Level 2 and 3 Diploma in Business Support (4475-12/13)

Unit 304 Principles of providing and maintaining
administrative services
Guidance notes
Outcome 1 Understand how to order products and services
1. The candidate should be able to explain the purpose of the documents involved eg
• purchase requisitions
• letters of enquiry, price-lists, quotations, estimates
• purchase orders
• invoices
• advice/delivery notes
• statements.
They should be able to describe procedures used for ordering and receiving office goods and
services, including comparing quotations and the appropriate security and authorisation
procedures.
2. Types of specification:
• performance
• technical
• standard.
The candidate will need to consider:
• financial restrictions/budget
• user requirements/performance
• location
• organisational policies
• timescale
• quality standards
• health and safety requirements
• equality of opportunity.
They should be able to describe how to write a specification that expresses clearly, concisely and
unambiguously the essential features required with enough information for potential suppliers to
design and cost the products and services they will offer.
3. When selecting products, the following should be taken into consideration:
• suitability
• price
• discounts
• delivery charges
• after-sales service charges
• reliability/reputation
• guarantees/warranty.
4. In terms of
• efficiency
160 Level 2 and 3 Diploma in Business Support (4475-12/13)