CITIZEN PARTICIPATION

non-partisan civic movement

PURCHASE MANUAL
POLICIES AND PROCEDURES
Approved in the session of the National Council on July 21, 2015.
INDEX

INDEX. 2
INTRODUCTIONN .................................................................................................................... 4
OBJECTIVES. 5
STRUCTURE OF THE MANUAL. 6
MAINTENANCE OF THE MANUALL .................................................................................... 7
GUIDING PRINCIPLES. 7
Transparencya ........................................................................................................................... 7
Equality of access and conditions. 7
Advertising. 7
Subject to the purchasing requirements and/or terms of reference.. 7
No discrimination..................................................................................................................... 7
PURCHASING POLICIES FOR ITEMS, GOODS, AND SERVICES.... 7
I.- PURCHASES OF ITEMS, GOODS, AND SERVICES. 7
II.- COTIZACIONES ............................................................................................................. 8
III.- PURCHASE ORDERS.. 9
IV.- DISCRETIONARY LIMITSS .................................................................................... 10
A- REQUEST FOR QUOTATIONS: .................................................................. 10
B- APPROVAL OF QUOTATIONS. 10
C- APPROVAL OF PURCHASE ORDERS. 11
V.- RECEIPT OF GOODS.. 11
VI.- GENERAL PROVISIONS. 12
PURCHASE PROCEDURE. 13
INTRODUCTION. 13
INTERNAL CONTROL AND ITS OBJECTIVES. 14
CONTROL No. 1. 14
CONTROL No. 2. 14
CONTROL No. 3. 14
CONTROL No. 4. 15
SECTIONS. 15
PURCHASE REQUEST. 16
REQUEST FOR QUOTATION. 17
PURCHASE ORDER. 19
PURCHASE RECORD. 20
SECTIONA ............................................................................................................................ 22
FOR PURCHASES UP TO THE AMOUNT OF RD$30,000.00. 22
SECTION B. 22
FOR PURCHASES WITH AMOUNT FROM RD$30,001.00 HASTA ....................... 22
RD$45,000.00. 22

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SECTIONC ............................................................................................................................ 23
FOR PURCHASES FROM RD$45,001.00 UP TO RD$100,000.00 .............................. 23
SECTIOND ............................................................................................................................ 23
FOR PURCHASES FOR AMOUNTS GREATER THAN RD$ 100,001.00. 23
SECTION E. 24
REQUESTS FOR MATERIAL PRINTED. 24
SECTION F. 25
PURCHASES OF MATERIALS, FURNITURE AND TEAMS.. 25
SECTIONG............................................................................................................................ 25
REFRESHMENTS, LUNCHES, AND HALL USAGE SERVICES.. 25
SECTIONH ............................................................................................................................ 26
TRANSPORT SERVICES.. 26
SYSTEM FORMS. 26
PURCHASE REQUISITION FORM (FC.1).................................................. 27
OBJECTIVEO ........................................................................................................................... 27
RESPONSIBLE. 27
CONTENTO....................................................................................................................... 27
QUOTE COMPARISON FORM ........................................ 28
(FC.2) ....................................................................................................................................... 28
OBJECTIVEO ........................................................................................................................... 28
RESPONSIBLE. 28
CONTENTO....................................................................................................................... 28
PURCHASE ORDER FORM (FC.3) .......................................................... 29
OBJECTIVEO ........................................................................................................................... 29
RESPONSIBLES ................................................................................................................ 29
CONTENTO....................................................................................................................... 29
PURCHASE CONTRACT FORM (FC.4). 30
OBJECTIVEO ........................................................................................................................... 30
RESPONSIBLES ................................................................................................................ 30
CONTENTO....................................................................................................................... 30
FC.1. 32

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INTRODUCTION

To have a guide on the purchasing policies and procedures established by

Citizen Participation has designed this Manual so that the administration has
a control tool that allows you to effectively manage the purchasing processes,
the organisms that intervene and the principles that apply to all procedures of
purchases. This Manual has been prepared with the aim that all staff be
properly informed about the procedure to be followed in the acquisition of goods to be
used in the development of the activities carried out by the institution.

