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Internal Procedures Manual

PURCHASING
Updated 15/12/06 at 10.15pm

CFO - James Murray
Accounts Office - Orewa
Purchasing Manager - Edward Peachey

This applies to orders under $50:

For the purchases of cleaning, cafe supplies & general expenses under $50, these can be taken out of petty cash, with a petty cash chit completed on return.
Petty cash chits can be submitted monthly or fortnightly for reimbursement.
Petty cash chits must be recorded on formatted petty cash sheet - See attached.
Petty cash sheet must be faxed or emailed to Accounts Office for processing & payment.
Petty Cash Sheet & chits attached together and posted to Accounts Office.

This applies to orders $50 - $2000:

Orders for customers or stock must have a purchase order generated out of MYOB
by the Purchasing Manager.
Orders for cleaning & maintanence supplies must have a purchase order generated out of MYOB by the Purchasing Manager.
Orders for payment must be faxed to our Accounts Office immediately after being placed with the supplier & prices including freight confirmed.
Prices must be obtained at time of placing order where possible, and adjustments
made to order in MYOB if necessary.
Goods must be checked & entered into MYOB as being received.
All Invoices must go to the Purchasing Manager to be checked, entered into MYOB and attached to the purchase order and packing slip.
Invoices must then be sent to our Accounts Office for payment and/or filing.

This applies to orders $2000 and over:

Orders for $2000 and over must be approved by the CFO in our Accounts Office & finance available checked.
Where applicable 3 quotes must be obtained and submitted by fax or email to our Accounts Office.
Once the supplier has been chosen then a Purchase Order is then generated in MYOB and authorised by Accounts Office.
Order is then placed and prices confirmed including freight.
Orders for payment must be faxed to our Accounts Office immediately after being placed with the supplier & prices including freight confirmed.
Goods must be checked & entered into MYOB as being received.
All Invoices must go to the Purchasing Manager to be checked, entered into MYOB and attached to the purchase order and packing slip.
Invoices must then be sent to our Accounts Office for payment and/or filing.

This applies to emergency & web orders:

Orders placed via the web (eg: Trend Micro etc...) under $500 may be paid by JMCS Visa card after checking the credit card balance via ASB Fastnet Online.  These orders must also have a purchase order generated out of MYOB by the Purchasing Manager.
Emergency Orders under $500 constitute an order of parts or supplies that are urgent and require immediate payment to receive the goods in the required time. These Orders also require an MYOB generated Order by the Purchasing Manager.
Goods must be checked & entered into MYOB as being received.
All Invoices must go to the Purchasing Manager to be checked, entered into MYOB and attached to the purchase order and packing slip.
Invoices must then be sent to our Accounts Office for payment and/or filing.

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