PURCHASING PROCEDURES - University of Central Lancashire
PURCHASING PROCEDURES - University of Central Lancashire
PURCHASING PROCEDURES - University of Central Lancashire
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2.5 Payment <strong>of</strong> Goods/Services ordered by Purchasing Card.<br />
Financial Services to post Purchase Card Statement balances to nominated project<br />
code on account code 6504 each month when statements are received.<br />
Check statement received with Agresso by running an enquiry on your nominated<br />
project code and account code 6504. If you have completed a Purchase Card<br />
Transaction Log you can also use the log to help check your statement.<br />
Ensure VAT receipts are available and are correct.<br />
Ensure project code and account code for each transaction is correct.<br />
If the Purchase Card Transaction Log has been completed, obtain authorisation by<br />
the Line Manager (authorising manager) for the project code detailed. Or you can<br />
ask for the statement to be authorized.<br />
Reconcile the entries on the card statement to Agresso- making any amendments as<br />
necessary<br />
Attach relevant VAT receipts and statement to back <strong>of</strong> Purchase Card Transaction<br />
Log or the Statement and file in month order.<br />
Retain all documentation and store in a secure location: the Purchase Card Log,<br />
Statement and back up documentation are prime documents and must be retained for<br />
a period <strong>of</strong> seven years.<br />
Financial Services to check the nominal ledger on a monthly basis to ensure all<br />
cardholder‟s accounts are being cleared regularly.<br />
In addition Financial Services to conduct ad-hoc audits to review transactions and<br />
check that all required back up documentation has been retained and filed in<br />
monthly order.<br />
2.6. Disputes and Queries<br />
Initially disputes and queries should be taken up with the seller (supplier) by the<br />
cardholder, who should keep a record <strong>of</strong> the details <strong>of</strong> the dispute/query and contacts<br />
made with the seller.<br />
When credits are due, the seller should be asked to raise refund vouchers together<br />
with VAT credit receipts if applicable and the cardholder should ensure that these<br />
credits appear on subsequent statements.<br />
Purchasing Procedures December 2011