Purchase Order utilisation

Function: The objective of the Purchase Order (PO) is to enhance the transmission of information between purchaser, Administrator and storekeeper. The cashier mustnt give any advance to the purchaser (cash or cheque) without a valid Purchase Order.

Instructions for a correct use of the Purchase Order

The purchaser has to prepare a Purchase Order, mentioning the budget(s) line(s). Depending on the procurement procedure the purchaser will also prepare a purchase file. The cashier will register the reference of the PO when giving the advance. The purchaser buys the article and delivers it to the storekeeper (or requester) The storekeeper (or requester) signs for the delivery on the Purchase Order. The storekeeper (or requester) keeps the 1st sheet of the Purchase Order. The purchaser brings possible remaining money + invoice to the cashier Control of amount spend and delivery of items Then, the cashier signs on the 2nd and 3rd sheet: the purchase is over. The cashier keeps the 2nd sheet of the Purchase Order to be archived within the budget file. The 3rd sheet is for the use of the purchaser and will be archived in the Logistic Department. VERY IMPORTANT NOTE The standard Purchase Order has three sheets. In missions or bases with an important volume of purchase, it may be necessary to have a format in four sheets. In this case the use will be:

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1st sheet: advance then, 2nd sheet: 3rd sheet: 4th sheet:

cashier or administrator when taking the storekeeper cashier logistic department

The A4 format has been chosen for easy writing and to simplify the filing. If the volume of purchase is not important the format B5 is more appropriate.

Instructions to fill the Purchase Order

N: Printed reference on the Purchase Order, 6 numbers Example: N 005645 When printed on mission, country code + 6 numbers Example: BU 005458 When the Purchase Order is prepared Name of the person responsible for the cash advance and making the purchase Articles to purchase Quantity to buy Kg, litre, pce Unit price of the article according to the quotation or catalogue Total price = Qty * U.Price Reference of the Internal Order Form. Write LOG if the Logistic Coordinator or LogisticianAdministrator have initiated directly the purchase. No money release can be made without valid budget line. Destination of the article If there are several destination, one line per project code Name of the supplier, or market if not yet determine Any useful and complementary information
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Date: Purchaser: Description: Qty: Unit: U. Price: T. Price: IOF Ref.:

Budget Line: Project code:

Supplier: Remarks:

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Total amount: Amount in words: Budget: Payment: Currency:

Total amount to be taken as an advance. Total amount written in letters Several budget lines but only, one budget per purchase order to facilitate the filing. Mode of payment: cash, bank transfer, bank cheque Currency used, only one currency per Purchase Order,

Signatures for approval: Signature of the Administrator or LogisticianAdministrator + Signature of the Logistician in capital Signatures for justification: Signature of the Storekeeper or the person who receives the goods Signature of the Cashier when the invoice(s) and change are brought back.

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