AG 2001 12 17 - Laserfiche WebLink

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Subject: Purpose: Policy: Procedure: Placing and Receiving Orders To 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. 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 place, no further follow-up is done unless the Purchasing Agent is advised that the order was not delivered on time. 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. 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: Items estimated to cost $5,000 to $89,999 require informal bids. Allow 10 days lead-time. 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. Routine, everyday purchases can normally be processed the same day or next day after they are received in the Purchasing Department. 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.