Obtaining Purchase Orders Prior to Purchase

1. Purpose:
   
   This procedure is being implemented in order to ensure that purchase orders properly document agreements made with vendors, including those that are estimates. In addition, it will help ensure that funds are available when obligations come due and will help keep bookkeeping system reports up to date with regard to obligated and available balances.
   
   
2. Procedure:
   
   All purchases must be preceded by the completion of a purchase order on the automated bookkeeping system. In some instances this will require the use of "blanket" or "standing" purchase orders and estimates may have to be made on occasion.
   
   All purchase orders that are estimates should be so noted on the face of the P.O. itself. The automated bookkeeping system will prompt the user for this information.
   
   To ensure compliance with this policy all employees authorized to make purchases should be notified of its contents. Compliance should be monitored by bookkeepers at the unit level and will also be monitored by the disbursements section of the Fiscal Office.
   
   Any questions related to this policy should be directed to Michael E. McCasland, Assistant Director for Fiscal Services at 979/845-4789 or m-mccasland@tamu.edu.