304 Business and Admin essay
304 – Providing and Maintaining Admin Services
6 Procedures to be followed when ordering & Receiving Goods
ORDERING
When ordering office supplies, state the clear and exact details of the products including product code where possible.
· The size, colour and any other details should be specified
· Make sure you get the order form authorised by the office manager
· Ordering can be done through an order form or through catalogues on the system, and in our office it is done on SRM.
· When the stationary supply order is delivered, it should be thoroughly checked item by item to ensure all the requested supplies in the requisition order have been correctly delivered and in the correct quantity ordered.
· The requisition order is signed by the person who checks the supplies to show that the order delivered is agreed with.
· Any item found not correct or damaged in anyway should be returned as soon as possible and replaced by the supplier to avoid any unnecessary delays.
RECEIVING
When goods and/or services have been received, the department concerned completes the receiving on (FPARCVD) so it can be matched by Banner Finance. If the invoice is received with the shipment, it should be forwarded immediately to the Department of Financial and Administrative Services indicating the Purchase Order number and the Receiving Document number.
Supplier Invoice
All supplier invoices are to be forwarded directly to the Department of Financial and Administrative Services unless prior arrangements have been made with the Director of Financial and Administrative Services, and not to the ordering department. This is required in order to expedite payment to the supplier in as effective and efficient a manner as possible.
Exterior Damage
All shipments are delivered to the department to which they are consigned. It is the responsibility of the individual in each department assigned to receive shipments to take note of visible exterior damage in the form of broken
6 Procedures to be followed when ordering & Receiving Goods
ORDERING
When ordering office supplies, state the clear and exact details of the products including product code where possible.
· The size, colour and any other details should be specified
· Make sure you get the order form authorised by the office manager
· Ordering can be done through an order form or through catalogues on the system, and in our office it is done on SRM.
· When the stationary supply order is delivered, it should be thoroughly checked item by item to ensure all the requested supplies in the requisition order have been correctly delivered and in the correct quantity ordered.
· The requisition order is signed by the person who checks the supplies to show that the order delivered is agreed with.
· Any item found not correct or damaged in anyway should be returned as soon as possible and replaced by the supplier to avoid any unnecessary delays.
RECEIVING
When goods and/or services have been received, the department concerned completes the receiving on (FPARCVD) so it can be matched by Banner Finance. If the invoice is received with the shipment, it should be forwarded immediately to the Department of Financial and Administrative Services indicating the Purchase Order number and the Receiving Document number.
Supplier Invoice
All supplier invoices are to be forwarded directly to the Department of Financial and Administrative Services unless prior arrangements have been made with the Director of Financial and Administrative Services, and not to the ordering department. This is required in order to expedite payment to the supplier in as effective and efficient a manner as possible.
Exterior Damage
All shipments are delivered to the department to which they are consigned. It is the responsibility of the individual in each department assigned to receive shipments to take note of visible exterior damage in the form of broken