Purchase Orders | More Information about Purchasing

This page includes more information about the different types of Purchase Orders (PO), how they differ and “receiving instructions” for departments to release payment against POs. A PO is a contract between the University and a vendor outlining the terms and conditions (either standard or negotiated) for the purchase of goods or services.

In instances where a vendor requires a PO, or the bid process is complete and a successful vendor has been selected, Procurement Services will generate a Purchase Order. There are three (3) types of Purchase Order, as described below:

NOTE: Before payment is made, departments need to follow the “receiving instructions” to confirm receipt of goods or services and in some instances provide payment instructions to Accounts Payable, as outlined below.

A General PO is used to make one time purchases. The PO is a commitment from York that the specified goods or services will be purchased.

Receiving instructions:
After goods or services have been received:

Ensure goods and services meet requirements
Verify that the charges are correct
Complete the receipt in Sm@rtBuy for the associated PO and attach supporting documentation.

Information regarding the PO, transactions, balance and status is available in eReports.

A Blanket PO is used to make multiple purchases/payments in a single fiscal year. A Blanket PO does not include a commitment from York that the goods or services will be purchased.

Receiving instructions:
After goods or services have been received:

Ensure goods and services meet requirements
Verify that the charges are correct
If the Blanket Purchase Order has multiple line items, note on the Purchase Order which line items to pay that match the invoice
Complete the receipt in Sm@rtBuy for the associated PO and attach supporting documentation.

Information regarding the PO, transactions, balance and status is available in eReports.

If a blanket purchase order should be closed once the final payment has been cleared, indicate this information in the comment section of the PO in Sm@rtBuy.

A Projects PO is used to make multiple payments, possibly over multiple years. The PO is a commitment from York that the specified goods or services will be purchased.

Receiving instructions:
After goods or services have been received:

Ensure goods and services meet requirements
Verify that the charges are correct
If the Projects Purchase Order has multiple line items, note on the Purchase Order which line items to pay that match the invoice
Complete the receipt in Sm@rtBuy for the associated PO and attach supporting documentation.

Information regarding the PO, transactions, balance and status is available in eReports.

If a blanket purchase order should be closed once the final payment has been cleared, indicate this information in the comment section of the PO in Sm@rtBuy.

How to change a P.O.

Departments and Units can change a PO after it has been issued. Instructions to change a PO depend on the type of change.

The following types of changes need to be completed in Sm@rtBuy:

To change the chartfield, quantity or dollar amount (by less than 20%)
To increase the total P.O. by more than 20%
To change the contact information or shipping address

How to cancel a P.O.

PO cancellation should be done in Sm@rtBuy. Please refer to the Creation to Submission Job Aid in the Purchase Requisition to Purchase Order resources for more information.