Retrospective Purchase Orders

Overview

To facilitate a smooth transition to the "No PO, No Pay" policy, retrospective purchase orders (POs) will be accepted until January 2025. This allows internal staff to comply with the new policy while ensuring that all necessary steps and documentation are followed for retrospective POs.

What is a Retrospective PO?

A retrospective PO is a purchase order raised after goods or services have been received and an invoice has been issued. While the preferred process is to have a PO in place prior to the engagement, retrospective POs provide a temporary solution during the transition period.

Requirements for Retrospective POs

All standard steps and requirements for regular purchase orders must still be followed for retrospective POs. This includes:

1. Identify Supplier
   • Where no relevant supplier is available, a Request to Onboard Supplier form must be submitted prior to committing to purchase.
2. Obtaining Relevant Documentation
   • Contract number, if an existing contract is in place.
   • Reference Number, if the supplier is listed as a “Preferred Supplier”.
   • If no contract exists and the supplier is not on the preferred supplier list, obtain a minimum of competitive quotes.
   • If spend is over $50,000, complete an expense approval memo.
   • If the purchase is for catering expenses, complete an Appendix A.
3. Raise a Purchase Requisition
   • Attach necessary documentation.
   • Submit for approval workflow.
   • Provide a detailed justification in the comments explaining why a proactive PO was not in place PRIOR to the engagement.
   • Attach a copy of the invoice.
     • View the Standard Operating Procedure for details on how to add Comments and Attachments to Requisition
4. Purchase Order Sent to AP for Matching
   • Once the requisition is approved, Procurement sources to an approved Purchase Order.
   • Purchase Order is sent directly to Accounts Payable for matching and payment processing.

Important Notice

Justifications for Retrospective POs:

• Each retrospective PO must include a detailed justification for why a proactive PO was not raised before the engagement.
• Justifications will be monitored and reported to the Senior Management Group (SMG) on a quarterly basis.
• Continued and repeated use of retrospective POs may lead to review and potential rejection.

Monitoring and Reporting:

• Justifications and compliance for retrospective POs will be closely monitored.
• Reports will be generated quarterly to ensure adherence to the policy.
• Departments using retrospective POs frequently may face scrutiny and required corrective actions.

Key Points to Remember

• Retrospective POs are accepted only until January 2025.
• All standard steps and requirements for POs must be followed.
• Detailed justifications and a copy of the invoice are mandatory for all retrospective POs.
• The aim is to transition to a fully compliant "No PO, No Pay" system by January 2025.

By following these guidelines, departments can ensure compliance with the new policy while maintaining efficient and accurate procurement processes. For further assistance or questions, please contact the Procurement team at procurement@nd.edu.au.