Purchase Order Process In Hotel And Restaurant! Quiz

19 Questions | Total Attempts: 81

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Hotel Quizzes & Trivia

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

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