Purchase Order Process In Hotel And Restaurant! Quiz
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!
- 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
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