Board Orientation Manual 2024

 Review the P.O. content.  Check that the account coding is correct.  Check if similar orders may come in from other staff to investigate the possibility of taking a volume price advantage by combining orders.

 Confirm that the account where the purchase is to be charged has room in the budget for the expense. If funds are not sufficient, arrange for a reallocation of funds, as per the Authorities Matrix. See section 7.6 for details.  Obtain the proper signatures as per the signing authorities’ matrix.  Return the P.O. to the originator if not approved.  If all approvals are obtained, give the P.O. to the person initiating the P.O. for ordering.  File the P.O. 7.3 PLACING ORDERS When the P.O. is complete the person initiating the P.O. sends a copy to the supplier. 7.4 ARRIVAL OF GOODS The receiver of the goods checks to see that the goods are in good order and gives the packing slip to the Operations and Technology Manager. When the invoice arrives, the Operations and Technology Manager will:  Code the invoice with the codes as on Purchase Order.  Obtain originator’s initial for receipt of goods.  Checks pricing and extensions by referencing to the Purchase Order, confirming the reason for any irregularities to what is noted on the P.O. and the prices and extensions on the invoice.  Reconcile invoices to the supplier’s statement, if applicable.  Attach all documentation to the Purchase Order.

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