PBO - Small Purchase Order - CONFIRMING ORDERS ONLY

A Small Purchase Order is for $2,000 or less using state funds or $5,000 or less using institutional funds. These limits include handling charges and freight. These orders do not require approval by UT Purchasing personnel prior to the assignment of an official order number. PBO orders are audited routinely by the Purchasing Office and you will be contacted if necessary. A purchase order number is automatically assigned to each document once an account number and estimated total are provided. The order should then be placed by telephone with the vendor and the required sections of the electronic document should be completed.

Vendor copies of PBO orders are only generated if the grand total of an order is $500 or more. All copies of PBO orders are referenced as 'CONFIRMATION - DO NOT DUPLICATE'. You should use PB3 if you know in advance that the vendor requires hard copies of orders for less than $500.

PBO is designed for CONFIRMING orders that do not require special handling, special approval, or special attachments.

The following should NOT be generated as PBO orders:

A post audit review of selected PBO orders is routinely performed by the Purchasing Office.

However, it is the responsibility of the department issuing the PBO document to oversee the correct use, in that line item descriptions and pricing of individual items are completed on each document as well as compliance with appropriate state and institutional purchasing and accounting rules and guidelines pertaining to the timeliness of completely processing orders, the receipt of goods or services in the end user department, and timely processing of VP documents.

Violations of the purchasing guidelines and rules (especially the deliberate splitting of orders to avoid obtaining competitive bids) can result in the loss of access to the PMM module of *DEFINE and other disciplinary measures deemed appropriate.

Departmental personnel using the PBO document perform the function of a buyer. It is for this reason that a Conflict of Interest statement should be on file in the Purchasing Office.

Required Sections for PBO:

Optional Sections for PBO:

A sample of the required PBO screens follows:


The Cover Sheet allows you to create the document.

+-------------------------------------------------------------------------------------+
|     REQUISITION AEDPBO0007 SUCCESSFULLY CREATED                                     |
|   *DALPHB             Purchase Requisition Document - PBO            Year: 96 97    |
|   Command: PBO Dept Req Nbr: AEDPBO0007_____ Misc: _______________  P Ctr: U-045    |
|   ==============================================================================    |
|   Status: CREATED             --COVER  SHEET--          Document ID: G0PBO999899    |
|                                                                                     |
|      Action: ___  Summary: SUPPLIES  AEDPBO0007______________________________       |
|      Created: 09/19/96 by  ACAED - DAVIS, ANN E                Category:            |
|      UT Req Nbr: A00101     Requestor:                                              |
|      PO Nbr:             Bid Invitation Nbr: 09600077           Notify: ACAED       |
|      Sections:         X _ Address Information                                      |
|                          _ Line Item(s) Information -                   Item(s)     |
|                        X _ Account(s) Information                                   |
|                          _ Vendor Information                                       |
|                        X _ Order Status Log                                         |
|                          _ Item Status Counters                                     |
|                          _ Remarks for Paper Copy                                   |
|                          _ Define Codes                                             |
|                                                                                     |
|                                                                                     |
|   PCC Code _                                                                        |
|   Total Order Amt: 100.00                Associated Document ID:                    |
|                                                                                     |
|   -- 0 UT Austin  ------ PF1=Options ------ PF8=Exit ------  9/19/96 10:35 AM --    |
+-------------------------------------------------------------------------------------+

[ Contents ]


The Address Information section provides delivery instructions and department contact information.

+----------------------------------------------------------------------------------+
|     Address information successfully updated.                                    |
|                              Address Information                                 |
|                                                                                  |
|                                                                                  |
|  Bill:     U-109                                                                 |
|            UT ACCOUNTS PAYABLE                                                   |
|            2200 COMAL STREET                                                     |
|                                                                                  |
|            City: AUSTIN                     State: TX  Zip: 78722                |
|                                                                                  |
|                                                                                  |
|  Ship To:  U-110                                                                 |
|            UT CENTRAL RECEIVING                                                  |
|            2200 COMAL STREET                                                     |
|                                                                                  |
|            City: AUSTIN                     State: TX  Zip: 78722                |
|                                                                                  |
|                                                                                  |
|  Dept Resource Contact: FBBBW______________                                      |
|    Dept Resource Phone: 512 - 471 - 8000                                         |
|                                                                                  |
|   ----- Enter = Update --- Clear = Cover Sheet --- PF3 = Next Section -----      |
|                                                                                  |
|                                                                                  |
+----------------------------------------------------------------------------------+

[ Contents ]


Line Item Information is used to enter all line items ordered. Press the ENTER key to access additional line items. After the last line item has been entered and the line item has been added, the PF3 function key will take you to the next section.

