Using a purchase order
You should use a purchase order for larger purchases such as catering for an event, booking a minibus, etc.
Once you have given a PO number to a supplier, you cannot back out of paying them the amount you’ve committed to.
Process of using a purchase order
- Find a supplier. You can search for what you would like to buy but we may have a suggested supplier that we know offers a good quality service/those that don’t, so feel free to contact us at activitiesadmin@shu.ac.uk beforehand!
- Get a quote. Before you agree to anything you should get quotes from suppliers. We recommend getting 3 quotes from different companies so you can compare for best value. Remember: check for any add-ons not included on the quote such as delivery, VAT, etc. and check your society account balance. We will not raise a PO if there are insufficient funds in the account.
- Request a purchase order number from us and send us the company details. You can do this via our purchase order request form. If you have used them before to order through us, we will have their details already. If they are a new supplier, you will be asked to input their details so we know who to pay. Remember: this should be done before you confirm anything and you get your invoice!
- Receive purchase order number and share to the company. Once your purchase order has been raised you will be sent the purchase order number. This should be sent immediately to the company you are purchasing from.
- Pass on your invoice. You should receive an invoice from the company. Remember: check the price on the invoice matches your quote and that it includes the purchase order number you were sent by us. Once this is all correct, send a copy to hubsfinance@shu.ac.uk and activitiesadmin@shu.ac.uk.
- We'll organise the payment!
Raise a purchase order request