University Purchasing no longer provides copies of a Purchase Order for UAB departmental files. Departments can print the detail for all POs generated by the system. Note that this will not create a PO copy; however, it will contain all information on the PO.

UAB FN Document Entry/Approval > Purchase Orders > Purchase Order Summary

1. Enter Purchase Order Number
2. Select Lines
3. Export or Print Screen for PO line item detail
4. Return to “Find” window and select Distributions in the Results section
5. Export or Print Screen for PO distribution detail
6. Create a PDF or Word file to compose a single document

UAB FN Document Entry/Approval > Document Locator

1. Select the drop down and seach for “Requisition”
2. Enter Requsition Number
3. A list of names will populate and those are the people who’s worklist the requisition is currently in.

Contact Universtiy Purchasing @ FA-Purchasing@mail.ad.uab.edu and request to finally close the PO.  Include the PO # and name of vendor to minimize the chance of closing the wrong PO. 

University Purchasing maintains a list of all awarded contract vendors and it is posted @ Active Contracts A-Z List on the Financial Affairs website.  If you do not see a vendor in the list, contact University Purchasing for assistance in locating an appropriate vendor to supply the desired good or non-professional service.

Always include a quote and/or supporting documentation in OnBase when submitting a requisition to a non-contracted vendor.  Inclusion of a quote/support documentation in OnBase is essential to allow all reviewers (including University Purchasing) to review the requisition promptly as well as allowing University Purchasing to respond to vendor inquiries regarding the purchase order received. 

Contact University Purchasing and provide detailed information regarding the good/or non-professional service desired. Please make sure to include the vendor name and number.

The header of each Purchase Order Requisition requires a selection of how the Purchase Order will be distributed. Listed below are the methods of distribution the requestor may select from:

1. Print: A hard copy of the Oracle Purchase Order will be emailed by the Oracle System within 30 min of the final approval.
2. Fax: A fax copy of the Oracle Purchase Order will be submitted by the fax server after 6:00 PM on the day of approval. A fax number must be in the Vendor file for this process. In the event a fax fails, it will be manually faxed to the vendor the day after approval. FAX only works if there is not an email address listed on the Purchasing record (see above for email process)
3. Phone: While the “PHONE” order method is available, it should ONLY be used when the vendor requires supplemental documentation to accompany the PO.
   ALWAYS USE PRINT.

It may be allowed but review by University Purchasing is required.  

The State of Alabama Bid Law requires that a purchase of an item or group of items that is $75,000 or more must be sourced by the Purchasing Department via competitively bid process. State Bid Law further states that no purchase involving $75,000 or more can be divided into parts less than $75,000 for the purpose of avoiding the competitive bid law requirement. The University has many standing contracts for a wide variety of commodities.  Departments are required to use standing contracts.

A competitively awarded contract is a bidding process managed by University Purchasing where the lowest responsible bidder is awarded the contract. The goal is to ensure UAB gets the best value by encouraging competition among bidders.

A sole-source award or contract is made to a single vendor without the benefit of a competitive bidding process. Usually, the purchaser has elected to use a particular vendor because that vendor is the only one offering the required goods or services. No-bid contracts are used when urgency, cost, or expertise are critical factors. UAB ensures these contracts are used appropriately, meeting institutional needs while adhering to regulations and maintaining fairness and transparency. If a Sole-Source Justification is required, the purchaser is responsible for completing the Sole Source Justification (SSJ) form and submitting it as supporting documentation in OnBase. Upon review and approval by University Purchasing, the SSJ will be routed for approval by the Executive Director of Procurement.