Orders are not required for items such as electricity, telephone and certain publications orders. Orders for standard line rentals for the telephone and electricity accounts payment of invoices are pre-authorized and the coding is standard.
Meridian invoices are paid based on a pre-approved order, it is not considered necessary to approve these invoices on a monthly basis as they are routine. The coding is standard but is to be reviewed by Property Services and the Water and Sewerage Manager to ensure the codes remain appropriate.
Cell phone accounts must go to the appropriate manager to be authorised for payment. Cell phones arc only for work related usc.
In some circumstances orders are placed by staff that simply quotetheir name to the supplier. The invoice sent through from the supplier will quote the name of the person who has ordered the goods. This practice is occurring less and less.
Daphne noted that sometimes the supplier will send invoices without quoting the order #. In this situation she will either identify the appropriate staff member /eouncil unit and pass the invoice on to them to authorise payment, or if she cannot do this, contact the supplier asking them to provide the order number relating to the goods invoiced.
The following details are entered onto the order:
Supplier name Date of order
Description of goods/services ordered Quantity ordered
Job number (if appropriate)
An estimate of the price of the G&S ordered is not required on the order but is not uncommon.
Order books have three copies:
Pink copy - stays in order book White copy - goes to the supplier
Yellow copy - goes to Toontown Reception staff and are filed alphabetically.
The follow up of outstanding orders is the responsibility of the unit/person who ordered the goods/services.