back up for 10-01-2002 Special Called Regular Meeting

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I I I I I I I I I I I I I I I I I I I OBJECTIVE: To pay vendors for merchandise or services rendered within the terms allotted by the vendor. I. SETTING UP INVOICES FOR PAYMENT 1. When invoice is initially received from the vendor stamp in with the date, make sure that there is nothing in the "accounts payable pending" drawer to back it up. The departments can receive the merchandise in the system off of a packing list as soon as it is received. 2. If yes, go to PROCESSING RECEIVING REPORTS below. . If no, go to step 3. 3. Determine which department is responsible for payment of the invoice. . Check "ship to" address . Look for any purchase order #'s noted . Look to see if merchandise is exclusive to anyone department . Last resort---call vendor for "proof of delivery" 4. Send copy of invoice (carbon copy O.K.) to department for approval. 5. When invoice copy is received back from department it will either be attached to a "receiving report" or a "check requisition". II. PROCESSING RECEIVING REPORTS A. CRITERIA: 1. There are four types of purchase orders that a department can utilize when receiving their merchandise. . Field Purchase Orders (FOOOO 1) are for one-time vendor payments for items under $500.00 that does not have a blanket order set up and are otherwise exempt from purchase orders. . Blanket Purchase Order~(BO 1001) are for small repetitive purchases *receiving reports can include several invoices but not exceed $2000.00. . Contract Purchase Orders (C01001) are for any items/services on contract this includes formal bids as well as written quotes that have been negotiated for six (6) months to one (1) year. ** No ceiling dollar amount. . Regular Purchase Orders (010001) Any Dollar amount that follows the rules of purchase limits. ** Blanket and Contract Purchase Orders' receiving reports must have a supervisor's signature on them. (See the Authorized Signature Lists Book) It is not necessary to have two signatures, as the "received by" name printed on the bottom of the report is considered and electronic signature. *** Field and Regular Purchase Orders' receiving reports are approved in the system and therefore are not required to have the signatures but most department heads do sign them anyway and that is okay too. 2