Section J
Allows you to sign off a Purchase Order, once you have physically received any goods or services and allows payment of invoice.
Before signing off any items you must:
- VERIFY the prices on the purchase order against the invoice. If there are any discrepancies – DO NOT SIGN OFF – contact Purchasing Services to make any changes to the purchase order before signing off the purchase order. Changes or corrections can NOT be made once the Purchase Order is closed.
- VERIFY that items that have been physically received and/or services are completed before signing off the Purchase Order.
1. Enter Purchase Order # you wish to sign off.
2. Click –
3. Enter the invoice # (if known) for the specific purchase order # you are signing off in the space provided.
4. Enter the quantity that you wish to receive for each item # in the “Qty being Received” column.
5. Click – Submit - after you have entered the quantities that you have physically received.
An electronic copy of the purchase order will automatically print in Accounts Payable indicating that you are authorizing payment of the items you have received.
6. Repeat steps 1 through 5 if necessary to sign off any remaining items on an open Purchase Order.
7. P/O has been closed screen will appear on the status bar when all of the items on the Purchase Order have been received. Click the Back button to return to the PO.
8. Enter – PO in the “next screen box” – Click GO (will take you back to the Purchase Order indicating P/O is closed)
9. Enter – Print in the “next screen box” and printer number in the “printer #” box– Click GO. (To print the Closed PO for your records, if desired.)
An electronic copy of the purchase order will automatically print in Accounts Payable indicating that you are authorizing payment of the items you have received.
PAYMENT OF INVOICES:
All original invoices MUST be forwarded to Accounts Payable immediately.
In order for an invoice to be paid by Accounts Payable they must have the ORIGINAL invoice from the vendor and the electronic copy of the purchase order signed off by the end user (as noted above). All original invoices must be forwarded to Accounts Payable immediately, (referencing the Purchase Order number) and copy of the invoice will be returned to you.
