Loading...
Untitled20 MIDDLEBUSH ROAD P.O. BOX 324 WAPPINGERS FALLS, NY 12590-0324 914-297-2744 TOWN OF WAPPINGER TO: ALL TOWN HALL EMPLOYEES FROM: IRENE M. PAINO, SUPERVISOR RE: PURCHASE ORDER PROCEDURES GENERAL IRENE M. PAINO SUPERVISOR September 21, 1989 1. With the exception of purchases made under blanket purchase orders and/or confirming orders (those requiring immediate action) only the person designated Comptroller may commit the local government for a purchase. 2. The material, equipment, supplies and/or services to be purchased shall be of the quality and in the quantity required to serve the function in a satisfactory manner, as determined by the requisitioner and the Comptroller. 3. It is the responsibility of the Comptroller to make alterna- tive suggestions to the requisitioner if, in the judgment of the Comptroller, the specifications would restrict competition or otherwise preclude the most economical purchase of the required items. In case of disagreement as to the content of the specifications, the board, after reviewing all available data, should make the final determination. PURCHASE ORDER 1. Each department head is responsible for compliance with the purchasing procedures adopted. 2. Only purchase order forms provided by the Comptroller shall be used. 3. The purchase order will be prepared by the ordering department and signed by an authorized requisitioner. 4. All purchase orders will be approved by the Comptroller. 5. The fiscal officer will certify on each purchase order that moneys are available and that the appropriation has been encumbered. 6. The number of purchase orders will be kept to a minimum. 7. Purchase orders shall be processed to conform with the purchasing schedule established by the Comptroller, whenever practical.; - 2 - INSTRUCTIONS FOR PREPARING PURCHASE ORDER ORDERS The purchase order form has four carbonized sheets. In the block on the upper left, type the name and complete address of the supplier. All purchase orders must be coded in accordance with the accounting system. In the column marked "quantity" indicate the number of each item desired. In the column marked "description" give as complete a description of the item as possible, including catalogue number if available. Include unit price and extend total amount of each item, and total the purchase order at the bottom. This is necessary for accounting and budgetary procedures. When the purchase order is prepared, forward the complete set (four copies) to the fiscal officer. When approved by the Comptroller, the following procedure will follow: White Copy (orig- inal) will be mailed to the supplier; Yellow Copy will be retained by the fiscal officer; Pink Copy (receiving) will be returned to the originating department. The Canary Copy will be retained in the Comptroller's office. IN NO EVENT ARE PURCHASE ORDERS TO BE MAILED DIRECT TO SUPPLIER WITHOUT FIRST ROUTING THROUGH THE FISCAL OFFICER'S OFFICE. When cancelling an order, attach a copy of correspondence with the company to the Pink Copy of the order and send to the Comptroller's office. When making a partial cancellation of an order, a copy of the correspondence with the company will be sent to the Comptroller's office. INSUFFICIENT APPROPRIATIONS In the event that an appropriation balance is insufficient, the fiscal officer will return the purchase order to the originiating department. It will be accompanied by a statement containing the following information: a. Amounts available for transfer► i.e., contingent account, other unneeded appropriation balances or unappropriated cash surplus. b. Any unestimated revenues -- state, federal, insurance recoveries, gifts not previously appropriated. -3 - REQUESTS FOR TRANSFERS The Comptroller's office will notify the department head of the unavailability of funds. To request an increase in appropriations, the department head will proceed as follows: 1. The request for transfer, or increase in appropriations, will be in writing and directed to the Comptroller (copy to fiscal officer) . 2. An explanation as to why the purchase is necessary must be included in the request. 