8.12 Instruction E-Mail or Memo: New Process for Purchase Requests (Obj. 4)
Along with your parents, brothers, and sisters, you own a share of a growing family business with 55 employees. As the head of the
Purchasing Department, you realize that the business must keep bet- ter track of purchases. Some employees use the company purchasing order forms, but others submit sloppy e-mails or handwritten notes that are barely legible. What’s worse, you are not sure whether the requested purchase has been authorized by the budget manager. You talk to the family management council, and they urge you to establish a standard procedure for submitting purchase requests.
Because the business has a good Web site, you decide that pur- chase requests must now be downloaded from the company intranet (http://www.lynch.com/intranet). To provide the fastest service, employees should fill out the new purchase request form. This may be done manually or digitally. Employees must include complete informa- tion for each requested purchase: date, quantities, catalog numbers, complete descriptions, complete vendor mailing address and contact information, delivery requirements, and shipping methods (usually f.o.b.). The Purchasing Department should be sent the original, and a copy should be kept by the requesting employee. An important step in the new procedure is approval by the budget manager on the request form. That is, employees should talk to the budget manager and get her approval before submitting the purchase request. You think this new procedure will solve many problems for you and for employees. Your Task. As Purchasing Department manager, write an e-mail or a hard-copy memo (as your instructor directs) to all employees informing them of the new procedure.
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