Placing an Order with a Lehigh University Purchase Order

Written by Tina Randazzo

1. Obtain the green file folder in Room 406B (Margie Barry’s office) in the first drawer of the first filing cabinet located in the back of her office.
1. The file should contain….LEO Account Payment Forms, Limited Purchase Order Control Sheet, Expense Code Sheet, and Purchase Orders
2. Fill out the Limited Purchase Order Control Sheet with the Purchase Order number, which is the red number on the Purchase Order Form, Date, Vendor, and in the Remarks column, write in a brief description of what you are ordering and the account number being used for your order.
3. Locate the items in the catalog you wish to purchase.
4. Fill out the Purchase Order Form (be sure to write on a hard surface and press hard so the information gets transferred to all of the copies in the form…. DO NOT write on top of other purchasing order forms or the information gets transferred to all of the forms due to the carbon copy sheets!)
1. Fill out the date
2. Fill out the "ship to" box.
1. The person’s name the items are being shipped to
2. 31 Williams Drive
3. Fill out the vendor box
1. The name of the company you are purchasing items from and the address
4. List items in the space below
1. Write in quantity number
2. Write in brief description of the item and the order number (you will need the order number when place the order)
3. Write in the price in the catalog in the column "unit price"
4. Write in the price that Lehigh gets in the "extended amount" column (Lehigh receives education discounts from many of the vendors so the prices are not the same as listed in the catalog)
5. DO NOT TOTAL YET!
5. Write in the account number needed for the items to be ordered.
6. Write in the expense code. The code can be found on the Expense Code Sheet in the file. Match the correct code to the correct description.
7. Fill in the amount AFTER the sales person has specified the amount. (there will be discounts, taxes, shipping, etc) DO NOT TOTAL ON YOUR OWN….IT WILL BE DIFFERENT FROM THE ACTUAL AMOUNT TO BE PAID
8. Obtain an authorized signature for the account number that was used.
5. Fill out the LEO Account Payment Form
1. Fill in the name of the person the order is for and write your name next to his/her name in parenthesis
2. Fill in the directors name (the director for LEO is Anne Meltzer)
3. Fill in the date
4. Fill in the Purchasing Order number, which is the red number on the purchasing order form located on the top of the form.
5. Fill in the account number that was used for placing the order.
6. Fill in the vendor name
7. Fill in the amount (AFTER you have called in the order!!)
6. Place the order. It can be done by entering it online at the companies web site or calling the company.
1. Calling the company, usually a toll free number:
1. Have the following ready:
1. Purchasing order number
2. Catalog number with the company (usually found on the back of the catalog…for example: Corporate Express Account Number is 46340 and Shipping Code is 211125 )
3. The order number and quantity of the items needed
2. After you listed all the items, be sure to ask the sales person what the total amount of the purchase is and write this amount in all the boxes of the forms that ask for the amount.
3. At the end of the order be sure to write down the confirmation number just in case anything goes wrong with the order.
7. File the forms in designated areas:
1. Separate all the papers in the Purchasing Order Form and throw carbons away.
2. Staple the blue copy (requisitioner copy) to the LEO Account Payment Form and place it in George Yasko’s office , Room 207
3. Put the white copy (vendor copy) in Laurie Cambiotti's office, Room 101 in the paper bin on the corner of her desk as you walk in the office. Place it in the first slot that's closest to you.
4. Put the green (accounts payable) and pink (purchasing) copies in the appropriate envelopes on the upper right hand corner of the mailboxes located in the main office (Room 101).
1. The green paper is accounts payable envelope
2. The pink paper is purchasing envelope
8. YOU’RE DONE! =)
1. Just put the folder back into the filing cabinet in Room 406B and put away the catalogs where you found them