The usefulness of this Purchasing Manual, Policies and Procedures, will be maintained only if it
periodically reviewed and changes are introduced that the functional dynamics of the institution
requires.

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OBJECTIVES

The specific objectives of the Manual are as follows:

Establish a standard method for carrying out the routine operations of the area of
management of the purchase of items, goods, and services. Which means providing
to the institution of a detailed description of each of the stages in which it
break down the task of managing purchases.

Provide the staff with a descriptive guide of the sequence to follow in the process. This
This guide will serve as a basis to orient new employees.

Provide the supervisory levels with a tool to measure efficiency

the operations that serve to control the uniformity in the execution of the
administrative labor.

Streamline the internal control of purchases to avoid the duplication of functions and
achieve executing this action with the least dedication of time and effort.

Facilitate the continuity of operations, ensuring that tasks are carried out.
uniformly and standardly.

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STRUCTURE OF THE MANUAL

The content of the manual has been divided into sections, where each one represents the detail of
subject matter.

Policies guide the actions to be taken in certain situations.

The procedure is dedicated to logically ordering all the steps that
They must be executed sequentially.
In this outline, a narrative description is made where the specifics are detailed.
action to be executed and the person responsible for carrying out that action.

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MAINTENANCE OF THE MANUAL

It is recommended that the manual be reviewed periodically to incorporate new ones.

standards and stay updated to ensure proper use of it.

The editing, updating, and distribution of this manual is the responsibility of the
Management and the Internal Auditor will ensure compliance with the procedure.
established. Any substantial modification to the manual will be ratified by the Management
Executive.

GUIDING PRINCIPLES

Transparency

Equality of access and conditions

Advertising

Subject to the procurement requirements and/or terms of reference

No discrimination

PURCHASE POLICIES FOR ARTICLES, GOODS, AND SERVICES

I.- PURCHASES OF ITEMS, GOODS, AND SERVICES

I.1. The goods and services to be purchased must be included in the budget.
approved annual of the institution.
I.2. The goods and services to be purchased that are not included in the budget,
they must comply with the requirements established for these cases.
I.3. The purchases of items, goods, and services will be made, prior to
analysis of the Administrative Management with the approval of the Direction
Executive.

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 I.4. The Administrative Management will be responsible for determining the lines of
expendable materials, forms and cleaning materials that require
replenishment.

II.- QUOTATIONS

II.1. The Purchase Requisition Form (FC.1) must

to be filled out and sent by the requesting Department to Management
Administrative, who controls the purchasing budget and requests
quotes.

II.2. The Form of Purchase Requisition must

contain the description and clear specifications of the
materials, products, and services to be acquired.

II.3. The Purchase Requisition Form must

specify which line of the budget will be charged
corresponding.

II.4. Quotes must be requested from suppliers to obtain

better conditions in the market regarding prices, quality and
services.

II.5. The quotes must contain descriptions identical to the

required specifications in the Requisition Form
Purchases for the items that are desired to be bought.

II.6. The quotes must contain firm prices and dates

possible deliveries.

II.7. Quotations may be provisionally received by

internet and fax, must be submitted in writing in the final file,
in original and without deletions.

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 II.8. The quotes will be examined by the Management.
Executive and the Administrative and Financial Management.

III.- PURCHASE ORDERS.

III.1. Purchase orders (FC.3) it is an authorization to

provider for the purchase of items, goods, and services
requested. They will have pre-printed consecutive numbering.
III.2.Purchase orders will be prepared by one person
different from the one that approves and the one that makes the accounting records.
III.3. The purchase orders will be distributed in the following manner

next:

Original for the supplier

b. Copiapara for the Administrative Assistant / attach to the invoice
supplier payment.
c.Copy for the Chronological of the administrative assistant

III.4. Damaged or canceled requisitions and purchase orders

they will be sealed as "Canceled", with the original and copies
to be filed in the chronological record managed by the Assistant
Administrative.

