West Clermont Local School District
Administrative Guidelines
 

6320B1 - PREPARING PURCHASE ORDERS

When completing a purchase order request, please use whichever of the following procedures is appropriate.

 

A.

Normal Purchase Orders

     
   

Complete all areas of purchase order

** Date

Use date this order is submitted.

** No Back Orders

Many companies will not ship back orders unless indicated on the purchase order. Many times money is tied up for months waiting for a back order shipment which is never going to arrive.

** Delivery Required By

ASAP

** Ship Via

UPS/Truck (Other must be approved)

** Priced Per

This helps the supplier know the origin of the pricing information, e.g. from their most recent, an estimated price, or a direct quote from a representative.

** Ship to Address

Provide school or department and complete address.

** Vendor

Complete Vendor Name, Address, City, State, and Zip. Please do not abbreviate.

** Person Requesting

Name of person or department will help both in the building when the order is received (who it belongs to) and the loading dock if there is a question regarding the order.

** Account Number

Account Number to be charged -- the purchase order will be returned if the account number does not appear.

** Quantity

** Unit of Measure

Indicate -- each, dozen, etc.

** Stock Number

Number from vendor catalogs. This helps the vendor identify what is being ordered and when checking in items on delivery.

** Description

A complete description must be given for the item(s) being ordered. This will be helpful when checking the order in to make sure that what is received is what was ordered. This information is also needed for the auditors for checking records and ascertaining that what was ordered is what was actually received.

** Unit Price

Price per each, dozen, etc.

** Total Price

Unit price x number ordered -- total extended. Please check your mathematics.

** Total Price - bottom

Total price of all items on purchase order - even if only one item, bring total down column to bottom of form.

** Administrator Signature

PO will be returned without appropriate signature of authorization.

 

B.

Subscriptions

     
   

Type (do not write) all areas of purchase order:

** Date

Use date this order is submitted.

** Ship Via

US Mail

** Priced Per

This helps the supplier know the origin of the pricing information, e.g. from their most recent, an estimated price, or a direct quote from a representative.

** Ship to Address

Please type subscriber's name, building name, and address. Hopefully, this will assure that the subscription is mailed directly to that person at the correct address.

Staff should not mail in renewal cards from existing subscriptions. When they do this, the magazine subscription is renewed and a purchase order number is not given. Invoices arrive and paperwork has never been done.

** Vendor

Complete Vendor Name, Address, City, State, and Zip. Please do not abbreviate.

 

** Person Requesting

Name of person or department will help both in the building when the order is received (who it belongs to) and the loading dock if there is a question regarding the order.

 
 

** Account Number

Account Number to be charged -- the purchase order will be returned if the account number does not appear.

 
 

** Quantity

Indicate length of subscription: e.g. 1 year, 9 months.

 
 

** Description

Please give the name of the subscription and the length of the subscription: e.g. Sept. 1989 - June, 1990.

 
 

** Total Price

Total Cost of Subscription,

 
 

** Mail To

Please type on bottom of purchase order:

 
 

MAIL TO:

 

Subscriber's Name
Building Name
and Address
City, State, and Zip

 
 

** Administrator Signature

PO will be returned without appropriate signature of authorization.

© Neola 2006