Transcript Confirming Orders 2015

CONFIRMING
ORDERS
Purchasing and Accounts Payable Department
2015
DEFINITION…
One of FIT’s SAC’s initiatives is to increase education on campus regarding Confirming
Orders.
◦ A Confirming Order is a written or verbal purchase, agreement, or letter of intent to purchase an item
and/or service without a valid purchase order from the Purchasing department.
◦ Using confirming orders to make financial commitments to vendors without an approved payment
method such as a purchase order or PCard.
EXAMPLES…
◦ A deposit is given to a vendor for an item/service(s) greater than $1500.00 before a
purchase order is issued.
◦ A verbal or email order has been placed before a purchase order is issued.
◦ A financial commitment secured by an agreement signed by dept. head before a
purchase order is issued.
◦ A requisition is created after an invoice has been received for an item/service(s) not
rendered.
PREVENT CONFIRMING ORDERs
◦ All orders must be placed with either a requisition/purchase order or a Pcard.
◦ Verify with the Purchasing department if the vendor being considered is setup in
Banner.
◦ Ask the vendor/supplier for a quote/proposal/pro forma invoice prior to creating a
requisition/purchase order.
◦ Review the FIT’s Purchasing and Accounts Payable policies & procedures.
◦ Use the PCard for allowable purchases under $1,499.99 when feasible.
◦ Contact the Purchasing department via email if orders need to be expedited.
CONFIRMING ORDER FORM
◦ We do understand that emergencies happen and when they do, the Confirming Order
form needs to be filled out and submitted with the requisition.
Confirming Order Form
THANK YOU
2015