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create a purchase order and file maangement

1. Pre-Purchase Order Preparation

Identify the need for materials or services

Confirm project specifications and requirements

Obtain necessary approvals from project managers or stakeholders

Research potential suppliers and vendors

2. Request for Quotation (RFQ)

Prepare and send RFQ to selected suppliers

Specify quantity, quality, and delivery timelines

Set a deadline for supplier responses

Collect and compare quotes received

3. Purchase Order Creation

Select the chosen supplier based on evaluation

Use the organization’s standard purchase order template

Input supplier details, item descriptions, quantities, and prices

Include terms and conditions, delivery details, and payment terms

4. Purchase Order Approval

Submit the purchase order for internal review

Ensure all necessary approvals are obtained

Verify budget availability and project alignment

Finalize and sign off the purchase order

5. Purchase Order Issuance

Send the approved purchase order to the supplier

Confirm receipt of the purchase order by the supplier

Establish a point of contact for any order-related inquiries

6. File Management

Create a dedicated folder for the purchase order documentation

Organize all related documents, including RFQs, emails, and approvals

Ensure all files are labeled clearly and stored securely

Maintain both physical and electronic copies for easy retrieval

7. Order Tracking and Follow-Up

Monitor the order status and delivery schedule

Communicate with the supplier for updates as needed

Document any changes or delays

8. Receipt of Goods/Services

Verify the delivery against the purchase order

Conduct quality checks on received items

Document any discrepancies or issues

9. Invoice Processing

Match supplier invoices with the purchase order and delivery receipts

Verify accuracy of charges before approval for payment

Process payment according to the agreed terms

10. Record Keeping and Review

Maintain a record of the purchase order and related documents

Review the purchasing process for efficiency improvements

Conduct periodic audits to ensure compliance with procurement policies

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