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ORIGINATOR COPIES OF PURCHASE ORDERS:
When a requisition is filled out and a PO is processed from that requisition an ORIGINATOR COPY of the PO is given to you. When the merchandise is received the ORIGINATOR COPY of the PO MUST be sent to the Accounts Payable Department. This shows receipt of the items and verifies invoice payment approval. If all items have been received please write 'CLOSE PO' on the Originator PO when you send it down. If there are back ordered items, simply write 'KEEP PO OPEN' on the Originator PO and send a copy to the Accounts Payable Department. Keep a copy of the Originator PO to send back when the back ordered items arrive. This procedure will ensure prompt payment of invoices and save everyone from using up valuable time tracking payment approval.
DIRECT PAYMENT REQUESTS:
Vendor checks are processed approximately once per week. As soon as you know a vendor check is needed (i.e. Convention, field trip, etc.) submit the Direct Payment Request, along with the proper documentation attached to the check request. Be sure to follow the appropriate check request approval protocol. Manual (hand-payable) checks are only written in emergency situations. A new DIRECT PAYMENT REQUEST form is now available on this web-site.
ACCOUNT NUMBERS:
Please be familiar with the account numbers for items you order/request are to be paid from. In most cases you will only need to remember one or two account codes. This will make the total payment process much more efficient.
INVOICES:
If you should happen to receive an invoice or have any receipts, please send them down to the Accounts Payable Dept. as soon as you get them.
PLEASE CHECK THESE NOTES OCCASIONALLY AS THEY WILL BE UPDATED AS NEEDED.
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