All Purchase Orders will normally be closed out at the end of each fiscal year or the end of the contract or grant funding period. Multiple items may be ordered on the Regular Purchase Order. A Regular Purchase Order can be used even if there are multiple shipments or back orders. The vendor supplies the items requested and can submit an invoice directly to the University Accounts Payable Department. When the department receives items, the department completes the Receiving Report and forwards it to Accounts Payable.
Partial shipments require partial receiving reports.
Accounts Payable pays the vendor upon receipt of the Receiving Report from the department and the vendor's invoice. The Purchase Order is closed when all items have been received and all invoices are paid. Blanket and Open Purchase Orders Blanket Purchase Orders are valid over a specified period of time and allow for multiple shipments, invoices, and payments to vendors on a prearranged schedule. These orders call for specific items of tangible personal property on a recurring basis and include pricing. An example is an order set up to pay for the lease of equipment.