3. The amount needed and the code involved must be indicated. The fiscal officer's written recommendation for approval or disapproval will be obtained. After accumulation of all related information, the Comptroller shall submit the request to the board for action. On approval, the Comptroller shall notify the requisitioner who shall re -submit the purchase request. The fiscal officer shall make the appropriate adjustments to records, encumber the amount of the purchase order and certify to the availability of funds. NOTICE TO VENDORS Written notice will be given to each supplier explaining the purchase format. Vendors deviating from the purchasing procedure will be notified immediately and informed of the possible consequences. Consideration will be given to the inclusion of the following statement in both procedure adopted and notice to vendors: THE (name of local government) WILL NOT BE RESPONSIBLE FOR PURCHASES MADE WITHOUT PRIOR AUTHORIZATION FROM THE COMPTROLLER AND FISCAL OFFICER EXCEPT AS OTHERWISE STATED HEREIN. - 4 - BLANKET ORDERS Blanket purchase orders or open end account may be issued to various vendors for purchase of items considered to be of immediate need or for the purpose of consolidated (bulk) purchases. The reasons for the use of blanket purchase orders are twofold: 1. to eliminate the necessity for the issuance of separate orders for groups of items which are purchased frequently from the same vendor. An example of this would be automotive supplies (such as spark plugs, battery cables, points, etc.) used in a central garage. 2. to permit the department to purchase items of this nature on an "as needed" basis when there is no provision to maintain an inventory. The vendor's billing cycle (usually monthly) will be considered in determining the period of time covered by a blanket purchase order. The amount of the blanket purchase order shall be determined by the fiscal officer. It should be based on information available in the records covering previous fiscal years and data obtained from the department head involved. The department will keep a record of the purchases made to insure that they do not exceed the amount allowed by the blanket purchase order. When supplies are delivered or picked up, receipts, delivery slips, or other documents transmitted by the vendor will be signed by the individual receiving the supplies. The blanket purchase order number will also be placed on the documents which will be attached to the receiving copy of the purchase order and forwarded to the purchasing agent at the end of the period for which the blanket purchase order was issued. However, if the amount allowed on the blanket purchase order is reached prior to this time, the covering documents should be forwarded to the Comptroller and a new blanket purchase order requested. - 5 - CONFIRMING ORDERS A verbal order, subject to subsequent confirmation by a written purchase order, may be given in cases where necessity for immediate action exists. Naturally, such a deviation from "the norm" should have a very limited use. The individual placing such an order shall justify the need for this action. Lack of proper planning should not be considered a valid reason for this process. A confirming order should be issued immediately after availabil- ity of funds is determined and certified to. This order shall follow the same procedures as other orders but shall have priority so that the vendor will receive the order without delay. The order shall be marked "confirmation". The local government will notify all department heads and employees that it will not be responsible for orders placed in this manner unless a confirming order has been cleared through the purchasing office. If a confirming order is disapproved, the materials or supplies shall be returned, if possible. The governing board, department head and vendor shall be notified immediately and appropriate steps taken. RECEIPT OF GOODS The requisitioning department shall be given the receiving copy of the purchase order. When a delivery is made, the receiving employee must fill in the information as to quantity which can only be obtained by counting or weighing the goods delivered. The completed and receipted receiving copy should immediately be forwarded to the auditing officer who should compare it with the vendor's claim. Any invoices and/or shipping reports received from the vendor should also be transmitted to the auditing officer. If this procedure is followed, the local government will have the advantage of taking discounts offered for prompt payment. The Comptroller should make every effort to persuade vendors to grant discounts. Failure of vendors to make promised deliveries should be reported to the Comptroller for follow up - by telephone to local vendors - by telephone and/or mail to out of town vendors. AUDIT OF CLAIMS 1. A claim submitted to the appropriate officer or board for audit for payment shall qualify when the following conditions are met: a. Itemization is in sufficient detail for audit (any allowable discounts should be noted). b. It is accompanied by the third (receiving) copy of the purchase order signed by the receiving office. This copy should state that the item has been received or the services rendered. c. All invoices or other supporting statements are attached. d. There is proper certification or verification by the claimant, if required by the governing board. e. The claim is