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Follow the customer’s buying process
Ask the technical contact who approves the scope, who controls the budget and what document authorises your business to start. The answer depends on the customer and purchase; do not assume one national U.S. rule.
Arizona State University’s (ASU) published purchase-order policy provides a concrete example: it distinguishes a department’s requisition from the order authorising supply and includes exceptions to its PO requirement. Its current procurement guide directs users to the relevant purchasing methods and policy.
A requested start date can arrive before purchasing is ready
Fictional example: a university technical team wants an overseas supplier’s U.S. service partner on site next Friday. The partner has discussed scope and availability, but management has no evidence of the applicable purchase authorisation.
Before booking travel or dispatching equipment, the project lead should verify the correct route with the customer’s purchasing function. Ask whether an order or other approved method is needed, what scope it covers and whether the proposed date is supported. The technical team’s urgency does not fill those information gaps.
Make a short request-to-order map
This is an ELN management aid. It does not decide whether a specific person has legal authority or whether a disputed agreement is enforceable. Keep the buyer’s actual document and any named exception with the record.
| Person or record | Question to settle |
|---|---|
| Technical requester | What problem and scope are actually wanted? |
| Budget owner | Has the expenditure been approved for this work? |
| Purchasing function | Which method and authorised document apply? |
| Order or contract | Which business is supplying, what may start, and on which terms? |
| Your project lead | Who checks changes before promising additional work? |
Repeat the check when the work changes
An approved inspection is not evidence that a later retrofit, parts order or extra site is included. Record the proposed change and obtain the customer’s applicable authorisation before treating it as committed work.
Give the owner the actual purchasing route, authorised scope and remaining questions. Keep invoice requirements separate: correct invoice paperwork cannot substitute for checking what was approved before delivery.
Scope
- The ASU sources are a named institution’s published process, including a policy revised in 2020. This article does not determine another buyer’s rules, present purchasing thresholds, authority or contract enforceability.
Next step
Use the Relationship factsheet to identify the contracting businesses, approval roles and scope being promised. Keep the customer’s authorisation documents in the project file.
Sources & review notes
Arizona State University
Passage, dates and research notes
institution-primary · Published university policy, revised 1 November 2020: requisition, purchase-order authorisation and stated exceptions
Read the complete one-page policy. Used only as an ASU example; no universal U.S. authority rule or current dollar threshold is inferred.
Arizona State University
Passage, dates and research notes
institution-primary · Purchasing methods, university policy links and current supplier setup process
Read the main guide. It links purchasing authority and method resources; unrelated tax, insurance and invoice requirements are not restated as general law.
Detailed rule records (1)
Arizona State University’s (ASU) published policy distinguishes a departmental requisition from the purchase order authorising supply. It also identifies categories and exceptions to its PO requirement.
PUR 201-02: Purchase Order Procurement GuideBookmark this guide or mark it as read.
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