3. The Purchase Process
(a) Order Books
Order books are managed by Scrappy (Office Manager, Toontown). Scrappy keeps a register of order books. The resister records the name or location of the book holder and the numbers of the orders contained in each book. We noted that there are more than 1-2 books on issue to some department :
• Admin 7
• IT 5
• Toytown service center 3
Once order books are completed they are to be returned to the council building in Toontown where they are filed.
Any staff member can order goods as long as they have obtained approved from their manager. Daphne noted that most orders are completed by managers or staff with budget responsibilities. Orders are required for most purchases. Items to be orders over $5}000 must enter the tender process. The monitoring of the tendering policy is the responsibility of the department, although Daphne has noted some instances where the quotes are document on the order.
Orders are not required for items as electricity, telephone and certain publications orders. Orders for standard line rentals for the telephone and electricity accounts payment of invoices are pre-authorised 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.