Documentation

Required Documentation
A. Purchase requirement
B. Bids
C. Bid analysis
D. Purchase order
E. GRN/ Conformation or Receiving Report

1. Purchase order requisition should report two copies be the requisition and be approved by the FRDO chair person or by disagree approved on request depending on authority limits. Not all requests should be approved by the chairperson there should established authority limit.
2. One copy of the requisition is sent to the procurement department one copy is given to the accountant department.
3. requesters should not be allowed to make purchases themselves
4. A reasonable dollar limit is established based on employee level for authorization requests.
5. The FRDO chairperson should a certain that sufficient funds remain in the budget to make procurement, that the procurement is necessary to achieve the FRDO objectives and the procurement complies with finding agency regulation
6. before executing the procurement transaction FRDO will ascertain that those signing the request ion from have sufficiency and authority
7. purchasing of more than $500 should go through a completive bidding process and an acceptable vendor list should be developed at least three vendors for each type of goods or service purchased should be included in the list
8. if maintaining a vendor list is not possible then biding should be done through price surveys
9. the best three vendors identified through the bidding process should be analyzed in items of the quality of their products and the reasonableness of their prices.
10. when fewer than three realizable are identified an authority employee from FRDO should confirm that fewer than three vendors exist for a given type of procurement, this should documented
11. any procurement for a value between $500 should have a signature of requisition and the approval of the FRDO chairperson this should be through the bidding process, approval depends on the established authority limit
12. Procurement of less than $500 should go through the normal voucher system with adequate supporting documentation.
13. the employee assigned to establish and maintain the approval vendor list should be different from the employee who solicits bidders or who selects winning leaders
14. personal soliciting bidders should be not also approved vendor selection
15. procurement personnel should be prohibited from receiving anything of value from vendors or potential vendor 16. A sample purchase requisition is attached at the end of this selection

1. two copies of the pre-numbered purchase order should be prepared
2. one copy of the purchase order is dispatched to the successful bidder one copy is to the accountant department
3. The purchase order should state the type quantity price per unit and the total amount in dollars and so. Shilling in goods purchased.

1. personal independent from the store keeper and the purchase should verify receipts of goods purchased
2. upon receipt of goods the personal in charge prepares a pre-numbered receiving report

3. The receiving reports state the type of goods quantity. Unit price and total amount in dollars and so shillings at the good received.
4. if the goods reconcile with the purchase order in every respect, the personal in charge approves the received
5. A copy of the receiver report is sent to the requester, to the procurement department, to the accountant, and to the store keeper.
6. Goods received should be stored immediately in the ware house.
7. A sample received report may be found at the end of this section.