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Please note that our sample documents are intended as examples which can act as starting points and prompters. But they are better than a blank sheet! Elsewhere If you want pointers to more information on financial matters for the voluntary sector, try our Finance Resources page. Relevant to managers and finance staff. All suggestions for amendments to Financial Controller. Ordering supplies and services All staff need to be aware that expenditure is committed when an order is placed on behalf of AN ORGANISATION, not when the cheque is requested.
Therefore, it is important that all orders are placed properly, and are within agreed budgets and delegated powers. Budget holders can place orders for goods or services within their budget areas, subject only to cash-flow restraints. 1,000, the budget holder may delegate all ordering as appropriate. Any lease, hire purchase agreement or other contract involving expenditure will be subject sample business plan for bookshop the same authorisation procedure as above, with the appropriate expenditure amount being the total committed expenditure over the period of the contract, or where the contract is open-ended, over the first 12 months of the contract. 1,000 or more must be placed in writing.
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100 should be in writing where practical . Each Department will devise appropriate ways of keeping records of such orders, which will be contained in an Appendix. Suppliers must be requested to produce invoices. If payment is needed on or before delivery or no credit is given, a ‘pro-forma’ should be provided. Large items requiring cash payment must be checked with Finance before the arrangement is confirmed.
Payment authorisation and Purchase Ledger All invoices must be authorised for payment by the budget holder, although the actual checking of details may be delegated. The authorising department is responsible for checking invoices for accuracy in terms of figures and conformity with the order placed, that the services or goods have been received, and following up any problems. A Purchase Ledger is operated by Finance. All incoming invoices are to be passed to Finance section as soon as they arrive. Invoices will be recorded on to the Purchase Ledger within two days, unless there are coding problems. They are then passed on to budget holders for authorisation.
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