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Gadsden State Community College

Financial Services

Purchase Order Payment


When submitting purchase orders for payment, either partial or complete payments of a purchase order can be made.  When all invoices to be covered by a purchase order are being submitted for payment at one time, a complete payment of a purchase order is made.  Once a complete payment of a purchase order is made, that purchase order cannot be used in the future to make further payments of invoices.

    When only part of what was ordered by a purchase order has been received and invoiced, a partial payment of a purchase order is made.  This will allow future payments to be made using the same purchase order.  This can be done as many times as necessary until you know the order is complete.

PARTIAL PAYMENT

    To submit an invoice(s) with a purchase order for partial payment to the Accounts Payable Office, please do the following:

  1. Make a copy of the receiving copy of the purchase order and write on the copy "Partial Payment" across the face of the purchase order.
  2. Staple the original, itemized invoice behind the copy of the purchase order.
  3. Cross-out the purchase order total and write the amount to be paid.
  4. The Budget Manager signs the materials receipt section of the purchase order to authorize payment.
  5. Forward the purchase order and invoice to the Accounts Payable Office for payment.
    When you have received and been invoiced for the complete order, send the invoice(s) with the purchase order for complete payment to the Accounts Payable Office as described next.
 
 

COMPLETE PAYMENT

    To submit an invoice(s) with a purchase order for complete payment to the Accounts Payable Office, please do the following:

  1. Write “complete payment” across the face of the receiving copy (yellow copy) of the purchase order.
  2. Staple the original, itemized invoice behind the purchase order.
  3. If the amount to be paid is different from the purchase order total, cross out the purchase order total on the face of the purchase order and write the amount to be paid.
  4. The Budget Manager signs the materials receipt section of the purchase order to authorize payment.
  5. Forward the purchase order and invoice to the Accounts Payable Office for payment.
PAYMENT ERROR

    All efforts are made to enter purchase order payments correctly, but sometimes purchase orders are marked complete when only a partial payment should have been made.  This can cause a problem because once a purchase order is marked complete, no further invoices can be paid by that purchase order.

    When a final invoice is received by the Budget Manager after the Accounts Payable Office has marked the purchase order complete, the Accounts Payable Office will pay that final invoice unencumbered if the budget allows.  The Accounts Payable Office will make a copy of the purchase order and note that the "Purchase order was marked complete in error."

    If invoices are expected to be received for that purchase order through the rest of the fiscal year, the Accounts Payable Office will request a new purchase order from the Purchasing Agent on the basis that the original purchase order was marked complete in error.  A new purchase order can be issued if the budget allows.  This new purchase order is sent to the Budget Manager with a note explaining why a new purchase order has been issued.