Task 8

Instructions: The following task is to be submitted to your teacher in one of the two ways described below.

To return work by email

To return work by mail

To save and finish later

Putting it into Practice

Part A - "In the Field" - a research task

You will need to visit an office to complete this section.

Print a copy of the Research Worksheet to take with you on your visit to an office.   To do this: click on the link to the Research Worksheet a Word document will open select File => Print Your final copy of the Research Worksheet can be typed and emailed or sent in as a hard copy.

Research Worksheet

 

Part B

 

This exercise is also available through HSC Online

 

Answer True (T) or False (F) to the following statements.

 

Statement		T / F
1	Staff should not be included in decisions concerning the purchase of consumables for their office area.
2	Tendering is the process of allocating a contract to the cheapest supplier.
3	Requesting your supervisor sign a purchase requisition is an example of gaining internal approval for a purchase.
4	A vendor is the same as a supplier.
5	Manual handling of resources is important but has little to do with the process of ordering supplies for the organisation.
6	Cost effectiveness is about paying the lowest price possible for the goods required.
7	It is advisable to identify all the requirements of your purchase before seeking a supplier.
8	A periodic forecast is only conducted at the end of the financial year.
9	As assets register is used to detail the process of locating, identifying and attracting applicants for a job.
10	A contracted supplier is one with whom an organisation has an agreement for the supply of goods for a given period.

Part C

Part C involves following the Swaggies procedures for acquiring resources. It is your responsibility to follow the correct procedures keeping in mind all the factors discussed in Topics 1 - 4!

Step 1:

You receive the following 3 Stationery and Supplies - Request forms from 3 staff members (click image to enlarge)

 

Janet Parker	John Little	Lyn Singh

 

 

Step 2:

Currently, the Swaggies policy is to order all office supplies from:

 

The Busy Office

10 Bright St,

Wilson NSW

 

 

Before placing the order you need to check their terms and conditions.

The Busy Office Terms & Conditions

 

Answer Yes or No to the following:

 

Statement		Yes / No
1	Orders can be placed electronically.
2	The Busy Office will accept payment by cheque.
3	There is a manufacturer's warranty on electronic equipment only.
4	The Busy Office can supply large organisations.
5	A restocking fee is charged if Swaggies mistakenly order supplies they don't want.
6	There is a 14 day period where goods can be returned unopened and in saleable condition.
7	Insurance and delivery costs are included in the catalogue price

 

 

Step 3

Based on the staff member's requests you need to fill out the Purchase Order from  The Busy Office

 

The Busy Office Purchase Order Form

The Busy Office Catalogue

 

 

Step 4

 

The Busy Office order form has been sent. Ten (10) days later the goods arrive at Swaggies with an invoice and delivery docket attached.

You need to prepare a Stock card following Swaggies procedures.

 

Process the incoming items by entering them in the correct stock cards below.

 

Swaggies Stock Card 1
Item  Sandford Sharpie Permanent Marker					Maximum Stock   5 boxes assorted
					Minimum Stock    2 boxes assorted
Item No. AD 776					Location   Admin Store 1
Date	Stock In			Stock Out				Balance
	Qty	Inv No.	Supplies	Qty	Ref	Dept	Initials
8/3	2 box	BO 21	1 black 1 red				AJ	5
10/3				1 box black	AJ	Fin	AJ	4
11/3				2 box	GP	Market	BT	2

 

Swaggies Stock Card 2
Item  Faber Fix Pens					Maximum Stock   200
					Minimum Stock    50
Item No. AD 791					Location   Admin Store 3
Date	Stock In			Stock Out				Balance
	Qty	Inv No.	Supplies	Qty	Ref	Dept	Initials
8/3	200	BO 011	100 bla 50 red 50 blue				AJ	200
19/3				25 bla	BR	Fin	TB	175
20/3				100 red	GP	Market	KK	75
30/3				50 bla	BR	Fin	TB	25

 

Swaggies Stock Card 3
Item  Easy Open Envelopes					Maximum Stock   10 boxes
					Minimum Stock    5 boxes
Item No. AD 055					Location   Admin Store 1
Date	Stock In			Stock Out				Balance
	Qty	Inv No.	Supplies	Qty	Ref	Dept	Initials
8/3	8 boxes	BO 12	Corr.Size,plain				AJ	10
12/3				1 box	RS	Admin	JP	9
20/3				3 boxes	LK	Market	GP	6

 

Swaggies Stock Card 4
Item  Rubber Bands					Maximum Stock   5 packs
					Minimum Stock    2 packs
Item No. AD 055					Location   Admin Store 3
Date	Stock In			Stock Out				Balance
	Qty	Inv No.	Supplies	Qty	Ref	Dept	Initials
8/3	5 packs	BO 340	size 10 500g/pack				AJ	5
10/3				2 pack	RH	Ware	TG	3
20/3				1 pack	GP	Market	GP	2

return to Topic 5