III.5. The criteria for awarding the orders of

purchase, will be based mainly in the quality,
prices, discounts, transportation, and timely delivery.

III.6. To select the winning bid, a

comparison of quotes form (FC.3) that includes
specification, price, and delivery time, as well as others
criteria that are deemed necessary.

III.7. In the event that the procedure is not carried out

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 quotes, the Administrative Assistant will prepare a
justification memorandum that it will remain in
file. (For example, in the case of an exclusive supplier).

III.8. The memorandum will be based on the following criteria:

(Exclusive distributors and extension of an existing contract).

III.9. Under no circumstances should a purchase order be destroyed.

III.10. A record and file will be maintained for each purchase order
issued, which will contain everything related to the purchase request.

III.11. The Administrative Management will be responsible for preparing the

pre-numbered purchase orders

IV.- DISCRETIONARY LIMITS

A- REQUEST FOR QUOTATIONS:

Purchases worth less than RD$30,000.00 may be made in a way

directly without written quotations, trying to diversify suppliers as much as possible.

For purchases from RD$30,001.00 to RD$45,000.00, at least two (2) must be requested.
written quotes.

For amounts of RD$45,001.00 and up, at least three (3) written quotations are required.

B- APPROVAL OF QUOTATIONS

Quotations under RD$30,000.00 will be approved directly by the

Administrative Management.

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 The Executive Management will review and approve the quotes with values up to
RD$100,000.00

Purchases with values from RD$100,001.00 to RD$200,000.00 must be endorsed by

the Executive Management and submitted for approval by the Purchasing Committee.

Purchases with total values exceeding RD$200,000.00 must be ratified.

also by the Coordinating Committee.

C- APPROVAL OF PURCHASE ORDERS

All purchase orders, subject to the approval of the quotations, according to the policies.
established, will be approved by the Executive Directorate.
They will be issued when the amount exceeds RD$30,000.00 except for
those requested by some suppliers.
V.- RECEIPT OF GOODS.

V.1. The merchandise must be received by the Administrative Assistant

who will ensure that the received merchandise is in accordance with the
purchase order and its specifications.

V.2. The Administrative Assistant will proceed to sign the delivery note or invoice

as proof of having received the merchandise in good order.

V.3. The received merchandise will be delivered upon signature of the delivery or invoice.

to the department that requests it.

Note: The Accounting department must be informed of the receipt of the fixed asset for its registration.
and numbering before being distributed.

V.4. The Administrative Assistant will attach the delivery note or invoice to the order.

for purchase for payment following the request procedure for

check.

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 V.5. The purchased fixed assets must be included in the insurance.
against all risks. Assets of smaller amounts will be included in the
carry out the periodic review of the insurance coverage. The assets of
high amounts such as the acquisition of vehicles, computing equipment, etc.
they will be ensured at the time of their acquisition.

VI.- GENERAL PROVISIONS.

VI.1. No employee or member of Citizen Participation will participate in the

selection, awarding or management of a purchase order and/or
contract, if you have any relationship, kinship, or business with the firms that
qualify for the award of the contract and/or the purchase order.

VI.2. The employees and members of the institution

involved in the process of purchasing goods and/or services, must not
accept gratifications, favors or any other monetary value from the
suppliers.

VI.3. The purchase requisitions that are not

duly completed and authorized will not be received by the Assistant
Administrative

VI.4. Violations of these general provisions,

they will besanctioned with disciplinary measures that include from
written warnings up to the permanent expulsion of the employee, according to
the provisions established in the institution's Code of Ethics.

VI.5. Cash purchases will be governed by the same

regulations that credit purchases.

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PURCHASE PROCEDURE

INTRODUCTION.

