Procedure No. 702.5
Revisions Approved:
Description: Purchase Order Distribution for Non-Perishables
I. SCOPE OF RESPONSIBILITY
It is the responsibility of the Purchasing Department to insure proper distribution of all purchase orders initiated within the department. The span of distribution includes both internal (Atlantic Cape) and external (vendor).
II. DESCRIPTION
The purchase order used by Atlantic Cape Community College consists of four (4) parts all of which are properly distributed throughout the College and to the vendor.
III. METHOD OF DISTRIBUTION
A. Purchase orders not requiring advance payment:
1. Part 1 - original - is mailed to the vendor.
2. Part 2 is retained in the Purchasing open order file.
3. Part 3 is sent to Receiving.
4. Part 4 is sent to the Business Office for future payment.
Departments who access purchase orders electronically, hard copies will not be distributed. Copies 2, 3, and 4 of purchase order are backup reference only, all receiving and account payable information is to be documented on the Purchase Order System.
B. Purchase orders requiring advance payment:
1. Parts 1 ; 4 are sent to the Business Office. The Business Office will create a payment check and mail along with the original copy of the purchase order to the vendor.
2. Part 2 is retained in the Purchasing open order file.
3. Part 3 is retained by Receiving for match with incoming order.
Procedures:
Purchase Order Change Notice for Non-Perishables No. 702.6
Central Receiving for Non-Perishable Supplies & Equipment No. 702.7
Management of Perishables No. 702.8
Perishable Storeroom Basic Daily Receiving Procedures No. 702.9
Goods Received Without Invoice Supplement 1, No. 702.9
Request for Credit Memo Supplement 2, No. 702.9
Central Stores Non-Perishables No. 702.10
Central Stores Distribution No. 702.11
Print Shop No. 702.12
Mail Room No. 702.13
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