Purchase Orders

 Purchasing Policy with COVID-19 Update

Effective September 1, 2020 requistions/purchase orders will not be required for credit card purchases.

Expense coding required for COVID-19 RELATED PURCHASE:

For any purchase made that relates to the covid-19 pandemic please include  "COVID-19" in the "chartfield one" field in the chart of accounts.

Unfortunately, only one "chartfield one" can be used per transaction and the COVID-19 code must take priority over another department designation.

Purchase Request Procedure

  1. Enter a requisition in PeopleSoft.
  2. When a Purchase Requisition is approved a PO number is assigned. 
    • Purchasing will send your PO to you via email. It will then be your responsibility to see that the supplier receives it.
    • Once the Purchase Order is assigned it is reflected in your department and program as an encumbered expense.
  3. Receive goods and/or services against the Requisition/PO. CRITICAL - without receiving into the system, a check cannot be generated to pay the invoice from the Supplier.
  4. Invoices should be sent directly to Accounts Payable from the supplier. They should be emailed to accountspayable@georgefox.edu. If you have received the order into the system, it will be ready to be paid when the invoice arrives in Accounts Payable.

How to Enter and receive Requisitions in PeopleSoft