Buying is one of the most important activities that takes place in every institution.
that fulfills the function of supplying the needs for goods and services that are required
to keep it functioning and to be able to continue the work that is being developed in the
same.

The bodies responsible for approving everything related to Purchases are: the Committee of
Purchases and the Coordinating Committee. The Purchasing Committee is made up of XXXX
and has the responsibility of XXXX.

The Coordinating Committee1It is made up of seven (7) members of the Council.

National and meets regularly at least once a month and extraordinarily
when summoned by the General Coordinator. Among its powers is that of
operationalize the administrative policies, approval of work plans, budgets,
select and approve the candidates for technical positions, among others
attributions.

Goods and services include the acquisition of consumables, furniture, and equipment.
whether from office, computing, audiovisual, transportation, etc., just like the
production of printed material in general. Another line refers to the purchase of the
necessary services to hold meetings, assemblies, and events included within the
activities of the institution; such as the purchase of snacks, hiring of waiters,
hall reservations, toasts, flower purchases, etc.

In instances where special materials and items are requested, which require
a specific technical preparation for their identification, the Administrative Assistant
He/She will request help from specialized personnel.

1General Statutes of Citizen Participation. Arts. 18 and 19.

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 Due to Citizen Participation being an institution with a small number of employees, the
segregation of functions does not have a very marked dividing line, but it
they identify internal control points that allow supervisors to ensure
transparency in the execution of the purchases of items, goods, and services.

INTERNAL CONTROL AND ITS OBJECTIVES

CONTROL No. 1

Receive purchase requests through the purchase requisition form.

OBJECTIVE

Maintain control of the orders placed by the authorized personnel of each unit.
department or project.

CONTROL No. 2

Obtain quotes from two or three suppliers in advance of the execution of each
purchase.
OBJECTIVE

Properly vet suppliers to make purchases under the best conditions.

market conditions regarding prices, quality, and services.

CONTROL No. 3

Issue a numbered purchase order printed for each purchase requisition

processed.

OBJECTIVE

. Establish numerical control of orders made by concept

shopping.
. Maintain control of the orders assigned to suppliers.
. Establish an official document from the institution to request the
acquisitions from suppliers.

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 CONTROL No. 4

Segregate the following functions:

Approval of quotes
Preparation of purchase orders
Approval of purchase orders
Reception of goods
Accounting record of purchases.

OBJECTIVES

Establish cross-checks of the requested items or services in

as for quantity and value.
Make it difficult to carry out fraud.

SECTIONS

The purchasing procedure has been divided into sections depending on the type of
purchase and the discretionary limits established for the acquisition of goods and
services to be acquired.

The Purchasing Procedure includes:

Purchase Request
Quotation
Purchase Order
Purchase Registration

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 PURCHASE REQUEST
RESPONSIBLE PROCEDURE
Requesting Unit or Department 1.- Prepare a Requisition shopping in
original and copy (FC.1) clearly specifying
details of the requested items or services.

2.- Sign the FC.1 in the APPLICANT space:

as a signal of authorization to initiate the process of
the acquisition.

Administrative Assistant 1.- Receive the (FC.1) duly authorized.

2.- Check if the purchase is included in the

applicant's budget.

a) If it is not included in the budget, it continues the

Step No. 3
b) If is included in budget
continue to Step No. 4

3.- Request the approval of the purchase from the Management

Executive.
a) If the purchase is approved, continue to Step
No.4
b) If the purchase is rejected, it notifies the
applicant.

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 REQUEST FOR QUOTATION
RESPONSIBLE PROCEDURE
Administrative Assistant 4.- Request quotes according to discretionary limits
established.

Note: If there is an exclusive supplier, it will not be necessary.

make quotes and the purchase must be supported
with a memo from the Administrative Assistant what
justify the absence of quotes

5.- Analyze the quotes and recommend the best

option related to price, quality, and responsibility in the
delivery.

6.- Send quotes for approval according to the

discretionary limits. For such purposes, use the form
of comparison of quotes (FC.2).

