Streamlined Procedure for Ordering Office Supplies

Effective July 1st, 2007, Blanket Purchase Orders (PO’s) will no longer be used for the purchase of office supplies from university vendors. Instead, an office supply maintenance form has been established to streamline the process for initially authorizing a Banner Index and adding/deleting authorized purchasers. . This information will stay in affect with the vendor until you make a change, or if the university should elect to change vendor(s). You may optionally include a termination date for Indexes that are date sensitive, i.e., Grants, etc.

This change will only affect the purchase of office supplies. The procedure for all other blanket PO’s will remain the same, as will office supplies purchased by university pCard.

Please note that due to the elimination of Blanket Purchase Orders for office supplies, encumbrances will not be made on these transactions. Your Banner Index will continue to be billed directly after you have received your items and will appear as an expenditure transfer (JE16) on your ledger with a reference to the vendor name. This will continue to be an automatic process.

Once the form is processed, you may continue to order on-line from the vendor(s) websites as usual. During the ordering process, you will be prompted for your Banner Index instead of a PO Number. The vendors will allow for a selection of multiple indexes to accommodate such situations.

The Office Supply Maintenance Form is available on the Purchasing web site at www.fau.edu/purchasing/files/supplyform.pdf.

Please contact Sean Cunningham, Senior Purchasing Agent, at x73874 with any questions.  

December 2007