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Communicating Detailed Specifications to Suppliers via Purchase Orders

One of the benefits of the Ariba system is the ability to automatically transmit Purchase Orders (POs) to suppliers without manual intervention. For some suppliers, the purchase order is received directly into their order system for immediate processing.
 
To provide this straight-through processing, the requisition itself -- not an attachment -- must contain all necessary specification information for an individual order. This is especially important for communicating custom-fabricated equipment details, nonstandard delivery requirements, and any other atypical requirements. It is the supplier’s responsibility to designate whether attachments are allowed to any PO, but suppliers rarely enable that function.
 
Specifications can be placed either in the Line Item Text field, if the information pertains only to that line item, or in the Requisition Comments field if the information applies to the entire requisition.
 
For example, a catalog order immediately retrieves the detailed product information and includes it in the PO. Non-catalog orders must provide the detail: for example, the PO might reference a quote or supplier part numbers, or may provide a detailed description. Without this information, it is unlikely that the supplier can fulfill the order accurately. We currently have no visibility to determine whether attachments are automatically transmitted with the PO and so must provide the appropriate detail in the PO. While all requisitions allow attachments in Ariba, that does not guarantee it will be sent.
 
The user can attach the quote for the purchasing agent’s reference, but the quote should not be made visible to the supplier.
 
Please include all relevant description in your requisitions to ensure that you receive the expected products in a timely manner. More information is located on the Guidance for Attachments on Requisitions web page.
 
If you have questions, please contact the Procurement help desk at pshelpdesk@purdue.edu or 765-494-7279 from 8 a.m. to 5 p.m. Monday-Friday.       
 
Contact Information:   Cindi Stinebaugh, Business Analyst, Procurement Services, 765-496-6444
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