Administration Manual - B.E.S.T. Undertaking.

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(c) The Transit Stores Unit receives materials, sends acceptance /
rejection reports to the Purchase Control Unit, returns rejected
materials to suppliers and sends accepted materials with Stores
Received Notes to Stores Section.
3.6.18 A Purchase Order is drawn upon the firm i.e. the successful tenderer
on finalization and acceptance of tender quotation. It is then audited.
The original Purchase Order is sent to the supplier; the payment copy
to the Materials Management Bill Section; a copy each to the Electronic
Data Processing Section; the Transit Stores where goods are to be
delivered and to the Purchase Control Unit.
3.6.19 The Purchase Order contains the name and address of the supplier
exactly as stated in the tender/quotation. It indicates item-wise.
(i) description of material;
(ii) specification and part number, the latter where applicable;
(iii) quantity ordered;
(iv) unit price accepted;
(v) ledger folio number of item ordered and
(vi) all taxes and other levies; payment conditions; delivery
period; mode of delivery; cash discounts; trade discounts;
freight etc; as indicated in the accepted tender quotation.
3.6.20 The payment copy of the Purchase Order is provided columns for
recording receipts of supplies, details of Stores Received Notes, Bill
Register Numbers of Suppliers’ invoices and the amounts certified in
each case for payments.
3.6.21 On receipt of full ordered quantity, subject to subsequent increase or
decrease approved by Amendment Form, the Purchase Order is treated
as ‘Closed’.