Re: [OS:N:] Re: k12 and red hat -purchasing

[<charles macdonald hrdc-drhc gc ca>]

<<I buy RH linux through their web, I'm only a small guy.
They give me a Purchase Order after my check clears. 
Whats the deal? >>>

For Governement/school type users their is no cheque available until the 
goods have been received, and the user signs off that they are OK..

Typicaly cheque issue,(accounts payable) -  Purchase order issue and 
receiving _must_ be done by three separate people to ensure that money only 
goes out for actual goods/services...

Sequence in most orgainizations:
1) user has need, writes requision
2) manager (principal in many school situations) appoves request against 
budget.  May have to do some accounting steps to "commit" funds.
3) Purchasing officer issues PO to vendor.  May have bidding process, RFP 
process etc. to select vendor
4) vendor is expected to ship goods against only PO.
5) good received, Receiving or User files a "received goods report" (I have 
heard them called "key-rec" in some places.  - sends to accounts payable
6)Vendor sends invoice, AP compairs to receiving report and PO.  If all 
agree, cheque is cut on next monthly cycle. and mailed to vendor.  If 
discrepancy, AP  wiats for reciving report or contacts vendor... vendor must 
explain before they get paid.
7) amount is compaired against comitment so that budget available agrees with 
actual costs.


An expensive process for the vendor, as they may have to wait for months to 
get paid, meanwhile the transaction is on their books as outstanding.



Charles MacDonald - Labour Information Management
< My own Opinion unless Otherwise Credited >