DOCUMENT

Procedures for Using Small Purchase Order 2009

  • YEAR CREATED: 2009
  • ENTITY TYPE: County
  • TYPE OF DOCUMENT: POL - Policies/Procedures
The document provides procedures and guidelines for using Small Purchase Orders (SO) in Fairfax County. It explains the different methods of transmitting SOs to vendors, including electronic transmission for vendors registered as "electronic data interchange (EDI) capable." It states that hardcopy SOs must be signed by the department director or designee before mailing or faxing. The document also mentions the handling of SO attachments and emphasizes the importance of timely receipt and inspection of orders. It provides instructions for reporting and documenting damages or incorrect items received. The document includes information on how to obtain a Small Purchase Order form and offers tips for processing SOs, such as verifying the estimated cost and checking for existing contracts. It also mentions the requirement for departments to retain records supporting SO procurement for a minimum of three years. The document concludes by stating that DPSM staff will perform periodic compliance reviews and may revoke department authorization if misuse is suspected. The document also includes a sample Request for Quotation form to be sent to vendors.
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