Texts: Flowchart Project Narratives
Sales Support Department Narrative
The Sales Support Clerk prepares the purchase requisition and sends one copy to Purchasing and files the other copy numerically. To confirm the order, Purchasing will send a copy of the purchase order at some point. This copy is filed alphabetically by vendor. After goods are received, the Sales Support Clerk verifies the merchandise and signs the two copies of the receiving report. One copy of the receiving report is filed numerically and the other is sent to Accounts Payable.
Purchasing Narrative
After the Purchasing Clerk receives the purchase requisition, the Clerk will determine where to buy the product. If the item has been ordered previously, then the Clerk will select a vendor from the approved vendor list. If it has not been ordered previously, the Clerk will use a competitive bidding process to determine the vendor. Once the vendor is selected, a purchase order is prepared and sent to the vendor. Other copies are sent to Accounts Payable and the originating department. A fourth copy is filed in the Purchasing department, and a fifth copy has quantities omitted and is sent to Receiving. After the order is received, the vendor will send an invoice. When the invoice is received from the vendor, it is reviewed by the Purchasing Clerk and approved by the Purchasing Manager. The approved invoice is sent to Accounts Payable along with the purchase requisition.
Accounts Payable Narrative
The Accounts Payable Clerk receives the purchase requisition, purchase order, receiving report, and invoice from the various departments and reviews them for any inconsistencies. A voucher is prepared and combined with these documents to make a voucher packet. The voucher packet is reviewed and signed by the Accounts Payable Manager and forwarded to Cash Disbursements for payment. The check is sent to the Treasurer for signature and mailing. When it is received back from Cash Disbursements, the Accounts Payable Clerk files the completed voucher packet numerically. Finally, the Accounts Payable clerk updates the accounts payable subsidiary ledger.
Receiving Narrative
Warehouse personnel receive goods from the vendor and complete the blind purchase order. Warehouse personnel prepare the receiving report and send copies one and two to the originating department along with the goods. The third copy of the receiving report is filed numerically.