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A purchase order is a business document and offer issued by a buyer to a vendor indicating types, quantities and agreed prices for products or services.
This diagram was created on Jul 13, 2021 11:44 AM and was last updated Jul 13, 2021 11:44 AM.
Request a Quote
Start by asking the vendor for a quote with the requirements. If you are unsure of what the requirements are then ask the IT Manager.
Prepare the Quote
Once the vendor has received the requirements they will prepare a quote.
This is the Vendor prepared quote which details on the pricing and breakdown.
Review the Quote
The Procurement Manager will review the Vendor's Quote with the IT Manager.
Approve the quote?
Does the IT Manager approve the quote and want to move forward with the purchase? Purchase Orders can only be made for purchases less than $10,000 per year.
Explain New Vendor Form with Vendor
Communicate the New Vendor Form with the Vendor and explain the required fields.
New Vendor Form
This is our organization's standard New Vendor Form to onboard new vendors.
Complete New Vendor Form
The Vendor will complete the New Vendor Form will all of the required fields.
Completed New Vendor Form
This is the completed New Vendor Form that has all o the required fields in it.
New Vendor Form correct?
Did the Vendor complete all of the fields correctly? If so, approve the form. If not, tell the vendor to complete the form again.
Call to Verify Banking Information
Call the Vendor to make sure that all of the banking information is correctly entered in the form.
Bank information approved?
Is the bank information correct? If so, approve the bank information. If not, tell the vendor to complete the form again.
Request Purchase Order
Send a request to the Finance Office to ask for a new Purchase Order.
Complete Purchase Order
The Finance Office will complete a new purchase order.
Completed Purchase Order
This is the completed Purchase Order that has all of the necessary information on it and should match the vendor's quote.
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