Vendor Payables

Unless paid via a credit card or otherwise note, OCPS requires that a purchase order be issued prior to delivery of goods and/or rendering of services.

Definition of a Purchase Order: It is a written authorization (i.e. contract) from a buyer to acquire goods or services from a seller (i.e. supplier). This document authorizes a supplier to deliver to the buyer at the price, quality level, delivery date, and certain other terms specified in the agreement. Acceptance of a purchase order by a seller forms a legally binding contract between the buyer and seller where no contract exists until the purchase order is accepted.

Important Note: If any discrepancies exist with a purchase order prior to the delivery of goods and/or rendering of services, the supplier must contact the school or work location and possibly Procurement directly to resolve.

All vendor invoices are required to match the purchase order. If not, the supplier will be contacted by the buyer to provide the discrepancy on the invoice that needs corrected and re-submitted to the buyer; otherwise, the goods receipt cannot be completed nor can the payment be made to the supplier until resolved.

Unless otherwise noted, all original vendor invoices (excluding facilities construction service, purchasing card, and internal account invoices) are to be submitted electronically via e-mail to:

[email protected]

All credit memos are to be submitted electronically via email to:

[email protected]

All monthly vendor statements are to be submitted electronically via email to:

[email protected]

If by mail, submit to the following mailing address:

PO BOX 4984, ORLANDO, FL 32802-4984