I am new to my position and I am wanting to set up purchase order system. We cannot find a copy of the church's previous procedures. Can anybody help me by sharing your procedures for a PO system?
Thanks
Purchase orders
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Dottie Owens
- Posts: 12
- Joined: Mon Nov 14, 2005 12:00 am
- Location: Mt. Juliet, TN
Purchase orders
Dottie Owens
Financial Secretary
Silver Springs Baptist Church
Mt. Juliet, TN
Financial Secretary
Silver Springs Baptist Church
Mt. Juliet, TN
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foxygramps
- Posts: 83
- Joined: Tue Sep 23, 2003 4:22 pm
- Location: Our Redeemer Lutheran Church
Purchase orders
As Treasurer for my Church I see a definite need to use purchase orders.
This is essential where many different commitee heads have the authority to order supplies for their committee. It is especially needed in large Churches.
The form is filled out by the purchaser, after determining that there is money in their budget to pay for the item. The PO lists the name and address of the company the item(s) are ordered from, the items and prices, and what expense account is to be charged.
The form is signed by the person ordering, approved by the committee or department chair, and approved by the treasurer before any thing is ordered. The PO is kept in a suspense file until the item(s) and invoice are received, it is then given to the bookkeeper with the invoive for payment.
After the check is written, its signed by two of our authorized signers, the bottem section of the three part check seperated, stapled to the PO and the invoice and filled.
The bookkeeper has recorded on the PO the check number, date, amount and expense fund. The signed check , with the tear-off portion of the invoice is placed in a window envelope sealed, and left for the secretary to stamp and mail on Monday.
The main use of the PO is to maintain fiscal accountability, to prevent individuals ordering supplies that they are not authorized to order, or that may be available somewhere else in the Church, or at a better price.
When the items are received the secretary will know where the items are to go.
This is essential where many different commitee heads have the authority to order supplies for their committee. It is especially needed in large Churches.
The form is filled out by the purchaser, after determining that there is money in their budget to pay for the item. The PO lists the name and address of the company the item(s) are ordered from, the items and prices, and what expense account is to be charged.
The form is signed by the person ordering, approved by the committee or department chair, and approved by the treasurer before any thing is ordered. The PO is kept in a suspense file until the item(s) and invoice are received, it is then given to the bookkeeper with the invoive for payment.
After the check is written, its signed by two of our authorized signers, the bottem section of the three part check seperated, stapled to the PO and the invoice and filled.
The bookkeeper has recorded on the PO the check number, date, amount and expense fund. The signed check , with the tear-off portion of the invoice is placed in a window envelope sealed, and left for the secretary to stamp and mail on Monday.
The main use of the PO is to maintain fiscal accountability, to prevent individuals ordering supplies that they are not authorized to order, or that may be available somewhere else in the Church, or at a better price.
When the items are received the secretary will know where the items are to go.
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Matt
- Authorized Teaching Consultant
- Posts: 733
- Joined: Fri Dec 05, 2003 4:04 pm
- Location: Jacksonville, AL
Foxygramps,
Thank you for your reply. What I meant by my response is that Dottie should re-evaluate the need of her church to have a software with a purchase order capability built into it. PC+ does not have this capability and getting a software with this capability can be expensive. However, a church can certainly use PC+ and have an offline purchase order system in place such as the one you describe.
Matt
Thank you for your reply. What I meant by my response is that Dottie should re-evaluate the need of her church to have a software with a purchase order capability built into it. PC+ does not have this capability and getting a software with this capability can be expensive. However, a church can certainly use PC+ and have an offline purchase order system in place such as the one you describe.
Matt
Purchase Orders
Hi,
Our church also uses a purchase order system, and PC+ has been working okay for us, but even though PC+ doesn't support a purchase order system, it would still be nice to just have a field available when entering invoices to input a P.O. number, for tracking and reference purposes.
Tom
Our church also uses a purchase order system, and PC+ has been working okay for us, but even though PC+ doesn't support a purchase order system, it would still be nice to just have a field available when entering invoices to input a P.O. number, for tracking and reference purposes.
Tom