Salem State College: Purchasing


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Salem State College
352 Lafayette Street
Salem, MA 01970
978-542-6000

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Purchasing

Information for Vendors Only

It is extremely important to Salem State College (SSC) to do everything possible to ensure a quick payment turnaround to your business. By understanding and adhering to the SSC system, you can ensure fewer problems with payment. Please note the following:

That NO BUSINESS is transacted without FIRST obtaining a valid purchase order number from the Purchasing Department. Please advise if your company requires confirming copy.
RECEIVING
1. That any tangible goods received have a packing slip that clearly identifies those goods, as well as clearly identifies goods backordered. (You should reference the SSC purchase order item number as part of your item description).
2. That packing slips contain the SSC purchase order number and "tear away" packing slips contain the SSC purchase order number on all sections that can be separated.
3. Please note the number of boxes sent to contain the order.
4. Attention line is required on packing slip.
INVOICING
1. Invoices must reference the SSC purchase order number and BE SENT TO ACCOUNTS PAYABLE.
2. Invoices must be for an item or items ON THE SSC PURCHASE ORDER NUMBER and SHOULD REFERENCE that/those item(s).
3. For any order of time (leases, standing orders, service/maintenance contracts and the like), that your business secure a new or amended purchase order number to cover invoices beyond the end date.
4. Credit memos must have the SSC purchase order number assigned; this ensures the credit to be taken promptly and accurately. Vendor CANNOT apply open credits to open balances SSC might have.
5. When calling Accounts Payable, please have your SSC purchase order number ready. The purchase order number is the only reference back to your invoice.
6. Check and confirm that your remit-to address is correct.
7. Only ONE PURCHASE ORDER NUMBER PER INVOICE.
QUOTES
1. Price for ONE is the price for ALL in SSC.
2. Your quote MUST state the percent off list and be in terms of UNIT price.
3. That discounts be taken off EACH LINE ITEM QUOTED, rather than off the bottom line.
OTHER BUSINESS
1. Any and all calls and mailings relative to business transacted through the purchase order system must reference the purchase order number.

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