}<\/style>\n<div class=\"wp-block-kadence-accordion alignnone\"><div class=\"kt-accordion-wrap kt-accordion-wrap kt-accordion-id_10fc4e-20 kt-accordion-has-5-panes kt-active-pane-0 kt-accordion-block kt-pane-header-alignment-left kt-accodion-icon-style-arrow kt-accodion-icon-side-right\" style=\"max-width:none\"><div class=\"kt-accordion-inner-wrap\" data-allow-multiple-open=\"false\" data-start-open=\"none\">\n<div class=\"wp-block-kadence-pane kt-accordion-pane kt-accordion-pane-3 kt-pane_d36b6c-bf\"><div class=\"kt-accordion-header-wrap\"><button class=\"kt-blocks-accordion-header kt-acccordion-button-label-show\"><span class=\"kt-blocks-accordion-title-wrap\"><span class=\"kt-blocks-accordion-title\"><strong>General P.O.<\/strong><\/span><\/span><span class=\"kt-blocks-accordion-icon-trigger\"><\/span><\/button><\/div><div class=\"kt-accordion-panel kt-accordion-panel-hidden\"><div class=\"kt-accordion-panel-inner\">\n<p>A General PO is used to make one time purchases. The PO is a commitment from York that the specified goods or services will be purchased.<\/p>\n\n\n\n<p><strong>Receiving instructions:<\/strong><br>After goods or services have been received:<\/p>\n\n\n\n<ol class=\"wp-block-list\"><li>Ensure goods and services meet requirements<\/li><li>Verify that the charges are correct<\/li><li>Complete the receipt in&nbsp;<a href=\"https:\/\/loginxml.apps06.yorku.ca\/\">Sm@rtBuy<\/a>&nbsp;for the associated PO and attach supporting documentation.<\/li><\/ol>\n\n\n\n<p>Information regarding the PO, transactions, balance and status is available in eReports.<\/p>\n<\/div><\/div><\/div>\n\n\n\n<div class=\"wp-block-kadence-pane kt-accordion-pane kt-accordion-pane-4 kt-pane_d150fa-ab\"><div class=\"kt-accordion-header-wrap\"><button class=\"kt-blocks-accordion-header kt-acccordion-button-label-show\"><span class=\"kt-blocks-accordion-title-wrap\"><span class=\"kt-blocks-accordion-title\"><strong>Blanket P.O.<\/strong><\/span><\/span><span class=\"kt-blocks-accordion-icon-trigger\"><\/span><\/button><\/div><div class=\"kt-accordion-panel kt-accordion-panel-hidden\"><div class=\"kt-accordion-panel-inner\">\n<p>A Blanket PO is used to make multiple purchases\/payments in a single fiscal year. A Blanket PO does not include a commitment from York that the goods or services will be purchased.<\/p>\n\n\n\n<p><strong>Receiving instructions:<\/strong><br>After goods or services have been received:<\/p>\n\n\n\n<ol class=\"wp-block-list\"><li>Ensure goods and services meet requirements<\/li><li>Verify that the charges are correct<\/li><li>If the Blanket Purchase Order has multiple line items, note on the Purchase Order which line items to pay that match the invoice<\/li><li>Complete the receipt in&nbsp;<a href=\"https:\/\/loginxml.apps06.yorku.ca\/\">Sm@rtBuy<\/a>&nbsp;for the associated PO and attach supporting documentation.<\/li><\/ol>\n\n\n\n<p>Information regarding the PO, transactions, balance and status is available in eReports.<br><br>If a blanket purchase order should be closed once the final payment has been cleared, indicate this information in the comment section of the PO in&nbsp;<a href=\"https:\/\/loginxml.apps06.yorku.ca\/\">Sm@rtBuy<\/a>.<\/p>\n<\/div><\/div><\/div>\n\n\n\n<div class=\"wp-block-kadence-pane kt-accordion-pane kt-accordion-pane-5 kt-pane_5e471b-65\"><div class=\"kt-accordion-header-wrap\"><button class=\"kt-blocks-accordion-header kt-acccordion-button-label-show\"><span class=\"kt-blocks-accordion-title-wrap\"><span class=\"kt-blocks-accordion-title\"><strong>Projects P.O.<\/strong><\/span><\/span><span class=\"kt-blocks-accordion-icon-trigger\"><\/span><\/button><\/div><div class=\"kt-accordion-panel kt-accordion-panel-hidden\"><div class=\"kt-accordion-panel-inner\">\n<p>A Projects PO is used to make multiple payments, possibly over multiple years. The PO is a commitment from York that the specified goods or services will be purchased.