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Purchase ordering procedure:
Step 1 – Foreman will request specific material to be ordered
Step 2– I will request a PO from Heather.
Example:
Need Purchase order for Woodbine Job (Job# 1877)
Supplier: Strada Aggregates (This particular order is flagged as an EXTRA)
Material(s) being ordered: Approximately 7 Tonnes ¾” clear stone
Cost $19.25/Tonne
Date of order: 2018-7-25
Picked up and delivered by Mike K (driver) in Sterling (dump truck)
Step 3 – Heather will reply with the Purchase order No.
The PO for this order is 1877-21
Step 4 – I will call/email supplier to order material
Step 5 – Invoice is received through mail, email, or fax
Heather will process the invoice.
Processing invoice consists of:
Confirm PO# matches
Confirm materials ordered are correct
Confirm quantity is correct
Confirm $cost is correct
Confirm date matches
Step 6 – If PO is flagged as an EXTRA, Heather will print me an additional copy to help keep track of extras.
Once the extra has been printed and giving to me, it is marked as completed in the purchase order binder
Step 7 – The invoice is scanned as a PDF document and saved electronically to our file server.
The file is saved with the following format: PO#_INV._Date
Paper copy of invoice is hard filed into our file storage and kept for 7 – 10 years
*I have attached the actual invoice for this order to help you understand the process. Please call me if you have any further questions. Thank you