PURCHASINGPURCHASING

GUIDE TO SUCCESSFUL PURCHASING OF EQUIPMENT

byCheryl L. Goins

REQUESTS ON PROPER FORMSREQUESTS ON PROPER FORMS

• When making certain purchases, use the proper forms.

• Use “IT ASSET FORM” for: * Computer purchases and accessories

• Use “INVESTMENT REQUEST” & “APPROVAL” forms for:

• * Non-Computer Equipment: such as copy machines, furniture, etc.

SUCCESSFUL COMPLETION OF FORMSSUCCESSFUL COMPLETION OF FORMS

• Submitting requests on correct forms:

• Cost Center, Budget Information

• Branch Location• User Name• Function, Current Tool

Used, New Equipment Request Forms with all signatures of approvals.

THE RESULT OF USING INCORRECT THE RESULT OF USING INCORRECT FORMSFORMS

• Your order will be delayed for days or weeks at the max.

• Loss of time used in original process because incorrect document was utilized.

ENSURE SUFFCIENT INFORMATION IS ENSURE SUFFCIENT INFORMATION IS GIVENGIVEN

• Give the model of new equipment requested along with the part number.

• Retrieve all signatures of approves, such as:

Branch Manger, Senior Regional Vice President, and Regional Controller/Budget Examiner

• If the equipment you request is not budget/budgeted but over $10,000.00, the requests needs to be approved by CFO or President along with signatures of your Branch Mgr, Senior Regional VP, Regional Controller/Budget Examiner.

•All signatures of approvals.•Clear description of equipment to be ordered along with the brand name, product number (if available).•Part number of the Item requested

•State where you would like the equipment shipped. If no direction of shipment, it will arrive to the Morristown, NJ location for distribution.

•All of these checklists instructions secures the pathway to a speedy order and on-time delivery.

CREATE A CHECKLIST TO ELIMINATE CREATE A CHECKLIST TO ELIMINATE DELAYS DELAYS

ERRORS THAT WILL DELAY THE PROCESS OF ERRORS THAT WILL DELAY THE PROCESS OF RECEIVING YOUR MATERIALS & EQUIPMENT RECEIVING YOUR MATERIALS & EQUIPMENT

REQUESTS ON TIMEREQUESTS ON TIME

• All signatures of approvals not submitted.

• Wrong form used for requests.

• No cost center, branch name omitted, incomplete budget information , lack of item description, and unidentified part number submitted.

WHEN SUBMITTING A REQUEST FORM, WHEN SUBMITTING A REQUEST FORM, THINGS TO KEEP IN MIND THINGS TO KEEP IN MIND

• Do you have all signatures of approvals?

• Is the budget information completed?

• Do you have your branch location and cost center stated?

• Do you have full description and model number of equipment being requested?

• Are you using the correct or updated form to submit your requests?.

AWAITING DELIVERY OF SHIPMENTAWAITING DELIVERY OF SHIPMENT

If you have been waiting for your shipment for a week, contact the Purchasing Department to determine has the item been ordered.

If you wait two or three weeks to ask about your shipment, it may be difficult to located in transit.

By inquiring earlier about your delivery, you prevent errors in being delivered to the wrong location or retrieving it from the location shipped. Report vendors who have fail to deliver just-in-time.

WHEN IN DOUBTWHEN IN DOUBT

OF COURSE, YOU MAY HAVE DOUBTS

You can always call your good friends in the Purchasing

Department.

If you don’t have the proper forms to submit your requests, Please feel free to contact the purchasing department. We will be more than happy to provide the updated forms needed to commence an efficient the purchasing process.

Currently, we are in the process of transitioning investment forms on internal-internet. In the future, you will access these forms from this online system.

THE PURCHASING DEPARTMENT IS YOUR THE PURCHASING DEPARTMENT IS YOUR EQUIPMENT AND MATERIALS CONNECTIONEQUIPMENT AND MATERIALS CONNECTION

CONCLUSIONCONCLUSION

If you follow the instructions in this guide,

You will have a successful and speedy Just-In-Time method

delivery.

GOOD LUCK!