![]() The previous encumbrance is then removed and the general ledger account is charged with the actual cost of the purchase.ġ2. The Staff Accountant supervises the entry of the approved invoices into the computer system. A file copy of the purchase orders is generated and provided to the Staff Accountant, who will later match the copies to incoming invoices for processing.ġ1. ![]() A purchase order report is generated by the computer system and made available to the Warehouse Comptroller/Shipping and Receiving Clerk.ġ0. The form is emailed to the requisitioner.ĩ. The original purchase order is created and printed within the Business Services Office on a single-part form containing all required information as well as a system-generated signature of approval by the institution’s purchasing agent. This confirmation will serve as authorization for the Business Services Office to process and pay the related invoice for the merchandise.Ĩ. Once the merchandise is received, the originator will return the email to the Business Services Office confirming receipt of the merchandise. Upon producing the purchase order, an electronic copy of the purchase order is emailed to the originator. The Business Services Office has the primary responsibility of producing the purchase orders as needed.ħ. If funds are available, the general ledger account will be encumbered for the amount of the requisition.Ħ. ![]() If funds are not available, the requisition will be rejected as NSF, and the requisition will be returned to the originator for assistance. The Chief Financial Officer or designee will code and enter the requisition into the computer system for the purpose of confirming available funds, and for the creation of the purchase order. If approved, the administrator will also sign the requisition and forward it to the Business Services Office.ĥ. The signed requisition form will be submitted to the immediate supervisor for review and approval.Ĥ. The general ledger account number to be charged should be noted.ģ. A purchase requisition form will be completed by the originator and must contain the quantity, description and cost of the item(s) to be purchased. All purchases of materials, supplies and equipment with a cost of $5,000 or less will originate with the faculty or staff member desiring to make the purchase.Ģ. Purchasing regulations will be followed by all college employees.ġ. POLICY OF BOARD OF TRUSTEES OF PEARL RIVER COMMUNITY COLLEGE
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