6320B1 - PREPARING PURCHASE ORDERS

Whitmore Lake Public Schools

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	All shipments are to be delivered directly to buildings. Use building 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.


		** Account Number	Account Number to be charged.

		** 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.

When completed:

		1.	Keep the light yellow copy of purchase order. This is your proof that you completed the purchase order.
		2.	Send remainder of purchase order with any attachments that must accompany the purchase order to business office. S/He will assign a purchase order number and return the pink copy to you to attach to your copy.
		3.	DO NOT CALL ORDERS INTO VENDORS WITHOUT PRIOR ** VERBAL APPROVAL OF THE BUSINESS MANAGER.
		4.	Check all orders immediately when delivered. Most companies only allow fifteen (15) - thirty (30) days to make exchanges or corrections on order discrepancies.

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.

		** Account Number	Account Number to be charged.
			Indicate length of subscription: e.g. 1 year, 9 months.
		** Quantity

		** Description	Please give the name of the subscription and the length of the subscription: e.g. Sept. 1997 - June, 1998.

		** 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.

Telephone Orders to Vendors - Emergency Only


		** PO Number	Call the business manager to obtain verbal approval.

		Call vendor and place order, indicate that order MUST BE delivered to the building. Purchase order should be typed immediately after order is placed.

		Type all areas of the purchase order as indicated for normal purchase orders.


		** CONFIRMATION	Please type on middle of purchase order form: CONFIRMING TELEPHONE ORDER (name of the person contacted and date)

			DO NOT DUPLICATE

			Failure to put this on the purchase order form will result in a duplication of the order.

When completed:

		1.	Keep the light yellow copy of the purchase order.
		2.	Send remainder of purchase order to the business office. If company needs original copy of purchase order mailed to them, even though the order has been placed by phone, please indicate on the form. We will assume that they DO NOT need the original copy unless told otherwise.
		3.	Please check all orders immediately when they are delivered. Most companies only allow fifteen (15) - thirty (30) days to make exchanges or corrections on order discrepancies.

Check to Accompany Orders

		** PO Number	Please type on the middle of the P.O.:
			CHECK TO ACCOMPANY

		Type all areas of purchase order as described for normal purchase orders.

		When completed:

		1.	Keep the light yellow copy of the purchase order.
		2.	Send remainder of the purchase order to Accounts Payable who will send in the order with the check. If any forms, order blanks, etc. need to accompany the check, please include them with your order form.