Policy Name: Purchasing Procedure
Policy Type: Administration
Policy Number: VSC-ADM-004

Content

1. Purpose/Scope 2
2. Addendums 2
3. Definition 2
4. Procedure 2

1.  Purpose/Scope

This procedure describes the process to be followed for all purchases made on behalf of the Virtus Soccer Club. Having such a procedure/policy maintains consistency throughout the club’s purchasing activities and enables the Board of Management to better manage finances and direct monies to where it best serves the club.

2.  Addendums

Addendum 1 – Example of Purchase Requisition/Order

3.    Definition

Term Definition
Requisitioner Person given the authority to purchase goods on behalf of the Virtus Soccer Club 
Authorised By The Board Member responsible for the area the goods are being purchased for. 
Supplier The Business house supplying the goods to be purchased

4.  Procedure

Purchase requisition/order books have been created for each key area of the club that purchase goods on a regular basis. Those areas being:

  • Kitchen
  • Bar
  • Catering
  • General

The requisition books are stored at the clubs premises in a location determined by the treasurer. Each requisition/order in the book is numbered and duplicated.

CREDIT PURCHASES

Any person purchasing goods on behalf the club shall:

  1. Locate the appropriate requisition book for the area of purchase.
  2. Contact the supplier in person or via the telephone to obtain a price.
  3. Complete the details on the purchase requisition/order form in duplicate and get the form signed by the Board Member responsible for the area the goods are being purchased for. If that Board member is unavailable, the President can sign on his/her behalf.
  4. The person purchasing the goods must sign the bottom of the form as the requisitioner.
  5. Deliver the original copy of the purchase requisition/order to the supplier or provide the requisition/order number to the supplier over the phone.

NOTE: Any invoice received by the Virtus Soccer Club without a valid purchase requisition/order number will not be paid. This decree shall be communicated to creditors of the Virtus Soccer club.

CREDIT CARD PURCHASES

Any person purchasing goods on behalf the club via a credit card shall:

  1. Purchase and pay for the goods by credit card and obtain a receipt.
  2. Locate the appropriate requisition book for the area of purchase.
  3. Complete details of the purchase onto the purchase requisition/order form in duplicate and attach the receipt. If multiple items are purchased, just enter the total cost of the purchase at the bottom of the requisition as well as the name of the supplier and the date and then sign the form as the requisitioner.
  4. Leave the original requisition/order and receipt in the book.

On a fortnightly basis the Treasurer will summarise the details from the purchase requisition/order books and provide a summary to the Board Members, so that monies being spent can be tracked and managed more efficiently.