Department
Current Version
A
Document Number
FIN POL001
FINANCE
Document Type: Finance Policy & Procedure
Document Title:
PURCHASES REQUISITION & AUTORISATION POLICY &
PROCEDURE
[GOLF VILLAGES, PRO RANGE H/O, CAR SPA, MOVEMENT GYM, PRO MOTIONS MEDIA, VODACOM DIRECT,
SOMERRANGE PROPERTIES. MOTION FITNESS]
CURRENT DOCUMENT APPROVAL
Name
Vivienne Austick
Valery Strangleman
Valery Strangleman
Signature
Compiled by
Recommended by
Approved by Fin. Director
Date of last review:
Date of next review:
Note: These dates can be changes without affecting the
Revision status of the document
Date
Document Owner:
Vivienne Austick
DISTRIBUTION LIST
Nic van Gass
Valery Strangleman
Neil Strangleman
Alan Campbell
Brett du Plooy
Faith Solomon
Pro Range Finance
Nico Sinden
Lesley Pinkney
Eureka Sinden
Range Administrator
Sales Manager
Membership Consultants
Welcome Desk Agents
Operations Manager
Kids Village
Car Spa
3D Security
Movement Gym
FIN POL001
Purchases Requisition and Authorization Policy & Procedure
Vivienne Austick [01 June 2011]
Director
Finance Director
Managing Director
New Business Director & Pro Motions Media mng
Vodacom Direct Business Mangager
Nic v Gass P/A
Christo, Jeanne, Vivienne
Regional Ops Manager
Regional Admin Manager
Regional Marketing Manager
Tygervalley, Wynberg and Somerset West Range
Tygervalley, Wynberg and Somerset West Range
Tygervalley, Wynberg and Somerset West Range
Tygervalley, Wynberg and Somerset West Range
Tygervalley, Wynberg and Somerset West Range
Carmen Mehl
Micky and Hennie
1
A) POLICY
All Requisition and Authorization Forms (Petty Cash / Paid Outs / Immediate payment
Creditors / 30 day Account Creditors) must be typed out, no written form will be accepted in
finance, as some handwritings are too difficult to read, especially after documents have
been scanned and copied.
The Requisition and Authorization Forms must be completed in full and has to be
signed by authorized personnel:
-
The Golf Villages (Neil Strangleman – Managing Director)
-
Car Spa (Neil Strangleman – Manging Director)
-
Movement Gym (Neil Stangleman – Managing Director)
-
3D Security (Neil Strangleman – Managing Director)
-
The Kids Village (Neil Strangleman – Manging Director)
-
Pro Motions Media (Alan Campbell – New Business Director)
-
Vodacom Direct (Brett du Plooy – Business Manager)
-
Somerrange Properties (Nic v Gass – Director)
-
Motion Fitness (Neil Strangleman, Theo Beyers)
All purchases must be controlled within the allocated budget levels. Any expenses above
this level, has to be reviewed by the relevant authorized personnel (Directors / Business
Managers), as above mentioned. This will then be discussed and Authorized by the
Shareholders :
- Nic v Gass
- Neil Strangleman
- Valery Strangleman
- Alan Campbell
All Requisition and Authorization Forms must have the following attachments:
-
Month-End Creditor / Account Requisition and Authorization Forms, must have an
Invoice attached, NO QUOTES will be accepted by Finance.
FIN POL001
Purchases Requisition and Authorization Policy & Procedure
Vivienne Austick [01 June 2011]
2
-
C.O.D / Immediate Requisition and Authorization Forms, must have an Invoice attached,
NO QUOTES will be accepted by Finance.
-
Petty Cash Requisition and Authorization Forms, must have the Receipt, Invoice or
Casual Wages sheet attached before this is sent to Finance.
-
Paid Out Requisition and Authorization Forms, must have the receipt or Invoice attached
before this is sent to Finance.
All Requisition and Authorization Forms must be sent to the Managing Directors P/A at
operations@pro-range.co.za on a daily basis. No Requisition and Authorization Forms or
Control sheets to be sent to Finance directly.
No Documentation to be pushed under the Finance Office door, or left on Finance Personnel’s
Desks.
Any Petty Cash money that has been signed out to a Department Manager must be replaced
with change and / or a receipt / Invoice the same day that that money has been issued. If the
money is not used the same day that the Purchase was authorized and signed out, the money
must be returned in full to the Admin Manager.
Definition of correct forms to be used:
-
Month-End Creditor / Account Requisition and Authorization Forms:
This R&A Form will be used for all Creditors, which we have an account with, and do not
need to make immediate payment for purchases.
-
C.O.D / Immediate Requisition and Authorization Forms:
This R&A Form will be used for all Creditors, which we do not have an account with or even
Creditors which we do have an account with, but requires immediate payment for purchases.
-
Petty Cash Requisition and Authorization Forms:
This R&A Form will be used for small Purchases made for operational requirements, i.e.
Petrol, Staff Refreshments, Casual Wages etc.
