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Sub]ect: <br /> <br />Purpose: <br /> <br />Policy: <br /> <br />Procedure: <br /> <br />Purchase Order <br /> <br />Serves as authorization to the supplier to furnish a product or service to the County. <br /> <br />It ~s the County's policy that no Purchase Order is issued without the Purchasing Department first <br />receiving a requisition from the ordering department. <br /> <br />Confirming purchase orders will not be issued to suppliers once an order has been placed by a <br />department witllout proper authorization. <br /> <br />The Purchasing Agent, or their designee, must authorize all Purchase Orders. <br /> <br />The Purchase Order is laser-printed and prepared in the Purchasing Department in triplicate: <br />a. Vendor Copy <br />b. Department H~ad Copy <br />c. File Copy <br /> <br />The Purchase Order is generated by the computer including: <br /> <br />g. <br />h. <br />i. <br /> <br />k. <br />1. <br /> <br />m. <br /> <br />n. <br /> <br />Date of Order <br />Date Required (if applicable) <br />Vendor Number, Name and Address <br />"Ship To" Address <br />"Bill To" Address <br />Item Number <br />Quantity <br />Complete Description (include reference to bids in this area) <br />Account Number to be charged <br />Unit Price <br />Extended Price <br />Total Purchase Order Cost <br />Signature of Purchasing Agent <br />S~gnature of Finance Director or Assistant Finance Director for pre-audit purposes. <br /> <br />Purchase Orders are processed as follows: <br />a. The Purchase Order is signed by the Purchasing Agent and Finance Director or <br /> Assistant Finance Director. <br />b. Vendor Copy and Department Head Copy is forwarded to the requisitioning <br /> department (the department should distribute the Vendor Copy to the <br /> vendor).Department Head Copy may be retained for the requisitioning department's <br /> files. File Copy is retained by Purchasing until closed. <br /> <br />14 <br /> <br /> <br />