AG 1998 12 21 - Laserfiche WebLink

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Subiect: Purpose: Policy: P~ocedure: 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, prepare a requisition form to forward to the Purchasing Agent. Describe the item(s) in complete detail giving the quantity, size, color, required features and the estimated time 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 $5,000.00 to $29,999.99 require informal bids. Allow 10 days lead-time. Items estimated to cost $30,000.00 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 authorized by a Department Head are sent to the Purchasing Department for processing. 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.