Purchase Orders
Purpose and Procedures:
-Purchase Request: Before purchasing any goods or services, staff must complete a purchase order (PO) request form. This form includes vendor information, item descriptions, quantities and estimated costs.
-Approval Process: The purchase order must be approved by the appropriate department head or administrator before any purchase is made. If using an activity account, Redbook procedures must be followed. (Link in Redbook).
Submitting Purchase Orders:
1. Complete the Purchase Order (PO) request form.
2. Submit PO to the school's bookkeeper.
3. Submit the form to the finance office for review.
4. Once approved, the finance office will send the PO back to the bookkeeper.
Receiving Goods and Services:
-Ensure all ordered goods and services are received in good condition.
-Notify the finance office of any discrepancies (damaged goods, wrong items).
-Retain all invoices and packing slips for payment processing.