Process Group/Policy Details
Subject: Inventory
Process Group: Configuration
Title of Policy: Inventory Configuration
Effective Date: 07/01/2014
Approved/Revision Date: 07/01/2014
Approved by: State Controller
Process Group Description
The process group includes the Inventory Purchase Order as it relates to the purchase of goods and commodities into a warehouse inventory. This Process group also describes the difference between the Standard Purchase order and the Inventory Purchase Order Form.
Definitions
INVENTORY PURCHASE ORDER: Purchase order used for inventory purchases and not standard Procurement purchases.
Rationale or background to policy:
This policy is required to provide for a unique Inventory Purchase Order which differs from the Standard Purchase Order used in Procurement.
Policy Statement:
INV.PO.01 Inventory Adjustment
Departments shall use an Inventory PO form for inventory purchases. This form is similar to the standard Purchase Order, but includes different fields. Specifically the Inventory Form will utilize a field for the “stock item suffix description,” while the Standard PO will not.
All valid purchases intended for a life cycle within a warehouse must have a respective relationship to an Inventory Purchase Order.
Procedure Statement:
INV.PO.01.PR.02 Population of a Stock Item Suffix Desc. On a Purchase Order
For New Purchase Orders
When a purchase order is submitted, CORE will prompt the user to price the purchase order. In the case that a physical purchase order is needed, the transaction may be printed to a default printer that is configured during set up.
For old / archived Purchase Orders
In the case when a physical purchase order is needed from an archived or otherwise dated purchase order (one which has already been issued), users are expected to print from the FORMS doc control.
From the Global Search box, enter the keyword “FORMS” and click the Go button. The results from the generated query can be further filtered by utilizing the Transaction Code and Transaction ID fields. Once a given record is located, click the associated View PDF hyperlink on the most right column. The transaction will generate into a new PDF document outside of the CORE environment. Users are instructed to print as they normally would.
Since no standard workflow is maintained, and system configurations have been streamlined into a single process, no Process workflow Map is required.