Expediting - Procedure 012

 

1. PURPOSE

   To establish a uniform method of assuring prompt completion of all purchases.

    

2. SCOPE:

   This procedure applies to all purchases.

    

3. RESPONSIBILITY:

   It shall be the responsibility of the requesting department/division to follow up on all over-due or back ordered purchases and for the Procurement Division to follow up on outstanding purchase orders.

    

4. GENERAL:

    

   1. In order to accomplish prompt receipt of materials/services, the requesting department shall review weekly all outstanding purchase orders with the status of "Awaiting Receipt", "Partially Received - Not Invoiced", and "Partially Received and Invoiced" and:

       

      1. Examine all transactions past due. Past due is defined as any order where the material/service has not been received by the specified delivery date.

          

      2. Check with appropriate departmental staff to ascertain

          

         1. The order is still outstanding

             

         2. Materials/services are still required

             

      3. If the materials/services have not been received and are no longer required:

          

         1. Complete a Change Order Request Form to cancel the entire order or delete individual line numbers on the purchase order, whichever is applicable.

             

         2. If the Change Order Request Form is canceling the order or any portion of the order, do not accept receipt of the materials/services.

             

      4. If the materials/services have not been received and are still required:

          

         1. Call vendor to obtain status of delivery.

             

         2. If revised delivery date is acceptable, complete a Change Order Request Form to change the "Deliver By" date.

             

         3. If revised delivery date is unacceptable, complete a Change Order Request Form to cancel the entire order or delete individual line numbers still outstanding on the purchase order, whichever is applicable.

             

   2. The Procurement Division shall periodically process, Purchase Order Reports for all outstanding purchase orders with the status of "Awaiting Receipt", "Partially Received - Not Invoiced", and "Partially Received and Invoiced."

      The requesting department shall review these reports, follow up on all outstanding purchase orders, and complete the steps in A above to determine the appropriate course of action.