Overview: Purchasing Items Using Rapid Purchase Orders (RPO)

Learn how to:
Make business purchases under $2,500 by directly placing a Rapid Purchase Order (RPO) with a vendor (you act as buyer). Requires access to iProcurement.

For:  Faculty, Staff, Administrators, Student-employees

 

Not sure if the Rapid Purchase Order (RPO) is the best source for items you need?

• Review Purchasing Methods used at Stanford

Employee Making Purchase

Understand RPO policy

Know what account # (PTA) to charge order to. For help, see Quick Steps: Identify Existing Project, Task, Award (PTA)

Select vendor and negotiate terms and price

Create a Rapid Purchase Order

Designated Approver

Receive email notification of intended purchase

Approve / edit purchase requisition

Employee Making Purchase

Receive approval notification

Place approved order with vendor using assigned purchase order number. For instructions on printing the Rapid Purchase Order for faxing to the vendor, see Job Aid: PRINTING AN RPO TO FAX TO A VENDOR.

Employee Making Purchase

Vendor will deliver goods per the ship-to instructions on the order.

If goods need to be returned, arrange for physical return of good with the vendor and transact return in iProcurement. The receipt of goods must be transacted in iProcurement in order to transact a return.

See Quick Steps: Receive / Return Goods in iProcurement.

If the invoice is sent to the department instead of directly to Accounts Payable, write the PO number, “OK to pay” and fax the invoice to Accounts Payable. For detailed instructions, See Quick Steps: Process an Invoice.