For many years Vibrant Life got by without much of the formal admin structure called for in the Hubbard Management System.
With the advent of Steven Archibald, now titled Deputy Executive Director, and Timothy von Hollen, not yet titled, but engaged in a Joint Venture with Vibrant Life, and finally the beginnings of retirement for Karl Loren and Jean Ross, there is now both opportunity and need for implementing more of these admin functions.
This Company Policy covers the format and issuance of "Purchase Order Numbers."
This Company Policy will be revised to include the pertinent Hubbard Management references.
For now it is a simplified Policy that:
A purchase order form does not yet exist and may be designed and submitted as a proposed form to be included within this Company Policy.
Purchase order forms may or may not have a pre-printed number, but
If the initial form has no pre-printed number it may be used by any staff member to complete the details of a desired purchase, for submission to Treasury.
Treasury will be the sole place where an actual NUMBER is assigned to some specific Purchase Order form, either by giving a pre-printed form to the person wanting to create a PO who has received FP Approval for the purchase, or by transferring data on an approved purchase to a form kept in Treasury.
A purchase order needs all the data necessary to identify the item to be purchased, usually also the vendor, and other data as may be found necessary.
A purchase order, to be valid, must have both an APPROVAL by an authorized person and a SIGNATURE by a different authorized person.
The time at which the Purchase Order NUMBER is added to the form (or a pre-printed form is taken up for use) is when the APPROVAL has been given (prospectively in an FP Meeting).
As much of this Company Policy as might be implemented in trial, or final form, there must then be kept a PURCHASE ORDER FORM LOG, in the Treasurer's Office.
This LOG must contain all the particulars of the approved purchase order, while a copy of each purchase order can then be kept in a file of all purchase orders. The LOG should be a place where all, or all for some period of time, purchase orders, in date of approval order, can be examined.
Karl Loren has bypassed all the above, not yet existent structure, to create the FIRST purchase order, numbered PO-2008-1 for the purchase of two computer hard drives (further data not provided here).
When anyone wants to make a purchase, they would generally go through a CSW procedure described HERE.
While various VL Staff have been authorized to carry Amex Credit Cards issued to them, personally, the full Policy for use of those cards is not yet fully developed.