approved for payment by the official whose action gave rise or origin to the claim. If a claim is presented to the auditor for materials and supplies for which no purchase order was issued, the matter should be brought to the attention of the Comptroller so he/she will be aware of deviations in order to take corrective action. The claim should not be sent to the purchasing office for a useless purchase order - a purchase order after the fact is a complete waste of time and effort. EXCEPTIONS TO PURCHASING SYSTEM Thus far, we have discussed the procedures to be followed when a purchase order is needed. We reflected on the need for cooperation and control. Control involves not only compliance with required purchasing procedures, but also affects the paperwork necessary. "Overpapering" can ruin the effectiveness of the system almost as quickly as non-compliance. There are certain expenditures for which the processing of a purchase order is unnecessary. The following should be made without purchase orders: 1. Contracts for personal services - any encumbering should be on the basis of contracts. - 7 - 2. Employee expenses such as conference expenses, mileage and other reimburseable expenses in performance of day- to-day duties. 3. Reimbursement of petty cash funds. 4. Utility bills. 5. Service contracts for a fixed monthly or annual amount. (May be encumbered on the basis of the contract.) 6. Interdepartmental charges - for instance, water department billings to recreation; fire department billing for fire alarm system. 7. Medical examinations. 8. Legal notices. 9. Claims for food for prisoners. 10. Postage meter costs. PURCHASING CYCLE 1. Purchase order prepared and forwarded to fiscal officer. 2. Purchase order approved and encumbered. One copy of purchase order retained as support of "Reserve for Encumbrances". Remaining copies and original are returned to originating department. 3. Purchase order released to vendor (original). 4. Goods delivered. 5. After information on receipt of goods (date received; signature of receiving official who should be someone other than person who made out requisition; quantity; discrepancies) and departmental approval are completed, receiving copy is transmitted to the auditor. 6. Claim and/or invoices sent to auditing body (or official). 7. Claim audited and abstract (listing) of claims prepared and sent to the fiscal officer for payment. B. Check prepared and transmitted to vendor and accounting records adjusted. PURCHASE ORDER LIMITS Any item(s) over $49.99 must have a purchase order number except Highway Department limit will be $499.99. Exhibit #1 This is how a purchase order will look when it is turned into the Comp rt oTTr's office for a P.O. #. Processing time frame P.O.'s turned in by Monday 12 noon, will be returned to the department by Wednesday at 4 p.m. Purchase Orders received after the 12 noon deadline will be processed in the next cycle. Exhibit #2 The white and pink copies of the P.O. will be returned to the department Send The white copy to the vendor. Keep the pink copy, this will be your receiving slip. Exhibit #3 Vendor will send the white copy back to us,with an invoice. White copy must be signed by the vendor in the certification area. Originating dept. will receive P.O. and invoice. Exhibit #4 When originating dept. receives the proper paper work and pink copy of the P.O. has been signed by the receiving person, submit white and pink copies and Invoice to the comptrollers dept for processing. Exhibit #5 This is a copy of an old invoice. Do not use after Sept 29,1989. Use the new combination purchase order & voucher. EXHIBIT rl TOWN OF WAPPINGER, N.Y. P.O. Box 324, Middlebush Road Wappingers Falls, N.Y. 12590 PURCHASE ORDE'R & VOUCHER XYZ CORP CLAIMANT'S 1212 Never never land Ave NAME AND Some where over the Rainbow USA ADDRESS L TEWS.. Data Purchase Order Na. M u/1T WOIT[ IY TYI! eAY Vendors Ref. Ne. 11 Qnso lty Description of Materials er Services II Unit Price II Amount CLAIMANTS CERTIFICATION I.........................................................................................................I............................ certify that the above account in the amount of $ is true and correct; that the items, services and disbursements charged were rendered to at for the municipality on the dates stated; that no part has been paid or satisfied; that taxes from which the municipality is exempt, an not included; and that the amount claimed is actually due. ............................................................................................ ........................ ....... _ .. DATE SIGNATURE TITLE (Space Below for Municipal Use) APPROVAL FOR PAYMENT DEPARTMENT APPROVAL This claim is sporoved and orderedaid from the appropriation ppropriafion indicated above. The above services or materials wove rendered or furnished to the municipality on the dates stated and the charges an cor. rect. ................................................................ _ ............... DATE AUTHORIZED OFFICIAL DATE AUDITING BOARD EXHIBIT #2. TOWN OF WAPPINGER, N.Y. P.O. Box 324, Middlebush Road Wappingers Falls, N.Y. 12590 PURCHASE ORDER & VOUCHER F - XYZ CORP CLAIMANT'S NAME1212 Never never land Ave NAME AND Sone where over the Rainbow USA ADDRESS L T1WE......................................................................................................_....... Purchase00� 1 Ordw Ne. DO NOT WRITE IN THIS BOX Date VweMer Received FUND - APPROPRIATION • ! AMOUNT 00-01-1315.40 I sono I nn 7 TOTAL 11 I Abstract Ne. Vendor's ...... not. Ne. Data I Quantity Description of Materials or Services II Unit Price 11 Amount CLAIMANTS CERTIFICATION I...................................................................................................................................... certify that the above account in the amount of f is true and correct; that the Items, services and disbursements charged were rendered to or for the municipality on the dates stated; that no part has been paid or satisfied; that taxes from which the municipality is axernpt, are not included; sad that the amount claimed is actually due. .. ................. ... ............................................................ _ _ _..................................... DATE SIGNATURE TITLE (Space Below fair Municipal Use) APPROVAL FOR PAYMENT DEPARTMENT APPROVAL This claim is aporoved and ordered paid from the appropriation indicated she". The above services or materials rove rendered or furnished to the municipality on the dates stated and the charges are cor- rect. DATE AUTHORIZED OFFICIAL DATE AUDITING BOARD EXHIBIT #' TOWN OF WAPPINGER, N.Y. P.O. Box 324, Middlebush Road Wappingers Falls, N.Y. 12590 PURCHASE ORDER & VOUCHER f- 7 XYZ CORP CLAIMANT'S 1212 Never never land Ave NAME AND Some where over the Rainbow USA ADDRESS L J TtWt.. Dates Purchase 0001 Order Ne. DO NOT WRITE IN THIS SOX Date Voucher Received 11 Qwgtity Descriptlea of Materials or Services 11 unit Price I) Amount CLAIMANTS CERTIFICATION I, .......Jane... Qg.e ...., certify that the above account in the amount of $ _1000 • 00 is true and correct; that the items, services and disbunamenh charged were rendered to or for the municipality on the dates stated; that no part has been paid or satisfied; that taxes from which the municipality is pf, are got Included; sad that the amount claimed is actually due. zi•� f .�...................... .........�'� book keeper E SIGNATURE TITLE (Space Below for Municipal Use) APPROVAL FOR PAYMENT DEPARTMENT APPROVAL This claim is aporoved and ordered paid from the appropriation indicated chew. The above services or materials wow rendered or furnished to the municipality on the dates stated and the charges an car. rect. OATS AUTHORIZED OFFICIAL DATE AUDITING BOARD EXHIBIT f4 TOWN OF WAPPINGER, N.Y. P.O. Box 324, Middlebush Road Wappingers Falls, N.Y. 12590 PURCHASE ORDER & VOUCHER F XYZ CORP CLAIMANT'S NAME 1212 Never never land Ave AMD Some where over the Rainbow USA ADDRESS L -� TltlAi......................................................................................................_................ Dates I Quantity Descriptive of Materials or Services 9-26-89112 tons of fairy dust Purchase 0001 Order Ne. DO NOT WRITE IN THIS BOX Date Voucher Received FUND - APPROPRIATION • AMOUNT 00-01-1315.40 1000 TOTAL Abstract No. Vendor's Ref. Ne. Unit Price Amount 500 I00 1000 I00 i I DEPARTMENT HEADS APPROVAL WILL APPEAR HERE.— HIS APPROVAL IS FOR THE PURCHASE ORDER. TOTAL ,Z1000I00 CLAIMANT'S CERTIFICATION ........, certify that the .bore account In Me amount of $ I,............................................................................................................................__._............. is true sad correct; that the items, services and disbursements charged were rendered to or for the municipality on the dates stated; that no part has been paid or satisfied; that tax" from which the municipality is exempt, are not Included; mad that the amount claimed is actually due. ..._............................................ _............ DATE SIGNATURE TITLE (Space Below fair Municipal Use) APPROVAL FOR PAYMENT DEPARTMENT APPROVAL This claim is speroved and ordered paid from the appropriation indicated above. The above services or materials wen rendered or furnished to the municipality on the dates stated and the changes are car- ._.. rest. ....... .... .......................... _ 9-30-89 DATE AUTHORIZED OFFICIAL DATE AUDITING BOARD -------- 119 - - TOWN OF WAPPINGER ----------------------------------------- Dr.