Executive Direction 7.- Receive the quotation form, analyze the

documents and take the following actions:

a) If you agree with the process and following the

opinion on discretionary limits proceeds to
recommend the provider and signature as a sign of
approval of the purchasing process

Note: If the quotation amount is less than

RD100,000.00 is sent to the Administrative Assistant.
Pass point No. 10

If the amount the quote is higher than

RD$100,000.00, sends it to the Purchasing Committee.
Go to point No. 8

b) If you do not agree, inform the Assistant.

Administrative Moves to item No.10

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 REQUEST FOR QUOTATION
RESPONSIBLE PROCEDURE
Purchasing Committee 8.- Receive Form Comparison of Quotes
along with the Purchase Requisition.

a) If is accordingly sign the Form

Quotations as a sign of approval.

Notes: If the total purchase value does not exceed

RD$100,000.00 sends the documents to the assistant.
Administrative. Move to item No. 10

If the purchase exceeds the value of RD$200,000.00

the referral to the Coordinating Committee to proceed
to ratify the purchase by placing your signature on the
Quotation Form. Go to No. 9

b) If you do not agree, return it to the Management

Executive with its observations.

Coordinating Committee 9.- Receive the Quotations over RD$200,000.00

if it is of agreement sign the Form

Comparison of Quotations as a sign of approval.
Go to point No. 10.

b) If you do not agree, return it to the Management

Executive.

Administrative Assistant 10.- Receive the purchase requisition along with the form.
Comparison of quotes.

a) If the quote is approved, proceed to point No.

11.

b) If the quotation it was not approved informs it to the

applicant.

11.- Prepare order of purchase in original and two copies

(FC.3).

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 PURCHASE ORDER
RESPONSIBLE PROCEDURE
Administrative Assistant 12.- Sign the purchase order in the prepared space
for you and the attached mail with the Form of
Comparison of Quotes already authorized and the one of
internal requisition to the Executive Directorate for its
approval.

Executive Direction 15.- Receive the Purchase Order with its attachments and check if
everything is correct.

a) If you have any comments, you can contact the

Administrative Services Manager.

b) If everything is correct, proceed to Step No. 16

16.- Sign the Purchase Order in the space of

authorized and returns it to the Administrative Assistant.

Administrative Assistant 17.- Receive the Purchase Order with its annexes.

a) If it was rejected, move to step No. 18.

b) If it was approved, proceed to step No. 19.

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 PURCHASE RECORD
RESPONSIBLE PROCEDURE
Administrative Assistant 18.- Print the word CANCELLED throughout the
documentation of the purchase and informs it to
applicant.

19.- Distribute the Purchase Order as follows:

Original to the supplier to make the purchase.

Copies to administration to receive the asset or

service and attach it to the invoice along with the
quotation and the requisition for the purposes of processing
payment and file.

20.- Receive the good or service from the supplier. Signature

lead and/or original of the invoice as proof
received as agreed.

21.- Deliver merchandise to the requesting area.

Applicant 22.- Receive merchandise, verify and sign drives and/or copies
of the supplier's invoice as proof of having
received accordingly.

23.- Deliver and copy the invoice to the Assistant

Administrative.

Administrative Assistant 24.- Receive documents and send the file

complete of the purchase, and attached in the application for
check to the accountant for payment purposes.

Counter 25.- Receive the check request (copy of the Order of

Purchase for chronological purposes) and for record
accounting for the purchase.

26.- Account for the check request in the accounting records, the
copy of the Purchase Order according to the
nature of the same.

27.- Upon arrival of the merchandise, receive it from the Assistant

Administrative:

Food and/or a copy of the supplier's invoice attached to the

copy of the Purchase Order from administration, the
Request and Quotations.

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 PURCHASE RECORD
RESPONSIBLE PROCEDURE
28.- Compare the data contained in the Purchase Order
with the delivery note and/or copy of the supplier's invoice
and continue with the disbursement procedure.

