PURCHASING DEFINITIONS

Direct Pay Form: A form located on XavierBuy system which authorizes payment of a supplier invoice without a Purchase Order. Direct Pay Forms usage is limited to the specific account codes.

FOAP: Fund-Org-Account-Program

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.

P-Card: A charge card that allows goods and services to be acquired without a purchase order. P-Card usage is restricted to travel and certain low dollar purchases.

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.

Receipt: Acknowledgement that something of value has transferred from one party to another. At Xavier, a receipt is typically electronically submitted, by the requestor, in the XavierBuy system.

Requestor: The Xavier employee requesting the good or service. The Requestor enters a requisition into XavierBuy.

Requisition: 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".

Supplier: An entity that provides goods and services to another organization. A supplier is also known as a vendor.

XavierBuy: The electronic purchasing and invoice system used at Xavier. The software behind the system is from a company named Jaggaer, which is sometimes interchanged with XavierBuy.