Frequently Asked Questions

1. Which buyer handles the item I want to purchase or follow up on?
The products assigned to each Procurement Services staff member can be viewed on the commodity listing.

2. What information do I need when calling Procurement Services to obtain the status of my requisition?
To assist our receptionist in referring your call to the correct Procurement Services staff member, please have available as much of the following information as possible:                      Purchasing Agent's Name
                     Requisition Number
                     Vendor Name
                     Purchase Order Number if already assigned

3. How do I obtain an emergency purchase order?
To obtain an emergency purchase order, you must fax a completed and properly signed copy of a non-capital purchase requisition to Procurement Services at 343-6468(Central Office) or 343-4405(Medical Office). Capital purchase requisitions must be hand carried to the correct Procurement Services office. Remember: Emergency purchase orders should only be requested to meet an immediate need jeopardizing the safety of staff, students, patients and third parties.

4. How do I determine if a purchase order has been assigned to my requisition?
Two ways:
1. thru PeopleSoft access using the requisition number look up feature,
2. by contacting the appropriate Purchasing Agent that handles the items covered by      your requisition and providing the requisition number and the vendor name.

5. How can I find out if an invoice has been received for my purchase order?
Invoice activity regarding a specific transaction can be obtained, in three ways:
1. thru PeopleSoft access using the purchase order number,
2. thru eDog using the center and account information,
3. contacting the Purchasing Agent listed on your departmental purchase order who      can validate invoice activity.

6. How do I request a change to a purchase order?
Requests for changes to purchase orders may be initiated by communicating directly with the Purchasing Agent assigned to the order by either e-mail or memo. Requests for significant changes must be in written form and include a signature of an individual with an authority level equal to the revised value of the order.

7. What is required to pay a consultant?
* For transactions less than $5,000.00 use the Payment of External Consultant under $5,000.00 Form. The transaction must total less than $5,000.00 and only require a single payment for the project. All receipts must be attached. The form with attachments should be forwarded to Disbursements and is handled thru the Demand Check process.

* For transactions greater than $5,000.00 use the Requisition for Purchase of Services, Independent Contractor/External Consultant Form. Completion of both the front and back of the Consultant Services Requisition and attachment of the following items are required: * a signed contract or statement of work
* a signed conflict of interest statement
* documentation and justification of the vendor selection process.

A Purchase order will be issued on the basis of the information you provide.

8. How quickly is a purchase order available after the requisition reaches the correct Procurement Services office?
* Transactions for regular supply items not requiring a competitive bid process are typically processed within 2 business days.
* Transactions for equipment, leases, or contracts may take 3 - 10 days.
*Transactions requiring competitive bidding adjusted for the complexity of the need, may take 5-15 business days.

9. How are purchase orders communicated to the vendors?
* Normal requisitions are entered into PeopleSoft, approved as to account/center validity as a purchase order, and then either faxed or mailed to the vendor.
* Confirming requisitions should already have a PO number assigned to them and will not be sent to the vendor, unless requested by either the vendor or the requisitioning department.
* Small Purchase orders are communicated to the vendor by the originating department.
* All renewal purchase orders are mailed to the vendor.

10. How do I remove an encumbrance?
Forward all requests by e-mail to encumbrance_removal@list.vanderbilt.edu and list the specific purchase orders and the desired action. Purchase orders with unpaid exception status invoices cannot have their encumbrance removed until the exception is cleared. Please work with the appropriate Purchasing Agent to clear all exceptions prior to submitting a request to clear an encumbrance.