Purchase Order Number Convention

Updated 1/15/2014

NOTE: Purchase order numbers may be issued to a vendor when requested on an order of GOODS to be shipped to the college. For any order where you are asked to sign THEIR contract with terms and conditions on an order for GOODS OR SERVICES, that contract MUST be reviewed by the Office of Procurement before it is signed and sent. Please see details in the protocol for contract review approved by the Executive Team. If you are placing an order for SERVICES on campus, and the supplier does NOT present a contract, one MUST still be created by the Office of Procurement. Bringing a supplier on campus without a contract exposes the college to unacceptable risk.

When a purchase order # is needed for an order for GOODS, or for a contract that has been approved and executed by the Office of Procurement, the following is the convention for creating Westmont purchase order numbers:

First 3 digits of Department code (ex: 42100) from middle segment of Vendorlink account number.

Then your initials: BG 

Then a unique sequence with the date and an "alpha" digit at end for multiple orders per day
(i.e., 26 options).  YYMMDDX

So, if your dept was 421 (42100), your SECOND P.O. on October 31, 2012 would be...

421BG121031B

This format:
* Makes every PO# unique
* Assists the campus post office with arriving small package shipments, and/or invoices, if improperly addressed (see "Shipments - Packages").
* Assists Central Receiving with making notifications regarding larger truck shipment deliveries that have arrived (see "Shipments - Via Truck").

Please contact the Office of Procurement if you have any questions.