Purchasing

Purchasing

Item is requested to be ordered, by department in need of the item

• With request form - see below

Inventory of items is counted by the department requesting the item. 

Purchasing will verify quantity requested to last order amount and upcoming work orders

PO is issued in Quickbooks for items requested under the correct vendor. 

PO may need approval from management, depending on the value amount. 

Once PO is approved, email PO to the vendor. 

PO confirmation will be email from the vendor, follow up if not received. 

PO payment will vary per vendor, net 30, card on file, wire transfer. 

Follow up with payments, to ensure that orders are not delayed.

PO documents will need to be saved. In the shared folder, Purchasing, Vendor, under the correct vendor name create a new folder with PO number and date. Save, PO Copy, PO confirmation, payment confirmation. Receiving will also save receiving documents in the folder per PO. 

Follow up, Shipping, Payment

• Payments - submit documents into accounting for check if needed, this will be for net term vendors or for check payment before delivery vendors. Checks are cut on Tuesdays every other week (same days as pay day)

• Scan checks into correct vendor folder and mail out check with manual order in shipstation 

• ETA will be different with each vendor. Follow up on all open PO