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Procedure for Submitting Purchase Orders and Auditor’s Schedule for Processing Vendor Warrants

1. Purchase Order (PO) Requirements

All Purchase Orders must meet the following criteria before submission:

  • Vendor Information
    PO vendor name and address must exactly match the invoice name and remit-to address.
  • Fiscal Year Charging
    Invoices are charged to the fiscal year based on the date goods or services were delivered or incurred.
  • Amounts
    PO amount must match the invoice amount.
    Exceptions are allowed only for approved blanket POs authorized by the City Auditor.
  • Authorization
    PO must be hand-signed by the Department Head or an authorized designee.

Authorized Designee Policy

  • The Department Head may authorize a designee.
  • A signed authorization letter must be submitted to the Auditor’s Office before the designee may sign PO’s.
  • The letter must be signed by both the Department Head and the designee and will be kept on file.
  • Without this letter, only the Department Head’s signature will be accepted.

2. Submitting Purchase Orders and Invoices

  • Departments must scan the signed purchase order, invoice and any other pertinent documents to the PO in MUNIS, before submitting to the Auditor’s Office.
  • Departments must then submit original POs and invoices to the Auditor’s Office for review and payment.
  • Processing is done on a first-come, first-served basis.

Invoice Requirements

Attach the ORIGINAL, UNALTERED invoice to the ORIGINAL PO (no copies):

Invoices must include:

  • Invoice number
  • Invoice date
  • Dates of service or purchase
  • Scope of work
  • Invoice amount
  • For contractual services, a clear description of the agreement (e.g., monthly rug cleaning, heating system maintenance)

Special Invoice Situations

  • If the original invoice or receipt is lost or emailed:
    • Clearly note on the copy: “Original lost” or “Invoice emailed.”
  • Altered invoices will NOT be accepted.
    • Credits must appear on the vendor’s invoice, or
    • In an email from the vendor
    • Do not cross out or change amounts by hand.

Past Due Charges

  • Only current charges listed on the invoice will be paid.
  • If a past due balance exists:
    • Submit the invoice showing the dates of service for the past due amount.

3. Tax-Exempt Status

  • The City of Brockton is tax-exempt.
  • Sales tax will not be paid and should not appear on invoices.
  • If a vendor requires a tax-exempt certificate, the Auditor’s Office can provide it upon request.

4. Contracts

  • If a contract is associated with the vendor:
    • Note the contract on the PO.
    • Scan and attach the contract to the vendor’s profile.

5. Check Distribution Requests

  • Checks are printed and mailed or distributed by the Treasurer’s Office on the check date.
  • If a department requests that a check be held:
    • Attach a copy of the PO to the original PO and invoice.
    • Clearly note: “Hold for [person/department].”
  • This ensures the check is sent to the department rather than mailed to the vendor.

6. Auditor’s Warrant Processing Schedule

  • A final warrant covering invoices/POs entered Thursday through Wednesday is processed on Thursday morning by Accounts Payable.

Example Timeline

  • Entries made: Thursday, 12/5/24 – Wednesday, 12/11/24
  • Warrant processed: Thursday, 12/12/24
  • Payment issued: 12/18/24 (check or EFT)

7. How to Check Payment Status

  1. Go to Purchase Order Inquiry
  2. Click SEARCH
  3. Enter the Fiscal Year and PO Number, then press Enter

Understanding the Status

  • Not Liquidated → Invoice has not been paid.
  • Liquidated → Click INVOICES (middle of the screen).

Invoice status meanings:

  • PAID
    • Payment has been issued.
    • Screen will show amount paid, check/EFT number, and issue date.
  • PROOF
    • Payment is on the current A/P warrant.
    • Payment will be issued the Wednesday of the following week.
    • Check/EFT number and date will not yet appear.

Important Timing Note

If you check the system on a Thursday or Friday, payment will be issued the Wednesday after the following week, not the immediate next Wednesday.

Example:

  • Checked on Thursday, 12/5/24 or Friday, 12/6/24
  • Warrant processed: Thursday, 12/12/24
  • Payment issued: 12/18/24

8. Invoice Amount vs. Liquidated Amount

  • The Invoice Amount shown reflects the amount paid or to be paid.
  • This may differ from the Liquidated Amount.

Example:

  • PO opened for a larger amount
  • Vendor invoices for a smaller amount and PO is closed
  • Liquidated Amount = original PO amount
  • Invoice Amount = actual payment issued
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