Guide to Processing and Submitting a Purchase Order
This file provides a comprehensive guide to preparing and submitting a Purchase Order, detailing steps needed, required documentation and relevant policies. It emphasizes the importance of planning and obtaining necessary approvals before initiating purchases. It includes guidelines for addendums, and instructions for filling out the form.
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How do I fill this out?
Follow initial steps such as filling in the required fields and gathering necessary backup documents. Ensure the form is approved and signed by the designated budget officer. Submit the completed form via the specified email.
How to fill out the Guide to Processing and Submitting a Purchase Order?
1
Fill in the required fields on the Purchase Order form.
2
Attach necessary backup documents such as quotes, proposals, and contracts.
3
Ensure the form is approved and signed by the designated budget officer.
4
Submit the completed form to requisitions@fdu.edu.
5
Wait for confirmation and processing from the Purchasing Department.
Who needs the Guide to Processing and Submitting a Purchase Order?
1
Department heads needing to purchase goods or services.
2
Administrative staff responsible for planning and budgeting.
3
Event coordinators managing additional costs or attendees.
4
IT personnel procuring approved equipment and software.
5
Vendors requiring purchase orders to complete transactions.
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What are the instructions for submitting this form?
Complete the Purchase Order form with all necessary information and approvals. Attach relevant documentation such as quotes, proposals, and contracts. Submit the completed form and attachments via email to requisitions@fdu.edu. Ensure each email contains only one PO. For physical submissions, send to the Purchasing Department at Fairleigh Dickinson University, 1000 River Road, T-PB1-01, Teaneck, NJ 07666. Follow-ups and additional correspondence should also be directed to requisitions@fdu.edu.
What are the important dates for this form in 2024 and 2025?
Currently, there are no specific important dates provided for this form in 2024 and 2025.
What is the purpose of this form?
The purpose of this form is to facilitate the efficient processing and submission of Purchase Orders. It ensures that all necessary information, approvals, and documentation are in place before purchases are made. By following the guidelines, departments can plan their budgets effectively and prevent any delays in procurement.
Tell me about this form and its components and fields line-by-line.
- 1. Purchase Order Number: Unique identification number for the Purchase Order.
- 2. Date: The date on which the Purchase Order is being created.
- 3. Vendor Information: Details of the vendor from whom the goods or services are being purchased.
- 4. Item Description: Detailed description of the items or services being ordered.
- 5. Quantity: The number of each item being ordered.
- 6. Unit Price: The price per unit of each item.
- 7. Extended Price: The total price for each item (calculated as Quantity x Unit Price).
- 8. Approval Signatures: Signatures of the budget officer and other required authorities.
- 9. Supporting Documents: Attachments such as quotes, proposals, and contracts that support the Purchase Order.
What happens if I fail to submit this form?
Failing to submit the Purchase Order form correctly can lead to delays or cancellations.
- Procurement Delays: Items or services may not be received on time.
- Budget Misallocations: Financial plans and allocations may be disrupted.
- Approval Issues: Without proper approvals, the Purchase Order may be rejected.
How do I know when to use this form?
- 1. Department Purchases: For purchasing goods or services needed by a department.
- 2. Event Planning: To handle additional costs or attendees for events.
- 3. IT Equipment: For procuring approved IT equipment and software.
- 4. Vendor Transactions: To complete transactions with vendors requiring a Purchase Order.
- 5. Addendums: When additional funds are needed for an existing Purchase Order.
Frequently Asked Questions
How do I fill out the Purchase Order form?
Use our PDF editor to enter required information, gather all necessary documents, and ensure all approvals are obtained before submission.
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Yes, you can easily edit this PDF using PrintFriendly's editing tools to update fields and attach documents.
How do I sign the Purchase Order on PrintFriendly?
Use our digital signature tool to place your signature in the relevant section of the form.
Can I share the completed PDF from PrintFriendly?
Absolutely, use our share feature to send the form via email or generate a shareable link.
What do I do if I need to add funds to an existing Purchase Order?
Create an addendum using the regular PO form, detailing the additional amount and reason, then submit it for approval.
What documentation should I attach to the Purchase Order?
Attach relevant documents such as quotes, proposals, and contracts to ensure smooth processing.
How do I submit the completed Purchase Order?
Submit the completed form and all backups to requisitions@fdu.edu.
Is an approval needed before making any purchases?
Yes, an approved PO must be in place before receiving any goods or services.
Where can I find policies related to this Purchase Order?
Refer to the provided links for detailed purchasing policies and procedures.
What should I do if my Purchase Order requires logo use or contract review?
Ensure necessary approvals are attached to the PO submission to avoid delays.
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