+----------------------------------------------------------------------------------+
|    Please enter new item information or press (CLEAR) to ignore.                 |
|                          Line Item Information (Page One)                        |
|                                                                                  |
|  Action: NEW                   Item Nbr: 1___           Class: 615 Item: 25      |
|                                                                                  |
|        Quantity: 20____________           Unit of Measure: EACH___________       |
|                      Unit Price: 1.50__________                                  |
|                                                                                  |
|                        Item Subtotal:                                            |
|                    - Discount Amount: ______________ or % _______                |
|                    + Handling Charge: ______________                             |
|                    + Shipping Charge: ______________                             |
|                    =   Item Estimate:                                            |
|                                                                                  |
|                                                                                  |
|  Description and Specifications                                                  |
|   WIDGETS_____________________________________________________                   |
|   ____________________________________________________________                   |
|   ____________________________________________________________                   |
|   ____________________________________________________________  Extended         |
|   ____________________________________________________________  Description: _   |
|                                                                                  |
|    ----ENTER=Update----CLEAR=Cover Sheet----PF3=Next Section----PF4=Back-----    |
|                                                                                  |
+----------------------------------------------------------------------------------+


+----------------------------------------------------------------------------+
|                                                                            |
|                      Line Item Information (Page Two)                      |
|                                                                            |
|                               Item Nbr: 1                                  |
|                                                                            |
|  Description: WIDGETS                                                      |
|                                                                            |
|                                                                            |
|  Requestor's Name: TERRY JACKSON____________    Phone: ( 512 ) 471 8000    |
|                                                                            |
|  Delivery Due: ___     _  (D, W, or M)    or Date: 10011996                |
|  Delivery Comment: _________________________                               |
|                                                                            |
|  Deliver to Dept: EDUCATION - TRAINING_____    Bldg: MAI    Room: 132____  |
|                                                                            |
|                                                                            |
|  CAS Nbr: _________                    Inventory Unitcode: _______         |
|  ARC Nbr: _______________                     Radioactive: _               |
|                                                                            |
|                                                                            |
|                                                                            |
| ----ENTER=Update----CLEAR=Cover Sheet----PF3=Next Section----------------- |
+----------------------------------------------------------------------------+


+----------------------------------------------------------------------------------+
|    Please enter new item information or press (CLEAR) to ignore.                 |
|                          Line Item Information (Page One)                        |
|                                                                                  |
|  Action: NEW                   Item Nbr: 2___           Class: 615 Item: 25      |
|                                                                                  |
|        Quantity: 1_____________           Unit of Measure: EACH___________       |
|                      Unit Price: 70.00_________                                  |
|                                                                                  |
|                        Item Subtotal:                                            |
|                    - Discount Amount: ______________ or % _______                |
|                    + Handling Charge: ______________                             |
|                    + Shipping Charge: ______________                             |
|                    =   Item Estimate:                                            |
|                                                                                  |
|                                                                                  |
|  Description and Specifications                                                  |
|   GADGET______________________________________________________                   |
|   ____________________________________________________________                   |
|   ____________________________________________________________                   |
|   ____________________________________________________________  Extended         |
|   ____________________________________________________________  Description: _   |
|                                                                                  |
|    ----ENTER=Update----CLEAR=Cover Sheet----PF3=Next Section----PF4=Back-----    |
|                                                                                  |
+----------------------------------------------------------------------------------+

NOTE: If you require additional space for description and specifications, type 'X' in the Extended Description field and press ENTER. You will be taken to a blank continuation screen. You may then complete the description and specifications for the specific line item.

[ Contents ]


The Vendor Information section is where the award is made on an order. Vendor information is taken from the VID file. If you do not know the appropriate VID number, type '?' in the first space of the Vendor ID and Mail Code field and press ENTER. You will be taken to the Vendor Identification file where you can search by vendor name or Vendor ID number for the selected vendor.