29.- Prepare the journal entry and type it into the system.
Debt
Inventory
Equipment
Expenses

Credit
Accounts Payable Suppliers

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SECTION A

FOR PURCHASES UP TO THE AMOUNT OF RD$30,000.00

No written quotes are required.

Administrative Assistant chooses supplier considering quality
of the product, prices, services, and payment conditions.

Administrative Management authorizes the purchase.

SECTION B

FOR PURCHASES WITH AMOUNTS FROM RD$30,001.00 UP TO

RD$45,000.00

At least two (2) written quotes are required.

The Executive Direction authorizes the quotes taking into account the quality of
product, prices, services, and payment terms.

Administrative Assistant prepares the Purchase Order and signs in the space
assigned as requested.

Executive Direction signs Purchase Order as approval.

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SECTION C

FOR PURCHASES FROM RD$45,001.00 TO RD$100,000.00

At least three (3) written quotations are required.

The Executive Directorate authorizes the quotes taking into account the quality of the
product, prices, services and payment terms.

Administrative Assistant prepares the Purchase Order and signs in the space.
assigned as requested.

Executive Management signs Purchase Order as approval.

SECTION D

FOR PURCHASES OF AMOUNTS GREATER THAN RD$ 100,001.00

At least three (3) written quotes are required.

The Executive Director submits the complete file of the Quotation to the
Purchasing Committee for your consideration and approval.

Administrative Assistant prepares the Purchase Order and signs in the space
assigned as requested.

Executive Management signs Purchase Order as approval.

 For purchases over RD$200,001.00, this same condition remains.

procedure with the exception that the quotation file also
it must be ratified by the Coordinating Committee.

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SECTION E

REQUESTS FOR PRINTED MATERIAL

The work for printed materials includes administrative use forms, so

such as the creation of posters, brochures, program forms, leaflets, etc.
They require an average of 20 working days for their quotation, preparation, and reception.

The process is as follows:

A schematic of the work being requested is presented to the printer.

Printer presents the art of the work to be done.
Area, department, or requesting project approves the art.
Administrative Management sends the artwork to the printer to prepare the work.
final

Book publishing work requires 40 to 50 working days due to the

long process of layout, composition, and revision prior to printing them.

It should be observed and taken into account that when a print shop has been used to carry out
printing jobs, if the material needs to be reprinted, it becomes more economical
send it to the same printer, as it would save the cost of producing the artwork,
This is the layout. In all cases, the Administrative Assistant will request...
print the designed digital version so that it remains in the historical archive of
the institution.

Note: The Purchasing Procedure is maintained.

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SECTION F

PURCHASES OF MATERIALS, FURNITURE, AND EQUIPMENT.

It takes 5 working days to make purchases of materials, etc. Of an amount

For amounts greater than RD$30,001.00, written quotes must be requested.

Purchases of materials valued up to RD$15,000.00 may be processed from one to

two working days.

SECTION G

REFRESHMENT SERVICES, LUNCHES AND USE OF HALL.

Snack and lunch services where the rental of glassware is necessary.

furniture and table linen require 5 business days in advance of the date of the
activity.

Snacks and lunches without the aforementioned requirements require three days.
workdays.

Activities in hotels require 25 working days as it is necessary to contact

the hotels, availability of halls, compare prices and types of facilities.

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SECTION H

TRANSPORT SERVICES.

For vehicle rental, an average of two business days is required.

Managing bus rentals takes five working days, as

Prices vary significantly from one supplier to another.

In this line, you need to consult with more than three suppliers, as it is not always the case.

there are bus availability.

Bus rental requires confirming the reservation three days in advance.

SYSTEM FORMS

The forms are instruments to be used to facilitate the execution and verification of the
internal controls established in the institution.

