3.2.5. Issuance of Purchase Orders

1. The Morris Hills Regional District issues purchase orders electronically via email. Vendors who only have a fax number will receive them via e-fax.
2. Only one email address can be used per vendor to issue a purchase order.
3. No attachments can be sent with a purchase order. If the vendor requires an attachment, use the PO footer section of the requisition to enter a note to the vendor that the appropriate documentation is to follow.

*If there is a PO number assigned to your requisition in ERP, it has been issued to the vendor. At the time the PO number is assigned, the system sends them.

After the requisition has been approved, it is READY FOR PRINT. That function is performed in the Business Office. Purchase Orders are typically processed twice daily, once in the morning and once in the afternoon. ERP directly faxes and emails purchase orders to vendors, so very few orders are printed and mailed.

!In line with the Board of Education’s goal to operate in a paperless environment, the system cannot automatically email or fax attachments to purchase orders. Where a vendor absolutely needs an attachment in rare cases, the Business Office will transmit it manually. However, we have found that many vendors will accept purchase orders without attachments as long as the order is descriptive and contains all of the pertinent information from the attachment. This is also the case for registrations. The vendor usually does not need a registration form if the purchase order is detailed.

Please do not send copies of requisitions to the Business Office approvals are electronically stored in the system.