Updated Purchase Order Procedure & Quick Reference Guide

Summary

• On July 19, 3201 PR.01 Purchase Order Process was updated to create a clearly documented and comprehensive Purchase Order (PO) procedure.
• A Purchase Order Quick Reference Guide, a one-page at-a-glance summary of the updated procedure, is now available to assist purchase order requisitioners and approvers in preparing, creating, and managing POs.

Details

Enhanced Purchase Order Process procedure

On July 19, 3201 PR.01 Purchase Order Process was updated to create a clearly documented and comprehensive Purchase Order (PO) procedure that establishes a baseline for correctly executing POs and is a reference for guiding the users through the PO life cycle.

In alignment with the OneFinance North Star, the updated procedure will make life easier for users by:

• Clarifying the current PO process for experienced and new users
• Having a one-stop reference for preparing, creating, and managing a PO
• Improving understanding of why and when a PO is needed
• Clarifying roles and responsibilities
• Reducing rework, saving time, and ensuring the timely receipt of purchases

Accurately and effectively executing purchase orders is crucial in streamlining the purchasing process and protecting the university by creating a record of what you purchased and the agreed-upon price.

Establishing standardized procedures and best practices through this updated procedure:

• Serves as a foundation for future training programs that will enhance user knowledge and skills in PO management.
• Will ultimately contribute to our procurement processes’ overall efficiency and effectiveness.

Purchase Order Quick Reference Guide

We are pleased to announce the availability of a Purchase Order Quick Reference Guide to assist purchase order requisitioners and approvers in preparing, creating, and managing POs. The guide provides a one-page at-a-glance summary of the updated procedure to guide you through the PO lifecycle with useful links to the procedure if you need more information.

We are confident that the updated procedure and Quick Reference Guide will promote a better understanding of the PO process. It is our shared responsibility to adhere to these guidelines, and we encourage you to familiarize yourself with the updated PO procedure. In the coming weeks, we will provide additional information to assist you in managing POs and understanding the revised procedure and announce upcoming information sessions.

We appreciate your support and cooperation in implementing the procedure, and we look forward to a more streamlined and efficient PO process at Yale.

Need help?

Please contact the Finance Support Center at askfinance@yale.edu with any questions about the updated procedure.