The Procurement Manager should complete a QP1220-2 PURCHASE ORDER for all orders. The Purchase Order ISO Template should be completed with all applicable information, authorized by the appropriate parties. The Procurement Manager and the requesting party should review the Purchase Order for accuracy and consistency, then initial or sign and date the form to indicate the form was reviewed. When placing orders by telephone, the Procurement Manager should record the vendor contact and date of order on the order form and follow up the call by sending a “confirming copy” of it to the vendor.
When issuing Purchase Orders, the Procurement Manager should keep its and Accounts Payable’s copies of QP1220-2 PURCHASE ORDER in an “Open Purchase Orders” file until items are received. The Procurement Manager should match Receiving documentation with the open purchase order. If receiving and open PO paperwork can be reconciled, the Procurement Manager should:
For partial shipments, the Procurement Manager should forward a copy of the order form, noting which items have/have not been received, and receiving paperwork to Accounts Payable. The original should be retained in the Open Purchase Orders file until all items have been received.