Step by Step
Know the Acceptable Forms of Documentation for Purchase
Quote – written documentation from the vendor with the description of the
goods and/or services, the price, and delivery date. If the pricing is obtained
over the phone the individual in the department obtaining the quote should
record the date, name of the vendor, the name of the individual providing the
information, the price (including shipping/delivery charges), and the expected
Note: An Independent Contractor Agreement form serves as the quote for services from individuals.
Contract Order – established contracts (e.g. RealSource, State, VITA, etc.). Contract
number must be referenced in the designated RealSource field on the requisition. View Search for an Existing Contract.
RealSource eCatalogs – orders from vendors catalogs that provides description and
pricing on the resulting order. No additional supporting documentation is
Published Price - can be used when price is determined from the vendor’s
website or from a catalog. Documentation should show a screen shot with the
price or by recording the catalog page from a current catalog.
Invoice - generally should not be used as supporting documentation because
RealSource is the ordering system. Can be used for certain renewal purchases of
subscriptions, membership dues, etc.
Receipt - obtained from the vendor when the order is placed. Generally applies
to P-Card orders purchased at the vendor’s business location or for on-line
Search for the Vendor
View Search for the Vendor. This will help you determine if the vendor is registered in the eVA and RealSource systems.
Determine If You Can Use Your Purchasing Card (P-Card)
View Use a P-card. P-Card is the preferred method of purchase for goods and services under $10,000. Any purchase must be within the cardholder's transaction and monthly credit limits.
Ensure the Vendor is Set Up in the RealSource System (Applicable Only for Purchase Orders, not P-Card transactions)
View Ensure Vendor is Set Up in RealSource for instructions.
Create Requisition in RealSource
If a vendor requests that the university sign a vendor’s contract, the contract must be sent to Procurement Services Contracts Team for appropriate review and execution. If the vendor does not require a signature, you may issue a Purchase Order. View Manage Contracts Page, Contracts ≤ $10k
Know the Tax and Freight Charge Information
Send Purchase Order, Vendor Contract (if Applicable), and Sales Tax Exempt Form (if Applicable) to the Vendor
It is the department's responsibility to request a duly signed copy of the agreement for department records, if applicable.
Upon Receipt of Goods or Completion of Services, Receive in RealSource
View Receive in RealSource for instructions.
Maintain Supporting Documentation
Departmental purchase files must be maintained in an appropriate and accessible fashion and will be subject to review by University Audit and Management Services, various state agencies, and the Office of Procurement Services.
If Necessary, Report a Problem with a Vendor
If departments have issues with the performance of a vendor, then documentation must occur through a Complaint on Vendor Performance. Contact University Purchasing for details.