<\/p>\n\n\n\n<p><strong>Receiving instructions:<\/strong><br>After goods or services have been received:<\/p>\n\n\n\n<ol class=\"wp-block-list\"><li>Ensure goods and services meet requirements<\/li><li>Verify that the charges are correct<\/li><li>If the Projects Purchase Order has multiple line items, note on the Purchase Order which line items to pay that match the invoice<\/li><li>Complete the receipt in&nbsp;<a href=\"https:\/\/loginxml.apps06.yorku.ca\/\">Sm@rtBuy<\/a>&nbsp;for the associated PO and attach supporting documentation.<\/li><\/ol>\n\n\n\n<p>Information regarding the PO, transactions, balance and status is available in eReports.<\/p>\n\n\n\n<p>If a blanket purchase order should be closed once the final payment has been cleared, indicate this information in the comment section of the PO in&nbsp;<a href=\"https:\/\/loginxml.apps06.yorku.ca\/\">Sm@rtBuy<\/a>.<\/p>\n<\/div><\/div><\/div>\n<\/div><\/div><\/div>\n\n\n\n<div style=\"height:20px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<hr class=\"wp-block-separator\"\/>\n\n\n\n<div style=\"height:20px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n\n\n\n<h4 class=\"wp-block-heading\">How to change a P.O.<\/h4>\n\n\n\n<p>Departments and Units can change a PO after it has been issued. Instructions to change a PO depend on the type of change.<\/p>\n\n\n\n<p>The following types of changes need to be completed in&nbsp;<a href=\"https:\/\/loginxml.apps06.yorku.ca\/\">Sm@rtBuy<\/a>:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li><strong>To change the chartfield, quantity or dollar amount (by less than 20%)<\/strong><\/li><li><strong>To increase the total P.O. by more than 20%<\/strong><\/li><li><strong>To change the contact information or shipping address<\/strong><\/li><\/ul>\n\n\n\n<h4 class=\"wp-block-heading\">How to cancel a P.O.<\/h4>\n\n\n\n<p>PO cancellation should be done in\u00a0<a href=\"https:\/\/loginxml.apps06.yorku.ca\/\">Sm@rtBuy<\/a>. Please refer to the  <a href=\"https:\/\/www.yorku.ca\/procurement\/smrtbuy\/smartbuytraining\/#manual\">Creation to Submission Job Aid<\/a> in the Purchase Requisition to Purchase Order resources for more information.<\/p>\n\n\n\n<div style=\"height:100px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n","protected":false},"excerpt":{"rendered":"<p>This page includes more information about the different types of Purchase Orders (PO), how they differ and \"receiving instructions\" for departments to release payment against POs. A PO is a contract between the University and a vendor outlining the terms and conditions (either standard or negotiated) for the purchase of goods or services. In instances [&hellip;]<\/p>\n","protected":false},"author":427,"featured_media":0,"parent":5333,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"secondary-page.php","meta":{"_kad_blocks_custom_css":"","_kad_blocks_head_custom_js":"","_kad_blocks_body_custom_js":"","_kad_blocks_footer_custom_js":"","footnotes":""},"tags":[173,65,174,25,26],"class_list":["post-5913","page","type-page","status-publish","hentry","tag-keele","tag-purchase-order","tag-purchaser","tag-purchasing","tag-strategic-procurement-services"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v24.0 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Purchase Orders | More Information about Purchasing<\/title>\n<meta name=\"description\" content=\"Strategic Procurement Services provides efficient and effective services to support departments and units procure the goods and services they need.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, 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