Materials Management

Effective Date: 03/01/2000

Policy Statement 5: Correspondence with Vendors

Order Correspondence

Following the transmittal of a purchase order to a vendor, all correspondence in connection with the fulfillment of the order or contract should be copied to the Department of Materials Management. Departments should notify the Department of Materials Management of any matters they feel necessitate correspondence, and request guidance on the handling of the matter.

Changes to Purchase Orders

Instructions on the purchase order state "No changes in or cancellation of purchase orders will be recognized unless authorized by a Change Notification order, issued only by the Department of Materials Management."

Departments are to communicate with the Department of Materials Management if a purchase order change is desired. The Department of Materials Management will process the changes on the official University change order.

Routine Expediting

To assist in expediting deliveries departments are authorized to contact vendors concerning status of orders in case of past-due deliveries. Care must be exercised that duplicate shipments are not made as a result of these inquiries. Copies of any correspondence should be sent to the Department of Materials Management. Always advise the vendor of purchase order number when calling or corresponding about orders.