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1 PURCHASING GUIDELIlQES (Continued 2-3 PURCHASE ORDER 3a. Purchase Order: The Purchase Order (MM -2(2-79)) is the legal document authorizing the purchase of and subsequent payment for materials, supplies and equipment. All purchases stunt be covered by a purchase order. The purchase order number is the control and reference number for all purchases and it is to be entered on all receiving documents. invoices. and inquiries pertaining to items on order. 3b. Types of -Purchase Orders: - •There are three general types of --- purchase orders. included are: one-time purchases, contract purchases and term purchases. Each term is explained below: (1) Regular purchase orders issued to cover one time purchase of specific items. (2) Contract purchase orders issued to cover purchases of bulk or inventory items to be delivered over a period of time. (3) Term (Blanket.) purchase orders issued to cover emergency, small purchases of low cost common items; e.a., hardware, building and }dumbing supplies, scall tools, etc. Term purchase orders are not to be used to purchase high cost items whether capitalized or not, nor can 3. be used to buy items on inventory or items contained in contract -purchase orders. ' 4 3e. Preparation of Purchase Orders: Purchase Orders must be carefully worded and accurately prepared to minimize errors and possibility for misunderstanding. Care in the preparation of purchase orders cannot be overemphasized. AU purchase orders are prepared by the Purchasing Department. 3d. Distribution of Purchase Order: Distribution of our six - part purchase order will be as follows: Vendor's Copy To Vendor Purchasing Copy Retained as Permanent File Accounting Copy 'Filed with payment voucher Receiving Copy To Receiving Section Requisitioner's Copy Returned to Requester Eneumbrance.Copy To Date Processing Approved 2/21/79 MAR 71979 BOK 39 PACE 4JU,