For purchases less than $5,000, the department purchaser, using the Purchasing Card, will award to the supplier an order.
In the rare instances when the supplier will not accept the Purchasing Card, the department purchaser can award an order by giving the supplier the department's organization number. This will constitute a Verbal Order, and the supplier can then ship the goods.
Upon receipt of the invoice, the department purchaser will enter an on-line Voucher into the Baylor University financial system by keying in the required information.
The invoice must be signed and approved as required on the Signature Authorization Form.
Additionally, the invoice must have the Voucher number and the department's organization and account number written on the invoice and then be forwarded to the Accounts Payable Office.
If the supplier required a written Purchase Order, the department must prepare an on-line Requisition.
The department purchaser will obtain approval as required on the Signature Authorization Form.
The Purchasing Office will process a Purchase Order for the Requisition and order the goods.
It should be stressed that the preferred method for purchases of less than $5,000 is the Purchasing Card.
The Purchasing Office will audit Verbal Orders.