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Confirming Order FAQ

Friday, April 29, 2022

What is a confirming order?

A confirming order refers to a purchase order (PO) which restates the terms originally set when placing an order orally, such as via phone call, or in writing, such as via email.

When is a confirming order appropriate?

Never. While a confirming order may sometimes be necessary, it is never appropriate. If a purchase order is required for your purchasing situation, you must establish a purchase order in BUY.IU. If there is not enough time to establish a PO, use your department’s procurement card, or P-Card, instead.

So, using the P-Card is preferable to a confirming order?

Yes. It is preferable to pay for the goods you are purchasing up front instead of establishing a PO after the fact.

Do I need to request a P-Card exception?

Maybe. If the purchase is greater than $4,999.00 or is an item listed on the P-Card Restricted Items List, you must request approval from the Card Services team and the Category Manager. These are Purchasing’s requirements – your campus or department may require additional approvals.

Got it. How do I request a P-Card exception?

You’ll need to submit a Support Form and use the options “P-Card or Meeting Card” then “Exception Request.” The Card Services team will review your request and request approval from the appropriate Category Manager. Assuming they approve, attach this approval to your P-Card Reconciliation report in Chrome River.

I still have questions. Who should I contact?

Contact Purchasing or the Card Services team by submitting a Support Form.

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INDIANA UNIVERSITY
Financial Training & Communications

Cyber Infrastructure Building (CIB)
2709 E 10th St
Bloomington, IN 47408
Email:
estc@iu.edu

RELATED SITES

  • Finance
  • Office of Procurement Services
  • Insurance, Loss Control, and Claims
  • Office of the Treasurer
  • Office of the University Controller
  • Purchasing
  • Supplier Diversity
  • Travel Management Services
  • University Budget Office

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