Purchasing (draft)

To order something

1. Add a task to Asana and put it in the purchasing project with all relevant information. Assign to ops.
2. Add any relevant attachments.
3. Make sure that you are a follower so you can get email updates on status, approval, etc.

Ordering

1. Task is created and assigned to ops.
2. Ops gets approval as needed (person authorizing should add a comment in Asana).
3. If a purchase order is needed (as will be the case for all Apple purchases), go to the purchasing folder in Google Drive. Then:
4. Create a draft P.O. in Google Drive's "purchasing/in process". Currently we just take an older P.O., make a copy of it (including collaborators), and modify it as needed. Make sure that amounts match any quotes/proposals we get. P.O. numbers consist of the date, a dash, and then a sequence number. E.g. for the first PO for August 1, 2012, the P.O. number would be 20120801-1. The second would be 20120801-2.
5. Get approval for the P.O. (the person authorizing should be on the P.O.)
6. Save as a PDF (select print, then print to pdf; make sure it's in portrait).
7. After PDF is sent to vendor, move the PO to the "purchasing/sent" folder. Put the corresponding PDF in the "purchasing/sent/pdfs"
8. Fill out purchasing log with corresponding information.

Receiving

1. When a package comes in, check off contents against packing slip.
2. Fill in receiving fields in the purchasing log for the item(s) received.
3. If there are items on the same order that did not come in, check to see why. Add notes to the purchasing log as needed.
4. If there are items on the order that are not in the log, fill out all fields and mark as missing in the notes so that we can review later to find out how to capture that information better next time.
5. Distribute items, noting in the log where they went.

Receiving of invoices/bills

1. When invoice comes in, check against the log to make sure all items have been received and that the totals match.
2. If information is missing, fill in, but make a note about it being missing so we can improve the process next time.
3. When bills are paid, make a note in the purchasing log.

Checks, Balances, Reporting

1. Every Monday, go through the purchasing log to look for missing information.
2. Billing information: For all items that have been received, if we have not received an invoice by a week before the due date, make a note of it.
3. Receiving information: For everything that should have arrived, account for it by looking around office and/or asking people. Once identified, fill in missing fields and make a note of it.
4. For all things in credit card statements that are not identified, make a note. It's possible these do not belong in the purchasing log (e.g. team lunches), which is fine, but if they do make a note of it.
5. Send a note to the purchasing team summarizing any missing information, especially if we are missing an invoice.
6. Check in with Charlotte at Apple about our purchase history to make sure we are in sync. Maybe not every week, but at least every other week.