Past Purchases and how to correctly file them
Understanding The Folders
The Past Purchase folders you will be organizing will be separated by the vendors from whom we purchase the item(s). Vendors with the (*) are ones we have folders for.
List of vendors we buy from:
- CIM*
- Sensory Technologies*
- B & H*
- MCM electronics*
- Amazon, or other internet stores
- Best Buy for Business
When you look inside each folder you will find various types of papers such as:
- Quotes
- Purchase orders
- Packing slips
- Invoices
- Receipts
The MOST important papers of these will be invoices and receipts. These two documents have most of the information needed.
Information Needed In Order For Them To Be Put In The Binder(s)
The binders that keep all the past purchases in order are labeled on the side by years. The binder then inside is split up into the different months which we use to organize the purchases by date. An example of this would be if you had a purchase that was made February, 13 2016 you would find the binder marked "2016 purchases" then find the tab marked "February". The day it was purchased does not matter in order to place it in its correct spot.
Information needed before insertion into the binder:
- Invoice paper
- Receipt paper (if it has the needed information)
- PO number (Purchase Order number)
- Date of purchase
- Total amount of purchase
- Order number
Making a list for Marty or someone else
When you start to sort through the purchases in each vendors file you will have to make a list of each paper(s) information that is needed to find what they are missing. Such as if you are searching through the CIM folder you will locate the Document types, listed above, on each paper.
Here is a example of what the list should consist of and look like:
Most of the time you are able to write what documents you have next to the vendor, order number, date(s), and PO #.
Having this list makes it easier for Marty or someone else to find the documents needed, so try to get as much information as possible.
After you have written what documents you have, place a check mark next to them. After that write in the document(s) you need to get so that Marty or someone else knows what documents to look for. REMEMBER the most important documents are the INVOICES and RECEIPTS. But overall you must have most of the information listed above (If able to find it).
If you cannot find the information above, try to find another item on the paper similar to the original information. Such as if you cannot find the order number, look for a invoice number, PO number, or another number that gives the ability to track the other document(s) down.
If you cannot find a date locate any date found on the document(s) and use it. Any date will help locate the missing document(s).
Where To Find The Information
Below will be a series of different types of vendor documents and where to locate the information needed. The vendor name will be located somewhere around the top of the document(s)
Note:
CIM is a company that buys our items for us through different companies and we pay them for what they buy. You must watch where you get the order number. Make sure you get the order number from the CIM document(s). If you get the order number from packing slips from other companies CIM bought them from, it will not match our records and we will not be able to track down the document(s) we need.
Where the information is located
- Order Number
- Mainly located at the top right corner
- Date of purchase
- Mainly located at the top right corner
- Total of purchase
- located at the bottom, or on the back side of the paper.
- If a it is a big order with many papers, look at the very last page.
- some papers instead of saying PO for the PO # it will say BO this means it is a blanket order, and may have multiple invoices. Be sure to write down the different charges.
- PO #
- Typically located by the top of the paper
- How to know what documents you have.
- Somewhere on the paper will be located what type of document it is. Such as, if it says invoice it is an invoice.
- Sometimes it will only have the invoice date. This means it is an invoice.
Here is an example Invoice, by CIM.
- Where to find the order number
- Where to find the Invoice date or date of purchase
- Where to find the total of the purchase
What to do after you have gathered all needed information and paper(s).
- Staple the document(s) together
- Hole punch it so it will go into a three ring binder
- Locate the date of the purchase
- Find the corresponding binder for the year of purchase
- Find the corresponding tab in the binder for the month of that purchase
- Put the document(s) in the binder