A purchase order is needed when a supplier/vendor will be providing goods or services over a twelve-month (fiscal) period greater than $5000. The University Controller’s Office is able to view the entire University and the purchasing needs occurring across our colleges, centers and extension offices.  Being able to negotiate with vendors conducting business with the university allows the university to work on its customers’ behalf to negotiate for the best prices, delivery expectations, and invoicing convenience. A better way to think of a purchase order is a “blanket agreement for price protection.”  

For CALS purposes, consider needing to purchase $6,000 worth of fertilizer from a vendor, and another department within CALS needing to purchase $14,000 worth of mulch. It would be most beneficial for the university to work closely with the supplier to identify a pricing package, contract, or convenience agreement that may benefit the supplier and the university.  In addition, NC State’s Facilities Office may have already worked with Purchasing to negotiate an agreement with the supplier (or another supplier) for the same goods or services.  

As you are considering the purchases you may need to make for the upcoming year, consider if another colleague may be purchasing from the same vendor.  It may be beneficial to provide this heads up to the CBO, and we can work with Purchasing who will negotiate with the vendor for the best price for all.  Creating these agreements with North Carolina State University assists with the ease of paying invoices and assurance we are receiving great quality services and goods, as well as pricing. 

Please refer to the Purchasing site for additional information, https://materialsmgmt.ofa.ncsu.edu/questions-to-consider/.