Standing Orders

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A standing order is a type of purchase order (PO) issued to establish an account with a specific supplier to obtain specific services during a specified time period.  Once your PO is processed by the Purchasing department, you can place your order directly with the supplier as needed.

Advantages of a Standing Order

A standing order facilitates your order process by:

  • Reducing processing costs, because only one eReq is required for each supplier.
  • Quickening the ordering process, because you place your order directly with the supplier.
  • Providing immediate notification of the availability of your item, if you ordered through an online account.

How to Establish a Standing Order

1. Create an eReq for the specific supplier. Be sure to encumber it with a Not to Exceed dollar amount.

  • When ordering items on state contract, there is no dollar limit. Check to see if your supplier is on state contract.
  • Orders with a non-contract supplier are limited to $10,000.
  • Any outstanding encumbered funds will be liquidated at the end of the fiscal year or when the grant ends. 2. Specify the start and end date of your order.

2. Specify the start and end date of your order.

  • State funds date range can be up to one year within the fiscal year, July 1— June 30.
  • Research Foundation (RF) funds date range can be up to a one-year period.  The end date should be in accordance with your grant-ending date.
  • UB Foundation (UBF) funds date range should be for no more than 12 consecutive months.

 3. Limit the PO to one account number when possible due to business system limitations.

  • If multiple accounts are necessary, indicate the exact dollar amount to charge to each account.
  • One PO can have multiple authorized users.

Using a Standing Order

  • Change orders are not allowed on standing orders, so if you need to make a change to the PO, then contact the buyer, who will determine the best course of action.
  • When you create a replacement standing order for the new fiscal year or grant year, you should reference the old PO that is being replaced.
  • Be sure to use a valid PO number when ordering from the supplier and update the online account with the new PO number, when applicable.

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