Page 14 - 8025 - Controlling and locating stock Learner Guide.docx

ADVANCED

RISK MA
In this case, you will receive an advice from head office about the stock you will receive. This could
be called a “Stock In Transit” form, a Stock Transfer Form (STF) or a jab, depending on the procedure
in your organisation.
These forms will be generated by head office on the computer system, so you will receive the advice
and print it out.

Where you order from head office or another branch
You will place the order using the computer to generate a purchase order. The order could also be
placed by telephone followed with a faxed copy to head office or the other branch, should your
computer system be offline, or your organisation may not make use of computerised systems.

Where you order directly from the supplier
You will generate a purchase order or requisition, either by hand or on the computer.

Whichever method was used, you will have a document that states the goods that are due to arrive
at your store.
Purchase order

Definition: A written sales contract between buyer and seller detailing the exact
merchandise or services to be rendered from a single vendor.

It will specify
 payment terms,

 delivery dates,
 item identification,

 quantities,

 shipping terms
 and all other obligations and conditions.

Purchase orders are generally pre-printed, numbered documents generated by your organisation’s
financial management system which shows that purchase details have been recorded and payment
will be made.

Also Known As: PO

The purchase order also allows you or your organisation to track outstanding orders and accounts
payable.

The purchase order is usually prepared in three copies:
 the original copy is sent to the supplier,

 the second copy for receiving department,

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