Colleagues:
I wanted to thank everyone who has responded so far to my inquiry below. As a follow up, I wanted to clarify a few things.
1) The P.O.s will be created in the new system we are implementing.
2) Any department will be able to create a P.O. as is the case now. Once created, the P.O. will be routed through Procurement (part of Finance) for the approval process.
3) Procurement/Finance is the owner of the official record.
4) Each P.O. does have specific T&C's on the back.
5) When an invoice is received via mail, I am still fuzzy on the matching process to the P.O.
6) The P.O. will then be converted to an invoice in the new system and then the plan is to destroy the invoice received via mail after 1 month. We will still retain the original P.O. and the associated T&C's. I am trying to find out how and through what process the P.O. is taken and then converted over to an invoice but still leaving the original P.O. intact.
7) Audit is the one who came to me about this process for my input and I am looping in our litigation attorney for good measure.
As you can see, there is still a lot to figure out. At the end of the day, the question really boils down to which is better...the original paper invoice or the invoice that was converted from a P.O.? That process is what I am hoping to see in the next week or so.
Thanks, Steve
Stephen A. Smith, MLIS, CRM, CIP, CDIA+
Manager, Corporate Records
QVC, Inc. Compliance
O: 484.701.1559
F: 484.701.1021
C: 484.905.2517
E: [log in to unmask]
A: Studio Park, 1200 Wilson Dr., MC207, West Chester, PA, 19380-4262
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-----Original Message-----
From: Stephen Smith
Sent: Thursday, August 01, 2013 10:42 AM
To: [log in to unmask]
Subject: Business Process Question - Purchase Orders and Invoices
Colleagues:
I have a question regarding a business process and I was hoping to find out if there are any laws or cases (aside from RM best practice) that could impact some of the decisions being considered.
The scenario centers around the way we process purchase order and invoices. We are switching to a new solution from on old Notes database workflow. We generate purchase orders for, conveniently enough, all of the products we order. Those P.O.s are issued and then we receive an invoice from the vendor. The proposed new system includes something I am objecting to and that is when an original invoice is received, the new system will convert the P.O. to an electronic invoice and that is retained. The original invoice received from the vendor is kept for a month and then destroyed and the converted invoice from the P.O. is now magically the official record.
I have serious issues with this. I have not yet seen in the new system how the converted invoice from the P.O. compares to the original. My guess is they don't look alike at all, let alone if the information on the original invoice matches the converted invoice. Naturally, they could scan the original invoice and retain it but that is a step they are trying to avoid. They are also offering the opportunity for some vendors to submit invoices electronically and that is of course OK.
For this conversion process, I am trying to fight the fight that the original invoice is the official record and not the converted P.O. Is anyone aware of any laws or cases that could apply to this scenario? From a RM best practice perspective, it makes complete sense to me, but I would like some additional ammunition if any is available.
I appreciate your input and please feel free to contact me directly.
Thanks, Steve
Stephen A. Smith, MLIS, CRM, CIP, CDIA+
Manager, Corporate Records
QVC, Inc. Compliance
O: 484.701.1559
F: 484.701.1021
C: 484.905.2517
E: [log in to unmask]
A: Studio Park, 1200 Wilson Dr., MC207, West Chester, PA, 19380-4262
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