+----------------------------------------------------------------------------+
|    Vendor information successfully updated.                                |
|                               Vendor Information                           |
|                                                                            |
|  Vendor ID and Mail Code: 10432266905 000                                  |
|            Name: AMERICAN RESEARCH PRODUCTS INC                            |
|         Address: 489 COMMON ST STE B                                       |
|                                                                            |
|            City: BELMONT                State: MA  Zip: 02178445589        |
|           Phone: 617 - 489 - 1120  Fax: 617 - 489 - 5120  HUB: ASM         |
|                                                                            |
| Contact date: 09181996                                                     |
| Contact Name: RALPH ROSE_______________  Contact Phone: 617 - 489 - 1120   |
|                                                                            |
| Payment terms: NET 30___________________  FOB: SHIPPING POINT___________   |
| Delivery time: 0__     Days/Weeks/Months(D/W/M): _     or Date: 10011996   |
| Deliv comment: _________________________                                   |
| Shipping charge-entire order:           5.00   Order Total: 105.00         |
|                                                                            |
| Reason For Award: _   PRIME SOURCE______________________________________   |
|                       __________________________________________________   |
|                                                                            |
| ----ENTER=Update----CLEAR=Cover Sheet----PF3=Next Section----------------- |
+----------------------------------------------------------------------------+

[ Contents ]


You have already provided an account number in the Estimated Total window you accessed from the Cover Sheet when you began the document. If you need to change the account number(s) or update the amounts for each account, you may use the Account Information section until the document has been approved.

+----------------------------------------------------------------------------+
|   Please make corrections and press (ENTER).                               |
|                             Account Information                            |
|                                                                            |
|                                                                            |
|                                          Order Total         Purchasing    |
|         Year          Account               Cost             Authority     |
|                                                                            |
|          96          1402222250          105.00                  S         |
|                                                                            |
|                Account Title: OA  -TEST PURCHASING DOCUMENTS               |
|                Accounting Expendable Amount: 1000000.00                    |
|                Departmental Free Balance   :                               |
|                                                                            |
|                                                                            |
|                                                                            |
|                                                                            |
|                   Mark here to assign multiple accounts                    |
|                    or separate accounts by line item: X                    |
|                                                                            |
|                                                                            |
|                                                                            |
| ----ENTER=Update----CLEAR=Cover Sheet----PF3=Next Section----------------- |
+----------------------------------------------------------------------------+


+----------------------------------------------------------------------------------+
|    Item has been updated.                                                        |
|                                Account Information                               |
|                                                                                  |
|      Item Numb: 0___                       Item Final Estimate: 5.00             |
|      Item Desc: Item 0 holds shipping cost for the entire order.                 |
|                                                                                  |
|     1. Account: 1402222250   Amount: 5.00__________                 Year: 96     |
|            Accounting Expendable: 1000000.00        Purchasing Authority: S      |
|          Department Free Balance:                                                |
|                                                                                  |
|     2. Account: __________   Amount: ______________                 Year: __     |
|            Accounting Expendable:                   Purchasing Authority:        |
|          Department Free Balance:                                                |
|                                                                                  |
|     3. Account: __________   Amount: ______________                 Year: __     |
|            Accounting Expendable:                   Purchasing Authority:        |
|          Department Free Balance:                                                |
|                                                                                  |
|     4. Account: __________   Amount: ______________                 Year: __     |
|            Accounting Expendable:                   Purchasing Authority:        |
|          Department Free Balance:                                                |
|                                                                                  |
|    ----ENTER=Update----CLEAR=Cover Sheet----PF3=Next Section----PF4=Back-----    |
|                                                                                  |
+----------------------------------------------------------------------------------+


+----------------------------------------------------------------------------------+
|    Item has been updated.                                                        |
|                                Account Information                               |
|                                                                                  |
|      Item Numb: 1___                       Item Final Estimate: 30.00            |
|      Item Desc: WIDGETS                                                          |
|                                                                                  |
|     1. Account: 1402222250   Amount: 20.00_________                 Year: 96     |
|            Accounting Expendable: 1000000.00        Purchasing Authority: S      |
|          Department Free Balance:                                                |
|                                                                                  |
|     2. Account: 1497045150   Amount: 10.00_________                 Year: 96     |
|            Accounting Expendable: 100000.00         Purchasing Authority: R      |
|          Department Free Balance:                                                |
|                                                                                  |
|     3. Account: __________   Amount: ______________                 Year: __     |
|            Accounting Expendable:                   Purchasing Authority:        |
|          Department Free Balance:                                                |
|                                                                                  |
|     4. Account: __________   Amount: ______________                 Year: __     |
|            Accounting Expendable:                   Purchasing Authority:        |
|          Department Free Balance:                                                |
|                                                                                  |
|    ----ENTER=Update----CLEAR=Cover Sheet----PF3=Next Section----PF4=Back-----    |
|                                                                                  |
+----------------------------------------------------------------------------------+

[ Contents ]


To obtain the purchase order number, type 'VER' in the Action field and press ENTER.

