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Purchase Orders

Accounts Payable + Purchase Orders

Once a Purchase Order (PO) is created, Accounts Payable is responsible for payment of invoices against that PO as well as closing the PO.

Used For

 Invoices that should be paid on a Purchase Order, blanket or non-blanket. Typically, any invoice for $5,000 or more needs to have an associated PO. The PO needs to be requested and approved by the Purchasing Department before the expense is incurred and invoice received.

Policy

  • N/A


Department’s responsibility/process:

  • If the invoice was received into Accounts Payable, you will receive notification via an e-form, which will already be filled out for you.
    • You then have the responsibility to make any changes and/or add comments
    • Ensure that all items being charged on the invoice has been received/services rendered as expected and agreed upon
    • You must then approve the form, which submits it to AP for payment processing
    • AP will process invoices in the order received, as long as all necessary information is provided and funds are available
    • Once payment is completed, you will receive an automated e-mail notification
    • Invoices that were processed are viewable the next business day in WISDM
  • If you receive the invoice directly from the vendor/supplier, you need to:
    • Ensure that all items being charged on the invoice has been received/services rendered as expected and agreed upon
    • Ensure the invoice includes
      • Date
      • Invoice #
      • PO #
      • Amount Due
      • No Tax
    • Submit the invoice to Accounts Payable via E-form in BP Logix
      • Purchase Order Invoice E-form, filling out all necessary information
        • Amount
        • Purchase Order #
        • Add the invoice as an attachment (add any other pertinent documents/emails)
        • Answer the Yes/No Questions
          • If the invoice is nearing 30 days, you must provide the reason
          • If there are not enough funds, you must request a Change Order
          • If you want the PO closed after the invoice is processed, choose YES
        • Add any comments you have regarding this payment
        • Add any additional people you would like notified that the payment was processed
        • Submit to AP for Payment
          • AP will process in the order received, as long as all necessary information is provided and funds are available
          • Once payment is completed, you will received an automated e-mail notification
          • Invoices that were processed are viewable the next business day in WISDM
  • Failure to submit the form to AP for Payment will result in the invoice not being paid
  • Failure to not provide all information requested on the form will result in delay of payment being processed

Things to Consider/Common Q’s

  • If tax was included, send the tax-exempt certificate to the company and request a revised invoice be sent
  • If the invoice was for more than anticipated and/or more than the PO, please provide information as to why and/or initiate a Change Order
  • Items that do not require a PO regardless of dollar amount include:
    • Subscription Fees
    • Membership Fees
    • Royalties
    • Stamps, postage, and U.S. postal services

Forms

  • Purchase Order Invoice E-form
  • Purchase Requisition

Contact
Amanda Brummond

brummoaa@uwec.edu

(715) 836-4529

Description/Used For
  • When you need to add funds to an existing PO for additional needs on that specific PO, rather than creating a new PO
Policy
  • N/A
Department’s responsibility/process
  • Know your spending/budget (WISDM)
  • Have a need for the increase
  • AP may inform you that you are running low on a Blanket PO and ask if you would like to do a Change Order
  • Fill out a new e-form. Be sure to include the PO# on the upper left top portion; fill out the requisition as you normally would, indicating in the notes that it’s a change order.  Include the amount that you would like to increase the PO by.
Things to Consider/Common Q’s
  • Blanket PO’s are typically the only PO’s that will need a Change Order
  • General/Other PO’s may need a change order if the amount originally requested is not enough for the invoice(s) coming in
Forms
Contact

Amanda Brummond
brummoaa@uwec.edu
(715) 836-4529

Used For
  • When you no longer need a BPO/PO or do not anticipate further need
Policy
Department’s responsibility/process
  • Ensure that you will not need to use the PO any longer and/or do not need to do a change order
  • The PO should have a zero balance (all invoices have been paid) or if there is a balance remaining, it is an amount that you no longer need and would like those funds unencumbered
  • Indicate on the Purchase Order Invoice E-Form that a PO should be closed, AP may also indicate they will be closing the PO after processing the e-form invoice
  • Contact AP at actpay50@uwec.edu to request the PO be closed
Things to Consider/Common Q’s
  • Do not have a PO get closed unless you are positive there is not a need for it as this process cannot be reversed
  • Most General PO’s should be closed after the specific items and/or services are rendered.
  • Blanket PO’s most likely should only be closed at Fiscal Year End
  • Can I rollover my PO into next fiscal year?
    • Blanket PO's cannot be carried over into the next Fiscal year - they will be closed by June 15th each year. Contact AP with further questions on this.
    • Other PO's can be rolled into the next FY - AP will contact you by June 15th each year to inform you of the PO's for your department that are still open and eligible to be rolled into the new Fiscal Year.  You can decide at that time if you want it to be closed or rolled over.
Forms
  • N/A
Contact

Amanda Brummond
brummoaa@uwec.edu
(715) 836-4529

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