If you are receiving your first budget status report for this fiscal year, you might have questions about the different reference types.

There are 2 types of Purchase Orders: Blanket Purchase Orders and Standard Purchase Orders.

Blanket Purchase Orders

Blanket Purchase Orders (BPO's), which are shown on the budget status report with a "B" before the number, are encumbrances. These BPO's are used by departments to establish an open purchase order with a vendor for the fiscal year. This enables the Business Office to pay multiple invoices under a single BPO. To encumber the BPO, you will need to provide an estimate of spending and a budget number. The Business Office can tell you what was spent on the previous year if needed.

Q: Can I make changes to my Blanket Purchase Order?

A: Yes, you can increase or decrease the amount. It would be best to call the Business Office at x=8405. Q: Can I still create a Blanket Purchase Order in the middle of the year?

A:  Yes, if your going to pay the vendor more than 4 times in the year then it is easier to use the BPO than writing separate Purchase Orders.

Q: Can I use more than Budget # for the BOP?

A:  BPO's work better if they're created with 1 Budget Number, unless you always want to pay every invoice with the same GL's percentage

Standard Purchase Orders

A standard Purchase Order (PO) is usually used to pay a vendor/company for a specific item/service.

Q: What does it mean if I still see an Encumbrance?

A: If the amount is the full amount of the purchase order then a payment has not been made to the vendor for this PO. If the PO is reduced than a partial payment was made and there are still items/services to be invoiced.

Q: I want to change or cancel my PO.

A: It would be best to call the Business Office at x=8405. Q: What if I need backup for something on my budget status report?

A: You can call the Business Office with the voucher, journal entry or Purchase Order number. We will interoffice or fax you the backup/invoice to answer your question. 

Q: When do I use a Purchase Order compared to a Check Request?

A: Most of the time this works: If it's a vendor/company it should be on a Purchase Order and if it's a person it should be on a check request. Some exceptions to this would be if the vendor does not have a billing system. (i.e. the Postmaster or if it's a donation). Please ask if you're not sure!

How you can help the Business Office, Departments, and Vendors

• Always use a current Purchase Order before doing business with a vendor.
• Have the vendor reference the PO number on the invoice and to try to have your department referenced on the ship to.
• All invoices should go to Accounts Payable.
• Try not to reference first and last names on the invoice.

If you need a Purchase Order to be paid within 2 weeks. Please write the date in the space provided at the bottom of the Purchase Order, near the budget number. We pay vendors once a week and if the PO misses that run it would be paid on the following run.

If you have any questions, suggestions, or comments, please call the Business Office at 573-8405.