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AG 2006 08 21
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AG 2006 08 21
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Last modified
8/24/2006 1:40:13 PM
Creation date
11/27/2017 11:33:43 AM
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Meeting Minutes
Doc Type
Agenda
Meeting Minutes - Date
8/21/2006
Board
Board of Commissioners
Meeting Type
Regular
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<br />Subject: <br /> <br />Placing and Receiving Orders <br /> <br />Purpose: <br /> <br />Describe how, when and where to place orders; what to do upon receiving orders; how to change orders, handle <br />return orders, back orders and how to cancel orders. <br /> <br />Policy: <br /> <br />It is the County's policy that all orders placed by purchase order be done by the Purchasing Agent. The same shall <br />apply to changing and canceling of orders. Normally, once orders are placed, no further follow-up is done unless the <br />Purchasing Agent is advised of an issue. <br /> <br />Procedure: <br /> <br />1. How to Place an Order <br />To place an order, complete an on-line requisition on the MUNIS Financial System. Describe the item(s) in <br />complete detail giving the quantity, size, color, required features and the estimated time in which the item <br />will be required. When placing an order, one should try to put himself/herself in the place of the receiver to <br />be certain the order can be understood. <br /> <br />2. When to Place an Order <br />All requisitions must arrive in the Purchasing Department allowing sufficient time for obtaining competitive <br />bids, if applicable. Keep in mind: <br /> <br />a. Items estimated to cost $30,000 to $89,999 require informal bids. Allow 10 days lead-time. <br />b. Items estimated to cost $90,000 or more require the formal bid procedure. This requires advertising <br />bids and submitting them to the Board of Commissioners for approval. Allow 20 days or more <br />lead-time. <br />c. Routine, everyday purchases can normally be processed the same day or next day after they are <br />received in the Purchasing Department. <br /> <br />3. Where to Place Orders <br />All requisitions approved by a Department Head or their designee will automatically route to the <br />Purchasing Agent via the MUNIS Financial System for processing to a completed purchase order. Upon <br />completion of the Purchase Order, the "Vendor Copy" and "Department Copy" will be fOlwarded to the <br />requesting department. The department is expected to contact the vendor appropriately to ensure their <br />Purchase Order is accepted and the order is placed. <br /> <br />4. Receiving an Order <br />When an order is received, it should be checked carefully to ensure that it agrees with the delivery ticket, <br />and that it is in good condition. Should there be a problem with the order, contact the Purchasing <br />Department for further information. <br /> <br />5. Signing for Receipt of Orders <br />Before signing a delivery ticket, the quantity and condition of the delivered item(s) should be checked <br />carefully. If the item is boxed or crated so that it cannot be checked, indicate on the delivery ticket "Item <br />Not Checked". If damage is apparent, indicate "Damaged" on the delivery ticket, obtain the delivery <br />person's signature affirming obvious damage, and advise the Purchasing Agent. <br /> <br />6. Late Orders <br />Once the Purchasing Department has issued a Purchase Order, no follow-up work is done unless the <br />ordering department reports a problem to the Purchasing Agent. <br /> <br />7. Returned Orders <br />Most firms require that they be contacted for permission and instructions before an order can be returned. <br />Frequently, there is a restocking fee charged for returned goods. All returns should be brought to the <br />Purchasing Agent's attention. <br /> <br />8. Partial Shipments <br />Partial Shipments are those whereby only part of an order is delivered. <br /> <br />9. Change Orders <br /> <br />F-~ <br /> <br />11 <br />
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