CENTRAL PURCHASING

 

      ORDERING OF CONSUMABLES

      1.         When Consumables are ordered from the branches, the Consumables Manager completes a 

                        Purchase Requisition Form which is then signed by the Manager and taken / e-mailed to the Buyer.

      2.         When Consumables are ordered from Polokwane Head Office - The Consumables Manager completes a                                     Purchase Requisition Form and hand the form over to the Buyer.

      3.         The Buyer checks the “Purchase Requisition Form" which then has to be signed and approved by a Director / Manager.

      ORDERING OF OTHER PRODUCTS / INTERNAL STATIONERY

1.         A “Purchase Requisition Form" must be completed and signed by the Manager of that Department and authorised by the Director, before form is handed over to the Buyer.

      CREATE PURCHASE ORDER

1.        Check with supplier if we have an account or if payment must be done.

2.        Create Purchase Order on the AS400 with the correct product codes and quantities.  Also correct details of delivery address or method of delivery and contacts. 

3.        Orders are faxed to suppliers and filed with copy of purchase requisition.

4.        If COD, a Cheque Requisition Form must be completed and handed over to Creditors Clerk or Financial Manager with copy of invoice, purchase order and authorized Purchase Requisition Form. 

       GRN RECEIVED GOODS ON AS400

1.         Check prices against Purchase Order, if changed, query this with the relevant supplier.

2.         Maintain codes and prices on AS400 program at Maintaining products menu.

3.         Capture on the AS400.

4.         Match invoice on AS400.

5.         Mark off P/O as to what has been received.

6.         File completed order and Purchase Requisition in Order file (Creditors Clerk).

      TRANSFER GOODS

1.         Stock is received by Warehouse Co-ordinator and checked.

2.         Transfer goods via AS400 to relevant Branch / Department.

3.         Send with driver to relevant Branch.

       SEND INVOICE FOR PAYMENT

1.         Attach together – signed invoice/delivery note, purchase order, AS400 receipt and authorized purchase requisition.

2.         Send to Creditors Clerk for Payment