BC 1990 06 18 - Laserfiche WebLink

Home Browse Search

430 The purchase order requisitions will be verified by the County Manager's Office. If required information is not given, the purchase order requisition will be returned to the department stating the reason. After purchase order requisitions are properly authorized, approved, and procedures are fulfilled, the purchase order requisition will be used to generate a purchase order. UNAUTHORIZED PURCHASES Any purchase of supplies, materials, equipment or services without proper authorization is prohibited. Unauthorized purchases will not be honored with payment by the County and the individual involved will be held personally liable for such purchases. PURCHASE ORDER A purchase order is a written document used to obligate funds for purchases and when properly authorized and approved, is'the authority for a vendor to furnish a good or service to the County. The information from the purchase order is keyed into the computer daily as they are received. Once this information is keyed the funds are automatically encumbered. Purchase orders will be generated daily by the computer. The forms will then be signed by the Finance Director in accordance with General Statute 159-28. The purchase order is a four part form: White Original - Vendor Copy Yellow - Accounting Copy Pink Departmental Copy Gold Outstanding Purchase Order File The white copy will be returned to the requesting department for mailing along with the pink copy for the department's records. The yellow copy will be retained by the Finance Department. EMERGENCY PURCHASE ORDER PROCEDURES Emergency is defined as "a situation in which the department cannot continue to operate" without an emergency purchase order being issued. The department must submit a written requisition marked "EMERGENCY~ and an explanation of the emergency purchase to the County Manager's Office. Ail required documents (i.e. bids, approvals, etc.) should accompany the requisition. After the County Manager's Office reviews the purchase order request and verifies that funds are available, the requesting department will be notified and given a purchase order number within the same work day. For weekend, holiday, and overnight purchases requiring a purchase order, the department should make the purchase and contact the Manager's Office the next working day with documentation in order that a purchase order can be issued. OPEN PURCHASE ORDERS Open purchase orders will be issued for many repetitive, usually low-dollar purchases from one vendor. Rather than issuing a purchase order for each individual purchase, one purchase order is issued for a period not to extend beyond June 30 to cover all purchases during that budget year. For an open purchase order to be issued the following steps must be followed: Department identifies the need for an open purchase order by examining past purchasing records. Bids are solicited from qualified local suppliers if there is more than one accessible supplier. The order is placed with the selected vendor by issuing a pre- numbered purchase order. The description section of this order will read: "Term order, furnish items as requested by the below-named employees of (Cabarrus County Department or Agency) when above purchase order number is referenced. Total purchases for the term of this purchase order are not to exceed $ Issue