Once the bid process is complete and a successful vendor selected Procurement Services will determine the payment method:
Paying One Time Purchase Order - General
When goods/services are received, and meet required needs, the department must print name, title and sign the Purchase Order and forwards the Yellow Purchase Order to Accounts Payable. This approves release of payment.
If a partial payment is required a copy of the PO must accompany the invoice, and the invoice must state "Partial Payment".
Paying Multiple Purchases/Payments - Blanket
The department is required to verify that the charges are correct and note the Purchase Order number on the invoice. The signed invoice is forwarded to Accounts Payable for payment processing. If the Blanket Purchase Order has multiple line items, the invoice must include which line item the invoice should be paid against.
With the last payment, the original Green Purchase Order is attached to the invoice to alert Accounts Payable to close the purchase order once the final payment has been cleared.
Paying Multiple Payments Possibly over Multiple Years - Projects
The department is required to verify that the charges are correct and note the Purchase Order number on the invoice. The signed invoice along with a copy of the Project PO is forwarded to Accounts Payable for payment processing.
If the payment is a progress payment against the Purchase Order for a portion of the work completed, the invoice is sent back to Accounts Payable with authorized signature(s) and a copy of the PO indicating progress payment.
With the last payment, the Purple copy of the PO must be attached.