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PURCHASING MANUAL Adopted as Administrative Policy for all City Employees Effective 12109 City of Burlington, North Carolina Purchasing Manual TABLE OF CONTENTS Page’s) I. Forward 12 II. General

How to fill out purchasing manual

How to fill out a purchasing manual:

1. Begin by gathering all necessary information about the purchasing process within your organization. This may include information about approved suppliers, budget constraints, and any specific guidelines or regulations that need to be followed.
2. Create a clear outline or structure for your purchasing manual. This will help you organize the content in a logical and easily understandable way. You can use headings, subheadings, and bullet points to make it more user-friendly.
3. Start with an introduction that provides an overview of the purpose and objectives of the purchasing manual. This section should explain why the manual is important and how it will benefit the organization.
4. Include a section on the roles and responsibilities of different individuals involved in the purchasing process. This could include procurement officers, budget managers, and department heads. Clearly define their roles and outline their responsibilities.
5. Detail the step-by-step process of making a purchase. This should include information on how to identify the need for a purchase, how to request quotes or bids from suppliers, and how to evaluate and select the best supplier.
6. Provide guidance on how to create and manage purchase orders. This should include information on filling out purchase order forms, obtaining necessary approvals, and tracking orders through the procurement process.
7. Outline any additional processes or documentation that may be required, such as contracts, payment processes, and procedures for handling returns or disputes.
8. Include any relevant templates or forms that users can use as a reference or starting point when filling out purchasing-related documents.
9. Finally, proofread and review the purchasing manual to ensure clarity, accuracy, and consistency. It's important to make sure all information is up to date and in line with any applicable laws or regulations.

Who needs a purchasing manual:

1. Organizations that have a formal purchasing process in place and want to ensure consistency and compliance with procurement guidelines.
2. Small businesses looking to establish a structured approach to purchasing and avoid potential mistakes or risks.
3. Procurement departments or officers who need a comprehensive resource to guide their day-to-day activities and decision-making processes.
4. Employees involved in the purchasing process who need to understand their roles, responsibilities, and how to adhere to organizational purchasing policies.
5. Auditors or compliance officers who may review the purchasing process and need a reference document to assess compliance and identify areas for improvement.

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What is purchasing manual?

Purchasing manual is a document that outlines the procedures and guidelines for purchasing goods and services within an organization.

Who is required to file purchasing manual?

All employees involved in the purchasing process are required to follow and adhere to the purchasing manual.

How to fill out purchasing manual?

The purchasing manual can be filled out by documenting the purchasing policies, procedures, and guidelines in a clear and concise manner.

What is the purpose of purchasing manual?

The purpose of the purchasing manual is to ensure that purchasing activities are conducted efficiently, effectively, and in compliance with organizational policies and regulations.

What information must be reported on purchasing manual?

The purchasing manual should include information on procurement processes, authorization levels, vendor selection criteria, and purchasing controls.