[pc-pvt-content allow=”36,18,19,20,32,33″]
I. OBJECTIVE
1. To introduce the different types of purchase order
2. To observe and promote a systematic process on purchase order
II. DEFINITION OF TERMS
1. Purchase Order – refers to the document used to make a request to a supplier to supply certain goods or services, provided with specifications and quantities
III. GENERAL POLICIES
Different Types of Purchase Order (P.O.)
1) Blanket or Mother P.O.
This type of P.O. refers to bulk orders in which the release of products by the supplier shall be divided to different multiple and scheduled deliveries. In this type of P.O., the purchaser shall only be liable to pay for the delivered item, but shall be expected to purchase the full quantity ordered.
2) Regular P.O.
This type of P.O. refers to normal ordering and delivery process in which a single order is released in a single delivery.
3) Confirming P.O.
This type of P.O. is used for special cases in which the product or item is delivered to and received by the purchaser without formal purchase order. During which, both the supplier and purchaser agreed to make the transaction even without purchase order by the purchaser. However, purchaser shall still be liable to send a purchase order to the supplier for the said items.
Making a Purchase Order using the Quorus System
1. Go to Transaction -> Purchase Order
2. Enter details needed: Supplier Code, Delivery Date, Company
• Supplier Code – to get the name of supplier and supplier code of an item, go to Item Query and enter the item
• Delivery Date – shall be set by the Requisitioning Department; if Blanket P.O., enter the initial delivery date
• Company – Fondre shall be used for food and LPG purchases; GJVI shall be used for items and supplies purchases; Grandis, shall be used for cetain purchases
3. Right-click and click “Extract Detail”
4. Look for the Purchase Request number of the order
5. Check the item or click “Select All”
6. Click the “Header Remarks” and enter the necessary details
7. Save the Purchase Order
8. Double check the details. If the last cost is blank or .00:
a. Open new Purchase Order
b. Copy the existing Purchaser Order Number and paste to the new P.O.
c. Check the details if the cost is updated
*Call the supplier to confirm the price of items. Price increase shall be upon the approval of the CEO
9. Save and Post the Purchase Order
10. Once posted, print the P.O. and send it to the supplier via fax or call
11. After sending the P.O., stamp it with “Faxed”. Write down the name and signature of the sender, date and time, and the name of the receiver
12. Changing or moving of delivery date shall be upon the approval of the COO
*Changing or moving of delivery date for earlier delivery must be advised at least 3 days before date needed
*Changing or moving of delivery date for later delivery must be advised at least 3 days before the scheduled delivery date
IV. PROCEDURE FLOWCHART
Flowchart Title
(Not Applicable)
V. REFERENCE/INTERFACE PROCESS
Document Title
(Not Applicable)
VI. FORMS AND RECORDS
Form Title
1. Purchase Order
[/pc-pvt-content]
