Purchase Order Maintenance
Q. I have a purchase order that I want to close out. What do I do?
Q. I have an open purchase order that expires on or before the end of the fiscal year and I want to continue using it in the new fiscal year. What do I do?
A. If you need to extend the expiration date or decrease funds on the purchase order, simply email SDSURF Purchasing. Provide the purchase order number and your requested changes. This information is forwarded to the assigned buyer who then makes the adjustment to the purchase order. Note: An increase in funding or change to the accounting distribution will require a change order. To request a change order you must complete a Purchase Requisition Standard Form (Excel Format, 21KB)* or a Purchase Requisition Expanded Form (Excel Format, 21KB)* and reference the original purchase order number, indicate requested changes, obtain appropriate authorizing signatures and forward to your SR administrator for processing. You may also choose to use the change order process to extend an expiration date or decrease funds.
Q. I have an open purchase order that expires on or before the end of the fiscal year and I want to close out the purchase order and start the fiscal year with a new purchase order. What do I do?
A. You must initiate a Purchase Requisition form for the new purchase order.
- Purchase Requisition Standard Form (Excel Format, 21KB)*
- Purchase Requisition Expanded Form (Excel Format, 21KB)*
- Purchase Requisition Standard Form Accessible Version (Word Format, 41KB)*
- Purchase Requisition Expanded Form Accessible Version (Word Format, 21KB)*
Indicate on the requisition that this will replace old purchase order number Pxxxxxxxx. You do not have to wait until July to submit a requisition for the next fiscal year. The purchasing department is able to create the new purchase orders during the months of May and June with an activity date of July. The old purchase order will be closed out during the period July 1 to the day we shut down for year-end close.
NOTE: Please be aware that there can be some confusion on these replacement numbers as we may receive invoices after the close of the old purchase order that reference the original; number. In addition, not all suppliers are timely in initiating the replacement purchase order numbers. The accounts payable department will make every attempt to cross-reference and adjust incoming invoices to the new purchase order number. Should you receive a payment authorization with the old purchase order number, please correct the new purchase order number before approving the document for payment.
Q. I didn't receive all the items on my purchase order because an item has been discontinued. What do I do?
A. Simply email SDSURF Purchasing with the purchase order number and the reason the purchase order is no longer valid (e.g.. balance of the products have been discontinued). Your request will be forwarded to the assigned buyer who will close out the purchase order and contact the supplier.
Q. I have a purchase order that I want to close out. What do I do?
A. Simply email SDSURF Purchasing. Provide the purchase order number and the reason the purchase order is no longer valid, i.e. item no longer available, order was cancelled with supplier, etc. Your request will be forwarded to the assigned buyer who will close out the purchase order and contact the supplier.
Q. I have a purchase order whose delivery date has passed and I still don't have my merchandise. What do I do?
A. If you know the buyer on your purchase order you may call them at any time for follow up with the supplier. If you do not know the buyer, simply email SDSURF Purchasing to request follow up. Provide the purchase order number and your request will be directed to the appropriate buyer. Once the status of your order has been determined, the buyer will work with you to determine the appropriate course of action.
Q. I have an active purchase order and the delivery date is not until next fiscal year. Do I need to do anything to be able to use this purchase order next year?
A. No, the purchase order will automatically roll into the new fiscal year. It doesn't matter if the purchase order is an open purchase order or regular purchase order.
*Note: Documents in Portable Document format (PDF) require Adobe Acrobat Reader 9.0 or higher to view. Download Adobe Acrobat Reader
*Note: Documents in Word format (DOC) require Microsoft Viewer.Download Microsoft Word Viewer
*Note: Documents in Excel format (XLS) require Microsoft Viewer.Download Microsoft Excel Viewer
