Date:
IPO # 3 03672 __2__ __ __
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University of Nevada, Reno
INTERNAL PURCHASE ORDER (IPO)
Buying Dept:
3
Campus Address (include mail stop, building and room #)
5
Phone #
Contact:
4
Accounts to be charged (buyer):
Fund
Agcy
Orgn
Obj
7
7
8
7
Sobj
8
6
BS Acct
9
Description/Reference #
10
Total
12
Fax:
17
13
Selling Department:
Campus Address (include mail stop, building and room #)
15
Phone #
Contact:
Accounts to be credited (seller):
Fund
Agcy
Orgn
Obj
18
18
18
19
Sobj
19
14
16
BS Acct
20
Description/Reference #
21
Total
Quanity
Amount
11
Item/Service
Amount
22
23
Amount
24
25
Prepared By
28
Date
26
Printed Name of Authorized Signer
27
Requested by
Date
29
Printed Name of Additional Authorized Signer(s)
30
Additional Authorized Signature(s) if needed
Date
Authorized Signature
Date
INSTRUCTIONS: This form is used ONLY for internal purchases of goods and services from established
university internal sales and service recharge departments.
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Internal Purchase Order Instructions
An Internal Purchase Order form is used to purchase goods and/or services from an established university internal sales and
service recharge department. The IPO form is not used for goods and/or services from other institutions within the University
and Nevada System of Higher Education or the university’s food vendor (currently Chartwells). An IPO document will post to
the financial system with a “JV” transaction code.
The Buying department is to initiate the IPO prior to receipt of the goods and/or services. They are to complete sections 1
through 17and 24 through 30. The buying departments will the mail/fax/deliver the form to the Selling department.
The selling department receives IPO and after receipt of goods and/or services the selling department completes section 18
through 23, prices the document, sends the original to Controller’s for processing and a priced copy is to be sent to the buying
department.
1. Date: Date of preparation.
2. IPO # 3 03672 __ __ __ __: The “IPO” number is either assigned when you access it in the Forms Directory on the
web. The four spaces (underscores) are for departmental reference and is an optional field. Enter up to a fourcharacter code identifying your department/center or leave blank.
3. Buying Dept: Print/type complete name of department purchasing the goods and/or services.
4. Campus Address: Print/type mail stop, building name/number and room number of department’s delivery address.
5. Phone #: Phone number of contact person within the buying department.
6. Contact: Name of contact within the department. Usually the individual requesting the goods and/or services.
7. Account to be charged (buyer): Enter fund – agency – organization combination of the account(s) to be charged.
Multiple accounts allowable. If charging a balance sheet account, enter the appropriate fund only.
8. Object – Sub-Object Codes: Enter appropriate object and sub-object code for the type of expenditure.
9. BS Account: If charging a balance sheet account, enter the four-digit account. If charging an operating account,
leave blank.
10. Description/Reference #: Enter Buying department reference, optional field.
11. Charged Amount: Enter amount to be charged for each accounting line completed. If whole dollars, use the decimal
and cents (i.e. If five dollars, enter 5.00).
12. Total of Amounts Charged: The total will calculate for you.
Accounts to be credited (selling department) – The selling department completes section 18 through 23.
If the “Buying” department did not complete sections 13 through 17 the “Selling” department needs to
complete this portion also.
13. Selling Department: Enter Name of Selling Department.
14. Campus Address: Enter mail stop, building name/number and room number of selling department.
15. Phone #: Enter phone number of selling department.
16. Contact: Enter selling department contact. If buying department does not have this information available, leave
blank.
17. Fax: Enter selling department’s fax number. If buying department does not have this information available to them,
leave blank.
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18. Credited Fund/Agency/Organization: Enter fund – agency – organization account combination to be credited.
Multiple accounts allowable. If crediting a balance sheet account enter the appropriate fund code and leave the
agency and organization blank.
19. Object – Sub-Object Code: If selling department is a recharge center, enter object code ‘39’ and appropriate subobject code for the type of credit being received. Refer to Appendix A for Object Code 39 listing. If selling department
is an auxiliary enterprise account or grant and contract program income account enter the appropriate revenue and
sub-revenue source codes applicable to the type of revenue received. If crediting a balance sheet account, leave
blank.
20. BS Account: If crediting a balance sheet account enter the four-digit account number. If crediting any other cost
center, leave blank.
21. Description/Reference #: Enter Selling department reference, optional field.
22. Amount: Enter amount to be credited for each accounting line completed. If whole dollars, use the decimal and
cents (i.e. If five dollars, enter 5.00).
23. Total of Amounts Credited: The total will calculate for you.
24. Quantity, Item/Service/Amount: Please list the quantity and a description of the item your department is
purchasing. Also list the amount.
25. Prepared By/Date: Please type the name of the person who is preparing the form and the date.
26. Printed Name of Authorized Signer: Please print the name of the person who is an authorized signed on the
account.
27. Authorized Signature/Date: Signature of the authorized singer on the account. This indicates the purchase has
been approved.
28. Requested By: Please type the name of the person who is requesting the IPO. In some cases, it may be different
than the person who is preparing the IPO.
29. Printed Name of Additional Authorized Signer(s): If your account requires a higher level of approval.
30. Additional Authorized Signature(s) if needed/Date: The signature of the higher level of approval and date of
signature.
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