The Procurement Manager should complete a Purchase Order AS Template for requested parts/materials/ services. Any inspection requirement (e.g., First Article Inspection) should be clearly referenced in the “Comments” section of AS1120-2 PURCHASE ORDER. The Procurement Manager may place an order with the supplier by any of several means (e.g., telephone, fax, regular mail, e-mail, supplier’s web site). The company should require suppliers to provide confirmation orders as one of its purchase order requirements.
When the Aerospace Purchase Order is issued, the Procurement Manager and the Accounting Manager copies are placed in an Open Purchase Order file until items are received and accepted. Class II items should be received and product inspections conducted in accordance with AS1130 RECEIVING AND INSPECTION. The Procurement Manager should match receiving and inspection paperwork to the corresponding PO. The Accounting copy with the receiving paperwork and supporting requisition paperwork should be forwarded to Accounts Payable. The Procurement Manager should file its copy of AS1120-2 in its Completed Purchase Order file. For partial shipments, the Procurement Manager should forward a photocopy of AS1120-2 and the receiving paperwork to Accounts Payable, retaining its copy of the procurement order in the Open Purchase Order file until all items have been received and accepted.