The forms that complement the Purchasing System are:

Purchase Requisition (FC.1)

Quotation Comparison Form (FC.2)

Purchase Orders (FC.3)

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PURCHASE REQUISITION FORM (FC.1)

OBJECTIVE

The Purchase Requisition Form is used by the department and/or project.

applicant to inform the purchasing department of their need to acquire a good or
service.

This form initiates the purchase process, and the quality of its completion determines the
quality level with which the purchasing area can offer the service. It is a document
backup that assures the Executive Management that the purchase is justified and that the
it will be carried out according to what is required by the applicant.

RESPONSIBLE

Requesting department or project.

CONTENT

The content of this form must be clear and precise, as the type of information that
It depends on the agility with which the purchase can be made and that the charge is processed.
in the corresponding accounting account.

The Form contains the following lines:

1. Application date.
2. Requesting Department or Project.
3. Requested quantity.
4. Unit of presentation or packaging of the requested good.
Description of the item, good, or service requested.
Line of the budget where the purchase will be charged.
7. Observation section, if necessary, will be used as
note on actions to be taken regarding the requested purchase, indicating the
line of the budget where it is recorded.

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 8. Authorization signature of the applicant.
9. Signature of the person authorized to receive the Requisition forms
Purchases.
10. Date of receipt of the application in the administrative area.

QUOTE COMPARISON FORM

(FC.2)

OBJECTIVE

The Quotation Comparison Form is used as an analytical tool.

to select the best option received regarding price, product quality, good or
service, and the benefits that the provider offers regarding warranty, payment method and
especially delivery time.

With this Form, the Executive Directorate, the Procurement Commission, and the Committee
Coordinator, according to discretionary limits, ensures that the purchase cost is
competitive.

RESPONSIBLE

Administrative Assistant.
CONTENT

1. Purchase analysis date

2. Description of the item, good, or service
3. Quantity to buy
4. Unit of measurement
5. Name of suppliers or providers
6. Unit price and total price quoted by the bidders
7. Sub-total
8. Discount
9. Tax
10. Total general
11. Guarantee

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 12. Delivery time
Payment method
14. Selected supplier
15. Signature of authorized by
16. Observations

PURCHASE ORDER FORM (FC.3)

OBJECTIVE

Based on the data approved in the Quotation Comparison Form,

the Purchase Order is issued, which constitutes the document that formalizes the agreement
between the Provider and the Institution, for the latter to carry out its purchasing transaction,
especially if it is carried out under the conditions of being paid after the
receipt of the merchandise.

In order for the purchase transaction to be properly documented, the Purchase Orders
They must be pre-numbered and attached to the forms that gave rise to them.

RESPONSIBLE

Sewing - Administrative Assistant

Authorization - Executive Direction

CONTENT
Sequential number
2. Date
3. Supplier name
4. Supplier Address
5. Payment terms
6. Quantity requested
7. Unit of measurement
8. Description of the article, good, or service
9. Unit cost per item

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 10. Total cost per item
11. Total general cost of the purchase
12. Observations to indicate specifications or special conditions of the purchase to
to create and line of the budget where it is recorded.
13. Signature of requestor
14. Authorization signature

PURCHASE CONTRACT FORM (FC.4)

OBJECTIVE

The Purchase Contract constitutes the document where the Institution formalizes an agreement.
with the provider, in which the obligations undertaken by both parties are specified. In the
the supplier undertakes to execute a work or provide a service in exchange for a
remuneration paid under the conditions agreed upon with the institution. For its preparation
follow the same procedure as the Purchase Order.

 Depending on the requirement (supplier or donor), the purchase order may

to be accompanied by a Contract.

RESPONSIBLE

Confection–Administrative Assistant
Authorization - Executive Direction

CONTENT

1. Supplier Name
2. Name of the Executive Directorate
3. Description of the type of service that the provider commits to
4. Description of the payment conditions and facilities to which it commits
the institution.

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5. Duration of the contract
6. Period covered by the contract
7. Date of the signature of the agreement

8. Signature of the Executive Directorate

9. Supplier's signature.

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FC.1

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