Purchasing With a Procurement Card

Scope: Describes basic purchasing and arrival procedures for procurement card purchases.

Contact: Sara Biondi

Unit: Monograph Acquisitions

Date last reviewed:  26 Jul 2024 

Date of next review: 14 Feb 2025 

When creating the invoice: 

• When filling out the Invoice Details, choose Payment method: Credit Card.

• If you are purchasing a book through a vendor such as ABEbooks, Alibris, or Amazon Marketplace, you should choose this vendor to fill in the Vendor information, regardless of the individual seller. You may make a note of the seller on the order if necessary.

• In the Payment Information section, check Prepaid (only available after choosing Credit Card above). Payment date is automatically set to the current date - change the date to the date of the transaction, and make Payment status "Paid". Fill in the Payment Amount for the total payment.

• If the vendor is not already set up, you will need to submit the correct forms to accounting: /wiki/spaces/DTSSO/pages/25236452
  • Please be sure to check Procurement at the top of the R3 Vendor form. The Accounting Dept. will set up these vendors in Alma, but generally not in R3, since procurement card orders are paid internally. If you think this vendor will be used for non-procurement card orders, you should check New Vendor instead.
• Procurement card transactions should be processed promptly, particularly near the end of the credit card billing cycle. 
  • Create an invoice in Alma (Paying invoices manually in Alma, Invoice Policies for Payments)
    • If no invoice arrives with the material, you should use documentation that provides the price information. (Confirmation email, etc.)
    • It is especially important that the external budget name (/wiki/spaces/DTSSO/pages/25236461) is listed on the paper/PDF invoice.

Notes:

• Before placing an order online, check reviews of the vendor (if on Amazon, ABEbooks, etc.) or verify that the website can perform secure transactions.

• Make sure you receive confirmation of the order (typically by email) to use in submitting the transaction for reconciliation (see additional documentation: Invoice Policies for Payments, /wiki/spaces/DTSSO/pages/25236626)

• Duke University is exempt from NC state sales tax: tax exempt code #209. This information should be communicated to the vendor when placing an order by email, fax, phone, or in person. If the internet vendor indicates that NC sales tax will be assessed, this information should be typed in the online order form. If the vendor asks for verification, you can send them a copy of our Certificate of Authority from the North Carolina Dept. of Revenue. If the vendor cannot process purchases with tax exemption, make the purchase and follow instructions in Invoice Policies for Payments on procurement card purchases with sales tax.

• Procurement card packages should be addressed to your name so that they are directed to you on arrival at Smith.

• Order Specialists should follow up on their procurement card orders each month to confirm everything has been paid for and arrived in a timely fashion.