AG 2006 08 21 - Laserfiche WebLink

Home Browse Search

Subject: Placing and Receiving Orders Purpose: Describe how, when and where to place orders; what to do upon receiving orders; how to change orders, handle return orders, back orders and how to cancel orders. Policy: It is the County's policy that all orders placed by purchase order be done by the Purchasing Agent. The same shall apply to changing and canceling of orders. Normally, once orders are placed, no further follow-up is done unless the Purchasing Agent is advised of an issue. Procedure: 1. How to Place an Order To place an order, complete an on-line requisition on the MUNIS Financial System. Describe the item(s) in complete detail giving the quantity, size, color, required features and the estimated time in which the item will be required. When placing an order, one should try to put himself/herself in the place of the receiver to be certain the order can be understood. 2. When to Place an Order All requisitions must arrive in the Purchasing Department allowing sufficient time for obtaining competitive bids, if applicable. Keep in mind: a. Items estimated to cost $30,000 to $89,999 require informal bids. Allow 10 days lead-time. b. Items estimated to cost $90,000 or more require the formal bid procedure. This requires advertising bids and submitting them to the Board of Commissioners for approval. Allow 20 days or more lead-time. c. Routine, everyday purchases can normally be processed the same day or next day after they are received in the Purchasing Department. 3. Where to Place Orders All requisitions approved by a Department Head or their designee will automatically route to the Purchasing Agent via the MUNIS Financial System for processing to a completed purchase order. Upon completion of the Purchase Order, the "Vendor Copy" and "Department Copy" will be fOlwarded to the requesting department. The department is expected to contact the vendor appropriately to ensure their Purchase Order is accepted and the order is placed. 4. Receiving an Order When an order is received, it should be checked carefully to ensure that it agrees with the delivery ticket, and that it is in good condition. Should there be a problem with the order, contact the Purchasing Department for further information. 5. Signing for Receipt of Orders Before signing a delivery ticket, the quantity and condition of the delivered item(s) should be checked carefully. If the item is boxed or crated so that it cannot be checked, indicate on the delivery ticket "Item Not Checked". If damage is apparent, indicate "Damaged" on the delivery ticket, obtain the delivery person's signature affirming obvious damage, and advise the Purchasing Agent. 6. Late Orders Once the Purchasing Department has issued a Purchase Order, no follow-up work is done unless the ordering department reports a problem to the Purchasing Agent. 7. Returned Orders Most firms require that they be contacted for permission and instructions before an order can be returned. Frequently, there is a restocking fee charged for returned goods. All returns should be brought to the Purchasing Agent's attention. 8. Partial Shipments Partial Shipments are those whereby only part of an order is delivered. 9. Change Orders F-~ 11