Purchase Order Requirements

What is a Purchase Order? An official Purchase Order (PO) is the legal document that governs transactions and properly protects the department and University.  The terms and conditions specify each party's rights and obligations. Think of a purchase order as Brown's promise to pay the vendor when the goods or services are received or completed. It is not a form of payment. 

When is a Purchase Order Required?

• The purchase of goods or services in excess of $3,000

• When the order requires review from another department 

  • ie: when a contract is required, vehicle purchases, software, etc.

• When the purchase will require multiple payments 

• For Professional Services Agreements

• The purchase of goods where the use of the P-Card is not permitted

How are Purchase Orders created?

After the vendor is registered as a supplier in Workday, the quote or estimate sent to athletics_invoices@brown.edu is submitted via requisition to Brown's Purchasing Department. The PO is issued when the requisition is approved and it is sent directly to the vendor. To check if a vendor is currently registered, please email  athletics_invoices@brown.edu with the supplier's Business Name (personal if registering as an individual).

Please note that Invoices cannot be used to create Purchase Orders. Invoices are utilized to initiate payment after the goods or services are received or completed. 

The University's Purchase Order Requirement Policy can be found here. As always, please do not hesitate to reach out to any member of the Business Office with questions!