10.2 DOCUMENTS REQUIRED THROUGH THE PROCUREMENT PROCESS Form Instructions Sample All purchases require the staff member who is requesting the goods to submit an approved purchase requisition form to the procurement unit. The form must be signed by an authorised Purchase signatory within the financial limits established by the CO's Reaustion finance and purchasing policy. In an emergency, these limits Annex 12.7 should be increased automaticaly to help with more rapid procurement (refer to section 3) If using Peoplesoft this functionality and workflow approval is, in the system. AAlL RFQs that are sent out should be logged and tracked. AllHrovang ut venuyis suvutu aioy we WwEgeH request for and will err quotes and help with tracking of who has and who has not sent in their responses bids. If using PeopleSoft and approved vendors this functionality isin the system, Prepare and maintain a Summary of Bid Analysis for each ‘summary of ‘Summary ee purchase and ensure ths is filed in the Master Purchase Order | Annex 12.8 Bid Analysis file. save Single Hfadecisionis made to source from only one provider (refer Justification to section 6.3), a Sole or Single-Source Justification Form must. Annex 12.11 be completed and filed. Foun When vendors have been selected, all purchases must be confirmed by issuing a purchase order. The purchase order forms the contract for the purchase of goods. hs The CO should have or implement a standard purchase order Annex we form. The purchase order must include some standard clauses. | 129 Annex and terms and conditions that are normally printed onthe ‘210 reverse ofthe purchase order. If using PeopleSoft the purchase order is generated in the system from an approved requisition. Tracking of All purchase orders must be tracked using contrl lg for purchase purchase orders, This log must be stored in a secure location. ‘Annex 12:13 orders PeopleSoft users will use system functionality to create report. When goods have been received, the following documents ‘should be completed and filed: + goods receiving note (including a report of the inspection of goods noting any damages, losses or Received differences inthe goods delivered against the order) heel Goods + copy of delivery note + copyof final invoice. + PeopleSoft users will also enter the receiptin the system.