Purchase Order Process In Hotel and Restaurant! Quiz

You must have an approved PO before your order the product or service. An approved PO is a confirmation your manager agrees to the expense before it is incurred. A paper trail also allows Finance to have a snapshot of the outstanding liabilities to the hotel and to better report and plan for them. ***Food and Beverage purchase orders may be done upon receipt. ***Some service POs may be done upon receipt of the invoice. These specific invoices will be routed to you via a scanned email from Accounts Payable.

Purchase orders assist with financial oversight and allow accurate reporting of incurred expenses. Because the PO is so critical to the process, our accounting software will not allow an invoice to be paid without a valid PO.

Checkbooks are a vital part of controlling spending. While they are not directly linked to the JDE PO process, they are reviewed by approvers for an accurate picture of spending.

While Accounting and your manager are always available to assist you, becoming familiar with the Expense Dictionary is beneficial. Ours is located on the Shared Drive at S:\All\Financial Reference\Purchasing.

Depending on the vendor, some purchases are automatically initiated, which is why you still need the PO in advance. You will place that PO number directly in the online billing information section. JDE POs should be created for the vendor who will fill the order - not directly to BuyEfficient.

Descriptions are probably the most critical piece of information on a Purchase Order. It allows end-users to see exactly what you are requesting to buy. It also allows Accounting to match up invoices to Purchase Orders if items are backordered or shipped separately. Description 1 is the most important of all. It should not say the vendor's name or just an item number. It should say "Bqt Hseman Tunic-Brown-Size Medium", for example.

While C is not wholly incorrect, the best answer is E. Using proper quantities and costs allows us better flexibility with the PO and reduces re-work. If 2 cases are backordered, we can tell the system to receive 2 and leave 3 open. This greatly reduces the need to amend POs or create new ones. Shipping, fees, and taxes are other common factors that can be added at the beginning of the PO process, reducing the need for amendments and rejections.

If you completed the original request using the proper quantity and cost per item, you should indicate on the PO how many were received and send it to accounting with the packing slip. When the remainder(s) of your order arrives, the same PO (copy or reprint) should be noted with the newly received amount and sent to Accounting, repeating these steps until the entire amount is received.

The Open PO report is circulated weekly to give users a snapshot of open POs. POs can be open for many reasons, including waiting to be amended, waiting to receive the item, it was duplication and needs to be canceled, or because Accounting has not received an invoice for payment. If you see old POs on the list and you believe you received the item and gave the Purchase Order packet to Accounting, please feel free to follow up with Accounting about status. We request you do not reach out to the vendor to discuss payment status or request copies of invoices. While we appreciate your assistance, often this adds to clogging the paperwork flow.

Purchase Orders create the information that is recorded to expenses in our financial reporting system. The better they are, the better the information we have to analyze and plan. At times, it can seem like we have rigid or random processes, but it is like building a house. You can't paint the walls before they been erected and you can't pour concrete if the hole hasn't been dug. Each step is carefully evaluated for its cost/benefit. We encourage the curious to come and spend an hour with us to see the steps in the process.

All vendors should have a VT designation next to their name. If the vendor has multiple listings, each with VT, select and Find again. Try to match up the addresses. Also, some vendors have Tax IDs with letters at the end. Avoid these, if and when possible.

Approvers are a check and balance part of the process. They might refer to your checkbook to understand the financial position of the department, they check to code for reporting accuracy; they check taxes and they check descriptions for thoroughness.

Email is the easiest way to know when your PO has been approved. If you are not receiving emails, see Accounting to make sure your user setup is corrected. You can also set up rules within the email to help manage your email receipts. If you are in JDE, you can check the status under Procurement - Daily Processing - Order Generation - Order Awaiting Approval

In an ideal world, this step could be avoided because all POs would be done for the exact amount before the item is ordered and a completed PO would be routed to Accounting immediately upon receipt of the item. The reality is, sometimes, even the best process can't cover all the bases. A vendor might invoice us before they ship the goods. A vendor might tack on hidden fees or have grossly underestimated freight. When this happens, we need your assistance in revising the POs. However, if you are consistently receiving scanned invoices requesting "Needs PO" or please route a copy of PO#----, chances are you aren't following the outlined processes, thus making more work for everyone. You may also feel like you've already given us what we are requesting. We are human - we occasionally misplace stuff, like everyone else. We wouldn't ask for it if we had it, so be kind and keep the ball moving by providing the info.

Following the proper steps in the proper order saves every time and energy. The correct order is to determine what you need and create a request in JDE (PO), receive approval from your hierarchy of approvers, place the order,print the PO and file/hold, receive the goods/services, sign and date the PO to acknowledge receipt, give PO to Accounting.

Yes, DC taxes shipping, handling and freight

The correct answer is 6% because it is the only option that matches the given information. The question states that the DC Sales Tax rate is being asked for, and out of the given options, 6% is the only rate that corresponds to the given question.

All requests should be funneled through Accounts Payable to reduce duplicated efforts and save operations time.

There are many reasons an approver might reject a PO. Most times, it is to correct or enhance the document for better ease down the road. Amending a PO is quick and easy. Approvers should use the communication tools within JDE to alert initiators which lines were rejected and why. Sometimes it is necessary to reject a PO for financial considerations and your approver will discuss those with you directly and assist with planning.