Difference: OldOrdering1 (1 vs. 2)

Epping Electronics Group Variations.

System Admin Group Variations.

Details to be added.

Site Group Variations.

Details to be added.

Current ordering approach using order forms

Standard Approach

This approach is basically as described in the current standard AAO Order Form spreadsheet.

Originator

1. Locate suppliers, obtain quotes and determine payment method (AGCC/Deposit/Via Invoice).
2. Determine if funds are available
3. Create new order form.
4. Fill in Suppliers details.
5. Indicate use of AGCC
6. Fill in order list - indicating cost center code, quantity, special instructions etc.
7. Ensure inquiries section is right.
8. Fill in Assert information is purchase it to be an assert.
9. Fill in quote details, if required. (Depends on price and if price is government contract). Can be overridden by EO if inexpedient.
10. If originator has a the required delegation, then they can mail the spreadsheet to the purchasing officer (Katie) and accounts. If over $10000, EO must approve.
11. If the originator does not have the delegation, they must mail it to the person within the delegation.

Person with delegation.

This event happens only if the originator did not have the delegation.

1. If APPROVED, copy the message to the purchasing officer and accounts, writing APPROVED in the text of the e-mail message.
2. If your receive an order that is not within your delegation but that you approve, forward to EO with words APPROVED in body of email.
3. If quotes are judged to be inexpedient, forward the email to EO with the word INEXPEDIENT in the body of the email.

Executive Officer

1. If you approve an order, or certify quotes to be inexpedient, forward it to the purchasing officer with words APPROVED or INEXPEDIENT in body of email.

Purchasing officer.

1. Note the number of the next purchase oder.
2. Dealing with all emails at once, save the spread sheets to J/Common, adding PO no to name.
3. Before you save each one, add the PO number and your name and the date. Print it. Don't close.
4. Process in Baseplan. Rekey or copy and paste the information..
5. Fax the purchase orders as you process each one and stamp accordingly.
6. Send the hard copy to Accounts Payable
7. Then use "reply all" to the email, copying to accounts payable, others in the chain and the cost centre or project manager. Attach the new spread sheet. In the subject heading, insert at the beginning the words PO No followed by the number. In the body of the email, write: PROCESSED AND FAXED. 1.Then file the copy of the sent email in a folder in your email system. (New folder each year.)

Stand in purchasing officers

As above, except for the last step, but add the receptionist to the copying list so she can implement the file step on return.

Accounts Payable

1. The Accounts Payable clerk receives a copy of the unprocessed order from the originator. She

1. The Accounts Payable clerk prints processed purchase order spread sheets and deals with them

Software Group Variations

Only TJF has any delegations and the software group purchases small amounts of items through the year. TJF maintains a simple spreadsheet with details of his budget, items ordered, arrived, reconciled etc. He normally edits this spreadsheet whilst filling out the order spreadsheet.

Mechanical Group Variations

The Mechanical group record details of orders in their own systems for tracking suppliers etc.

Details to be added.

Electronics Group Variations.

The Electronics group record details of orders in their own systems for tracking suppliers etc. This is done using a simple Visual Basic application written by DJM. This application both updates the internal electronics database and prepares the Excel Spreadsheet for sending on.

Details to be added.

-- TonyFarrell - 03 Aug 2006