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purchasing   /  Oracle Purchase Order

Oracle Purchase Orders

The Oracle Purchase Order is an obligation of UAB funds for goods and services.

Purchase Orders are issued after review for adherence to UAB policy and applicable State laws governing the procurement process.

The review and approval process is generally completed within four days of receipt of the request in the Accounting Services department.

Upon approval the purchase order is assigned in Oracle. Printed purchase orders will include the signature of the Director of Procurement Contracts who is vested with the sole authority to issue a Purchase Order and obligate UAB funds.

To Generate an Oracle Purchase Order
The Oracle Purchase Order is entered into the system via a Purchase Order Requisition.

Approval of an Oracle Purchase Order
All Oracle Purchase Order Requisitions require at least two approvals at the department/school level before the system will forward to Accounting Services for review/approval. The system routes the Oracle Purhase Order Requisition for appropriate review and approval based on dollar amount, object code and bid requirements. When all reviews and approvals are made, the requisition is complete and a Purchase Order number is generated.

The Oracle Purchase Order Number
The purchase order number is a seven (7) digits number generated by the Oracle system unique to the order.

Method of distribution for an Oracle Purchase Order
The Header of each Purchase Order Requisition requires a selection of how the Purchase Order will be distributed. Listed below are the four methods of distribution the requestor may select from:

Print - A hard copy of the Oracle Purchase Order will be mailed by Accounting Services the next business day following final approval.
Fax - A fax copy of the Oracle Purchase Order will be submitted by the fax server after 6:00 PM on the day of approval. A fax number must be in the Vendor file for this process. In the event a fax fails, it will be manually faxed to the vendor the day after approval.
Phone - An Oracle Purchase Order number will be generated after approval. It is the responsibility of the requestor/department to call the order in to the vendor.

Check Enclosed Purchase Order
This is a minimum two day process after final approval. A Purchase Order Requisition must be generated, and complete with an Oracle Purchase Order number. A hard copy of the Oracle Purchase Order is printed; adjustments and re-approvals are processed by Accounting Services. It is then hand carried to Accounts Payable to process a check.

Oracle Purchase Order Payments
All payments for Oracle Purchase Orders are processed by Accounts Payable.

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