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Purchasing FAQs
I am looking for a vendor to provide a specific service. Where do I start? [Expand]
Check Blue Hen Market for suggested vendors. If there is no listing for what you need, contact the buyer or purchasing assistant for your department (click here for list).
What's the difference between a preferred vendor and a suggested vendor? [Expand]
A preferred vendor is a vendor with whom UD has a contract or agreement in place, either for pricing, terms, or both. A suggested vendor is a vendor that has been used successfully by Procurement or other departments in the past. Suggested vendors are trusted, reliable sources for goods and/or services and are recommended for use. There is no existing contract with suggested vendors and purchases are negotiated each time. Procurement should always be contacted (1) if the value of a planned purchase exceeds the $5,000.00 threshold for departmental purchases or (2) if the vendor does not accept credit cards for payment.
What are pay terms? What are UD's typical payment terms? [Expand]
Payment terms specify the period allowed to pay off the amount due on a purchase following receipt of a valid, accurate invoice. Payment terms are typically stated in days and may include discount percentages for payment dates in advance of the stated date, e.g. 2% 15 days, net 45 days. UD's currently acceptable pay terms are by credit card on shipment and Net 45 days by ACH direct deposit. Payment terms should always be negotiated on any purchase and requested up front. It is recommended that you contact your Procurement Services buyer before agreeing to any payment terms different from the UD preferred payment terms.
I have an invoice that needs to be paid, but the vendor is not in the vendor database. How can I expedite payment? [Expand]
When purchasing from a new vendor, please have them fill out UD's current W-9, then attach the completed form to your requisition along with the rest of the backup (invoice, quote, proposal, agreement, etc.). The University is required to have the W-9 on file prior to issuing payment; without it, we must place the requisition on hold until the form is received. The UD-specific form includes questions about payment methods, direct deposit, debarment status, and other information needed in order to issue payments. Therefore, please remember to use the UD W-9 and not a generic version of the form.
What information am I able to get from Payment Activity? [Expand]
Using the requisition number or the purchase order number, Payment Activity retrieves information and displays it in six different sections:
  1. UD Web Forms Information – displays the web form requisition id. If you were listed in the routing of the web form, clicking on the hyperlink will allow you to view the web form
  2. Purchase Order (PO) – displays purchase order number, date, status, buyer, payment terms, and total amount. It also gives the purchase order balance
  3. Vendor – diplays vendor name and address
  4. PO lines – displays the line item details along with the funding information
  5. PO amendments – displays the amendment web form id, date, reason, and dollar amount (note that not all POs have amendments associated with them)
  6. Invoices, vouchers, and payments – displays invoice number, voucher number, payment id, and payment date along with additional details for prior payments. There is an estimated payment date shown if the invoice has been received and processed but payment is yet to be made.
What is a blanket P.O. and why do I want one? [Expand]
The blanket purchase order is used when a department will be ordering the same goods and/or services regularly from a vendor during the course of the fiscal year. Unlike a standard P.O. that is issued for a one-time purchase, a blanket P.O. can have multiple purchases against it across a specified timeframe (typically a fiscal year) and can be increased along the way if necessary. Because it is created from a single requisition, the blanket P.O. saves processing time and improves efficiency. Here's how it works:
  1. The department submits a requisition for a blanket order to cover goods and/or services from a particular vendor across a specified time frame, generally one fiscal year, but it can be set up to cover a shorter duration. This is usually done at the beginning of the fiscal year, but the blanket order is still beneficial regardless of when it is issued. The blanket order includes a total not-to-exceed amount which can be increased later on if necessary.
  2. The requisition is received by Procurement and is subsequently approved. It is then processed in PeopleSoft, resulting in a blanket purchase order.
  3. A copy of the order is then sent to the vendor. Please note that the vendor must reference the P.O. number on their invoices for any goods received and/or services performed against this order.
No additional requisitions are needed for goods and/or services covered by the blanket order. If necessary, the dollar level can be increased using the P.O. Amendment Webform.
How will I know when my P.O. has been created? [Expand]
When a requisition is converted to a purchase order, an email notification will be sent to the web form originator. The email notification will contain both the purchase order number and a link to the Payment Activity display where you can retrieve additional information. An email notification will also be issued when a requisition is scheduled for payment. These system-generated notifications will keep you up-to-date on the status of your Procurement requests.
Did You Know
We are always looking to expand our FAQ content. If you have a potentially common question that is not covered by our current list of FAQs, consider filling out a Procurement Feedback Form and requesting that we add it.