- Responsible for oversight of acquisition of goods and services for the University
- Located in Flynn Hall with Campus Police
Invoice - Commercial document that itemizes a transaction between a buyer and a seller. The invoice will usually include the quantity of purchase, price of good and/or services, date, parties involved, unique invoice number and tax information.
Purchase Order (P.O.) - A written authorization from a buyer to acquire goods and services. A purchase order is a legally binding document that authorizes the buyer to acquire goods and services from a supplier. The document states the item/service being acquired, price, quantity, delivery date and certain other terms that apply to the agreement. A supplier is not authorized to ship goods or perform service until they receive a Purchase Order from Xavier. A Purchase Order is the default acquisition method. Consult the BuyMatrix for exceptions.
Requisition (Req) - an electronic document that specifies what is being ordered, the FOAP/budget used, and the supplier that will ship the goods or perform the service. The Requisition will result in a Purchase Order being sent to the supplier via the XavierBuy system. Types of requisitions are”catalog” and “non-catalog”.
CURRENT PURCHASING NEWS
Be on the lookout for the Controller's Office year-end memo on finalizing FY16 activity. Key dates include:
May 31 – Cut off for purchase orders and Office Depot
June 24 – Direct Pays and expense reimbursement entered AND approved
June 24 - All invoices for purchase orders must be received in Xavier Buy AND physically received by Accounts Payable