The Institute of Chartered Accountants
of Sri Lanka

 A Purchase Requisition (Refer Annex. 04) is sent by the Project Officer at site to the Chief Projects Officer at head office for approval. The  Purchase Requisition should accompany a list of Beneficiaries where possible and needs to be certified by at least two members of the Beneficiaries  Committee.

 On receipt of the Purchase Requisition, a supplier should be selected using one of the following methods.
 (Refer Section 19)

• By calling public tenders for item of very high value
• By calling quotations from registered or reputed suppliers

 A Purchase Order (Refer Annex. 05) is raised with four copies and approved by the Chief Supplies and Stores Officer and distributed as follows.
 1st Copy - to the supplier
 2nd Copy - to the stores
 3rd Copy - to the accounts division
 4th Copy - book copy

 When goods are delivered to the stores, the store keeper should check the items received against the Purchase Order copy to ensure that the  supplier has delivered the correct types and quantities of items ordered.

 If the goods delivered are acceptable, the storekeeper needs to prepare a Goods Received Note (GRN) with four copies. (Refer Annex. 06)

 1st copy - to the Accounts Division to update stores ledger
 2nd copy - to the Accounts Division to effect payment to the supplier
 3rd copy - to be kept in the Stores to update Bin Card
 4th copy - book copy.

 A Bin Card (Refer Annex. 12) should be maintained for each item at the stores. Further a Stores Ledger Card (Refer Annex. 13) should be maintained  on a memorandum basis in the Accounts Division.

 Distribution procedure for materials Distribution procedure suggested for non cash items detailed in Section 9 could
 be followed for purchased items too.