-
Paid Out Requisition and Authorization Forms:
This R&A Form will be used for mainly Purchases made by the Directors on their
Entertainment Budgets
All post must be collected and post-boxes must be emptied, and delivered to Finance twice a
week.
(NB! SSW to send their post with Nico to be delivered every Monday, and any other day
available)
FIN POL001
Purchases Requisition and Authorization Policy & Procedure
Vivienne Austick [01 June 2011]
3
B) PROCEDURE
LIC
Range Procedure and Flow:
TYPE out the relevant Requisition and Authorization Form (no written R&A Forms will be accepted)
Verify the Budget Code & Description and the Budget amount available with the Range
Administrator, and complete the R&A Form with this information.
The Admin Manager to supply an Order Number for each R&A Form that is submitted to
Admin.
Please note that the following Admin Managers will be the designated Administrator for
the following Companies:
>>>Tygervalley Admin Manager:
TYG Golf Village, Kids Village, Car Spa, Pro Motions Media
>>>Somerset West Admin Manager:
SSW Golf Village, Movement Gym, 3D Security, Somerrange Properties
>>>Wynberg Admin Manager:
WYN Golf Village, Vodacom Direct
The Range Administrator must mail the R&A Form with all the supporting documentation
(Invoices / Receipts etc.) to the Managing Directors P/A on operations@pro-range.co.za
for approval and an Authorization Code.
The MD will sign off all Golf Village, Car Spa, Movement Gym, 3D Security and Kids
Village R&A Forms, and his P/A will allocate an Authorization Code.
Y
Business Managers for Vodacom Direct, Pro Motions Media and Somerrange Properties,
will sign and approve their own Purchases, and this will then be sent to the relevant
Admin Manager, to log and forward to the MD’s P/A, to also be issued with an
Authorization Code.
The MD’s P/A will log all R&A Forms with issued Authorization Codes on the Relevant
Control sheet on a daily basis
-
Month-End Creditor / Account R&A Control Sheet
Log all authorized R&A Forms for all Creditors, which we have an account with, and do not
need to make immediate payment for purchases.
-
C.O.D / Immediate Requisition and Authorization Forms:
Log all authorized R&A Forms for all Creditors, which we do not have an account with or
FIN POL001
Purchases Requisition and Authorization Policy & Procedure
Vivienne Austick [01 June 2011]
4
even Creditors which we do have an account with, but requires immediate payment for
purchases.
-
Petty Cash Requisition and Authorization Forms:
Log all authorized R&A Forms small Purchases made for operational requirements, i.e.
Petrol, Staff Refreshments, Casual Wages etc.
-
Paid Out Requisition and Authorization Forms:
Log all authorized R&A Forms for Purchases made by the Directors on their Entertainment
Budgets
The MD’s P/A will scan and mail these R&A Forms along with the relevant Control sheet,
to the Finance Assistant on viviennea@pro-range.co.za on a daily basis.
Finance Procedure and Flow:
The Finance Assistant will print and compile all R&A Forms, and Control sheets, and sign
for handover the Creditors Clerk
The Finance Assistant will give daily R&A Forms and Sheets to Creditors Clerk to load all
expenses on Pastel, and she will then sign for handover to Finance Director
The Finance Director, will authorize for Payment, and sign handover for payment to
Accountant
The Accountant will make the relevant payments, and send Proof of payment to the
Relevant Creditors and Admin Managers
The Accountant will hand completed sheet back to the Finance Director, and a copy of
the sheet and all the R&A Sheets and supporting documents to the Creditors Clerk for
filing.
FIN POL001
Purchases Requisition and Authorization Policy & Procedure
Vivienne Austick [01 June 2011]
5
C) FORMS
Month-End Creditor / Account Requisition and Authorization Forms:
This R&A Form will be used for all Creditors, which we have an account with, and do not need
to make immediate payment for purchases.
FIN POL001
Purchases Requisition and Authorization Policy & Procedure
Vivienne Austick [01 June 2011]
6
C.O.D / Immediate Requisition and Authorization Forms:
This R&A Form will be used for all Creditors, which we do not have an account with or even
Creditors which we do have an account with, but requires immediate payment for purchases.
FIN POL001
Purchases Requisition and Authorization Policy & Procedure
Vivienne Austick [01 June 2011]
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Petty Cash Requisition and Authorization Forms:
This R&A Form will be used for small Purchases made for operational requirements, i.e. Petrol,
Staff Refreshments, Casual Wages etc.
FIN POL001
Purchases Requisition and Authorization Policy & Procedure
Vivienne Austick [01 June 2011]
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Paid Out Requisition and Authorization Forms:
This R&A Form will be used for mainly Purchases made by the Directors on their Entertainment
Budgets
FIN POL001
Purchases Requisition and Authorization Policy & Procedure
Vivienne Austick [01 June 2011]
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Mail & Post Requisition and Authorization Forms:
This R&A Form is for recurring monthly payments received in Finance via Post or E-mail. This
form is strictly for Finance use only.
FIN POL001
Purchases Requisition and Authorization Policy & Procedure
Vivienne Austick [01 June 2011]
10