FAQs Regarding Contract Administration of Purchase Orders
When am I supposed to pay freight charges? If the purchase order was written F.O.B. as follows, you do not pay an additional amount for freight charges.
If the purchase order was written F.O.B. as follows, you pay the freight charges.
If the purchase order was written F.O.B. as "see instructions below", you process freight charges per the instructions in the Description area of the Purchase Order. |
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Who has the authority to modify a purchase order? The Purchasing Department has the SOLE authority to make changes to purchase orders/contracts. This includes changes to price, delivery, or a change in the good or service ordered. University departments are not authorized to make verbal commitments to vendors to change purchase orders/contracts. Departments can request a change using the Request for Purchase Order Change form. |
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What do I do if the good or service received is not what was ordered or doesn't work properly? Call the buyer who handled the purchase order/contract immediately so that action to correct the problem can be initiated promptly. You should NEVER process the invoice for payment when there is a problem with the receipt of the good or service. Process the invoice for payment only after corrective action has been satisfactorily completed. |
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What do I do if the good/service is correct, but the invoice is wrong? Call the vendor and try to resolve the problem based on the information on the purchase order/contract. If the invoice problem cannot be resolved, call the buyer who handled the purchase order/contract. Do not process the incorrect invoice for payment. |
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How do I calculate the due date to comply with prompt pay once the problem with the good/service or invoice is resolved? The payment is due 30 days from the date of the resolution of the problem. Documentation of such delays must be recorded on the invoice or payment voucher. |
Last Updated: August 2, 2000