+----------------------------------------------------------------------------------+
|     SELECT AN ACTION OR MARK SECTIONS OF THE DOCUMENT FOR REVIEW                 |
|   *DALPHB             Purchase Requisition Document - PBO            Year: 96 97 |
|   Command: PBO Dept Req Nbr: AEDPBO0007_____ Misc: _______________  P Ctr: U-045 |
|   ============================================================================== |
|   Status: CREATED             --COVER  SHEET--          Document ID: G0PBO999899 |
|                                                                                  |
|      Action: VER  Summary: SUPPLIES  AEDPBO0007______________________________    |
|      Created: 09/19/96 by  ACAED - DAVIS, ANN E                Category:         |
|      UT Req Nbr: A00101     Requestor: TERRY JACKSON                             |
|      PO Nbr:             Bid Invitation Nbr: 09600077           Notify: ACAED    |
|      Sections:         X _ Address Information                                   |
|                        X _ Line Item(s) Information -                02 Item(s)  |
|                        X _ Account(s) Information                                |
|                        X _ Vendor Information                                    |
|                        X _ Order Status Log                                      |
|                        X _ Item Status Counters                                  |
|                          _ Remarks for Paper Copy                                |
|                          _ Define Codes                                          |
|                                                                                  |
|                                                                                  |
|   PCC Code _                                                                     |
|   Total Order Amt: 105.00                Associated Document ID:                 |
|                                                                                  |
|   -- 0 UT Austin  ------ PF1=Options ------ PF8=Exit ------  9/19/96 10:59 AM -- |
+----------------------------------------------------------------------------------+

[ Contents ]


To send the document on to the next desk in the routing path you must press the PF3 key to return to the Cover Sheet. Type 'APP' in the Action field and press the ENTER key.

+----------------------------------------------------------------------------------+
|    PO# 1997A00145 ASSIGNED. PLACE BY PHONE WITH VENDOR                           |
|   *DALPHB             Purchase Requisition Document - PBO            Year: 96 97 |
|   Command: PBO Dept Req Nbr: AEDPBO0007_____ Misc: _______________  P Ctr: U-045 |
|   ============================================================================== |
|   Status: CREATED             --COVER  SHEET--          Document ID: G0PBO999899 |
|                                                                                  |
|      Action: ___  Summary: SUPPLIES  AEDPBO0007______________________________    |
|      Created: 09/19/96 by  ACAED - DAVIS, ANN E                Category:         |
|      UT Req Nbr: A00101     Requestor: TERRY JACKSON                             |
|      PO Nbr:             Bid Invitation Nbr: 09600077           Notify: ACAED    |
|      Sections:         X _ Address Information                                   |
|                        X _ Line Item(s) Information -                02 Item(s)  |
|                        X _ Account(s) Information                                |
|                        X _ Vendor Information                                    |
|                        X _ Order Status Log                                      |
|                        X _ Item Status Counters                                  |
|                          _ Remarks for Paper Copy                                |
|                                                                                  |
|                                                                                  |
|                                                                                  |
|                                                                                  |
|   Total Order Amt: 105.00                Associated Document ID:                 |
|                                                                                  |
|   -- 0 UT Austin  ------ PF1=Options ------ PF8=Exit ------  9/19/96 11:00 AM -- |
+----------------------------------------------------------------------------------+


Funds are encumbered when the last departmental approver approves the PBO document. The Purchasing Office is not required to approve PBO documents prior to order placement but is responsible for a post-audit review of all orders.


Contents || Faculty & Staff Help || Home || UT-Austin Web Central

 

The University of Texas at Austin
Purchasing Office
purchasing@austin.utexas.edu

Last Modified: 08/05/98 12:46:37 AM