| Purchase Orders - Changes To: |
Policy No.: |
PP-035 |
| Supercedes No.: |
|
| Effective Date: May 1, 2004 |
Page No.: |
1 of 1 |
I. PURPOSE
To establish procedures for changing a signed purchase order.
II. SCOPE
This procedure applies Town-wide.
III. GENERAL
Once a purchase order has been signed by the authorized personnel identified in Division 4, Policy No. OR-050 within this manual, no changes can be made without that person being made aware of the required changes. The following section explains the procedures that must be followed in order to properly make a change to a signed purchase order.
IV. CHANGES TO A PURCHASE ORDER
An authorized change to a purchase order is required when an amount needs to be increased within the areas of unit price, shipping, and/or extension totals.
An authorized change is not required when a price must be lowered to make the purchase order correct. This also applies to the change of an account number. Section V, below, explains the necessary steps to be taken if this circumstance occurs.
V. PROCEDURE FOR CHANGING A PURCHASE ORDER
INCREASE IN P.O. AMOUNT(S)– All changes that increase the purchase order amount WILL be changed by placing an “X” on the amount to be adjusted and the correct amount written beside it. Once all of the corrections have been made, the person that originally signed the purchase order must initial each change.
The above-mentioned changes must be reflected on the yellow copy (Accounts Payable copy) and the white copy (retained by the department).
DECREASE IN P.O. AMOUNT(S) – An explanation of the change is required to be written on the yellow copy (Accounts Payable copy) and the white copy. The action of decreasing the amounts of a purchase order doesn’t require the initials of the original person that approved it.
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