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How do I fill this out?
Filling out the Purchase Order Request Form is straightforward. Begin by entering the vendor's name and details. Ensure all required attachments are included for a smooth processing experience.
How to fill out the CaPCOT Financials Purchase Order Request Form?
1
Enter the vendor's name and details.
2
Attach the original quote or invoice.
3
Fill in the specific product or service description.
4
Provide necessary account codes and project information.
5
Submit the completed form via email to CaPCOT Financials.
Who needs the CaPCOT Financials Purchase Order Request Form?
1
Financial Coordinators need this form to initiate purchase orders.
2
Department Managers require this form for budget tracking.
3
Vendors will use this form to ensure orders are fulfilled correctly.
4
Accounts Payable staff need it to process payments efficiently.
5
Administrative Assistants use this form to assist in departmental procurement.
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What are the instructions for submitting this form?
To submit the Purchase Order Request Form, please email it along with all required documents to CaPCOT-Financials@nau.edu. For urgent requests, ensure your subject line reflects the urgency. Consider coordinating with your department to ensure all attachments are included for a swift approval process.
What are the important dates for this form in 2024 and 2025?
Important dates for submitting this form include the fiscal year deadlines for purchase approvals. Ensure to submit requests at least two weeks prior to the needed date to avoid delays. Review the fiscal calendar for specific dates that may apply in 2024 and 2025.
What is the purpose of this form?
The purpose of the Purchase Order Request Form is to streamline the procurement process within the CaPCOT Financials framework. It helps ensure that all purchasing activities are properly documented and authorized. By using this form, departments can maintain financial accountability and adherence to institutional policies.
Tell me about this form and its components and fields line-by-line.
- 1. Vendor Name: The name of the vendor you're purchasing from.
- 2. Vendor ID: Unique identifier for the vendor, if known.
- 3. Quote Number: Required if a quote is provided.
- 4. Detailed Description: Description of the product or service being ordered.
- 5. Account Code: Code indicating where the expense will be charged.
What happens if I fail to submit this form?
If you fail to submit this form, your payment request may be delayed or rejected. It's crucial to ensure that all required fields are completed before sending.
- Delayed Payments: Without proper submission, vendors may not receive timely payments.
- Order Fulfillment Issues: Incomplete forms can lead to miscommunications with vendors.
- Increased Administrative Work: Resubmission may require additional time and resources.
How do I know when to use this form?
- 1. Routine Purchases: When making standard purchases for office supplies.
- 2. Unexpected Repairs: Emergency services that require immediate approval.
- 3. Contractual Services: For hiring consultants or outside services.
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