Purchase Order Process In Hotel And Restaurant! Quiz

19 Questions | By Tfraher | Last updated: Mar 20, 2022 | Total Attempts: 81

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Welcome to the trivia questions on Purchase Order Process in Hotel and Restaurant! Whenever a purchase is made, it is important to ensure that the right people verify it before the money is allocated for the expense. How knowledgeable are you of the importance of a purchase order and how to prepare one? Take the test to find out!

Questions and Answers

1.

Why do we have purchase orders?
- A.
  
  To establish levels of spending controls and accountability.
- B.
  
  Our accounting system cannot pay invoices without matching purchase orders.
- C.
  
  To track purchases and receipt status for month-end purposes.
- D.
  
  It ensures the correct coding of expenses within our financial reporting.
- E.
  
  All of the above
2.

I should create my PO.
- A.
  
  When Accounting calls or emails to ask me for one.
- B.
  
  When I receive the item or service I ordered.
- C.
  
  Before I purchase a good or service.
- D.
  
  When I get around to it.
3.

I know my PO is approved because:
- A.
  
  I receive an email with the PO number and "approved" in the subject line.
- B.
  
  ..it needs to be approved? I didn't know that.
- C.
  
  I check the status in JDE and see the PO in the "approved" filter
- D.
  
  We needed the good or service, so my manager wouldn't reject it.
4.

I'm searching for my vendor in the PO creation fields, but it has 3 listings in the selection box. One has an Sch Typ VC, one says VG and one says VT. How do I know which one to use?
- A.
  
  VT - Vendor Trade
- B.
  
  VC - Vendor Construction or Corporate
- C.
  
  VG - Vendor Guest
- D.
  
  Any of the above
5.

I am ordering 5 boxes of paper which cost $20.00 each. My PO should show the following:
- A.
  
  Qty 1; Cost $100.00
- B.
  
  Qty 20; Cost $5.00
- C.
  
  Qty 5; Cost $20.00
- D.
  
  Qty 50; Cost $2.00
- E.
  
  Qty 5; Cost $20.00; + shipping, handling, or other fees, if applicable. I should also use the tax fields to account for sales tax, if applicable
6.

How can I find out where to code a new expense?
- A.
  
  Refer to the Expense Dictionary.
- B.
  
  Call Accounting and ask them.
- C.
  
  Call my manager and ask them.
- D.
  
  I just code it wherever and somebody else will fix it for me.
7.

Purchase Order approvers are reviewing the following when they receive a PO
- A.
  
  Timing and necessity of the expense.
- B.
  
  They do not review the purchase orders for anything.
- C.
  
  Proper coding and descriptions of the expenses and proper taxes.
- D.
  
  I don't know.
8.

I want to buy something from an online vendor, such as BuyEfficient or InnerWorkings. Do I still need to do a JDE PO?
- A.
  
  No.
- B.
  
  I don't know.
- C.
  
  Yes. Once the JDE PO is approved, I can enter the online request, using the JDE PO number.
- D.
  
  Yes. I should ask Accounting to do a Purchase Order for me.
- E.
  
  None of the above.
9.

For what do I need all these description fields?
- A.
  
  To help Accounting match the invoice to the Purchase Order
- B.
  
  To give all end-users maximum information regarding what I'm buying
- C.
  
  I don't need them. They are a waste of time.
- D.
  
  I just type something in. It doesn't matter.
10.

The DC Sales Tax rate is:
- A.
  
  5.75%
- B.
  
  6%
- C.
  
  6.75%
- D.
  
  5%
- E.
  
  18%
11.

Put the following processes in the correct order A.Give PO to Accounting B.Place Order C.Receive Approval D.Determine what is needed to be purchased/create PO E.Receive goods/services F.Print out PO G.Sign and Date PO and attach packing slip/work order
- A.
  
  D,C,B,F,A,E,G
- B.
  
  B,E,D,F,C,G,A
- C.
  
  D,C,B,F,E,G,A
- D.
  
  B,D,E,F,C,G,A
- E.
  
  D,C,B,F,A,E,F,G,A
12.

Fill in the blanks: Shipping _____ taxable at _____%:
- A.
  
  Is not; no percentage applies
- B.
  
  Is; 5.75%
- C.
  
  Is; 6%
- D.
  
  Is; 8%
13.

My PO was rejected because
- A.
  
  I coded it incorrectly.
- B.
  
  The approver is giving me a hard time.
- C.
  
  I did not account for tax and/or shipping.
- D.
  
  My descriptions were insufficient.
- E.
  
  The approver would like to delay the purchase due to financial considerations.
14.

I received 3 of the 10 items on my Purchase Order. The other 7 are back-ordered. Should a do a new PO for the 7?
- A.
  
  Yes. Complete a new PO when the 7 items are received.
- B.
  
  Yes. Complete a new PO when the vendor alerts you the items are backordered
- C.
  
  Yes. You should do a new PO every time the information on the old one changes.
- D.
  
  No. I do not need to do anything. Accounting already has my signed PO which I sent to them when I placed the order.
- E.
  
  No. I need to indicate on the PO how many were received in the shipment and send it to Accounting. I will keep a copy or print a new one for remaining shipments. I do not need to revise anything at this time unless there was a price change or additional fees.
15.

The Open PO report is emailed out weekly so that:
- A.
  
  Initiators can double-check open POs against their waiting-to-be- received PO files
- B.
  
  Your mailbox becomes too full
- C.
  
  You can see who else has open POs
- D.
  
  You can tell the vendor if an item has been paid or not
16.

If a vendor calls me directly to ask about payment, I should:
- A.
  
  Look in my checkbook
- B.
  
  Look in JDE to see if they were paid
- C.
  
  Put the vendor on hold and call Accounting to ask them
- D.
  
  Forward them to Accounting at extension 2849 or [email protected]
17.

Checkbooks should be updated each time an order is placed.
- A.
  
  False. JDE POs are all I need.
- B.
  
  True. Checkbooks are a budget management tool.
- C.
  
  It doesn't matter either way.
- D.
  
  What is a checkbook?
18.

The Purchase Order process is very specific because:
- A.
  
  Good information equals good information out.
- B.
  
  Many people are involved and consistency keeps everything going smoothly.
- C.
  
  I have no idea.
- D.
  
  Accounting does not have enough work to do, otherwise.
19.

I just received an email with a bunch of scanned invoices and purchase orders, I should:
- A.
  
  Wait for further instructions
- B.
  
  Do nothing
- C.
  
  Print them out and give them to Accounting
- D.
  
  Review them for notes on requested actions then complete those actions or follow up with Accounting for further clarification or assistance