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Accounts Payable Advisory
Office of Operations
Bureau of State Expenditures

Advisory Number: 62
Advisory Name:

Purchase Orders

Date Issued:

12/10/2018

Date Last Updated: 12/10/2018
Subject:
Scheduled Delivery Due Date and Unit of Measure

Reference:
Guide to Financial Operations (GFO), Chapter XI-A, Section 3 - Purchase Orders

Guidance:
A purchase order (PO) is an ordering document authorizing a vendor to provide goods or services at a dollar amount within the agency’s authority as set in law or by contract.  The PO communicates critical information to the vendor including the contract number, specific goods or services ordered, price and delivery date, thereby supporting agency and vendor collaboration.

Agencies must properly configure POs, including selecting the unit of measure that is in accordance with the contract or most closely associated to what is being purchased.  Additionally, the Scheduled Delivery Due Date is an automatically populated field on the PO that should communicate to a vendor the required date the agency plans to receive the goods or services being ordered. Online agencies should evaluate the appropriateness of the populated date based on the contract and expectations set forth with the vendor. Please refer to Chapter XI-A, Section 3 - Purchase Orders for more information.


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