A general order is an order for goods or services. It can be for one or more items. The order must include a description, quantity, price and unit of measure. Inclusion of the manufacturer name, catalog and part number are highly recommended.
A standing order is used when the requestor and the supplier have agreed upon a fixed price, quantity, specific goods and a specific delivery schedule. For example, a supplier will deliver three cases of petri dishes, 100 x 20 mm, sterile, at $25 per case to the Biology department every Tuesday, effective July 1, 2014 - June 30, 2015. Thus delivery will occur automatically once the order is placed. Applicable discounts and pre-payments must be noted on the order. A standing order usually covers a period of one year. A new purchase order will be generated at the end of each year if needed. Should unused funds remain on the existing purchase order, it will still be closed out.
When practical, the requestor should seek proposals from a minimum of three qualified suppliers and assign the purchase order based on pricing and the ability to fulfill order requirements. Standing orders are NOT to be used for the purchase of goods, as these orders are complete, and do not require multiple regularly scheduled deliveries. Standing orders are also NOT to be used for capital equipment purchases.
A blanket purchase order is not line-item specific and is meant for use to consolidate repetitive purchases from a single supplier. It is available as an option for use when engaging the professional services solicited from an independent contractor or consultant. Blanket orders serve as a useful tool to manage complex or multiple year projects such as building construction and renovation. When used for construction projects, they provide an effective way to track activity, labor and materials as separate line items. It outlines the components of the project, who can place the orders, the period for which it is active, and the budgeted spend allowance. The order should include a comment stating the “Not to Exceed” dollar value for the total amount of the purchase order, as well as applicable discounts and pre-payment requirements.
Blanket orders are also useful for departments that have repetitive supply needs, and when it is known that a variety of items will be ordered, but it is not possible to forecast specific quantities or delivery dates. This type of blanket order will typically cover a period of one year. A new purchase order will be generated at the end of the term if necessary. Should unused funds remain on the existing purchase order, it will still be closed out.
As with standing orders, the requestor should seek proposals from a minimum of three qualified suppliers and assign the purchase order based on pricing and the ability to fulfill order requirements. Blanket orders are NOT to be used for capital equipment purchases.
Purchases from Amazon.com cannot be made through Workday. Department head approval is required for departments to establish their own Amazon.com account using the department PCard. When creating an Amazon.com account tax exemption status must be established. Contact the Controller’s office to obtain the necessary ST-5 State Tax Exempt Purchaser Certificate for submission to Amazon.com for review and approval prior to account formation.
When it is necessary to purchase goods from an international source document review and attention to import and export requirements is critical. The supplier should provide assistance and guidance throughout the acquisition process through to delivery. The Requestor must be cognizant of shipping terms, conditions and associated cost and applicable fees before making the purchase. Insurance requirements also need to be determined beforehand for the delivery of purchased goods. The Office of General Counsel must be consulted regarding insurance.